Glossary

The College is not only introducing a new Student Information System (SIS), but also re-imagining our businesses processes. A new SIS and new business processes means you’ll be hearing new terms as we journey through this Business Transition together.

This glossary includes terms for the new SIS called Thesis SM and for the development and implementation of the new SIS called the R3 Project.

*You can filter terms by topic, use the search, or casually scroll through our list of new terms.

Sort By Topic Sort By TopicView Filters Clear All R3 Project Thesis OK Cancel Search Search in Definition Topic
Term	Definition	Topic
Academic Module	The Academic module is a main menu option within the Student Information System, Thesis SM. This module provides core information on Program Curriculum, Course Management, Scheduling and Registration. Additionally, the Academic Periods are identified.	Thesis
Academic Period	Academic Periods are what we know as Terms today. Academic Periods refer to the specific start and end dates of the term which support scheduling, timetabling and course availability.	Thesis
Academic Program	A specific field of study. Each Academic Program is linked to a specific Educational Goal. Examples of Academic Programs include: Applied Museum Studies Accounting Practical Nursing	Thesis
Admissions Component	The Admissions Component manages the receipt and processing of specific documents or requirements needed to assess an application. Examples: English Grade 12, AC-HPAT, Admissions Portfolio, etc.	Thesis
Admissions Module	The Admissions Module is a main menu option within the Student Information System, Thesis SM. This module provides access to the Admissions Records, including: Admissions Stage, Admissions Status, and Admission Time Periods.	Thesis
Admissions Period	Admissions Periods refer to the time during which we accept applications to programs belonging to a master Period, such as Fall, Winter or Spring. The Admissions Period begins prior to the academic term dates, when students submit their applications for an upcoming program intake.	Thesis
Admissions Record	The Admissions Record is created in Thesis SM after a prospective student submits their application either via Ontario Colleges or Salesforce. The Admissions Record houses all information required to process an application. This information can include the program, campus, delivery method, and much more.	Thesis
Admissions Stage	The Admissions Stage shows the specific status of the application. This feature is used to communicate with applicants in the Thesis Student Portal. An applicant can only be at one Admissions Stage at a time.	Thesis
Admissions Status	The Admissions Status shows the overall status of the applicant. It will only be visible in Thesis SM; not in the Thesis Student Portal. Each Status is categorized and houses relevant Admissions Stages. The Admissions Status will mostly be used to generate reports.	Thesis
Applicant Checklist	The Thesis Student Portal Applicant Checklist is a feature that allows applicants to check the overall status of their application and individual status of each Admissions requirement.	Thesis
Award	Financial Aid that is offered to a student. Common categories of Awards at the College include scholarships and bursaries.	Thesis
Billing Module	The Billing module is a main menu option within the Student Information System, Thesis SM. This module records Program Fees, Students Fees and Student Balances throughout the student lifecycle.	Thesis
Billing Period	Billing Periods refer to the time during which we collect fees for studies belonging to a master Period, such as Fall, Winter or Spring. Similar to Admissions Period, the Billing Period begins prior to the academic term dates, when students pay or defer their fees to secure their seats.	Thesis
Business Processes	A business process is a procedure that has a sequence of steps to get from a Start to an End. For each specific Start (e.g. Program Application) there are different possible Ends (e.g. Offer of Admission or No Offer).	R3 Project
Change Champions	Are individuals across the College who help share and shape the training and communications for the R3 Project. Share Project communication materials with their home departments and provide feedback to R3 on content and gaps. Participate in early training, provide feedback to R3, and identify additional resources. They work closely with SIS General Users.	R3 Project
Co-requisite	Course(s) that must be completed concurrently. For example, in the Community and Justice program, the Introduction to Sociology course (COR1928) is a co-requisite of the Introduction to Psychology course (COR1756) and a student must be enrolled in both courses simultaneously.	Thesis
Communication Module	The Communication module is a main menu option within the Student Information System, Thesis SM. This module is where the Terms and Conditions are found. The College will continue to use Marketo for other student communication purposes. This module continues to be configured to meet Algonquin College’s needs.	Thesis
Community	The people connected to a student. Examples: Support Staff Deans & Chairs Tutors Faculty Course Facilitators Faculty Advisors Student Services Support Staff	Thesis
Community Module	The Community module is a main menu option within the Student Information System, Thesis SM. This module allows the College to access and modify information about Individuals and Organizations in Thesis SM. Examples include: consolidating Student Records, creating/updating Person Records, creating/updating Organization Records and many more.	Thesis
Configuration	When it comes to the new Student Information System, Thesis SM, configuration means adding to or changing current elements and values within the SIS software to tailor it to Algonquin College needs. For example, Thesis SM comes with a set of delivered Educational Goals (Bachelor of Arts, Bachelor of Science, Doctorate of Education, etc.), so Thesis SM will need values configured to reflect the Educational Goals delivered by Algonquin College (Ontario College Diploma, Ontario College Certificate, Degree, College Approved Certificate, etc).	R3 Project
Course Enrolment	The process in which learners manage their own course selections and schedules. This includes the phases Pre-enrolment and Re-enrolment. This process is currently known as Registration.	Thesis
Course Master	The information record for courses delivered at Algonquin College. Examples of information in a Course Master include: Course ID Description Credit hours Requisites	Thesis
Course Offering	A single class provided in an academic period with a specific start date and end date. Examples of information in a Course Offering include a unique: Class of students Professor Time/date/term	Thesis
Course Offering Template	An outline containing general information that is standard for a course section, these templates streamline the creation of Course Offerings.	Thesis
Credential Audit	A Credential Audit is a feature that displays the progress a learner has made toward an Educational Goal, including completed and outstanding Program Curriculum Requirements.	Thesis
Deploy Phase	During the Deploy Phase, final preparations are made to ensure a successful Go-Live.	R3 Project
Design and Develop Phase	The Design and Develop Phase involves configuring the new Student Information System, Thesis SM, to meet the needs of Algonquin College, as well as designing and developing new business processes. Technical work is also occurring during this phase, including data migration, integrations, enhancements, and automations. As building these tailored solutions is complex, this is the longest phase of the project. This is also called the Personalize Phase.	R3 Project
Discovery Phase	The Discovery Phase is about understanding the new Student Information System, Thesis SM, and its capabilities. Our vendor, Thesis, also learns about Algonquin College processes and business needs. This is also called the Familiarize Phase.	R3 Project
Division	Represents a school or faculty associated with an Academic Program. Examples: School of Advanced Technology School of Business School of Hospitality and Tourism Faculty of Arts, Media and Design	Thesis
Document	A digital file serving as an official record or proof to support a form submission. Documents are stored in Document Repositories. For example, a marriage certificate or a deed poll can be used as a document to support a Legal Name Change form.	Thesis
Document Repository	A collection of all the documents in the SIS that are categorized as a specific Document Type. Document Repositories are not attached to students; they are collections of documents grouped by module. Examples of Document Repositories include: SIN Number Change Legal Name Change	Thesis
Document Type	A category of document. The Document Type feature helps organize and manage the documentation in a Student's Document Repository. Examples of Document Types include: SIN Change Transcripts Legal Name Change	Thesis
Educational Goal	Academic credentials offered by an institution. Examples of Educational Goals include: Ontario College Certificate Ontario College Diploma Ontario College Advanced Diploma Ontario College Graduate Certificate Baccalaureate Degree Honours Baccalaureate Degree	Thesis
Enrolment Mode	The criteria for how a course is graded. Enrolment Modes specific to AC business are configured and will be part of the Course Master set up.	Thesis
Financial Account	The record of financial transactions for a person or organization. Examples of line items in a Financial Account include: Program Fees OSAP Funding Deposit Credit Transfer Fees	Thesis
Financial Aid Module	The Financial Aid module is a main menu option within the Student Information System, Thesis SM. The module will have the ability to record bursaries, awards and student loan information. This module continues to be configured to meet Algonquin College’s needs.	Thesis
Financial Aid Package	All Financial Aid information that is specific to a student for each term.	Thesis
Financial Aid Period	A specific time frame where an institution grants Financial Aid and transfers Financial Aid to student Financial Accounts.	Thesis
Financial Aid Record	A centralized summary of a student's Financial Aid information and an access point to more detailed data. Each student has one personal Financial Aid Record.	Thesis
Guided Simulation	An interactive walkthrough of a specific task or activity in the software. Users can practice tasks and processes in an environment that looks and feels like Thesis SM while being guided through steps and actions to complete tasks or processes. Guided simulations are a great way to apply newly learned knowledge.	Thesis
Implementation Committee	The Implementation Committee makes suggestions on business processes and key system configuration values, as well as operational suggestions related to the project. They also work closely with Subject Matter Experts and SIS Core Users.	R3 Project
Integration	Integration is the process of linking together different computer systems so they can talk to one another in order to get the required information (data) they need to do their job. Essentially, an integration is when data is shared between two computer systems. For example, when GeneSIS uploads a class list into Brightspace (so that a professor can see who will be in their class).	R3 Project
Knowledge Transfer	A mentoring process between Thesis SM Experts and specific Algonquin College employees who then become experts and can support colleagues in the use of the system up to, and beyond, the launch of the new Student Information System.	R3 Project
Module Block	A grouping of recommended Courses within a Program Curriculum designed to help learners register in their required courses for a specific term.	Thesis
Non-course Requisite	Conditions a learner must meet to enroll in a particular course or course offering but are not tied to the completion of another course. These conditions might include being part of a specific cohort or having a certain security clearance.	Thesis
Period	Period refers to any time period tracked in the SIS, similar to what we know as Terms today. Within each Period, the system can create unique Admissions, Billing, Academic, Financial Aid and Facilities Periods, each with their own start and end dates.	Thesis
Permissions	System Roles are given Permissions that specify what a User can see and do within Thesis SM or the Thesis Student Portal.	Thesis
Pre-enrolment	The phase in which learners reserve course selections for an upcoming Academic Period.	Thesis
Pre-requisite	Course(s) that must be completed to make a student eligible for another specific course. For example, COR1919 is a pre-requisite that requires completion before a student is eligible to enroll in COR1916.	Thesis
Program Curriculum	Contains all requirements needed to complete a particular Certificate, Diploma, Advanced Diploma or Degree. This term replaces Program of Study in GeneSIS.	Thesis
Program Curriculum Requirements	Groups of core courses, elective courses, and academic milestones (non-course requirements like placement hours) with names referring to a Program and Level. The groups are organized in a suggested path to offer sequential satisfaction of requirements toward the completion of an Educational Goal. Within the Program Curriculum Requirements, rules can be defined to indicate how many courses from a core course group, or elective group must be taken. This is known as a Program of Study Level in GeneSIS.	Thesis
R3	A transformation project that will introduce a new Student Information System (SIS) and Enterprise Portal to Algonquin College. As we implement a new SIS, we have the opportunity to rethink how we work, redesign our processes, and reimagine how we serve and interact with our learners.	R3 Project
R3 Project Steering Committee	Endorsed by the Algonquin College Executive Team, the R3 Steering Committee is made up of College representatives who guide the R3 Project and ensure project deadlines and deliverables are met. Chaired by the Executive Sponsor, Laura Stanbra, the Vice President, Student Services, they’re also the bridge between the R3 Project team and the College’s governance to ensure the Project remains connected to its five main objectives and aligns with the College’s strategic vision.	R3 Project
R3 Project Working Groups	Through Working Groups, the R3 Project is utilizing our Algonquin College’s own staff members to review how we run our business processes. Working Group members utilize their experience and knowledge to provide recommendations to the Implementation Committee for consideration. The Working Group members usually include Subject Matter Experts, R3 team members and Thesis staff members who will work collaboratively within a specific area of focus such as scheduling, curriculum and student awards.	R3 Project
Re-enrolment	The phase in which learners enrol in the course selections made during Pre-enrolment for an upcoming Academic Period.	Thesis
Reports	Presentations of the analysis of certain data stored in the SIS that relates to a specific role, task, and/or process.	Thesis
Software Automation	Software operations that complete common repeated tasks and processes independently and without user commands or instructions. For example, when a student applies for an Award, instead of a staff member having to manually send an email, the student will automatically receive a confirmation email from Thesis SM indicating receipt of their application.	Thesis
Student Academic Record	The academic information for a specific student in a specific program. Students can have more than one Student Academic Record if they have been enrolled in multiple programs. A Student Academic Record includes: Educational goal Program Enrolment status Academic progress	Thesis
Student Information System	A Student Information System (SIS) is an application used to manage student data. The data includes, but is not limited to: student academic record, contact information, course schedules, billing and student awards.	R3 Project
Student Information System Users: Core Users	Are individuals across the College who: Learn, and perform, complex Business Processes (E.g. SWF, Student Finance) Create new data (E.g. courses) Create new reports Example Core User Departments: Registrar’s Office Financial Aid and Student Awards ITS Est. 200 Core SIS Users	R3 Project
Student Information System Users: General Users	Are individuals across the College who: Perform specific tasks (E.g. Look up Course Offering, look up Program Curriculum) Review reports are written by others (E.g. Degree/Credential audit) Look up student information to assist or advise Example General SIS User departments/roles: Program Coordinators Student Success Specialists Recruitment Office Est. 900 General SIS Users	R3 Project
Subject Matter Expert	Subject Matter Experts (SME) are individuals across the college who have experience and knowledge to help provide feedback on, as well as guide and support, recommendations when it comes to implementing the new Student Information System and redesigning business processes. They work closely with the R3 Implementation Committee.	R3 Project
System Role(s)	System Roles are tailored to specific tasks that a User needs to complete within Thesis SM or the Thesis Student Portal. Users can be given one or more System Role(s) related to their work. Note: A System Role is separate from your job title/position at the College.	Thesis
Technical Testing Phase	The Technical Testing Phase includes testing the new Student Information System, Thesis SM, and sharing the new Algonquin College business processes. Additionally, integrations with other applications, such as Brightspace, are tested. The R3 Project team will then collect and analyze feedback while also identifying and resolving technical issues that come up during testing. During this phase, training development is completed. This is also called the Integrated System Testing Phase.	R3 Project
Thesis	Thesis is the US-based company that specializes in providing post-secondary institutions with cloud-based applications. Algonquin College has partnered with Thesis to implement a new Student Information System (SIS), ultimately replacing GeneSIS.	R3 Project
User	Users are College employees and students who interact with Thesis SM or the Thesis Student Portal. Each User has a personal account to access the system(s) assigned to them. The access level for each account is tailored to what they require for their System Role(s).	Thesis
User Testing Phase	The User Testing Phase is when training on the new Student Information System, Thesis SM, begins. Employees from across the College are invited to test Thesis SM, the Student Portal, and the Algonquin College business processes. Testers also have the opportunity to identify problems that may need to be resolved. This is also called the User Acceptance Testing Phase.	R3 Project

R3 Project

Glossary

Ottawa

Pembroke

Perth

Online

Glossary

We value your privacy