student administration - admissions...copyright 2009 – university of nevada, las vegas and...

Copyright 2009 – University of Nevada, Las Vegas and CedarCrestone, Inc. BPG – Graduate College Adding/Updating Checklists

Student Administration - Admissions

University of Nevada, Las Vegas

Graduate College

Business Process Guide [AD031]

Adding/Updating Checklist Items

DOCUMENT INFORMATION

Module Admissions and Recruitment

Author Laurie Cantwell

eReference

DOCUMENT HISTORY

DATE BY ACTION PAGES

08.04.2009 Laurie Cantwell Final Draft 21

08.25.2009 Laurie Cantwell Final Sign Off 21

Copyright 2009 – University of Nevada, Las Vegas and CedarCrestone, Inc. BPG – Graduate College Adding/Updating Checklists Page i

DOCUMENTATION REVIEW & APPROVAL FORM

Review/Approval History

REVIEW/APPROVAL HISTORY

DATE REVIEWER/APPROVER POSITION ACTION

08.07.2009 Kara Takekawa Janine Barrett

SME – Graduate College Approved

08.04.2009 Katie Collins Module Lead

DOCUMENT PLAN

Audiences

DOCUMENT PLAN

PRIMARY AUDIENCES SECONDARY AUDIENCES

Graduate College

Admission Evaluators

Front Office Staff

Graduate College

Associate Deans

Directors

Associate Directors

Assistant Directors

Document Objectives:

Enable end users to determine initial residency status for applicants

Enable end users to use the PeopleSoft application to perform this process

Provide the basis for End User Training Materials

Document Media (check all that apply for final product)

Bound paper copies

MS Word file of Master Copy on secured drive

PDF file on shared drive

PDF file on Web

Other:

Copyright 2009 – University of Nevada, Las Vegas and CedarCrestone, Inc. BPG – Graduate College Adding/Updating Checklists Page 1

TABLE OF CONTENTS

Topic Page

1 Process Overview ...................................................................................... 2

2 Related Information .................................................................................... 3

2.1 Helpful Hints....................................................................................................................... 3

3 Adding a Checklist and/or Checklist Item to a Person ........................... 5

4 Updating a Checklist Item ....................................................................... 11

4.1 Updating by Person ......................................................................................................... 11 4.2 Updating by Checklist ..................................................................................................... 13

5 Expected Outcomes ................................................................................. 16

6 Appendix A: Rules for Updating Items ................................................... 17

7 Appendix B: Checklist Items ................................................................... 18


1 Process Overview

The 3C’s denote the way we can track and interact with people in the PeopleSoft system. Using the 3C communication methods, we can deliver notifications and communications based on PeopleSoft ID numbers. 3C update/inquiry groups provide user-level security access to 3C functionality. This security provides or restricts the users’ ability to add or edit the 3C data. Checklists are part of the PeopleSoft 3C’s. Checklist management enables users to create lists of items, attach that information to a person or organization and monitor the status of that item(s).

Checklists and checklist items are determined during set up of PeopleSoft and are associated with a specific administrative function (such as Admissions, Financial Aid, etc.). In admissions, checklists are created for different stages in the application cycle (such as Applicant Checklist, Admit Checklist, etc.) or can be used administratively to manage workflow. Users associate a checklist with a person or an organization and that checklist is used to provide an applicant with a list of outstanding application items or tasks. Checklists can be used to control an applicant’s progress through the automated admission cycle in PeopleSoft or manage workflow with a specific application or group of applications. Checklists and checklist items can be summarized, secured during set up to disallow alteration or edits and displayed on student self service.

Checklists and checklist items are added to a person’s record and updated in batch (using a Query Based Update) or manually. This Business Process Guide outlines the steps necessary to add or update checklists and checklist items on a person’s record.


2 Related Information

PREREQUISITES AND ASSUMPTIONS

PREREQUISITE/ASSUMPTION DETAIL

Training Class User has attended introductory PeopleSoft class.

Need to define what this class is going to be, but I know it will be a prerequisite.

Security User has been granted necessary security to enter application

Search/Match User can perform search/match process

KEY DEFINITIONS

TERM/ACRONYM DEFINITION

Academic Career Grouping of all academic work undertaken by a student that the school accumulates into a single student level (e.g. undergraduate, graduate, law, etc.). A student can have multiple careers.

Academic Program The entity in the university in which an academic plan is housed (e.g. department).

Academic Plan The entity in the university to which a student applies, is admitted and graduates (e.g. degree program).

Academic Sub-plan An area of specialization within an academic plan (e.g. concentration, track)

BPG Business Process Guide

NSHE Nevada System of Higher Education

QBU Query Based Update

2.1 Helpful Hints

√ Buttons appear on many pages in the system to enable you to transfer directly from that page to another page within the same administrative function, to generate or review a comment for the individual or organization whose information you are currently viewing.

√ Refer to the User Default BPG to set user defaults to reduce keystrokes.

√ In this Business Process Guide, a tab refers to the entire page, an area on a page with a brown bar along the top is referred to as a “field.” An area with a blue bar will be referred to as a “table.”


Table

Tab

Field


3 Adding a Checklist and/or Checklist Item to a Person

Checklists can be added to a person or organization; however they must be tied to an administrative function. All Admissions checklists will be tied to the Application Data Page by using the administrative function ADMA – admissions application. This section describes the steps necessary to add a checklist or checklist item to a person. Please note, you cannot add an individual item to a person, a checklist must be added.

Step 1 You may navigate to the Checklist page from one of two places. Navigate there after you have completed manually entering an applicant in the system or from sign on to PeopleSoft.

To navigate from the sign on to PeopleSoft, follow the component navigation below.

Component Navigation:

Menu Campus Community Checklists Person Checklists Checklist Management Person

1. Click the Add a New Value tab.


2. Enter the applicant’s ID in the ID field. To locate the applicant’s ID, refer to the Search/Match BPG.

3. Click Add.

To navigate from an application, click on the Comment Jump Icon in the right corner of the following screens:

Applicant Program Data

Application Data

Applicant School/Recruiting

Applicant Student Response


Navigating from the Checklist Jump Icon opens in a new window. If you have a Pop Up Blocker enabled on your web browser the new window will not open. Turn off the Pop Up Blocker to allow for the Comments page to open.

Step 2 Tab #1 Checklist Management 1

Checklist Management tab #1 contains information related to the overall checklist. On this page, you will be establishing the overall checklist to be added to the individual.

Data Entry

1. Administrative Function: This field ties the comment to an administrative function. Click on the magnifying glass to the right of the field. This will jump you to a list of administrative functions.

a. If you are adding an Admissions comment – select ADMA: Admissions Application

If you jumped from an application page, make sure you check that the administrative function is set to ADMA. It will pre-populate with a different administrative function code depending on the page from which you came.

Clicking on the appropriate Administrative Function will jump you back to the Person Comment page and populate the field.

You can key in ADMA in the Administrative Function field and hit enter. If a description appears to the right of the field, you may skip navigating to the Administrative Function Look up table (clicking on the magnifying glass).

2. Checklist Code: This field contains the code associated with the checklist you will be adding.

Click on the magnifying glass to the right of the field. This will jump you to a list of checklist codes. Click on the link associated with the appropriate Checklist Code. This will jump you back to the Checklist Management page, and populate the field.


Checklist Code

Description Admin. Function

Display in Self Service?

Checklist Type

GRAPPL Graduate Applicant ADMA Yes Requirements

GRDEPT Graduate Department ADMA Yes Requirements

GRADMT Graduate Admit ADMA Yes Requirements

GRSUPP Graduate Supplemental ADMA Yes Requirements

3. Status: This field indicates the overall status of the checklist. If any individual checklist items are outstanding on a checklist, the status will reflect those outstanding items. This status drives other processes within PeopleSoft (i.e. Evaluation, Matriculation, etc.). When adding a checklist manually, it is likely the checklist status will be Initiated.

DEFINITIONS

CHECKLIST STATUS DEFINITION

Initiated Checklist has been added to the persons record, all or some items are outstanding

Complete All checklist items in the overall checklist are complete or waived.

4. Due Date: This field allows UNLV to set up a date overall checklist item is due. This is the date by which the entire checklist must be completed for the individual. Due dates vary based on checklist. The Due Date will auto-populate based on the checklist you selected. Do not change this date.

5. Comments: This field contains comments that further define or identify the checklist for the individual. Type in any relevant comments for the checklist you are adding to the individual.

6. Variable Data Button. Variable data is data indicating career, career number, application number and application center. If variable data is required, the Variable Data button is available. Click on the Variable Data button and select the variable data for which the checklist is applicable.

a. Career: This field ties the checklist to a specific career. Click on the magnifying glass to the right of the field and click on the appropriate career.

b. Application Nbr: This field ties the checklist to a specific application for an individual. Enter the application number to which you intend to tie the checklist.

If no variable data is required or allowed for the administrative function, the Variable Data button is unavailable (grayed out).

Step 3 Tab #2 Checklist Management 2


Checklist Management tab #2 contains the individual items that make up the overall checklist. On this page you will be selecting and adding all checklist items that are added to the overall checklist.

Data Entry

7. Sequence: This field indicates the number of the checklist item you are entering in the list of checklist items for this individual. The system automatically enters the next sequential number for each checklist item that you add. Do not change this number.

Many checklists will have a pre-determined set of items. To view a list of the items associated with each checklist, refer to Appendix A. To add items to the list, continue with steps 8 - 13

8. Item: This field contains the code for the checklist item(s) you are adding to the checklist. The available item codes are from the Checklist Item Functions page for the administrative function

selected. Click on the magnifying glass to the right of the field. This will jump you to a list of checklist items. Click on the checklist item you wish to add to this checklist, you will be jumped back to the Checklist Management 2 page and the field will be populated with the item. Refer to the table below to determine which checklist items are to be added.

9. Status: This field indicates the status of the individual checklist item. UNLV will be marking items in three ways

Initiated Checklist item has been added to the checklist and item is incomplete (information received or task incomplete)

Waived Checklist item has been added and administratively waived based on additional information

Complete Checklist item is complete (item received or task complete)

Select the appropriate status from the pull down menu. 10. Status Date: This field indicates the status date of the checklist item indicating when the status

was added or modified. The field defaults to today’s date, do not change this date.

11. Due Date: This field allows UNLV to set up a date the checklist item is due. This is the date by which the checklist item must be addressed or completed for the individual. This date will auto-populate based on the checklist item you selected. Do not change the date.


12. Responsible ID: This field indicated who placed the checklist item on the checklist. The default ID is that of the user who created the checklist on the Checklists page. You can manually override the ID to reassign responsibility to your ID. The system displays the name of the individual with that ID.

13. If you need to add additional checklist items, click on the plus icon to in the upper right hand corner of the page. Follow steps 7-12 to add the next item. Continue adding checklist items until the checklist item list is complete.

Click . You are finished adding a checklist.


4 Updating a Checklist Item

Once a checklist is added to a person, items it can be updated either by checklist or person. To update by person, you must know the Sequence Number of the item you wish to update. If you do not know the sequence number, choose to update by checklist. This section describes the steps necessary to update checklist items.

Refer to the Rules for Updating Items section to determine when to update a checklist item.

4.1 Updating by Person

Step 1 To update a checklist item by person, you will be navigating in from sign on to PeopleSoft.


Menu Campus Community Checklists Person Checklists Item Update by Person

There are several steps you can take to locate an applicant’s checklist item from this screen.

1. If you have an applicant’s ID number, enter it into the ID field and click search.

2. If an applicant submitted a social security number on their application, enter their SSN in the National ID field and click search.

3. If the applicant has a name that is distinguishing, enter the first and last name in the Last Name and First Name field and click search.

4. If you know the Checklist Code, Sequence Number or Administrative Function you can enter that information in this field.


5. If you have tried steps 1 – 4 and are still unable to locate the applicant’s record, open a new window by clicking on the New Window link in the upper right hand of the screen. In the new window, Search for the applicant following instructions from the Search/Match BPG

Step 2 From your search results, choose the checklist item you plan to update based on sequence number. Click on the appropriate sequence number.

Step 3

Data Update

14. Item Status: This field indicated the status of the checklist item. Use the table below to determine the Item Status.

DEFINITIONS






4.2 Updating by Checklist

Step 1 You may navigate to the Checklist page from one of two places. Navigate there after you have completed manually entering an applicant in the system or from sign on to PeopleSoft.

To navigate from the sign on to PeopleSoft, follow the component navigation below.


Menu Campus Community Checklists Person Checklists Checklist Management Person

There are several steps you can take to locate an applicant’s checklist from this screen.

6. If you have an applicant’s ID number, enter it into the ID field and click search.

7. If an applicant submitted a social security number on their application, enter their SSN in the National ID field and click search.

8. If the applicant has a name that is distinguishing, enter the first and last name in the Last Name and First Name field and click search.

9. If you know the Checklist Code or Administrative Function you can enter that information in this field.

If you have tried steps 1 – 4 and are still unable to locate the applicant’s record, open a new window by clicking on the New Window link in the upper right hand of the screen. In the new window, Search for the applicant following instructions from the Search/Match BPG.

To navigate from an application, click on the Comment Jump Icon in the right


corner of the following screens:

Applicant Program Data

Application Data

Applicant School/Recruiting

Applicant Student Response

Step 3 Navigate to Checklist Management Tab #2

Data Update


15. Item Status: This field indicated the status of the checklist item. Use the table below to determine the Item Status.

DEFINITIONS





Click . You are finished updating the checklist item.


5 Expected Outcomes

Using this Business Process Guide, users should be able to obtain the following results:

Able to add checklist or checklist items.

Able to update checklist items.


6 Appendix A: Rules for Updating Items Checklist Items Description When Updated?

ADDAPP Additional Application Item Received or Last Day of Add/Drop

ADVISE Academic Advising After attending mandatory advising session

APPFEE Application Fee Item Received

BANKLT Bank Letter Item Received

DAT Submit DAT Scores Item Received

DATGRD Date of Graduation/Degree Transcript with degree date posted

DPTAPP Grad School Dept. App

ENGPR English Proficiency

FEEBAL Application Fee Balance Due Fee Balance Received

FINCER Financial Certification form

GED GED Test Scores Item Received

GRDPER Grad School Personal Stmt

GRDTST Graduate School Entrance Exams

INTAUD Grad Interview/Audition

INTLCT Certified Translation Item Received

INTLOR International 101 Orientation After attending mandatory international student orientation

INTLXR International SEVIS Transfer

LTREC1 Letter of Recommendation 1 Item Received



MMR1 Measles Mumps Rubella 1 Immunization Record Received

MMR2 Measles Mumps Rubella 2 Immunization Record Received

NEWAPP New Application and Fee New Application and Fee Received

PERSST Personal Statement Item Received

PRTFLO Portfolio

REQAPP Additional Required Application Departmental Application Received

RESUM Resume for Graduate School

SCHED Class Schedule Item Received

TD Tetanus Diphtheria Immunization Record Received

TRANS Submit Transcript Item Received

TRANSF Transcript - Final Item Received

TRANSP Transcript - In Progress Item Received

WRSMPL Writing Sample


7 Appendix B: Checklist Items

Use this section of the document to include any additional relevant material for this business process.

Checklist Items

Description Default Value

When Assigned

Whom

ADVISE Academic Advising NO ADMT All UGRD's

DATGRD Date of Graduation/Degree NO ADMT All Applicants

DPTAPP Grad School Dept. App NO ADMT Certain GR Programs

FINCER Financial Certification form NO ADMT International

GRDPER Grad School Personal Stmt NO ADMT Certain GR Programs

INTAUD Grad Interview/Audition NO ADMT Certain GR Programs

INTLOR International 101 Orientation NO ADMT International

INTLXR International SEVIS Transfer NO ADMT International

LTREC3 Letter of Recommendation 4 NO ADMT UGRD/GRAD

PERSST Personal Statement NO ADMT Certain UGRD/GRAD

RESUM Resume for Graduate School NO ADMT Certain GR Programs

TRANSF Transcript - Final NO ADMT UGRD/GRAD

MMR1 Measles Mumps Rubella 1 NO ADMT UGRD/GRAD

MMR2 Measles Mumps Rubella 2 NO ADMT UGRD/GRAD

TD Tetanus Diphtheria NO ADMT UGRD/GRAD

BANKLT Bank Letter NO APPL International

APPFEE Application Fee NO APPL All Applicants

DATGRD Date of Graduation/Degree NO APPL UGRD

ENGPRG English Proficiency NO APPL International (Certain Countries)

FEEBAL Application Fee Balance Due NO APPL Varied

INTLCT Certified Translation NO APPL Varied

NEWAPP New Application and Fee NO APPL Certain UGRD/GRAD

PERSST Personal Statement NO APPL Certain UGRD/GRAD

REQAPP Additional Required Application NO APPL Certain UG Programs (Golf/PDD)

SCHED Class Schedule NO APPL UGRD

TRANS Submit Transcript NO APPL UGRD/GRAD

TRANSF Transcript - Final NO APPL UGRD/GRAD

TRANCC Transcript - Clark County NO APPL UGRD

TRANSP Transcript - In Progress NO APPL UGRD

DAT Submit DAT Scores NO APPL Dental Career

DPTAPP Grad School Dept. App NO APPL Certain GR Programs

GRDPER Grad School Personal Stmt NO APPL Certain GR Programs

GRDTST Graduate School Entrance Exams

NO APPL Certain GR Programs

INTAUD Grad Interview/Audition NO APPL Certain GR Programs

WRSMPL Writing Sample NO APPL Certain GR Programs


PRTFLO Portfolio NO APPL Certain GR Programs

RESUM Resume for Graduate School NO APPL Certain GR Programs

ACTSAT Submit ACT/SAT Scores NO APPL All UGRD's

ACTSTT Transfer Test Scores NO APPL All TRN UGRD

ADDAPP Additional Application NO APPL Certain UG Programs (Health Sciences)

GED GED Test Scores NO APPL GED Applicants

LTREC3 Letter of Recommendation 3 NO APPL GRAD

ACTSAT Submit ACT/SAT Scores YES APPEAL UGRD only

LTREC1 Letter of Recommendation 1 YES APPEAL UGRD only

LTREC2 Letter of Recommendation 2 YES APPEAL UGRD only

PERSST Personal Statement YES APPEAL UGRD only

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