Student Administration Business Procedure and Process Documentation Category: Internal Procedure – Enrollment Services Page 1 of 32 Title: Enrollment Request – PeopleSoft 8.9 Created: 6.30.2007 Current: 11.09.2010 Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Purpose Enrollment Request – Enrolling a Student in PeopleSoft 8.9 procedure consists of the one or more of the following processes: 1. Adding a Class 2. Adding a Class as Audit 3. Adding a student to a Waitlist 4. Enrolling a student from the Waitlist 5. Searching by an enrollment request number to see a previous transaction The following procedure promotes consistency of practice across all enrollment service business units and simplifies communication of this process. Procedure In compliance of FERPA, Red Flags Rule and college policy/procedure, all student transactions that require accessing a student record/account, beyond general information services, must include verification of identity and contact information before service is provided. After student is greeted, inform them you will need to verify their identity and contact information is correct in PeopleSoft Student Center: 1. Phone services a. Student states student ID number and/or social security number to staff b. Staff ask student to verify current mailing address and phone number c. Staff proceeds with service if all data matches, updating address and phone number as needed d. Staff informs student of need to clarify identity on account if student ID and/or social security number do not match. This requires student to visit in-person with required photo ID. Student should bring social security card if correction required. Submit duplicate ID issues to [email protected]. Phone Records at ext. 2540 if duplicate ID issue is blocking service required. 2. In-person services a. Staff ask student to provide student photo ID (OneCard) or other form of acceptable photo ID i. Driver License ii. State or U.S. Military Issued ID iii. Native American Tribal ID iv. US or Foreign Government Issued Passport v. Permanent Resident Card b. Staff ask student to verify current mailing address and phone number c. Staff proceeds with service if all data matches, updating address and phone number as needed d. Staff informs student of need to clarify identity on account if student ID and/or social security number do not match. If social does not match, inform student to provide
Transcript
Student Administration Business Procedure and Process Documentation
Category: Internal Procedure – Enrollment Services Page 1 of 32
Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Purpose Enrollment Request – Enrolling a Student in PeopleSoft 8.9 procedure consists of the one or more of the following processes:
1. Adding a Class 2. Adding a Class as Audit 3. Adding a student to a Waitlist 4. Enrolling a student from the Waitlist 5. Searching by an enrollment request number to see a previous transaction
The following procedure promotes consistency of practice across all enrollment service business units and simplifies communication of this process. Procedure In compliance of FERPA, Red Flags Rule and college policy/procedure, all student transactions that require accessing a student record/account, beyond general information services, must include verification of identity and contact information before service is provided. After student is greeted, inform them you will need to verify their identity and contact information is correct in PeopleSoft Student Center:
1. Phone services a. Student states student ID number and/or social security number to staff b. Staff ask student to verify current mailing address and phone number c. Staff proceeds with service if all data matches, updating address and phone number as
needed d. Staff informs student of need to clarify identity on account if student ID and/or social
security number do not match. This requires student to visit in-person with required photo ID. Student should bring social security card if correction required. Submit duplicate ID issues to [email protected]. Phone Records at ext. 2540 if duplicate ID issue is blocking service required.
2. In-person services a. Staff ask student to provide student photo ID (OneCard) or other form of acceptable
photo ID i. Driver License ii. State or U.S. Military Issued ID iii. Native American Tribal ID iv. US or Foreign Government Issued Passport v. Permanent Resident Card
b. Staff ask student to verify current mailing address and phone number c. Staff proceeds with service if all data matches, updating address and phone number as
needed d. Staff informs student of need to clarify identity on account if student ID and/or social
security number do not match. If social does not match, inform student to provide
Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4
original social security card for correction required and imaging to record. Submit duplicate ID issues to [email protected]. Phone Records at ext. 2540 if duplicate ID issue is blocking service required.
If student is unable to identify themselves as they do not know their student ID and/or social security number or do not have their OneCard or other government issued photo ID, notify them that identity verification is required prior to service and they must call back or return when they have required identification. Refer appropriately to online Student Center self-services and tutorials.
Enrollment Request Navigation: Records and Enrollment > Enroll Students > Enrollment Request Finding the student’s record – Add a new value should be used whenever creating a new transaction for a student.
Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Find an existing value may be used as an inquiry to view a previous transaction. This may be searched by enrollment request number or with student information.
Field Action Field Information
ID (Student ID number)
Enter the ID of your student and click on Add. Or If you don’t have the ID number, you may search for the record by doing a lookup. Click on the magnifying glass next to the ID field.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Career The Academic Career,
Academic Institution and Term fields should default in if you have your operator defaults set. Information may be changed if necessary. When you enter this page, if the correct career is not showing for the classes the student has requested to enroll use dropdown to select correct career. DEGR = Degree classes NDEG = Non-degree classes If you are scheduling a student for both careers, you will have to go through enrollment request twice; once to enroll degree classes selecting the degree career and a second time to enter non-degree classes selecting the non-degree career.
If one or both career values are unavailable refer to Quick Admit – Existing Student. You will need to Quick Admit this student into one or both careers prior to enrolling the student in classes.
Institution Accept default
Term Use the Lookup function to select a term or key in term.
A student must be term activated for the desired term before the term may be select here. If the term that you are registering the student for is not available, check with the Enrollment Center 246-6210. Enrollment Center staff perform term activation.
Field Action Field Information
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4
National ID If the entry of the SSN returns “No matching values were found” under the lookup button, the number you entered does not exist on the database. You will also want to do a search by last and first name, since students may elect to not provide their SSN. If the name search still yields no records, you will want to use the Search Match feature as a final attempt to locate the record. To use Search Match, click on the New Window link to open a new PS window and navigate to Search Match: Home>Search Match> Search Match>Use>Search Match When the record is found, results will appear under the lookup fields. Click on any of the links to select that record. Then click the Add button to enroll in classes.
When doing the lookup, it will be best to enter a SSN or the first and last name of the student. Click the Lookup button to search. If unable to locate the student in the Search Match process, refer to Quick Admit to add a new record.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Student record found:
This section includes the student identifying data; ID, Name, career, program, term, and, where applicable, positive and negative service indicators and FERPA indicator.
This section includes the operator ID, request status (Pending, Error, Success, Messages), and the Submit button. Do not click on the Operator Enrollment Access link.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4
Field Action Field Information
Action
Enroll is default. The only actions that should be selected by staff are: • Enroll • Drop Divisional staff that manage wait lists may also perform: • Change Wait List Position • Drop to Wait List • SWAP Courses
Only Enrollment Staff will use: • Add Grade • Change Grade • Normal Maintenance – used when a student wishes to audit a class. • Remove Grade
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4
Reason Tab past.
A reason of “WaitList” with the code of EWAT will be used when enrolling students off the waitlist.
Override Action Date Use with the action of adding and dropping when you need to backdate – See Backdating document.
Backdating is performed by Enrollment Center staff only. Please refer appropriately.
Waitlist Okay (after error message- repost)
Use this field to put students on a waitlist when you receive an error message relating to filled classes.
Requisite buttons
The “R” buttons on the Enrollment Request panel will now give you information on prerequisites and reserved capacities even before posting the enrollment request for a class. Click on: R1 = prerequisites that are established at the catalog level R2 = reserved status established at the class association panel (ie when you reserve a class for program students and the class does not open up to other students) R3 = reserved capacity established on the reserved capacity panel in schedule of classes
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 R1 – Class prerequisites exist for this class:
R2 - (no requirements exist on the class association panel for this class:
R3 – No reserved capacities have been established for this class:
Class Nbr Enter the class number that
the student has provided. To search for a class number click on the magnifying glass in the middle of the panel and refer to Enrollment Request Class Number Search Document for further assistance.
Related Class 1 May be ignored. Field not used.
Related Class 2 May be ignored. Field not used.
Start Date May be ignored. Field not used.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Instructor ID May be ignored. Field not used.
Repeat Code May be ignored. Field not used.
Transcript Note May be ignored. Field not used.
Field Action Field Information Grading Basis Accept the default.
The exception would be if the student selects to audit the class. If the student is auditing the class, you will need to override the grading basis. To do that, check the “Override Grading Basis” checkbox. Then go back to the Grading Basis field and change it to AUD. Note – you must insert a row of normal maintenance when using this.
Units Taken Accept the default. Units equate to credits.
Designation May be ignored. Field not used.
Permission Nbr May be ignored. Field not used.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Overrides The following overrides
are available based on individual security/ authorization:
Override requisites (R1/R2/R3, after error message - repost) Override class limit (before posting) Override time conflict (after error message - repost)
Use these overrides Prior to Submitting the Enrollment Request: These fields allow you to override: R1 – pre-reqs and co-reqs with verification via official transcript/test score and/or instructor/advisor authorization. R2 – reserved status established at the class association panel (ie: class is reserved for program students) Dept. consent is required. R3 – reserved capacity established on the reserved capacity panel in schedule of classes. Dept. consent is required. If successful override(s) results in wait list notification, notify student auto-enroll from wait list process runs up to 2 days prior to class start, monitor class schedule for confirmation, they are responsible for class costs if enrolled. This field overrides the course capacity and allows you to register a student regardless of a waitlist. It also allows you to enroll a student off the waitlist. This action will automatically remove the student from the waitlist also. This field allows you to override a time conflict with instructor/Dean permission.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4
Override unit load (after error message-repost) Class Links
This field allows you to override the number of credits for which a student can enroll with Dean permission. For all program students a limit of 20 credits has been established. Used to register a student if the class is being repeated within the same term. IE: student enrolled in a class at beginning of term, subsequently dropped resulting in a W and is requesting to enroll in the same class for interim/short term.
Drop this class if Enrolled Tab past. Not used for general adding and dropping.
Field Action Field Information
Error Messages This is where error messages are displayed when the request is not successful.
If no message with error, check R1/R2/R3 course requirements.
Student Appointments Clicking this link takes you to that student’s appointment page.
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Submit Icon Press the “Submit button” (under the term field and next to the status indicator) to complete the enrollment request.
You may see the word, “Processing” flashing in the upper right corner while the system is processing the request. Look for the Success message is the status field (where pending appeared previously). If errors occur, you can identify the error message text at the bottom of your page or the R1/R2/R3 boxes. You will need to scroll if there are multiple messages. Note: You may see two other statuses in this area: Pending = an action has been started. This status remains until you submit the action. Error = an error has occurred in the process of posting the action refer to the message text or R1/R2/R3 boxes.
Note: To add another class, use the insert row icon.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Successful Enrollment:
Note: The enrollment request ID is provided to the student as their confirmation number. In-person services: print the current Study List for the student. Notify student it is important to keep the confirmation number for future reference and service requests. To insert a row and enroll in additional classes, click the plus sign. You may wait until all classes have been selected to push the “Submit” icon or submit each class separately. Again, error message information will be displayed in the message text area at the bottom of this page or in R1/R2/R3 boxes.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Errors:
Field Action Field Information
Message Text Resolve error messages with overrides or select alternative class(es). Click on the magnifying glass next to the class number to perform a class search. Refer to Enrollment Request Class Number Search document for assistance.
If “Error” appears at the top right of your page, one or more classes were not successful. Classes that have been posted successfully are grayed out. Classes that have not been posted successfully are not grayed out. You will need to use the scroll area navigation to locate the class that had the error. You will then need to scroll to the bottom of the page to read the error message or check R1/R2/R3 boxes.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4
Field Action Field Information
Message Text Resolve all errors appropriately if possible. If not, delete rows with errors. See delete icon next to the insert row icon. After correcting errors or deleting the row (class) with the error, repost. Success should appear.
Additional errors may occur and will need to be resolved in the same manner.
Once successful, scroll to the bottom of the page to view any messages.
Field Action Field Information Study List Click on this link to view all
enrolled, dropped, withdrawn or waitlisted classes.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Study List Page:
Field Action Field Information
Study list page Scroll up and down to view all classes on the student’s record for that career and term. You may filter your options using the check boxes at the top of the list.
All enrolled, withdrawn, dropped or wait listed classes appear here. Cancelled classes do not.
All class detail is available for enrolled, withdrawn and wait listed classes.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Wait listed classes also show
the position on the wait list for the student.
Withdrawn classes appear only as Enrolled. The grade of W indicates withdrawn status.
There is no information on this page to let you know if the student withdrew from the class or if the instructor issued the W grade.
After enrolling a student for classes that meet at the Truax Campus and Commercial Avenue Campus, ask the student if they require a parking permit. There is a $25 per semester permit fee for parking in the lots at these locations. If the student answers yes, follow the Parking Permit procedures. Adding a Class as Audit: Navigation: Records and Enrollment>Enroll Students > Enrollment Request Field Action Field Information
EmplID Enter the ID of the student or search for the ID by using the lookup feature.
Career Use lookup to select or key in career.
Institution Accept default or key in your institution.
Term Use lookup to select or key in term in which the student was activated. Click the Add button.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4
Action Accept the default ‘Enroll’.
Class Nbr Key in Class Number or search for the class.
Grading basis This will default based on the selected class. To change: Select the Override Grading Basis Checkbox. Use the lookup feature on the Grading Basis Field . Select the Audit option.
A class already in audit or grade status cannot be changed after completed enrollment. Student must obtain Dean permission to change from grade to audit basis and vice-versa, refer to appropriate Center.
Submit button Push. Look for Success at the top right or your panel. If errors occur you can identify the reason by viewing the messages at the bottom of your panel.
Study List Click the Study List link at the bottom of the page.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Study List Page:
The class should say “Audit” under the heading of “Grading Option.” Adding a student to a Wait List: Navigation: Records and Enrollment>Enroll Students > Enrollment Request
Field Action Field Information
EmplID Enter the ID of the student or search for the ID by using the lookup feature.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Field Action Field Information
Waitlist Okay checkbox Inform student auto enroll from wait list process runs up to 2 days prior to class start. Must monitor class schedule for confirmation and are responsible for cost of class if enrolled. Select and re-submit.
Look for message at the top right of the panel. It will show you Success/Messages. The message should tell you that the student has been placed on the waitlist and the position number.
Click on the Study List link at the bottom of the page. Study List Page:
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 This page will show wait list status as well as up-to-date position information. Note: If you want to enroll this student in other classes you will need to return to the enrollment request page and insert a new row for a new class. Insert a new row by using the plus button to add a new row for the new class. Enrolling a student from the waitlist* Navigation: Records and Enrollment>Enroll Students > Enrollment Request *Students are only enrolled from waitlist via auto enroll process or completed, signed Authorization for Enrollment form from student & instructor.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4
Click on the Study List link to view the student’s list of classes. Notice that the status for the class is “Enrolled.” Note: If you want to enroll this student in other classes you will need to return to the enrollment request page and insert a new row for a new class. Insert a new row by using the plus button to add a new row for the new class.
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Search by enrollment request number to see a previous transaction: The enrollment request ID should be given to the student as their confirmation number. This number should be kept by the student for future reference. If a student contacts you to research a transaction by their confirmation number you may search it by: Records and Enrollment > Enroll Students > Enrollment Request Click on Find an Existing Value
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 Enter the confirmation number in the Enrollment Request ID field and click on Search:
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Filepath: S:\REGISTRAR\8.9 Business Process_Procedures Version: 1.4 This will bring you to the transaction link with the confirmation number to allow you to see exactly what took place for the student record and by whom.
Related Business Process
1. Family Educational Rights and Privacy Act 2. Federal Trade Commission Red Flags Rule 3. Madison College Red Flags Rule Policy 4. Search/Match & Quick Admit 5. New Student Account Creation 6. Authorization for Enrollment Process 7. Mandatory Placement/Waiver Process 8. Registration & Add/Drop Request Form 9. ImageNow/Document Management 10. Parking Permit Procedure
