OVERALL DEPARTMENTAL BPG. Icon Key

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1 REVISION CONTROL Dcument Title: Authr: OVERALL DEPARTMENTAL BPG Mary Chuinard & Amy Bracers Date By Actin Pages 4/16/07 Mary Chuinard & Amy Bracers Initial Dcument All Icn Key = Specific Ntes/ Business Rules = Reminders = Imprtant inf, = General Prcess inf ntes = Links t specific pages within BPG = Additinal Links hyperlinks available t additinal pages listed at the bttm f CMS Pages. Departmental Overall BPG 1 Last Printed 8/28/07

2 Departmental Overall BPG Lgging Int PepleSft... 3 Creating My Favrites in PepleSft... 4 User Defaults... 6 CSU ID Search... 8 Campus Cmmunity Bigraphical Infrmatin... 9 Service Indicatrs (Hlds) Prgram Plan Stacks Enrllment Appintments Class Permissins Quick Enrll Add, Drp, Swap Student Schedule Transcript Request Reference Materials Departmental Overall BPG 2 Last Printed 8/28/07

3 Lgging Int PepleSft 1. G t 2. Enter yu User ID and Passwrd 3. Click 4. Click n the HCM HR/SA tab 5. Click n PS HCM Yur menu ptins will display Departmental Overall BPG 3 Last Printed 8/28/07

4 Creating My Favrites in PepleSft If there is a screen that yu will use ften, yu can save it t My Favrites. 1. Navigate t the search screen yu wuld like t add t My Favrites 2. Click My Favrites at the tp f the menu. 3. Click Add t Favrites Departmental Overall BPG 4 Last Printed 8/28/07

5 4. The screen name defaults as the descriptin. Yu can mdify it t say smething that is mre recgnizable fr yu such as Transcript Request/Screen Click Yu can repeat this prcess fr every screen that yu navigate t regularly. 6. T access favrites click n My Favrites and then click n the descriptin f yur chice. Yu can edit yur favrites, which includes deleting them frm My Favrites Departmental Overall BPG 5 Last Printed 8/28/07

6 User Defaults Navigatin Set Up SACR User Defaults Certain infrmatin appears n mst pages. Quite ften there is nly ne value r there is ne value yu use mst ften. Yu can set thse values t default s yu dn t have t add them each time yu access mst screens. These are yur wn persnal defaults that g alng with yur EMPLID. Yu will see yur User ID and Name n each tab 1. User Defaults 1 The mst cmmn setting here wuld be SBCMP as we nly have ne Academic Institutin. Yu can set ther defaults n this page if the infrmatin is always r mst ften used by yu in accessing infrmatin. The values can always be updated, r yu can verride them n any page f infrmatin yu g t if yu default value desn t fit yur needs. Departmental Overall BPG 6 Last Printed 8/28/07

7 2. User Defaults 4 This page has imprtant default settings. If yu Carry ID, yu will nt have t re-enter a students ID when yu g frm page t page. 3. Transcript Ordering Infrmatin Set yur Output Destinatin t Printer and yu Transcript Type t the type that yu will be using. Lk thrugh each f the tabs and set as preferred fr yur use in PepleSft. Departmental Overall BPG 7 Last Printed 8/28/07

8 CSU ID Search Navigatin CSU ID Search 1. Search Criteria Enter an EmplID, Natinal ID (SSN) r First and Last Name t cnduct a search 2. Click 3. Reading Infrmatin This persn has 3 lines f infrmatin Line 1 shws she is an emplyee and the classificatin f emplyee is student (student assistant). Line 2 als shws she is an emplyees and is in a temprary classificatin. Line 3 shws Campus Slutin Persn. This means she is a student. 4. Click n the hyperlink Detail n line 3 that crrespnds with her student status. Departmental Overall BPG 8 Last Printed 8/28/07

9 Campus Cmmunity Bigraphical Infrmatin Navigatin Campus Cmmunity Persnal Infrmatin (Student) Add/Update a Persn (this is where yu will autmatically g if yu click the Detail hyperlink n the CSU ID Search) 1. Bigraphical Infrmatin This brings yu t the bigraphical infrmatin pages. T view Names, Birth Infrmatin and Addresses click n thse hyperlinks. 2. Things t remember Name types Each persn has a Primary and a Preferred name. If this is nly a student, the infrmatin belngs t the Office f Recrds, Registratin & Evaluatins. If this is an emplyee nly, the infrmatin belngs t the apprpriate Human Resurces Office. If this is a student and an emplyee, the Primary name belngs t Human Resurces and the Preferred name belngs t Recrds. Address types Hme This address belngs t the apprpriate Human Resurces Office. Students will nt be allwed t update this address thrugh MyCyte. Departmental Overall BPG 9 Last Printed 8/28/07

10 Permanent This address belngs t the Recrds Office. Students will be allwed t update this address thrugh MyCyte, but may nt delete the address. Mailing This is a shared address students will be allwed t update this address thrugh MyCyte. Diplma This is the address Recrds uses t identify where the students want their diplma mailed students will be allwed t update this address thrugh MyCyte. SEVIS Freign This address belngs t the Recrds Office, but is maintained by the Internatinal Center students will nt be allwed t update this address thrugh MyCyte. SEVIS Dmestic This address belngs t the Recrds Office, but is maintained by the Internatinal Center students will nt be allwed t update this address thrugh MyCyte. Phne types Hme Phne This phne number belngs t the apprpriate Human Resurces Office. This cannt be updated r deleted thrugh MyCyte. Permanent Phne This phne number belngs t the Recrds Office. It can be updated thrugh MyCyte, but cannt be deleted. Business Shared amng ffices. It can be updated thrugh MyCyte. Cellular Shared amng ffices primarily used by Human Resurces Other Shared amng ffices. It can be updated thrugh MyCyte. Address types On-Campus The campus plicy states that all emplyees and students will have a campus that will be used fr all fficial campus ings. This cannt be updated r deleted thrugh MyCyte. Other Students can maintain this campus n the system. It can be updated thrugh MyCyte. Departmental Overall BPG 10 Last Printed 8/28/07

11 Service Indicatrs (Hlds) Navigatin Campus Cmmunity Service Indicatrs (Student) Service Indicatr Data - OR - Navigatin Recrds and Enrllment Student Backgrund Infrmatin Service Indicatrs 1. Find an Existing Value Enter ID r Last/First Names t find the student s recrd 2. Click Adding a Service Indicatr Yu will nly be able t add r delete a Service Indicatr that yu are authrized t add r delete thrugh yur access security. If Service Indicatrs already exist fr a student, it will be necessary t Click screen s yu can add the new Service Indicatr. t get a blank Yu can use the t search fr valid values where indicated n the screen. 3. Date Time The system displays the current day and time t indicate when the Service Indicatr was assigned. 4. Institutin SBCMP (defaults in) 5. Service Indicatr Active Term Enter the term fr which this Service Indicatr is valid. This field is nt required fr the hld t be active. Functins that are term based will lk at this field first and then t the Active Date field. Departmental Overall BPG 11 Last Printed 8/28/07

12 The Service Indicatr Active Term field value is filtered by the Term Categry field n the Service Indicatr Cdes page. If n term categry is entered n the Service Indicatr Cdes page, the system displays the default value f 0000, which makes the Service Indicatr valid fr all terms frm the Active Date. 6. Active Date Enter the date n which the Service Indicatr becmes active fr this individual. This is a required field. The date entered will be the date that the Service Indicatr becmes effective. If yu use this in cnjunctin with an Active Term, yu must use a date that is befre the beginning date fr that term. If yu assign a date that is after the beginning f the assciated term, it will nt hld fr that term until that date arrives. 7. Service Indicatr Cde Enter the cde fr the Service Indicatr t be assigned t the student s recrd. 8. Service Indicatr Reasn Cde Enter the reasn the Service Indicatr is being placed n the student s recrd. 9. Cmments Yu can add cmments s yu will have additinal infrmatin students will nt see these cmments. They see infrmatin that is in a table f Service Indicatrs. 10. Click Only the reasn cdes that are assciated with the specific Service Indicatr Cde are available fr selectin. Other values will default in frm the supprting set up tables. Departmental Overall BPG 12 Last Printed 8/28/07

13 11. Negative Service Indicatr Icn - - by clicking n this icn frm any screen, yu will see the negative service indicatr that has been placed n the student. 12. Click Detail This will display mre infrmatin abut the specific Service Indicatr (hld). 13. Services Impacted This will shw what is being held CENR means the student cannt add r drp classes. Departmental Overall BPG 13 Last Printed 8/28/07

14 Deleting a Service Indicatr 1. Bring up the Service Indicatr Data screen 2. Navigate t the apprpriate Service Indicatr Nte there are 3 service indicatrs fr this student. 3. Click 4. Click The Service Indicatr is nw remved. There is a Service Indicatr Audit that will shw wh added and deleted a Service Indicatr. N cmments are saved t the audit. Departmental Overall BPG 14 Last Printed 8/28/07

15 Prgram Plan Stacks Navigatin Recrds and Enrllment Career and Prgram Infrmatin Student Prgram/Plan 1. Find an Existing Value Enter the student s ID, Natinal ID r Last & First Names t search fr the student 2. Click 3. Search Results A listing f the student s Prgram/Plan Stacks will display if there is mre than ne result fr the student. If there is nly ne Prgram/Plan Stack, yu will g directly t the Student Prgram/Plan page 4. Click n any hyperlink in the rw that has the infrmatin yu want t view Departmental Overall BPG 15 Last Printed 8/28/07

16 T see all f the histry fr this particular Prgram/Plan Stack, click n Include Histry. This will shw the student s prgress thrughut this stack. The last infrmatin is the beginning f the student s infrmatin. As a student changes their majr, files a graduatin check, etc., a rw is added fr each f thse Prgram Actins. This particular student has nly ne rw i.e. 1 f 1 will display. 5. Student Prgram Page This student is Active in Prgram (ACTV) Effective 9/21/2006 Undergraduate Prgram (UGRD) Admit Term f Fall 2006 (2068) GE Requirement Term f Fall 2006 (2068) Expected Grad Term term fr which a graduatin check has been filed Campus is MAIN 6. Click n the Student Plan tab Departmental Overall BPG 16 Last Printed 8/28/07

17 7. Student Plan Page Academic Plan This is the student s majr cde - ACCTCBPBSX. All plan cdes are 10 characters lng and cnsist f the 4-digit majr cde and 3-digit cllege cde (Academic Grup) and the 3-digit degree bjective. If the degree bjective has nly 2 digits (e.g. BA) we add a 3 rd character. Fr undergraduate cding we add X fr pstbaccalaureate undergraduate degrees, we add P. Refer t Reference Materials Prgram/Plan Degree Cnversin Undergraduate student seeking a BS in Accunting = ACCTCBPBSX Pstbaccalaureate student seeking a BS in Accunting = ACCTCBPBXP Degree is BS Majr Requirement Term f Fall 2006 (2068) The infrmatin between the 2 dark blue bars is mst f the prgram infrmatin frm the Student Prgram tab. This eliminates having t g back and frth t see that infrmatin. 8. Student Sub-Plan Page We will nt be using this page. All majr cding has been cmbined at the plan level. 9. Student Attributes If a student is a Transitry Student (UTRN r PTRN) als knwn as a visitr, infrmatin pertaining t the visitr classificatin will be shwn. It is strictly internal s Recrds can determine hw lng a student is allwed t attend at a visitr. Their Prgram/Plan Stacks are then discntinued in accrdance with their status. 10. Click n the Student Degrees tab Departmental Overall BPG 17 Last Printed 8/28/07

18 11. Student Degrees Page Degree Checkut Status Once a student files a graduatin check, this field will be ppulated. Graduatin Term This will be seen n the Student Prgram Page. (Nte a DATA rw will be added t the Student Prgram page t add the Expected Grad Term the Student Prgram page example des nt reflect DATA) Applied graduatin check has been filed In Review graduatin check has been cmpleted Withdrawn student has cancelled his graduatin check Pending the graduatin check cannt be prcessed mst ften this is fr a missing prgram plan fr a student seeking a master degree Awarded the student has been graduated at that time mre infrmatin will display and the Degree Checkut Status will be grayed ut. Departmental Overall BPG 18 Last Printed 8/28/07

19 Enrllment Appintments Navigatin Recrds and Enrllment Term Prcessing Appintments Student Enrllment Appintments 1. Search fr the appintment by using the Cyte ID r the student s first and last names 2. Results Click n any hyperlink in the line that yu wuld like t view Departmental Overall BPG 19 Last Printed 8/28/07

20 3. Start Date The day the student may register 4. Start Time The time f day the student may register 5. End Date The last day f Pririty Registratin 6. End Time The last minute f pririty registratin Students may register any time after their assigned time after pririty registratin, pen enrllment begins Departmental Overall BPG 20 Last Printed 8/28/07

21 Class Permissins Navigatin Recrds and Enrllment Term Prcessing Class Permissins Class Permissin Numbers Permissins verride class enrllment limits, requisites and career. If this is an undergraduate yu are permitting int a 600-level curse (graduate level), yu must see if the student has filed t graduate fr that term and when yu run a PAWS fr the student, it must shw all requirements met r all requirements met with wrk in prgress. This curse cannt be used t fulfill the requirements f an undergraduate degree. 1. Class Infrmatin Enter the Academic Institutin, Term, Subject Area and Catalg Number 2. Click When the Class Permissin Number page displays, it will be fr the first sectin ffered. T see ther sectins, use the t scrll thrugh the sectins. This example starts with 1 r ID Add a student ID and tab this will verify that the ID is fr the crrect persn 4. Click t add anther student 5. Expire Date This defaults t the last day f classes fr the term (even thugh students can t register that far ut), but it can be changed fr instance, yu nly want the student t have a week t add r it will g away. Just remember t make sure the students enrllment appintment time is within that timeframe. Departmental Overall BPG 21 Last Printed 8/28/07

22 6. Nt Used This will change t Used when the student enrlls 7. Use Date This will be the day the student enrlled in the class Departmental Overall BPG 22 Last Printed 8/28/07

23 Quick Enrll Add, Drp, Swap Navigatin Recrds and Enrllment Enrll Students Quick Enrll a Student 1. Enter r Search fr Student s ID 2. Enter r Search fr Academic Career 3. Academic Institutin = SBCMP 4. Enter r Search fr Term 5. Click Adding a Class 1. Actin = default actin f Enrll. 2. Enter the Class Number (NOT the curse number) r click t search fr apprpriate class. Nte: Labs, activities, etc. that are required with specific curses are cnsidered related curses. If related curses are required, yu will need t select the related curses in Related 1/r Related Click n the symbl t add additinal curses n the same request. 4. Click the buttn. Nte: Once yu have submitted a request, yu shuld nly then make necessary crrectins t take care f any errrs that ccur n the requests. Yu shuld never add additinal curses nce a request has been successfully submitted. T add additinal curses after submissin, yu need t click n the buttn at the bttm f the page t pen anther enrllment request. Departmental Overall BPG 23 Last Printed 8/28/07

24 5. Review the status area fr Success message. If yu see any ther messages such as Errrs, yu will need t review the errr (the actual wrd errrs is a hyperlink which yu can click n fr the errr message) in rder t make crrectins. Nte: The Quick Enrll page cntains many ther advanced features in additin t enrllment functinality described here. Ntice the tabs near the middle f the screen. Each tab huses a separate page with its wn flags and fields with which t enter infrmatin and set flags. Departmental Overall BPG 24 Last Printed 8/28/07

25 Drpping a Class Navigatin Recrds and Enrllment Enrll Students Quick Enrll a Student 1. Refer t page 3 fr steps t Add a New Value 2. Actin = Drp 3. Enter the Class Number (NOT the curse number) r click t search fr apprpriate class. Nte: When searching yu will nly see the classes the student is enrlled in. Select the ne t be drpped. 4. Click n the symbl t drp additinal curses n the same request. 5. Click the buttn. (Under extenuating circumstances the Recrds Office might need t add a drp reasn, prir t submissin see the Add an Enrllment Actin Reasn sectin f this dcument.) Nte: Once yu have submitted a request, yu shuld nly then make necessary crrectins t take care f any errrs that ccur n the requests. Yu shuld never drp additinal curses nce a request has been successfully submitted. T drp additinal curses after submissin, yu need t click n the buttn at the bttm f the page t pen anther enrllment request. 6. Review the status area fr Success message. If yu see any ther messages such as Errrs, yu will need t review the errr (the actual wrd errrs is a hyperlink which yu can click n fr the errr message) in rder t make crrectins. Departmental Overall BPG 25 Last Printed 8/28/07

26 Swapping a Class Navigatin Recrds and Enrllment Enrll Students Quick Enrll a Student 1. Refer t page 3 fr steps t Add a New Value 2. Actin = Swap 3. Enter the Class Number (NOT the curse number) r click t search fr apprpriate class. Nte: When searching yu will nly see the classes the student is enrlled in. Select the ne t be swapped. 4. In the Change T bx, enter the class number r click search fr the curse yu wuld like t swap t. 5. Click n the symbl t swap additinal curses n the same request. 6. Click the buttn. Nte: Once yu have submitted a request, yu shuld nly then make necessary crrectins t take care f any errrs that ccur n the requests. Yu shuld never swap additinal curses nce a request has been successfully submitted. T swap additinal curses after submissin, yu need t click n the buttn at the bttm f the page t pen anther enrllment request. Departmental Overall BPG 26 Last Printed 8/28/07

27 7. Review the status area fr Success message. If yu see any ther messages such as Errrs, yu will need t review the errr (the actual wrd errrs is a hyperlink which yu can click n fr the errr message) in rder t make crrectins. Departmental Overall BPG 27 Last Printed 8/28/07

28 Student Schedule Navigatin Recrds and Enrllment Enrll Students Quick Enrll a Student 1. Add a New Value (always use this tab) All f the fur fields must have data fr the search t prcess 2. Click 3. Click n Study List hyperlink Departmental Overall BPG 28 Last Printed 8/28/07

29 4. Class Schedule Filter Optins When the screen cmes up the 3 fields will be checked. Currently, we are nt using waitlisting s there is n affect if this bx is checked. Uncheck the Shw Drpped Classes t display Enrlled Classes. 5. Printer Friendly Page Select this hyperlink t see schedule in a cleaner frmat withut they class hyperlinks and calendar link. Departmental Overall BPG 29 Last Printed 8/28/07

30 The student schedule can als be viewed by navigating t Recrds and Enrllment Enrllment Summaries Enrllment Summary 6. This versin des nt prvide as much infrmatin missing infrmatin includes classrm, dates, times and instructr as well as the links Departmental Overall BPG 30 Last Printed 8/28/07

31 Transcript Request Navigatin Recrds & Enrllment Transcripts Transcript Request This is nt a batch jb, but an individual transcript request can be used t prcess multiple students transcripts at ne time. 1. Select Add a New Value Transcript Request Header 1. Institutin SBCMP this value will default. 2. Transcript Type Unfficial (department use) 3. Output Destinatin Printer Departmental Overall BPG 31 Last Printed 8/28/07

32 4. Select the Request Detail page Transcript Request Detail 1. ID The EMPLID (Cyte ID) f the student fr whm the reprt is t be run. T include mre that ne request, select s anther line is available fr entry f anther ID. When yu tab ut f the field, the students name ppulates by default. 2. Prcess Request Select when yu are ready t submit the request fr prcessing. A COBOL/SQL prcess cmmences and, when cmplete, the system displays the results n the Reprt Results page and autmatically pens that page. Departmental Overall BPG 32 Last Printed 8/28/07

33 Transcript Reprt Results 1. Results A single clumn display f the transcripts appears. Nte this is 1 f 3 results as there were 3 student ID s fr this request. Use the arrws t scrll t the next (previus) recrd. VERY IMPORTANT When yu select the print ptins n the Reprt Results page, it will nly print the transcript that yu have displayed. If yu want t print all f the transcripts requested at ne time, yu need t return t the Request Detail page t print. 2. Campus Transcript CMS Central has given the campuses the ability t frmat the transcript by mdifying the cde beynd what can be setup when yu define the transcript types. T print this frmat, select. The message will say Saved when it is thrugh prcessing. Departmental Overall BPG 33 Last Printed 8/28/07

34 3. Reprt Manager Click t view the reprts that have been submitted. If the reprt yu are requesting is nt in the Psted status, click the have t d this mre than ne time, s give it sme time between refreshing. buttn. Yu may 4. Details Select the Details link. 5. Reprt Detail Under File List, select the PDF file link Departmental Overall BPG 34 Last Printed 8/28/07

35 6. The transcripts will display Departmental Overall BPG 35 Last Printed 8/28/07

36 Reference Materials Term Translatin The first number is the millennium 1900 = 1; 2000 = 2 The secnd and third numbers are the years within the century 1999 = 99; 2005 = 05; 2015 = 15 The furth number is the term Winter = 2; Spring = 4; Summer = 6; Fall = 8 Fall 1999 = 1998 Winter 2006 = 2062 Cllege Cdes (Academic Grups) CAL Cllege f Arts and Letters CBP Cllege f Business and Public Administratin CED Cllege f Educatin CNS Cllege f Natural Sciences CSB Cllege f Scial and Behaviral Sciences CUV Cllege f University Studies CEL Cllege f Extended Learning FERPA ICON When yu see this icn n a page, the student has requested that certain infrmatin in their student recrds be further restricted. The students can update this thrugh My Cyte Student Center. By clicking n this icn, yu will see the infrmatin the student is allwing as releasable thrugh the Recrds Office nly. This infrmatin is seldm released. Departmental Overall BPG 36 Last Printed 8/28/07

37 Lcating Infrmatin Departmental Overall BPG 37 Last Printed 8/28/07

38 Prgram/Plan Degree Cnversin Departmental Overall BPG 38 Last Printed 8/28/07

39 Departmental Overall BPG 39 Last Printed 8/28/07

40 Departmental Overall BPG 40 Last Printed 8/28/07