Processing Transcripts in Batch (End of Day)

Transcription

1 Enterprise Information Systems Financial Management + Human Resources + Student Administration Processing Transcripts in Batch (End of Day) Business Process Guide

2 Updates Date Action Page(s) 07/20/2004 Last Update Paul Rhinehart 09/01/2004 Changes to batch numbers and other All 08/08/05 Number of Copies for Reporting 3 purposes 3/21/07 Updated navigation for version /14/07 Updated screen shots for version

3 Processing Transcripts in Batch (End of Day) Table of Contents Processing Transcripts in Batch Overview Processing Transcripts in Batch Requesting the Transcript Identifying the Recipient of the Transcript Send to an External Organization Generating Transcripts... 8 i

4 Processing Transcripts in Batch Overview In PeopleSoft Self Service, students will be able to print unofficial copies of their transcript. The process for entering an on demand request for an official transcript is exactly like inputting a request that will be processed overnight or standard. The only difference is the printing. Because we are relying on overnight processing, there has to be a manual step to generate the last transcript request of the day so that overnight processing will be able to work. This process is to be done at the end of each business day. Processing Transcripts in Batch (Beginning of Day) Business Process Guide will guide you through the next steps to completing the transcript cycle. There is a set of information that must be true for all transcript requests you are entering in each batch process. There should never be more than 10 students entered on one request, in order for processing times to be efficient. Requests must be split into the following areas to enter as batch: Future Release StandProc Degree Grades Specific Date Time Frame Transcript requested by 3:00 p.m., generated that night and sent out the following business day Transcript will not be generated until the confer date set in the system has arrived it will not however confirm that a degree has been posted, most likely it would have been. This is set to the 20 th of each month in which a degree could be awarded (December, March, June, August) Transcript will not be generated until the Fully Graded Date for the term, which is set to the Tuesday following Finals week. The system does not verify that all grades are actually entered. The student may choose a specific date. This will not be used often but is an option. Request Reason Amount Assigned to Each Copy Standard Process $5.00 Express Mail $20.00 Fax/On Demand $15.00 Internal Request No Charge No Payment Expected Web Transcript Request $5.00 There is also a history that is kept in the system of when, how many, and to whom transcripts were sent for a student. This history is kept until purged. We plan to have data in the system for one full year. Therefore, we begin processing transcripts in PeopleSoft in September 2004; we will not purge the first time until September The business process titled Reviewing Processed Transcript History can guide you through that process. Document1 Page 1 of 9

5 1.0 Processing Transcripts in Batch 1.1 Requesting the Transcript Home > Records and Enrollment > Transcripts > Transcript Request Steps for Completing the Requesting the Transcript Process 1. Click the Add a New Value link or the Add a New Value Tab. Document1 Page 2 of 9

6 2. The Institution should default in as CWUID. If not, you need to refer to the Setting User Defaults Business Process Guide. 3. The Transcript Type should be set to OFFIC for Official Transcript. 4. The Freeze Record and Override Service Indicator checkboxes should never be checked. Freeze Record prevents the transcript from being purged in the future. 5. The Output Destination will default to Page. You should change this to Printer. This will enable you to indicate a Send To address, and indicate if there are multiple copies going to same address for a student. 6. Change the Number of Copies value to indicate the number of copies for reporting and reconciliation at the end of the month. You will need to indicate the number of copies on the next tab for printing of transcripts. 7. If the request should be processed in the standard process, which is overnight, the Future Release field should be left as StandProc. The other options are Degree, Grades, and Specific Date. Please see the table above for a more in depth explanation of these choices. 8. The Academic Career and Term are grayed out and you cannot change these fields. However, if you specify a Future Release of Degree or Grades then you will need to enter a career and term. 9. The Print Date defaults to the current date and is grayed out but will become available if you choose Specific Date as the Future Release choice. 10. The Request Reason should be set to the most appropriate reason for the request. This field cannot be left blank, because it is used to determine how much the student should be charged for the transcript (see table above). The population of this field will enable CWU to reconcile transcript charges vs. payments and is used in reports to determine if a student has paid the correct amount of money. See the table above for more in depth explanation of the choices you have in this field. Document1 Page 3 of 9

7 11. Go the Request Detail tab. To enable the Number of Copies field for the first student, you must have your User Defaults set for Transcripts to Printer and the Type set to OFFIC. See your supervisor if you have any questions about this or do not see the Number of Copies field for Seq Nbr 1 on the Request Detail tab. 12. Enter the student s CWU ID number. If the number is not known or appears to be incorrect, you can use the magnifying glass to do a lookup by the student s last name, first name, National ID (SSN) or any combination of the three. 13. Note: keep in mind, when you do a lookup on the ID field on the Request Detail tab, you will only be able to find people who at least have a student career in PS. If you can t find the Emplid it is possible that the person does exist in PS with only a bio/demo record or is an employee. There should never be more than 1 student entered on one request. This will allow us to clean up requests that may need to be cancelled in the future. 14. Click the Lookup button. A list will be returned you can choose from. Document1 Page 4 of 9

8 15. Click the Send button to enter the address. If there is more than one request being sent to different addresses use the blue plus sign to add multiple rows. You must indicate the student s ID on each row and click the Send button to add each address that a transcript should be sent to. 1.2 Identifying the Recipient of the Transcript Steps for Completing Identifying the Recipient Process 16. Enter the name of the recipient in the Send To: field. 17. Enter the Country code. 18. Enter the Address 1, 2 & 3 if necessary. 19. Enter the City, State and Postal code. There is no need to enter the County, as this information is not pulled in the address label report. 20. Click the OK button Send to an External Organization 21. By checking the Specify External Org ID, the system will allow you to choose from a list of pre determined external ID s. If you find yourself entering the same address multiple times, term after term, please speak with your supervisor about having that Organization added to this table. Document1 Page 5 of 9

9 22. Use the magnifying glass to look up the specific Org ID. 23. You can enter a variety of information to find the Organization you are looking for. Do not leave all fields blank in the Lookup options; your return will be too large to review. Document1 Page 6 of 9

10 24. After you have chosen the appropriate Organization, click on the Location magnifying glass to review to location addresses. Choose the appropriate Location. 25. Once this has been done, the address will populate. The Send To: address may be overwritten if it is not exactly what you want. 26. Click the OK button. 27. Click the Save button. The request will be processed and printed in the overnight process. 28. You must post the payments for transcripts at the end of day. Please refer to the Posting Charges in Groups Business Process Guide. Document1 Page 7 of 9

11 This only has to be done once a month and only the date changed. Do not click the Run button unless directed by your Supervisor. 1.3 Generating Transcripts Home > Records and Enrollment > Transcripts > Batch Transcript Generation Steps for Completing the Generating Transcripts Process 29. This step only has to be done once and updated with new dates once a month. Should the process fail or be put on hold a supervisor can restart it. The supervisor or Records Lead should do this process. 30. Enter the Run Control ID. This should be the same as your UserID. 31. Click the Search button. Document1 Page 8 of 9

12 32. The Institution and Transcript Type should default in as CWUID and OFFIC. If not, please refer to the Setting User Defaults Business Process Guide. 33. Each month the Request Date From and To must be set to the beginning of the month and the end of the month. Note that even though the From and To dates are set for an entire month; the process will NOT generate future dated transcripts until the requested date rolls around. 34. Click the Run button. 35. Select the Server Name of PSUNX. 36. Check the box on the left for the PSJob. 37. Select CW M F 1:00 a.m. from the Recurrence drop down. This is a pre determined run time that will happen each night. 38. Click OK. 39. The process is complete. The following morning you will follow the business process guide for Processing Transcripts in Batch (Beginning of Day). Document1 Page 9 of 9