External Education-High School

Transcription

1 Date Modified 04/25/2011 Last Changed by Status Final System Office Concept Enter and update academic information from external sources, such as transcripts, in the Education component. You can record general and specific external education data, such as schools attended, academic summaries, subjects, degrees, courses, dates of attendance, and so forth. Navigations: - Student Admissions > Application Entry > Academic Information > Education - Student Recruiting > Maintain Prospects > Academic Information > Education - Student Admissions > Application/Transcript Loads > Education - Records and Registration > Transfer Credit Evaluation > Education Last changed on: 30/04/2011 8:26 AM Page 1

2 Procedure 1. After locating the individual in the database, on the External Education page, lookup and select the appropriate External Org Id. If you have navigated here directly from the Prospect or Application pages, or if another staff member has already entered a new prospect and populated the last school attended, this page will display the Org ID and name of that school. You may need to add a new, or an additional, school or college. This is fastest if you already know the orgid, and many users who need to do this frequently keep a list of frequently used orgids. You can search using any combination of known data, but city and state are a common way of filtering the search. Click the Look up External Org ID button. Page 2 Last changed on: 30/04/2011 8:26 AM

3 2. To filter the look up results, enter the City and State in the appropriate fields. You may also filter on any of the other search fields. City and State are a typical search. 3. Click the button. Last changed on: 30/04/2011 8:26 AM Page 3

4 4. In the Search Results section, click on the appropriate organization (school) to select it. If the organization you wish to use is not found, it will need to be added. Contact a superuser on your campus, or the Campus Community Subject Matter Expert at the system office, if you need a new organization. Use of external education fields varies by campus and career. This document will take a general approach. - Career = High School will probably fill in because it has been established in the Organization Table. Career is the only required field. - Academic Level will default to Unknown and may be changed to the highest level completed at this school - Term Type is important for transfer credit evaluation - Ext Term values will relate to what you entered in the Term Type field. - Term Year should be left blank unless there is only one year of attendance. Page 4 Last changed on: 30/04/2011 8:26 AM

5 5. In the Career Data section, enter or look up and select the appropriate From Date. High School attendance dates are often entered with common dates if the specific date is not known. That is, the From Date is often entered as 09/01/YYYY since most schools start around Labor Day. You may enter the date (and all dates) in a variety of ways, knowing that PeopleSoft will reformat them. You may click on the calendar next to the field to locate the desired date, or you may key it in using any of the following formats: mmddyy, mmddyyyy, mm/dd/yy, mm/dd/yyyy. 6. Enter the To Date. Last changed on: 30/04/2011 8:26 AM Page 5

6 7. Enter any Comments as desired by clicking on the Comments link. Page 6 Last changed on: 30/04/2011 8:26 AM

7 8. In the Transcript Status section, select an of "Desired" if you are requesting the transcript, or "Received" if you already have the transcript. If you are requesting the transcript, today s date will fill in the Transcript Date field. If you are entering a received transcript, enter or look up and select the date you received the transcript in the Date Received field. Last changed on: 30/04/2011 8:26 AM Page 7

8 9. Look up and select the appropriate Transcript Type. Page 8 Last changed on: 30/04/2011 8:26 AM

9 10. Look up and select the Transcript Status. You can define a user default for this field at Set Up SACR > User defaults > User Defaults 3. Last changed on: 30/04/2011 8:26 AM Page 9

10 11. Look up and select the Data Source. You can define a user default for this field at Set Up SACR > User defaults > User Defaults Look up and select the Data Medium. You can define a user default for this field at Set Up SACR > User defaults > User Defaults 3. Page 10 Last changed on: 30/04/2011 8:26 AM

11 13. The Transcript Summary section can be expanded to one long line that is easier for data entry by clicking on the icon next to the tab headings. This feature is used several times on this page, and is referred to as the Show All Columns button. To begin, in the Transcript Summary section, look up and select the Summary Type. Summary Type should be selected based on where the individual is in relation to completing the program at the school. Students still attending the school will get some sort of in-progress type and those who have been out of school will typically get HSOV. Last changed on: 30/04/2011 8:26 AM Page 11

12 14. Academic Level, External Term and Ext Year will pull in from the Career Data section above and are optional. Look up and select the appropriate Institution. Page 12 Last changed on: 30/04/2011 8:26 AM

13 15. The GPA Type should fill in, coming from the organization tables. You may have to tab over to the next field before it fills in. If GPA Type is blank, or you wish to override the value present, look up and select a new GPA Type and tab over to the next field. Last changed on: 30/04/2011 8:26 AM Page 13

14 16. Next, enter the Ext GPA as it appears on the transcript, then tab over to the next field. Conv GPA will convert the GPA to the UMS 4.00 grade scale. Conv GPA can be overridden if desired. Page 14 Last changed on: 30/04/2011 8:26 AM

15 17. Enter the student's class rank in the Class Rank field. Last changed on: 30/04/2011 8:26 AM Page 15

16 18. Enter the Class Size and then select the Tab key to auto fill the Percentile field. Page 16 Last changed on: 30/04/2011 8:26 AM

17 19. Now select the second tab of the component: Course and Degrees. In the External Degrees section, lookup and select the appropriate Degree (HSD for most). Last changed on: 30/04/2011 8:26 AM Page 17

18 20. To show and enter additional fields in the External Degrees section, click the Show all columns button. - Enter the Degree Date when the degree was/will be awarded, using the first of the month if only the month and year are known (e.g., 06/01/2010). - The Data Source will most often be School or Self-Reported. - The Degree Status will be either Complete or In Progress. - Select an Honors Category if appropriate. FA1-FA7 were intended to indicate high school rigor for Financial Aid Purposes. They may no longer be necessary. Note that HS valedictorians and salutatorians are tracked elsewhere, in Honors and Awards. Page 18 Last changed on: 30/04/2011 8:26 AM

19 21. Click the Um External Id tab. Last changed on: 30/04/2011 8:26 AM Page 19

20 22. On the Um External Id page, in the External System Details section, enter the External System ID. Some Maine high school transcripts are starting to display a Maine State ID and this is where we will store it. 23. Click the 24. End of Procedure. button. Page 20 Last changed on: 30/04/2011 8:26 AM