Student Records Producing Immediate Transcripts

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1 Overview This process will define how to request, view and/or print transcripts in real time. Production of each transcript type will be prevented if a Service Indicator with an impact of "TRAN" (transcript production) is present on the student record. Service Indicator data for each student is displayed on the IU Request Detail page when requesting transcripts. Careers are listed in the following fixed order on transcripts: Undergraduate, Graduate, Law, Medical, Dental and Optometry. The Graduate, Law, Medical, Dental and Optometry careers will be listed only when applicable. The student s program will display with each term. The program and plan will display together after the career statistics. When a student has multiple programs/plans, the system will always select the program/plan with the most recent Effective Date and Effective Sequence. If there are two or more with the same Effective Date, the Effective Sequence is the tie-breaker. If the student has attended multiple institutions, the system will select institutions alphabetically first (IUCSA and PUFWA are always ignored). Transcript logging and receipting information will be maintained via the online transcript request component. Steps Add a New Transcript Request 1. When viewing the student s record, check for negative service indicator icon. Click on the icon to view the student s negative service indicator information (there may be multiple service indicators). If the negative service indicator exists and has a TRAN impact, you may not produce a transcript 2. Navigate to: Records and Enrollment>Transcripts> Transcript Request. 3. Select the Add a New Value tab. Five tabs will be displayed. Request Header is the first tab and the page will not be populated with data. 4. Select the Institution. 5. Select the Transcript Type. If you select a Transcript Type that only includes certain careers, you must make sure that the student you choose has those careers on his/her record. 6. In the Output Destination field, select Printer. 7. In the Number of Copies field, select the desired number of transcript copies (it defaults to 1). 8. In the Future Release field, select Immediate Processing. 9. Leave the Print Date as the current date. 10. In the Request Reason field, select the appropriate value. PeopleSoft Student Training & Support 2011 Indiana University Page: 1

2 11. Click on the Request Detail tab. The Request Detail page has default information from the first page (Transcript Type, Sequence Number, etc.) The Sequence Number will default to Enter the student s ID. If the ID is unknown, click to look up the number. Enter SSN or Last Name and First Name and click. Click on the link with the information listed the student s ID will carry over to the Transcript Request page. 13. Tab out of the ID field and the student s name will populate next to it. Verify this name. 14. Select the Post Fee to Acct checkbox if the charge is to be billed to the student s Bursar account. Otherwise, leave the box unchecked. NOTE: The IU Request Detail page can be used instead of the Request Detail page. It allows for saving more information about how the student paid for the transcript and additional free-form notes. See Verify Transcript Fee below. 15. Click. 16. Enter the recipient s name in the Send To field. Note: These instructions pertain to free-form address entry. See other documentation regarding the use of addresses on file. 17. Leave the Specify External Org ID box unchecked. 18. If your campus is set up to send transcripts via PDF, the E-Delivery Status field will appear with a check box. If sending via PDF, click the box. PeopleSoft Student Training & Support 2011 Indiana University Page: 2

3 19. If the E-Delivery Status checkbox is selected, a Y will appear indicating the PDF has been selected. A box will appear with the student s IU address, if the student is current. If the student is not current, an must be entered. NOTE: The E-Delivery Statuses are Y, S, and T. Y means that the E-Delivery has been requested. S means that the E-Delivery request has been submitted. T means that the request has been transferred to Avow, the third party vendor sending the PDF to the recipient/s. 20. The Recipient Address must also be entered. This is where the PDF transcript will be sent. PeopleSoft Student Training & Support 2011 Indiana University Page: 3

4 21. For a PDF request, if you want to enter mailing address information, enter the country code then proceed to the next step. 22. Click Edit Address. 23. Enter the first line of recipient s address in the Address 1: field. Continue the address in Address 2 and Address 3 fields if needed. 24. Enter City, County, Postal (zip code) and State information. 25. Click. This will return you to the Send To Information page. PeopleSoft Student Training & Support 2011 Indiana University Page: 4

5 26. Click again. This will return you to the Request Detail page. 27. Click to add additional students to this request, if needed. You must repeat above steps beginning with step 12 for each additional student or for each additional address for the same student. If you add students or multiple addresses, you can change the Number of Copies printed. Verify Transcript Fee 1. To verify that the Transcript Fee has been automatically calculated, select the IU Request Detail tab. Click View All if there are multiple students or multiple addresses for the same student in the request. This amount should be calculated based on the institution s transcript fee where the transcript is being printed. 2. If the total amount for the transcript is something other than the calculated Transcript Fee, enter that amount in the Override Total Field. 3. The Balance Due field should reflect the amount in the Transcript Fee or Override Total field. 4. Enter the Amount Paid. If the Amount Paid is less than the Transcript Fee/Override Total, the Balance Due field will reflect the difference. If the Amount Paid is more than the Transcript Fee/Override Total, the Refund Amount field will reflect the difference. 5. Select a Payment Method from the drop-down box. If you choose Multiple Checks/Money Order, you can enter the Number of Checks. 6. Enter the Coupon # Received if the student submitted a coupon to pay for the request. Then enter the Coupon Amount Received. PeopleSoft Student Training & Support 2011 Indiana University Page: 5

6 7. Click. The Report Results page will load and display the student s transcript. Print the Transcript 1. To print the transcript, you must first specify a BARR printer. Click to search for printers available for your campus. 2. Next, click on the Report Results page or Request Detail page. You can also click on the IU Request Detail page. If multiple copies were produced, they will all print at the same time when using this button. 3. A new window will appear with the status of the print request. It will read, Processing Report. Please Wait The report status will go from Queued to Processing to Success. When the processing is complete, the message will read, Output sent to BARR Printer. 4. If the print is unsuccessful, go back to the Transcript Request page and click on the Report Errors tab. If the document doesn t print, it s typically a problem with BARR printing. Any errors relating to the report selected will appear on this page. 5. Click. The Find an Existing Value page will appear with the Report Request Nbr for the last request. 6. Click to clear out the existing Report Request Nbr and prepare for a new request. PeopleSoft Student Training & Support 2011 Indiana University Page: 6