Process Document Topics for Registrars: Creating PINs in Batch

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1 Version 1.0 Document Generation Date 2/21/2008 Date Modified 2/21/2008 Last Changed by ASDS Status Draft Creating PINs in Batch Concept At some Institutions, students must have a special PIN validated before they are allowed to enroll in classes through self service. Each Institution can choose to use the PIN process or not, and if it is used, can select which programs or admit types of students are required to use PINs. If PINS are used, student records staff determine which students are excluded from the PIN requirement, and then run a batch job to generate the PINs. This batch process must be run each term. Each student who has not been excluded is assigned a randomly generated number - the PIN. When a student sees his/her advisor, the advisor can either validate the PIN immediately, or give the student the PIN to enter manually during self-service enrollment. This topic demonstrates how to set up student exclusions and run the batch PIN process. Last changed on: 2/21/ :05 PM Page 1

2 Procedure There are two steps to the PIN generation process: (1) set up the PIN exclusions and (2) run the batch PIN generation process. To view the online process document and quick guide for this process click the links below. Please refer to: _PD.pdf Please refer to: _QG.pdf 1. Navigate to the page where PIN exclusions are set: University of Maine Systems > Set Up UMS > Records and Enrollment > PIN Exclusion. Page 2 Last changed on: 2/21/ :05 PM

3 2. PIN exclusions are set up in effective dated rows, by Institution and Academic Career. To check for existing PIN exclusion set up, enter your Institution. 3. Click the Search button. Select from the resulting list. 4. To create a new PIN exclusion, click the Add a New Value tab. Last changed on: 2/21/ :05 PM Page 3

4 5. Click the Add a New Value tab. 6. Make sure the correct Institution is entered. Select the Academic Career. Page 4 Last changed on: 2/21/ :05 PM

5 7. Select the Career. 8. Click the Add button. Last changed on: 2/21/ :05 PM Page 5

6 9. On the PIN Validation Exclusion page, you specify a Term. The Term acts as an effective date. If you already have PIN exclusions set up for a prior term and you don't want to change the set up, you don't have to enter the exclusions again for the new term. The old set up remains in effect. If necessary click the Add a Row button to add a new row to set up the new term. 10. Enter the desired information into the Begin Term field. 11. You can enter a list of Programs and Plans to exclude all students at your Institution active in those programs and plans. If you leave the Plan field blank for a program, it excludes all students in the program regardless of plan. You can also exclude students who have certain Admit Types. The exclusions are cumulative - that is, the criteria are ORed. A student who meets any one of the criteria is excluded. Page 6 Last changed on: 2/21/ :05 PM

7 12. Select an Academic Program. Click the Academic Program button. 13. Click an entry in the Academic Program column. 14. To add a second Program for exclusion, click the Add a new row button. 15. Select a Program. 16. To select a particular Plan in the selected Program, click the Academic Plan button and select the Plan. 17. To exclude students by Admit Type, click the Admit Type button. 18. Select from the list. 19. When all exclusions have been entered, save. 20. Navigate to the batch PIN process: University of Maine Systems > Records and Enrollment > Batch Processing > Enrollment PIN Creation. Last changed on: 2/21/ :05 PM Page 7

8 21. As usual for batch processes, you need a Run Control ID. You can either use one of your existing Run Control IDs, or you can create a new one. To use an existing ID, click the Search button and select the ID from the resulting list. 22. To create a new Run Control ID, click the Add a New Value tab. 23. Enter a name into the Run Control ID field. Do not use blanks in the name. 24. Click the Add button. Page 8 Last changed on: 2/21/ :05 PM

9 25. Enter the desired information into the Institution field. Last changed on: 2/21/ :05 PM Page 9

10 26. Click the Academic Career list. 27. Select the correct Career from the list. 28. Enter the desired information into the Term field. 29. Click the Run button. Page 10 Last changed on: 2/21/ :05 PM

11 30. Click the OK button. Last changed on: 2/21/ :05 PM Page 11

12 31. Click the Process Monitor link. Page 12 Last changed on: 2/21/ :05 PM

13 32. Click the Refresh button from time to time until Run Status is Success and Distribution Status is Posted. 33. Click the Details link. Last changed on: 2/21/ :05 PM Page 13

14 34. Click the View Log/Trace link. Page 14 Last changed on: 2/21/ :05 PM

15 35. Click the Redirected Terminal Output link to view any messages. 36. End of Procedure. Last changed on: 2/21/ :05 PM Page 15