Campus Solutions Campus Community Quick Reference Guide

Campus Solutions Campus Community

Table of Contents Introduction to Step Sheets... 3 Getting Started in CUNYfirst... 4 Managing Microsoft Internet Explorer Compatibility with CUNYfirst... 5 Managing Mozilla Firefox Pop Up Blockers for CUNYfirst... 7 Managing Microsoft Internet Explorer Pop Up Blockers for CUNYfirst... 12 Managing Apple Safari Pop Up Blockers for CUNYfirst... 19 Activate Your CUNYfirst Account... 20 Sign In to My CUNYfirst Account... 24 Sign Out of My CUNYfirst Account... 25 Change My CUNYfirst Password... 26 I Forgot My CUNYfirst Password... 29 Set Up SACR... 32 Add a Favorite... 34 Delete a Favorite... 35 Sequence Favorites... 36 Course Registration in ELM Campus Users... 37 Course Location in ELM Campus Users... 41 Learner Enrollment Transcript in ELM Campus Users... 44 Repository Training Materials in ELM Campus Users... 47 Add and Update a Person... 54 Search/Match... 55 Add a Person... 56 Update a Person... 56 Update Names Edit Current Name... 58 Update Names Add New Name Type... 59 Update Address Edit Current Address... 60 Update Address Add New Address Type... 61 Update Phone Contacts... 62 Update Email Contacts... 63 Enter Emergency Contacts... 64 Enter External System ID... 65 Enter Residency Data... 66 i Last

Enter Citizenship Data... 69 Enter Ethnicity Information... 70 Enter Relationships... Error! Bookmark not defined. Enter Athletic Participation of a Student... 71 Decedent Data... 72 Student Services Center... 73 Student Center Tab... 74 General Info Tab... 76 Admissions Tab... 77 Transfer Credit Tab... 78 Academics Tab... 79 Finances Tab... 80 Financial Aid Tab... 81 Service Indicators... 82 Assign a Service Indicator... 83 Edit a Service Indicator... 87 Release a Service Indicator... 92 Audit Service Indicators... 94 Mass Assign Service Indicator... 95 Mass Release Service Indicator... 107 Student Groups... 109 View Students in a Student Group... 110 Activate a Student in a Student Group... 115 Inactivate a Student in a Student Group... 120 Mass Activate or Inactivate Students to a Student Group... 124 FERPA... 128 View FERPA Information... 129 Enter FERPA Information... 131 Using FERPA Quick Entry... 132 Health Services... 134 Add/Update Immunization Data... 135 CEMLI Search Repository... 137 ii Last

Introduction to Step Sheets Step Sheets have five features. 1. Topic Name The topic name indicates the purpose of the procedure. Each topic name contains key verbs that let you know what you are able to do using that procedure. View display record/s Add create a new record/s Update modify an existing record/s Delete purge an existing record/s 2. Descriptive Paragraph The topic name is followed by a brief descriptive paragraph that states the outcome of the procedure. Sometimes, the context for usage is described. 3. Navigate to Component Once you are logged in and selected the HR/Campus Solutions link, then the next step shows the navigation path to the component. The path shown starts from the home link on the first page. Always use the Main Menu on the left. 4. What Users Needs To Do CUNYfirst needs only a single click. Locate or find an item to view, add or update. Search or look up the range of values for that field. Choose the correct value or code from the Search Results or dropdown menu. Infrequently, free form text is entered. Importantly whenever you see Note:, then additional information is provided to help use CUNYfirst effectively and efficiently. 5. Finding Items on a Page Item names are bolded. The item name is shown exactly as it appears on the page. Sometimes a non-standard abbreviation is shown on the page. The item type is listed after the name. Parts of images may be obscured for security reasons. Note: Use CUNYfirst navigation to go back within the system, do not use your browser's back button. Back to Table of Contents 3

Getting Started in CUNYfirst CUNYfirst is an Internet-based application built on the PeopleSoft Enterprise platform. You may access this application at any location with Internet access. An Identity Management System secures all of the data. You will be assigned a User ID and you will create your own password. Security access allows you to use all of the functionality that you need. Your access is restricted from any functionality that you do not need. Back to Table of Contents 4

Managing Microsoft Internet Explorer Compatibility with CUNYfirst If your computer is running Internet Explorer 10, then set Compatibility View to on. Note: Each CUNY institution schedules administrative maintenance of browser software as needed. In that event, this procedure may need to be repeated. Step 1. Action In the header, click the Tools menu. 2. From the Tools menu, select Compatibility View settings. 5

3. Select the Display all websites in Compatibility View 4. Click the Close button. End of Procedure. checkbox. Back to Table of Contents 6

Managing Mozilla Firefox Pop Up Blockers for CUNYfirst To save or print.pdf files from CUNYfirst, pop-up blockers must be turned-off in your browser prior to beginning the transaction (step sheet). The user will need to start again from the beginning of the transaction when the browser s pop-up blocker is not turned off. Some browsers allow the user to automatically allow pop-ups from specific websites. Once these browsers are set, then the user will always be able to get.pdf files or print from CUNYfirst without making further adjustments. Major browsers supported by CUNYfirst are Mozilla Firefox, Microsoft Internet Explorer, and Apple Safari. Note: Each CUNY institution schedules administrative maintenance of browser software as needed. In that event, this procedure may need to be repeated. Step 1. Action In the header, click the Tools menu. 2. Select Options. 7

3. Select the Content panel. 4. Click the Block pop-up windows Exceptions button. 8

5. To add a website to the Exceptions list, on the Allowed Sites Pop-ups dialogue box in the Address of web site field, enter *.cuny.edu. 6. Click the Allow button. 9

7. Click the Close button. 10

8. Back to Table of Contents Click the OK button. End of Procedure. 11

Managing Microsoft Internet Explorer Pop Up Blockers for CUNYfirst To save or print.pdf files from CUNYfirst, pop-up blockers must be turned-off in your browser prior to beginning the transaction (step sheet). The user will need to start again from the beginning of the transaction when the browser s pop-up blocker is not turned off. Some browsers allow the user to automatically allow pop-ups from specific websites. Once these browsers are set, then the user will always be able to get.pdf files or print from CUNYfirst without making further adjustments. Major browsers supported by CUNYfirst are Mozilla Firefox, Microsoft Internet Explorer, and Apple Safari. Note: Each CUNY institution schedules administrative maintenance of browser software as needed. In that event, this procedure may need to be repeated. Step 1. Action In the header, click the Tools icon. 2. From the menu, select Internet options. 12

3. Select the Privacy tab. 13

4. Select the Turn on Pop-Up Blocker checkbox. 14

5. Select the Settings button. 15

6. In the field Address of website to allow, enter the url address *.cuny.edu. 7. Click the Add button. 16

8. Click the Close button. 17

9. Back to Table of Contents Click the OK button. End of Procedure. 18

Managing Apple Safari Pop Up Blockers for CUNYfirst To save or print.pdf files from CUNYfirst, pop-up blockers must be turned-off in your browser prior to beginning the transaction (step sheet). The user will need to start again from the beginning of the transaction when the browser s pop-up blocker is not turned off. Some browsers allow the user to automatically allow pop-ups from specific websites. Once these browsers are set, then the user will always be able to get.pdf files or print from CUNYfirst without making further adjustments. Major browsers supported by CUNYfirst are Mozilla Firefox, Microsoft Internet Explorer, and Apple Safari. Note: Each CUNY institution schedules administrative maintenance of browser software as needed. In that event, this procedure may need to be repeated. Step 1. Action To allow pop-ups in Safari, select Safari on the main tool bar. 2. If the Block Pop-Up Windows option is checked, select it to uncheck it and unblock pop-up windows. Back to Table of Contents Note: This applies to all websites. There is no site specific option in Safari. End of Procedure. 19

Activate Your CUNYfirst Account In order to access CUNYfirst, users activate or claim their account through the Identity Management System (IMS). Note: Parts of images may be obscured for security reasons. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar. 2. On the Login page, click the First time users link. 20

3. On the Account Activation page, enter First name, Last Name, Date of Birth, Last 4 digits of SS number, and RECAPTCHA text. Note: Use your name of record with correct capitalization for the First Name and Last Name fields. Note: Date of birth should be entered in mm/dd/yyyy format e.g. 11/30/1978. Note: If you are not certain of the information requested, it is recommended that you contact the Office of Registrar. 4. Click the OK button. 21

5. On the Challenge Questions and Answers page, select or create five different questions and enter different answers. In the event you forget your password, then you will be asked three of these five questions and your answers must match each character. Note: In CUNYfirst, users may reset their password with Challenge Questions and Answers. 6. Click the OK button. 22

7. On the Choose a Password page, enter and confirm your password. Note: The two entries must match or the user will have to re-enter both fields. Note: CUNY Password Policy when choosing a password 8 or more characters 1 or more uppercase letters 1 or more numeric or special characters Note: CUNY Password Reset Policy No change for 5 days after last password change Not one of 4 previous passwords Expires 90 days after the last password change An email notification will be sent to users whose password is going to expire in the next 7 days. Within the 7 days prior to the expiration of the current password, a screen displays for the user to change their password At 90 plus days, CUNYfirst will require the user to change their password. 8. To submit the password, click the OK button. 9. FirstName.LastName## ######## On the User Activation Completed Successfully! page, your Empl ID (CUNY ID) is displayed as in the example below. Note: The eight digit Empl ID (CUNY ID) is used to identify you in CUNYfirst. 10. When you have finished, make a record of your username, Empl ID and password. End of Procedure. Back to Table of Contents 23

Sign In to My CUNYfirst Account CUNYfirst is an internet-based application. Signing into CUNYfirst is just like opening a passwordprotected page of a website on the Internet. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar. 2. Enter your Username and Password and click the Log In button. 3. Note: Faculty, staff, and students are assigned a unique Username and create their own Password. Do not share this information with anyone. Back to Table of Contents From the Enterprise Menu, select the HR/Campus Solutions link. End of Procedure. 24

Sign Out of My CUNYfirst Account To protect your privacy and prevent unauthorized use of your account, be sure to sign out and close all web browser windows to end your session. Step 1. Action Click the Sign Out link in the upper right corner of the screen. 2. You have successfully ended your session in CUNYfirst. 3. Close all web browser windows to clear the session information. End of Procedure. Back to Table of Contents 25

Change My CUNYfirst Password A user may change their password for the CUNYfirst Portal using the Identity Management System. Note: Parts of images may be obscured for security reasons. Step Action 1. Enter the CUNYfirst URL https://home.cunyfirst.cuny.edu in your browser s address bar to access the CUNYfirst Portal Login page. 2. 3. Click the Change Password link. On the Password Change page, enter the correct value for either the User ID or CUNY ID fields. Note: User ID is your CUNYfirst Username, e.g. John.Smith78. CUNY ID is your unique eight digit Identification number, e.g. 12345678. 4. Enter the correct value for the Old Password (current password) field. 26

5. Enter identical values for the Password and Confirm Password fields. Note: CUNY Password Policy when choosing a password: 8 or more characters 1 or more uppercase letters 1 or more numeric or special characters Note: CUNY Password Reset Policy No change for 5 days after last password change Not one of 4 previous passwords Reminder sent 85 days after last password change Expires 90 days after the last password change 6. Click the OK button. 7. On the Challenge Questions and Answers page, you may also change any or all of the Questions 1-5 and Answer fields. 8. Click the OK button. 9. FirstName.LastName## ######## When the process is completed, then the following confirmation message appears. 10. To login to CUNYfirst, click the Return to Log-in Page link. 27

End of Procedure. Back to Table of Contents 28

I Forgot My CUNYfirst Password This procedure describes how a user retrieves their forgotten password for the CUNYfirst Portal using the Identity Management System (IMS). Note: Parts of images may be obscured for security reasons. Step Action 1. Enter the CUNYfirst URL https://home.cunyfirst.cuny.edu in your browser s address bar to access the CUNYfirst Portal Login page. 2. 3. Click the Forgot your password? link. On the Forgot Password page, enter the correct value for either the User ID or CUNY ID fields. Note: User ID is your CUNYfirst Username, e.g. FirstName.LastName##. CUNY ID is your unique eight digit identification number, e.g. 12345678. 4. Click the OK button. 29

5. On the Answer To Challenge Questions page three of your five Challenge Questions display. Enter your answers to the left of the displayed questions. 6. Click the OK button. 7. On the Choose New Password page, enter identical values for the Password and Confirm Password fields. Note : CUNY Password Policy when choosing a password: 8 or more characters 1 or more uppercase letters 1 or more numeric or special characters Note: CUNY Password Reset Policy No change for 5 days after last password change Not one of 4 previous passwords Reminder sent 85 days after last password change Expires 90 days after the last password change 8. Click the OK button. Note: Once submitted, the process may take a couple minutes. 30

9. FirstName.LastName## ######## When the process is completed, then the Your Password Has Been Changed Successfully confirmation message appears. 10. To login to CUNYfirst, click the Return to Log-in Page link. End of procedure. Back to Table of Contents 31

Set Up SACR Setting up User Defaults enables CUNYfirst to automatically enter specific values in a range of fields. User defaults speed data entry by pre-filling fields or values that are or nearly are standard for a given end-user. Still, these defaults may be overridden at any time. Users should review the defaults periodically (beginning of each tem) to determine if changes are required (such as term default). Step Action 1. Enter the CUNYfirst URL https://home.cunyfirst.cuny.edu in your browser s address bar to access the CUNYfirst Portal Login page. 2. Navigate to: Set Up SACR > User Defaults. 3. ######## Name Click the Academic Institution correct row. Look Up icon; and then select any link on the Note: Upon select of the Academic Institution, the Career Group SetID and Facility Group SetID auto-display. 4. Click the Academic Career Look Up icon; and then select any link on the correct row. 5. Click the Term Look Up icon; and then select any link on the correct row. 6. Select the User Defaults 4 tab. 32

7. ######## Name Select the Carry ID checkbox to view search results for the same student until selecting the Return to Search button. 8. Click the Save button. End of Procedure. Back to Table of Contents 33

Add a Favorite My Favorites allows you to create your own list of bookmarks to commonly used components in CUNYfirst. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. When you have navigated to the first page of a frequently used component, in the Universal Navigation Header click the Add to Favorites link. 3. On the Add to Favorites page, either leave the auto-text description or enter text to create a description of the component. 4. Click the OK button. End of procedure. Back to Table of Contents 34

Delete a Favorite My Favorites allows you to delete a bookmark. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: My Favorites > Edit Favorites. 3. On the Edit Favorites page to remove a favorite, click the Delete button on that favorite s row. 4. On the Message from webpage window to confirm the favorite is to be deleted, click the OK button. 5. Click the Save button. Back to Table of Contents Note: The favorite will not be deleted until you complete this step. End of procedure. 35

Sequence Favorites On the My Favorites menu, bookmarks are listed in the order in which they were added to My Favorites. My Favorites allows you to sequence bookmarks of commonly used components in My Favorites on the CUNYfirst Main Menu. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: My Favorites > Edit Favorites. 3. On the Edit Favorites page in the Sequence number field, enter a numeral to indicate the preferred position on the list for each favorite. Note: The number 1 is the first favorite on the revised list. 4. Click the Save button. Back to Table of Contents Note: The sequence of favorites will not be done until this step is completed. End of procedure. 36

Course Registration in ELM Campus Users A range of CUNYfirst training sessions are available for registration in ELM. Once an individual has enrolled in a course, they will have permanent access to relevant training materials through their learning transcript. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the Enterprise Learning Management link. 2. On the Menu on the left, click Self Service. 3. Note: Throughout CUNYfirst, only those components to which you have been granted appear in the Menu. Click Learning. Note: Personal Information holds a range of Bio-Demo data from your HR record. Learning holds information related to all CUNYfirst learning. 37

4. Click Browse Catalog. 5. Note: Once you register and complete courses, you will be able to select All Learning for all of your training materials. Click CUNYfirst Training Program. 6. Note: Click Next to view all available options. Click Campus Solutions. 7. Note: Here are the various categories of courses and learning materials. In this example, Campus Solutions contains courses and training materials for Admissions, Campus Community, Student Records, Student Financials, Financial Aid, and Self Service. Select the Related Categories link to view learning activities for that module (i.e., Campus Community, Admissions, etc.). In this example, we will select the link for Admissions. 38

8. 9. Select the desired course within your chosen area. Each course is numbered and named to indicate the content a learner may need. For example, Admissions holds courses from 201 205. When course sessions are available, they are listed in Activity Options 10. Note: If nothing displays here, your campus has not yet scheduled training sessions. 11. To add a session to your Learning Transcript, click the Enroll button. Click Submit Enrollment. Note: The Enrollment Confirmation page displays. The course will now displays in your All Learning. You will also receive an email confirmation of successful enrollment at a later time. 12. On the Enrollment Confirmation page, click the Activity Name link (course title) link. 39

13. On the Activity Details page, click the Notes and Attachments link to access Training Materials. 14. In the Attachments section File column, select a link to download the document and save it to your computer. Back to Table of Contents Note: To open the Power-Point PDF, you may have to hold down the Control key when you click the link. Please be sure you have disabled your Pop-Up Blocker. Note: After you have enrolled, you can access these materials via the My Learning link. Note: If updates are made to any training materials, you will receive an automatic notification via email. If you choose to save or print any of the material, please be mindful of these updates. End of Procedure. 40

Course Location in ELM Campus Users Once an individual is enrolled in a course, enrollment and course information are available in ELM. Leaners will be able to locate specific details about the course (e.g., location, date, and time). Step Description 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the Enterprise Learning Management link. 2. On the Menu on the left, click Self Service. 3. Note: Throughout CUNYfirst, only those components to which you have been granted appear in the Menu. Click Learning. Note: Personal Information holds a range of Bio-Demo data from your HR record. Learning holds information related to all CUNYfirst learning. 41

4. 5. Click the My Learning link to display a list of registered courses. When you have registered for more than five courses, click the All My Learning link to view additional courses. It may be helpful to click the Title row link to sort course information alphabetically. 6. Click the underlined course title to display specific details about the course. 7. On the course information page, you will find specific details about the course enrollment (i.e., Enrollment Status and Start Date). Additionally, this page contains links to Notes and Attachments, exercises and your progress. Scroll down and click the View Schedule and Location link. Here you will find the specific details about the course s scheduled date and time. Click the city and state (e.g., New York, NY) link. 42

8. 9. The Sessions Facility Detail window provides complete information about the course location. This includes the building, room name/number and address. Back to Table of Contents Click Return to Previous Page link (located at the bottom of the page) to return to course details. End of Procedure 43

Learner Enrollment Transcript in ELM Campus Users Once an individual has enrolled in a course, they will have permanent access to relevant training materials through their learning transcript. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the Enterprise Learning Management link. 2. On the Menu on the left, click Self Service. 3. Note: Throughout CUNYfirst, only those components to which you have been granted appear in the Menu. Click Learning. Note: Personal Information holds a range of Bio-Demo data from your HR record. Learning holds information related to all CUNYfirst learning. 44

4. 5. Click All Learning. To be guided through selected key transactions using a UPK (User Productivity Kit) On the All Learning page, click the Launch button that corresponds to the title of the session. See It mode allows users to simply watch the activity. Try It mode is recommended. It provides prompts for the user to complete each step in the process. Know It mode requires users remember all the steps in the process and will provide the user with a score upon completion Note: Close the UPK window to allow you to open another UPK. 6. Select the Title link to view the Activity Progress page for a course. 7. On the Activity Progress page, click the Notes and Attachments link to access Training Materials. 45

8. Back to Table of Contents In the Attachments section File column, select a link to download the document and save it to your computer. At this time, there are up to four types of training documents available. 1. PowerPoint These presentations, used in training sessions offered on each campus, are intended to provide new users with an overview of a module prior to practice or testing activities in CUNYfirst. Illustrates the business process flow, screen images, and key definitions and nomenclature. Note: To open the Power-Point PDF, you may have to hold down the Control key when you click the link. 2. The provides step sheets for transactions. Click a topic in the Table of Contents to be brought directly to that step sheet. 3. The Reference Guide includes more detailed information about each area within a particular module. Along with the steps as in the, you will find narrative regarding business process, screen images, and page/field definition tables. 4. The UPKs provide a visual and interactive recording of relevant business processes in CUNYfirst. Note: Please be sure you have disabled your Pop-Up Blocker. Note: If updates are made to any training materials, you will receive an automatic notification via email. If you choose to save or print any of the material, please be mindful of these updates. End of Procedure. 46

Repository Training Materials in ELM Campus Users The steps below are used to access the training documentation repository. Step Action 1. Log into CUNYfirst at: https://home.cunyfirst.cuny.edu 2. 3. Under the Enterprise Menu, click the Enterprise Learning Management (ELM). On the Menu on the left, click Self Service. 4. Note: Throughout CUNYfirst, only those components to which you have been granted appear in the Menu. Click Learning. 47

5. 6. Click All Learning. Click the CUNYfirst Training Program link. 48

7. Click the Repository link. 49

8. Click the Repository - Campus Solutions (REP-01) link. 50

9. Click View Details link for the desired module. (For example: Student Records, Student Financials, Admissions) 51

10. Name Click Notes and Attachment link. 52

11. Back to Table of Contents Under Attachments, select the file link to open the desired document. There are two types of training documents: The includes step-sheets of the click-by-click transactional processes for each topic in a module. The Reference Guide includes detailed information about the module including detailed information, screen-shots and field definitions. End of Procedure 53

Add and Update a Person Prior to adding a new record to CUNYfirst, the Search/Match process is run to identify existing records for that person. Once it is verified that no record of this person appears across CUNY, a new individual may be added to CUNYfirst. Biographical details are captured and may later be updated, as needed, including: Identification Details Names Date of Birth National ID (Social Security Number) Contact Details Address Permanent, Billing, Home, and Mailing Phone Home and Mobile Electronic Address Email Emergency Contacts Nationality Details Residency Visa Citizenship Data Ethnicity Demographic Details Marital Status Gender Back to Table of Contents 54

Search/Match Search/Match is the process of searching CUNYfirst Student Administration for an existing student record. It is the required first step in Adding an Application and/or Adding a Person. Search/Match identifies pre-existing records and prevents creation of duplicate student records. The decentralized direct admit processing requires individual institutions to conduct search/match for students applying directly to their institution. The business process for creating an application or student record begins with manually running a Search/Match prior to entering any information for a potential student. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to Campus Community > Personal Information > Search/Match. 3. Select Person for the Search Type. Note: The Search Type Applicant is used for Human Resources purposes. 4. Select the appropriate Search Parameter, which for Campus Solutions is PSCS_ADMISSIONS. 5. Click Search to access the Search Criteria Page. 6. Select a Search Result Code that determines the display of the results of the search. Campus Solutions uses PSCS_ADM_RESULT. 7. Enter Search Criteria in Search Fields. Note: Tab out of the last field you enter in order to access the Search button. 8. Click Search to access results of a match or potential match. 9. If a potential match is not found, then this message appears, Search Criteria did not return any results. Enter new or additional Search Criteria. Click the OK button to return to the Search Criteria page. 10. If a potential match is found, the Search Results might include the same ID multiple times. Note: If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered. 11. If the record exists, click the Carry ID button to automatically carry the ID forward to following CUNYfirst pages in order to review or update the record. If the record does not exist, the person does not currently exist in CUNYfirst. 12. If record(s) are found, then click each Results tab for more information regarding the individual. The Details link will open a new window to the Biographical Details page of the Add/Update Person component. 13. If a record is found for the applicant, updates must be made through the Maintain Applications component. If it is not a potential match, a new record can be created through the Add Application component or the Add/Update Person component. End of Procedure. Back to Table of Contents 55

Add a Person To create a record quickly without adding an application, use the Add a Person component. A Search/Match must be performed before adding any person to CUNYfirst. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Add/Update a Person 3. Click the Add a New Value tab. 4. Retain the default ID NEW and click Add. 5. In Person Information on the Biographical Details Page, add: Name and Date of Birth. 6. In the Biographical History section of the Biographical Details Page, add: Effective Date (date of entry), Gender (the default value of Unknown may be retained). 7. In the National ID section of the Biographical Details Page, add: National ID (Social Security number without any hyphens). 8. In the Contact Information section of the Biographical Details Page, add: Addresses. Address defaults to HOME. Both CAS/ASTA and CUNY use these four address types: HOME, MAILING, BILLING, and PERMANENT. Click the Edit Address link to perform this activity. 9. In the Contact Information section of the Biographical Details Page, add: Phone and Email. 10. On the Biographical Details Page, click the Citizenship link to add citizenship, country, and status information. Click OK to return to the Biographical Details page. 11. On the Biographical Details Page, click the Visa/Permit link to add more detailed information for International Students. Click OK to return to the Biographical Details page. 12. Click the Regional Tab. 13. On the Regional Page enter information regarding ethnic group and military status. If the Hispanic/Latino checkbox is checked, click the Ethnic Group dropdown menu to select appropriate group. Note: Military data entered here does not auto-populate the specialist Veteran s pages. 14. Click the Save button. Note: A warning may appear if the information closely matches another record in CUNYfirst. If a Search/Match has not been done, navigate to the Search Match component to verify that the student does not have a record in CUNYfirst. If a Search/Match has been performed and it has been established that this is a new student, click Ignore the OK button to proceed with saving. End of Procedure. Back to Table of Contents 56

Update a Person Student data can be changed through a variety of Campus Community navigations, including the Add/Update a Person component. In addition to this component specific data elements often have their own unique navigation, such as Names and Addresses which are reviewed in subsequent step sheets. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Add/Update a Person. 3. Enter Search Criteria, click the Include History checkbox and click Search. If multiple results are returned, select the appropriate record. 4. To change Name data, click the Names link at the top right of the Biographical Details page. Note: For detailed information, refer to the Update Names Step Sheets. 5. To change data in the Biographical History section of the Biographical Details page, click the Add a row icon and enter changed data in the correct fields. 6. To change data in the National ID section, use the Add button to display a new National ID row and enter the correct SSN. 7. On the previous National ID row, click the Delete a row icon. 8. In the Contact Information section, use the Phone and/or Email Add button to update that contact data. 9. Use the Visa/Permit Data and Citizenship links to update related data. 10. Click the Addresses tab. 11. In the Current Addresses section, click View All to view all address information prior to adding new address data. 12. Use the Edit/View Address Detail link to add new data. Note: For detailed information, refer to the Update Address Step Sheets. 13. To update data on the Regional page, click the Regional tab. 14. The Regional tab includes fields related to Ethnicity, Military History, and Disability. Click the Add button or Add a row icon to add new data. 15. Click Save. End of Procedure. Back to Table of Contents 57

Update Names Edit Current Name These instructions are for changing an existing Name Type and preserving history of the earlier name data. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Names 3. Enter Search Criteria, click the Include History checkbox and click Search. 4. If multiple results are returned, select the appropriate record. 5. From the Type of Name dropdown menu, select the name type to be changed. (To add a new type of name, please follow instructions in the next step sheet.) 6. Enter the name fields. 7. Click Submit. 8. To review the changed name type that now appears in the Current Names section, select the Name History link. 9. Click the OK button. This will move the new name data to the Current Names section. 10. Click the Save button. This will save the new name data and add the User ID and date/time stamp. End of Procedure. Back to Table of Contents 58

Update Names Add New Name Type These instructions are to add a new Name Type, which uses the Add/Change a Name area. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Names 3. Enter Search Criteria, click the Include History checkbox and click Search. 4. If multiple results are returned, select the appropriate record. 5. From the Type of Name dropdown menu, select the name type to be added. (To change an existing name, please follow instructions in the previous step sheet.) 6. Enter the name fields. 7. Click Submit. 8. To review the new name type that now appears in the Current Names section, select the Name History link. 9. Click the OK button. This will move the new name data to the Current Names section. 10. Click the Save button. This will save the new name data and add the user ID and date/time stamp. End of Procedure. Back to Table of Contents 59

Update Address Edit Current Address These instructions are to change an existing Address and preserve history of the original address. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) >Addresses/Phones > Addresses 3. Enter Search Criteria, click the Include History checkbox and click Search. 4. If multiple results are returned, select the appropriate record. 5. In the Current Addresses section, click View All to view all address information prior to changing address data. 6. To view address history or make changes to an existing address, click the Edit/View Address Detail link. 7. Click the Add a row icon. 8. Click the Update Addresses link. 9. Enter changes to the address and click OK. 10. Review the new address information associated with the new effective date. 11. Click OK. Click Save. End of Procedure. Back to Table of Contents 60

Update Address Add New Address Type These instructions are to add a new Address Type, which uses the Add Address Type area. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) >Addresses/Phones > Addresses 3. Enter Search Criteria, click the Include History checkbox and click Search. 4. If multiple results are returned, select the appropriate record. 5. To add a new Address type, select the Add Address Type checkbox. 6. Click the Edit Address link in the Add Address area. 7. Enter address information. If applicable, click the Override Address Verification checkbox. 8. Click OK. 9. Review the new address information in the Add Address area. 10. Click Submit to move the data up to Current Address. 11. Click the Save button. This will save the new name data and add the user ID and date/time stamp. End of Procedure. Back to Table of Contents 61

Update Phone Contacts These instructions are to add, update, or delete phone information. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) >Addresses/Phones > Phones 3. Enter Search Criteria, click the Include History checkbox and click Search. 4. If multiple results are returned, select the appropriate record. 5. To change data for Phone, click the Add button. 6. On the Phone Type dropdown menu, select a Phone Type. 7. In the Phone Number field, enter the new phone number in the following format ###/###-####. 8. If known, select the Preferred checkbox for the phone number on which the student would most like to contacted. 9. As needed, click the Delete a row icon to remove an out of date phone number. 10. Click Save. End of Procedure. Back to Table of Contents 62

Update Email Contacts These instructions are to add, update, or delete email information. It is CUNY policy to send all CUNY emails to the Campus email address. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) >Addresses/Phones > Electronic Addresses 3. Enter Search Criteria, click the Include History checkbox and click Search. 4. If multiple results are returned, select the appropriate record. 5. To change data for Email Information, click the Add button. 6. On the Email Type dropdown menu, select an Email Type. 7. In the Email Address field, enter the new email address. 8. As needed, click the Delete a row icon to remove an out of date email address. 9. Click Save. End of Procedure. Back to Table of Contents 63

Enter Emergency Contacts Campuses can enter the names, addresses, and telephone numbers of people to contact when an individual has an emergency situation. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Emergency Contacts. 3. Enter Search Criteria and click Search. 4. If multiple results are returned, select the appropriate record. 5. If contact information exists, click the Add a row icon to enter new data. 6. Enter the Contact Name. 7. On the Relationship dropdown menu, select the correct value. 8. If applicable, click the Primary Contact checkbox. 9. If applicable, click either or both of the Same Address as Individual and Same Phone as Individual checkboxes. Note: When these boxes are checked, the address and phone information will display below in the Individual s Current Address box and the Individual s Phone subsections. 10. Alternatively, use the Edit Address link to enter a different address for this contact. 11. In the Contact Phone section Phone Number field, enter the contact s phone number in the following format ###/###-####. 12. If applicable, in the Extension field, enter the digits of the extension number. 13. To enter additional emergency contacts in the same manner, click the Add a row icon. 14. Click Save. End of Procedure. Back to Table of Contents 64

Enter External System ID Campuses can enter and track IDs from one or more external systems and correlate them to individuals or organizations in CUNYfirst. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > External System ID. 3. Enter Search Criteria, click the Include History checkbox and click Search. 4. If multiple results are returned, select the appropriate record. 5. On the External System ID page from the External System dropdown menu, select the name of the External System. 6. Enter the appropriate Effective Date and External System ID in the External System Details subsection. 7. When additional External System ID information exists for the same External System, click the Add a row icon in the lower pane to enter the data. 8. To add an additional External System, click the Add a row icon in the upper pane to enter the data. 9. Click Save. End of Procedure. Back to Table of Contents 65

Enter Residency Data Official residency should be entered and maintained through the Residency Data component. Note that the Term Activation process is dependent upon updated residency information. Note: Parts of images may be obscured for security reasons. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > Residency Data. 3. Enter Search Criteria, click the Include History checkbox and click Search. 4. If multiple results are returned, select the appropriate record. 5. If Residency information exists, click the Add a row icon to enter new data. Note: Residency Data is maintained by career. 6. Use the Residency Official 1 page to enter official residency data for an individual. 7. Enter the Institution value. 8. Enter the Effective Term value. 9. From the Residency dropdown menu, select the rule that describes the individual's residency status. 10. In the Residency Date field, enter the date that the individual established or reported the residency. 66

11. 12. In the Additional Residency Data subsection, the Residency value selected above automatically populates the Admissions, Fin Aid Federal Residency, Fin Aid State Residency, and Tuition fields. Each of these fields may be changed, as needed. 13. Click the Residency Official 2 tab. Use the Residency Official 2 page to enter additional official residency data for an individual. On the Residency Appeal page, record residency appeal information. For example, a student may have been entered as Out of State for tuition and he or she wants to submit additional information to qualify for in-state tuition. 14. Enter the Effective Date value. 15. Enter the value Appeal Status value. 16. Enter any relevant comments in the Comment area. 17. The Residency Self-Report tab is not being used by CUNY at this time. 67

18. Click the Save button. End of Procedure. Back to Table of Contents 68

Enter Citizenship Data The CUNYfirst citizenship functionality can be used to identify an individual's country of citizenship and the current status of that citizenship. These pages can hold data regarding multiple countries of citizenship. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Citizenship and Passport. 3. Enter Search Criteria and click Search. 4. If multiple results are returned, select the appropriate record. 5. Select the USA value for Country. 6. Select the appropriate Citizenship Status for the student s American citizenship. 7. If desired, click the Add a row icon to select an additional Country. 8. Once the additional country is selected, then on the Citizenship Status dropdown menu, select Self-Reported regardless of the student s relationship with this additional country. 9. The Passport Information section is not in use at CUNY at this time. 10. Click the Save button. End of Procedure. Back to Table of Contents 69

Enter Ethnicity Information Ethnicity data is used for regulatory state and federal reporting. Institutions may collect more detailed ethnicity information than may be required by state or federal agencies if there is an internal need for this information. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) >Biographical (Student) > Personal Attributes > Ethnicity. 3. Enter Search Criteria and click Search. 4. If multiple results are returned, select the appropriate record. 5. When applicable, click the Person is Hispanic or Latino checkbox. 6. When the Hispanic or Latino checkbox has been checked, then also from the If Yes, select Ethnic Group dropdown menu, select the most appropriate value. 7. If a record already exists in the Ethnicity section and new information must be entered, click the Add a row icon to create an additional record. Note: To delete existing ethnicity information (in case of error), click the Delete a row button. Note: Applicants submit non-mandatory information about their Regulatory Region and Ethnic Group. 8. If relevant, then click the Primary and IPEDS checkboxes. 9. Enter Percentage Data (%), if desired. 10. Click Save. End of Procedure. Back to Table of Contents 70

Enter Athletic Participation of a Student Campuses can record student s athletic activities, though placement in the correct athletic Student Group is a separate task. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Participation Data (Student) > Athletic Participation. 3. Enter Search Criteria, click the Include History checkbox and click Search. 4. If multiple results are returned, select the appropriate record. 5. If Athletic information exists, click the Add a row icon to enter new data. 6. Select the correct value in the Sport dropdown menu. 7. In the Effective Date field, enter the date the participation began in the mm/dd/yyyy format. 8. Select the correct value in the Athletic Participation dropdown menu. 9. Check/Uncheck the Current Participation box. 10. Check/Uncheck the NCAA Eligible box. 11. Enter any relevant notes in the Comments field. 12. To add more athletic participation data, click the Add a row icon. 13. Click Save. End of Procedure. Back to Table of Contents 71

Decedent Data Record the appropriate administrative information relevant to this component, such as date and place of death and the death certificate number. When the date of death is recorded on the Decedent Data page, the system displays the word deceased on each page related to that individual in the database. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Personal Attributes > Decedent Data. 3. Enter Search Criteria and click Search. 4. If multiple results are returned, select the appropriate record. 5. Enter the Date of Death value in the mm/dd/yyyy format. 6. Enter the Place of Death. 7. Enter the Death Certificate Nbr (Number). 8. Click the Save button. End of Procedure. Back to Table of Contents 72

Student Services Center Campus Community is the core of CUNYfirst Campus Solutions. It provides a pathway to access of data that is shared by offices across the campus. CUNYfirst allows administrators to view student information from the student s point of view by navigating to the Student Services Center. The Student Services Center is an administrative 'dashboard', a single point of entry to view a wide range of student data. The Student Services Center is an administrative 'dashboard', a single point of entry to view a wide range of student data. The Student Services Center is a collection of components: Student Center - Displays most of what the student sees on their Student Center page. General Info - Campus Community data and student groups. Admissions - Current status and program. Academics - Academic Program, Term, Enrollment data. Transfer Credit - Transfer course, test credit and other credit. Finances - Student Billing and Account information. Financial Aid Aid Year details, award summary and term summary by aid year. The pages associated with Student Services Center provide a very similar view to the Student Center that is accessed by students using Self Service. Back to Table of Contents 73

Student Center Tab The student center tab provides a 360 degree overview of an individual student. Here they can view details of the student s class schedule, service indicators, initiated checklists, enrollment appointments, and personal information. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Student Services Ctr (Student). 3. On the Student Services Center page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 5. In the Search Results list, click any link on the correct student s row. 6. View the student center tab that displays the Academics, Finances, Personal Information, Search for Classes button, Holds, To Do List, Enrollment Dates, Advisor, CUNY Websites, Academic Advisement and Other Links sections. 7. Academics section links: Click the My Class Schedule link to display a table view of the student's schedule including enrolled, dropped and waitlisted classes. Click the Shopping Cart link to view class sections in which the student would like to enroll at the time of their enrollment appointment. Click the My Planner link to view the student s Planner to view of courses of interest to complete academic requirements. Note: Some CUNY colleges have as policy that students use DegreeWorks as an educational planning tool. Click the Weekly Schedule link to display a calendar view of the student s class schedule. Note: Click the Printer Friendly page link to print the Weekly Schedule. 8. Academics section other academic dropdown menu items: Academic Requirements: Currently not in use in CUNYfirst. Course History: Grid of every courses a student has previously taken (including transfer or test credit) with units and grade. Exam Schedule: Shows student s exam schedule for the selected term. Grades: Select a term to view that student s classes, term GPA, and cumulative GPA. Transfer Credit Report: Shows the classes that the student has been given credit for because of previous class work in other institutions and tests. This same information displays from the Transfer Credit tab. Select an item and then click the Go icon. 74

9. The Finances section is a summary of the student s customer account. Financial Aid information displays here for those colleges that feed information into CUNYfirst from other financial aid software. My Account lists current term balance and future balances based on the due date; however the balance/s does not reflect anticipated financial aid. Account Inquiry link leads to all finance activity. Financial Aid links: View Financial Aid link shows current financial aid and prior year financial aid. Click the aid year to display the student s financial aid by year and then term. Direct Loan Processing Form link leads to the on-line form to apply for a direct subsidized or direct unsubsidized loan for a financial year. Supplement Form link leads to the on-line form to apply for a New York State Aid for Part-Time Study at CUNY for a financial year. 10. In the Personal Information section:- Demographic Data: Click the Demographic Data link to display the student's demographic information (if known) including ID number, gender, date of birth, birth country, birth state, marital status, military status, national identification number (SSN), citizenship information, driver s license, visa or permit data. Emergency Contact: Click here to enter or view student Emergency Contact info, if the student has entered it. 11. Sections on the right of the page: Search for Classes: Search the class schedule for classes. Click the section code link to view the Class Detail page including: Class Details, Meeting Information, Enrollment Information, Class Availability, Catalog Description and Textbooks/Other Materials. Holds: Positive and negative service indicators overview with a link to details including Institution, Start Term and/or Start Date, Reason, Department and Contact and Instructions. To Do List: Checklist of administrative requirements. For example, student needs to submit an outstanding MMR (Meningitis Acknowledgement form. Enrollment Dates: Information regarding shopping cart and enrollment appointments displays. Click the details link to view enrollment date and time by session and term enrollment limits for this student. Advisor: If assigned, then displays advisor/s. Click the details link for advisor/s email information. Back to Table of Contents Note: CUNY Websites, Academic Advisement, and Other Links take the user to sites outside of CUNYfirst. End of Procedure. 75

General Info Tab The general info tab displays detailed personal information for a student. This information includes: service indicators, initiated checklists, student groups, personal data, and national ID. Contact information including addresses, phone and email addresses is also shown. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Student Services Ctr (Student). 3. On the Student Services Center page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 5. In the Search Results list, click any link on the correct student s row. 6. Click the general info tab. 7. On the General Info tab, click a link to summary details related to: Service Indicators: Displays current active service indicator/s. Initiated Checklists: Displays outstanding administrative items. Student Groups: Displays membership in student group/s. The student s current status (active/inactive) in each student group along with the date/s related to each status is shown. Personal Data: Date of Birth, Gender and Marital Status. National ID: Country, National ID Type, and National ID (last four digits of SSN). Names: Name Type, Display Name and Status. Addresses: Billing, Home, Mailing, and Permanent. Phones: Phone Type, Phone Number, Extension, and Preference. Email Addresses: Campus, other known email addresses, and Preference. Back to Table of Contents Note: If a student needs changes made to Personal Data, National ID, Names, Permanent Addresses, Phones and/or Email Addresses they should contact the Office of the Registrar. If a student is also on staff, then they should contact Human Resources. Students may add, edit or delete Billing, Home, and Mailing addresses through their Self Service. End of Procedure. 76

Admissions Tab The admissions tab displays information including: Institution/Career/Application Number/Program, External Education and Test Summary. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Student Services Ctr (Student). 3. On the Student Services Center page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 5. In the Search Results list, click any link on the correct student s row. 6. Click the admissions tab. 7. View the admissions tab that displays: Institution/Career/Application Nbr/Program: If an application is on file with admissions, this information will display including Applicant Progression through prospect, applicant, and student stages. Back to Table of Contents Note: Applicant Progression fields cannot be modified. External Education: Displays institution(s) attended by the student. Click the disclosure icon of a listed institution to view Transcript Information and an Education Summary for that institution. Test Summary: Displays available test information (ACT, CPE, SAT, CPI, TOEFL, GED, REGENTS, Exemptions). View test results data for Test ID, Test Component, Test Scores, Letter Score, Percentile, Test Date, Acad Level, Data Source, and Date Loaded. If there are more than five test scores, then click the View All link to see all of the listed test results. To narrow the test results, click one or both of the Filter data by dropdown menu icons, and then click the correct filters. End of Procedure. 77

Transfer Credit Tab The transfer credit tab shows the classes that the student has been given credit for because of previous class work in other institutions and tests. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Student Services Ctr (Student). 3. On the Student Services Center page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 5. In the Search Results list, click any link on the correct student s row. 6. Click the transfer credit tab. 7. View the transfer credit tab for an overview of course, test and other transfer credit in table format. Each institution attended displays on the Model tab and a summary of the credit transferred from that institution displays on the Statistics tab. Course Credits: If the credit has been posted to the student s record, then the Model Status will be posted. On the Model tab view Detail, Source, Career, Institution, Program, Articulation Term and Model Status. If it shows as Complete, the credit will be posted when the applicant is admitted and matriculated. Credits that are not in Posted status do not calculate in the student s earned hours. On the Statistics tab view Detail, Source, Units Transferred, Transfer Passed for GPA, Transfer Taken Not for GPA, Transfer Grade Point, and Transfer GPA. Test Credits: Test credits (AP, CLEP, and IB) will display if the test credit has been equated to a course. Other Credits: Displays exemptions and/or Lifetime Achievement credit. End of Procedure. Back to Table of Contents 78

Academics Tab The Academics page contains an overview Institution/Career/Program area. Further down the same page, view the Term Summary section with links to details of academic level and load, classes, and GPA statistics. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Student Services Ctr (Student). 3. On the Student Services Center page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 5. In the Search Results list, click any link on the correct student s row. 6. Click the academics tab. 7. View the Institution/Career/Program section. Left Column: Institution, active career and program information display. If the student has multiple careers/programs, click a program in the left column to display that information in the right column. Right Column: The student's Program, Student Career Nbr, Status, Admit Term, Expected Graduation, Approved Load, Load Determination and Level Determination are shown. The Expected Graduation Term is blank until the student applies for graduation and then the field is filled with the term for which they have applied to graduate. Requirement Term is the Catalog Year for the student s requirements. 8. View the Term Summary section. Left Column: Institution, active career information and terms for which the student has been term activated displays. Click a term in this column and information relevant to that term displays in the right hand column. Right Column: General information relevant to the selected term displays here, including whether or not the student is eligible to enroll (are in an active program), their primary academic program and academic standing. Also shown is Level/Load information, Classes (if any) for which they are enrolled and term statistics with units toward GPA, units not for GPA and total GPA Calculation. Back to Table of Contents Note: Those with security access will have a Quick Enrollment link at the bottom of the classes area. The Term History link takes you to the Term Statistics page. For each term, view the Enrollments, Transfer Credit and Combined Credit Units for that term. End of Procedure. 79

Finances Tab The Student Services Center Finances Tab provides administrators with an overview of a specific student s financial information with easy access to financial transactions. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Student Services Ctr (Student). 3. On the Student Services Center page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 5. In the Search Results list, click any link on the correct student s row. 6. Click the finances tab. 7. View the finances tab that displays: Tuition Calculation Summary: Left Column: Displays Institution, active career and program information. If the student has multiple careers/programs, clicking on a program in the left column determines the information that displays in the right column. Right Column: Displays information about the student's finances including: Tuition Calc Required, Last Calculated (Date/Time Tuition was Calculated), Primary Program, Tuition Group, Total Tuition and Fees amount and Total Waiver amount. Account Summary section: Left Column: Campus/Institution displays in this column. Right Column: Detailed information about student s finances, including Account Total Balance, Deposit Due, Anticipated Aid, Student Permissions, 1098-T data form, Due Charges, Refunds, Bills, Payment Plans and Credit History and Collection displays in this column. End of Procedure. Back to Table of Contents 80

Financial Aid Tab The Student Services Center Financial Aid Tab provides administrators with an overview of a specific student s financial aid information. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Student Services Ctr (Student). 3. On the Student Services Center page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 5. In the Search Results list, click any link on the correct student s row. 6. Click the financial aid tab. 7. View the financial aid tab that displays: Institution/Aid Year section: Left Column: Institution and financial aid by year display in this column. If the student has financial aid packaging for more than one financial aid year, clicking on a year in the left column determines the information that displays in the right column. Right Column: For the selected Aid Year details display, including Dependency Status, EFC Status, Date Application Received, Correction Status, Correction Status Date, Aid Application Status, Package Status, Packaging Plan ID, Review Status, INST Verification Status, Verification Flag, Verification Status, Fan Ltr Status, SA, Fed Year COA, and Prorated EFC. Award Summary For Aid Year section: A table displays showing the Item Type number, the item type s Description, Career, and amounts Offered, Accepted, Authorized, and Disbursed with a link to the Loan Info. Term Summary For Aid Year section: A tale displays showing Term, Description, Term Source, Academic Level, FA Load, and NSLDS Loan Year. End of Procedure. Back to Table of Contents 81

Service Indicators Campus Community users may view details of all positive and negative service indicators. With security access, Users may assign, edit and release service indicators individually or in a batch. With additionally security access, all service indicator activity may be audited. Back to Table of Contents 82

Assign a Service Indicator Service Indicators provide or limit an individual s access to college or school services. Positive Service Indicators indicate special services to be provided. Negative Service Indicators are equivalent to holds. Service Indicators may take effect and expire on specific dates. When assigned to a student, a service indicator icon displays on every page in CUNYfirst that displays student data. Note: Parts of images may be obscured for security reasons. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Service Indicators (Student) > Manage Service Indicators 3. Name On the Manage Service Indicators page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 83

5. ######## *****#### ##/## Last, First Name Last Name First Name ######## *****#### ##/## Last, First Name Last Name First Name ######## *****#### ##/## Last, First Name Last Name First Name ######## *****#### ##/## Last, First Name Last Name First Name ######## *****#### ##/## Last, First Name Last Name First Name ######## *****#### ##/## Last, First Name Last Name First Name 6. In the Search Results list, click any link on the correct student s row. Name ID On the Manage Service Indicators page, click the Add Service Indicator link. Add Service Indicator icon or 84

7. Name ID ######## Name ######## Name 8. 9. On the Add Service Indicator page, click the Institution Look Up icon; and then select the correct Academic Institution, Description, or Short Description link. Click the Service Indicator Code Look Up icon; and then select the correct Service Indicator Cd or Description link. Click the Service Ind Reason Code Look Up icon; and then select the correct Service Indicator Reason Code or Description link. Note: After the Service Indicator CD is selected, the Services Impacted section lists the affected services. 10. In the Effective Period section, enter the correct start term code or click the Start Term Look Up icon; and then select any link on the row for the correct Term. 11. As needed, enter the correct end term code or click the End Term Look Up icon; and then select any link on the row for the correct Term. 85

12. 13. 14. Enter the Start Date, or click the Choose a date icon. On the calendar, click: a. the left dropdown menu, and then click the correct month; b. the right dropdown menu, and then click the correct year; and lastly c. the correct day of the month. Note: The current date is the default. As needed, enter the End Date, or click the Choose a date icon. On the calendar, click: a. the left dropdown menu, and then click the correct month; b. the right dropdown menu, and then click the correct year; and lastly c. the correct day of the month. Note: If no End Date value is entered, date-based impacts will be in effect until the service indicator is released. In the Contact Information section, click the Contact ID Look Up icon. Note: The Contact ID is recommended, although not required. 15. On the Look Up Contact ID page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 16. Click the Look Up button. 17. In the Search Results list, click any link on the correct row. 18. As needed, in the Comments section, enter text to track and resolve the service indicator. 19. Click the OK button. 20. Name ID Back to Table of Contents The Manage Service Indicators page displays the assigned service indicator. End of Procedure. 86

Edit a Service Indicator Service Indicators provide or limit an individual s access to college or school services. Positive service indicators indicate special services to be provided. Negative service indicators are equivalent to holds. Modify Service Indicators to update fields as needed. Service Indicators may be changed to take effect and expire on different dates. When assigned to a student, the negative or positive service indicator icon displays on every page in CUNYfirst that displays student data. Only the office or department that placed the service indicator may edit that service indicator. Note: Parts of images may be obscured for security reasons. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Service Indicators (Student) > Manage Service Indicators 3. Name On the Manage Service Indicators page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 87

5. ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name 6. In the Search Results list, click any link on the correct student s row. Name ######## On the Manage Service Indicators page, select the Details link of the service indicator to be modified. 88

7. Name ID ######## ######## ######## ######## On the Edit Service Indicator page to modify the Institution field, click the Institution Look Up icon; and then select the correct Academic Institution, Description, or Short Description link. 8. Note: Fields on the Edit Service Indicator page may be changed as needed by completing relevant steps from 7 to 21. To modify the Service Indicator Code field, click the Service Indicator Code Look Up icon; and then select the correct Service Indicator Cd or Description link. Note: After the Service Indicator CD is selected, the Services Impacted section lists the affected services. 89

9. To modify the Service Ind Reason Code field, click the Service Ind Reason Code Look Up icon; and then select the correct Service Indicator Reason Code or Description link. 10. In the Effective Period section, enter the changed start term code or click the Start Term Look Up icon; and then select any link on the row for the changed Term. 11. As needed, enter the changed end term code or click the End Term Look Up icon; and then select any link on the row for the changed Term. 12. To change the Start Date, click the Choose a date icon. On the calendar, click: a. the left dropdown menu, and then click the correct month; b. the right dropdown menu, and then click the correct year; and c. the correct day of the month. 13. 14. Note: The current date is the default. As needed, to fill the End Date, click the Choose a date icon. On the calendar, click: a. the left dropdown menu, and then click the correct month; b. the right dropdown menu, and then click the correct year; and lastly c. the correct day of the month. Note: If no End Date value is entered, date-based impacts will be in effect until the service indicator is released. In the Contact Information section to edit the Contact ID, click the Contact ID Look Up icon to change the. Note: The Contact ID is recommended, although not required. 15. On the Look Up Contact ID page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 16. Click the Look Up button. 17. In the Search Results list, click any link on the correct row. 18. As needed, in the Comments section, enter or change text to track and resolve the service indicator. 19. Click the OK button. 90

20. Name ######## The Manage Service Indicators page displays the modified service indicator. Note: In this example, the Start Term and Start Date have been edited. End of Procedure. Back to Table of Contents 91

Release a Service Indicator Service indicators will be automatically released on their expiry date. When it is appropriate, manually release a service indicator to end the provision or limits of an individual s access to college or school services. Note: Parts of images may be obscured for security reasons. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Service Indicators (Student) > Manage Service Indicators 3. Name On the Manage Service Indicators page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 5. ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name ######## Last, First Name ##/## *****#### Last Name First Name In the Search Results list, click any link on the correct student s row. 92

6. Name ######## 7. On the Manage Service Indicators page, select the Details link of the service indicator to be removed. First Name, Last Name ######## 8. On the Edit Service Indicator page, click the Release button. Note: The Release button will only appear if the user has security access to remove that specific service indicator. 9. Click the OK button. Name ######## The Manage Service Indicators page displays. View the Service Indicator Summary section to verify that the released Service Indicator is no longer listed. End of Procedure. Back to Table of Contents 93

Audit Service Indicators CUNYfirst maintains an audit history that indicates who applied which service indictors to which individuals, including add, change, and delete history. Use the Audit Service Indicators page to view an individual's service indicator history, including the date and time when a service indicator was added or deleted and the ID that added or deleted it. One key difference between Service Indicators and Student Groups is that the latter remain on the individual s Student Group page throughout their time at CUNY. The group is simply inactivated. However, Service Indicators are removed from the record. Therefore, the Service Indicator Audit enables CUNY administrators to view the history of a student s Service Indicators. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Service Indicators (Student) > Audit Service Indicators. 3. On the Audit Service Indicators page, enter the ID or any other known search criteria to find the student s data. Even as little as a student s name will yield search results. 4. Click the Search button. The Audit Service Indicators Search Results page will appear if the student has had any service indicators placed on their account. (ex: A = ADD, D = Delete). Otherwise, the following message will appear: There are no audit records that match your criteria. 5. Select a row. The Service Indicator Audit page with full details on the selected service indicator will appear for your review. Note: This page is view only. 6. Click the Cancel button to return to the Audit Service Indicator search results page. End of Procedure. Back to Table of Contents 94

Mass Assign Service Indicator Designated individuals will process mass updates (Batch Processes) for Service Indicators. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Service Indicators (Student) > Mass Assign. 3. Enter the value in the Run Control ID field. 4. Select the Case Sensitive check box. 5. Click the Search button. 6. If no matching values are found, select the Add a New Value tab. Note: If the matching value is found, then go to Step 9. 7. Enter the value in the Run Control ID field. 8. Click the Add Button. 95

9. In the Population Selection section on the Selection Tool dropdown menu, select either the External File or PS Query preferred pop select items. Follow External File Steps 10 21. Follow PS Query Steps 22 34. 10. External File When External File option is selected, then the Upload File button, the File Mapping field, and the Create File Mapping link appear. Click the Upload File button. 96

11. 12. Click the Browse button. The Desktop of your computer displays within CUNYfirst. Navigate to the file you want to upload. Click the Open button. 13. Note: It is recommended to upload a.txt file with the CUNY ID of the students. The File Attachment pop up displays. Click the Upload button. 97

14. The Mass Assign page displays. Note: CUNYfirst uploads the values in the uploaded file to the temp table. Note: Click Delete File to delete the uploaded file from the attachment path. 15. 16. Note: Click View File to view the uploaded file and verify that its contents are mapped correctly for parsing. Click the File Mapping look up. 17. Select the correct Look Up File Mapping Name. Click the Preview Selection Results button. 98

18. Click the Return button. 99

19. On the Mass Assign page: a. Click the Institution Look Up icon; and then select the correct Academic Institution, Description, or Short Description link. b. Click the Service Indicator Code Look Up icon; and then select the correct Service Indicator Cd or Description link. c. Click the Service Ind Reason Code Look Up icon; and then select the correct Service Indicator Reason Code or Description link. d. In the Effective Period section, enter the correct start term code or click the Start Term Look Up icon; and then select any link on the row for the correct Term. e. Enter the Start Date, or click the Choose a date icon. On the calendar, click: i. the left dropdown menu, and then click the correct month; ii. the right dropdown menu, and then click the correct year; and lastly iii. the correct day of the month. 100

20. Click the Save button. 21. Click the Run button. 22. 23. PS Query When PS Query option is selected, then the Query Name field appears. Click the Query Name look up tool. On the Look Up Query Name pop up select the correct Query Name link. 101

24. 25. Click the Edit Prompts link. On the Query Prompts page Institution field enter or look up the correct academic institution. 26. Note: The Query Prompts will vary depending upon how the query is configured. On the Look Up Institution page Search Results, select the correct Academic Institution link. 102

27. 28. On the Query Prompts page Admit Term field enter or look up the correct admit term. 29. On the Look Up Admit Term page Search Results, select the correct Term link. 30. Click the OK button. Click the Preview Selection Results link. 103

31. Click the Return button. 104

32. On the Mass Assign page: a. Click the Institution Look Up icon; and then select the correct Academic Institution, Description, or Short Description link. b. Click the Service Indicator Code Look Up icon; and then select the correct Service Indicator Cd or Description link. c. Click the Service Ind Reason Code Look Up icon; and then select the correct Service Indicator Reason Code or Description link. d. In the Effective Period section, enter the correct start term code or click the Start Term Look Up icon; and then select any link on the row for the correct Term. e. Enter the Start Date, or click the Choose a date icon. On the calendar, click: i. the left dropdown menu, and then click the correct month; ii. the right dropdown menu, and then click the correct year; and lastly iii. the correct day of the month. 33. Click the Save button. 105

34. Click the Run button. Note: CUNYfirst saves the Run Control record. 35. Click the Report Manager link. 36. The Process Scheduler Request page displays. Click the OK button. 37. A Process Instance number now displays which may be used to identify the run on the Process Monitor page. 38. Click the Process Monitor link. 39. Click the Refresh button to update the results displayed on the screen. When the process is complete, then the Run Status is Success and the Distribution Status is Posted. Note: If more information is needed on how the process ran, click on the Details link. 40. Click the Run button. Back to Table of Contents Note: CUNYfirst saves the Run Control record. End of Procedure. 106

Mass Release Service Indicator Designated individuals will process mass updates (Batch Processes) for Service Indicators. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Service Indicators (Student) > Mass Release. 3. Enter the value in the Run Control ID field. 4. Check the Case Sensitive checkbox 5. Select the Search button 6. Select the Add a New Value tab if previous step returned No matching values were found message else. I a matching value was found then go to Step 8. 7. Enter the value in the Run Control ID field 8. Select the Add Button 9. On the Mass Release page Population Selection section, Selection Tool dropdown menu, select the correct value. 10. EXTERNAL FILE If External File is selected, then the Upload File button, the File Mapping field, and the Create File Mapping link appear. 11. If External File is selected above, click the Upload File button. 12. Click the Browse button. 13. Select the file to import. 14. Click the Upload button. 15. Look up the File Mapping. 16. Go to Step 25. 17. PS QUERY If PS Query option is selected, then the Query Name field appears. 18. Enter or look up the Query Name. The Edit Prompts and Preview Selection Results links appear. 19. Enter or look up the Institution. 20. Enter or look up the Admit Term. 21. Enter the Admit Type. 22. Enter the Acad Prog. 23. Enter the Career. 24. Click the OK button. 25. EITHER EXTERNAL FILE OR PS QUERY Click the Run button. 26. Click the Report Manager link. 27. The Process Scheduler Request page displays. Click the OK button. 107

28. A Process Instance number now displays which may be used to identify the run on the Process Monitor page. 29. Click the Process Monitor link. 30. Click the Refresh button to update the results displayed on the screen. When the process is complete, then the Run Status is Success and the Distribution Status is Posted. Back to Table of Contents Note: If more information is needed on how the process ran, click on the Details link. End of Procedure. 108

Student Groups Students in a Student Group may be listed using selection criteria. A student may be activated or inactivated in a student group manually. Selection criteria may be used to identify those students to be added to or deleted from a student group in batch. Back to Table of Contents 109

View Students in a Student Group The Student Groups functionality permits definition of similar students at a high level (such as student body officers, disabled students, and/or honor students). Each college or school has its own set of student groups defined for internal use. A student may be assigned to multiple groups at multiple colleges or schools. Access to this component is not standard for Campus Community Users. If you need access to this component, speak to whomever you directly report. If appropriate, a security request change will be submitted at your institution. Note: Parts of images may be obscured for security reasons. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Records and Enrollment > Career and Program Information > View Student Groups by Student. 110

3. Click the Academic Institution Look Up icon; and then on the Search Results list, select the Academic Institution or Description link of the correct college or school. 111

4. Click the Student Group Look Up icon; and then on the Search Results list, select the Academic Institution, Student Group, or Description link for the correct student group. 5. Note: Users will only view groups to which they have been given access. Click the Search button. 112

6. 7. On the View Student Groups by Student page to narrow the search results, click the Select Effective Dates dropdown menu and then click the correct effective date value. To narrow the search results, click the Range Selection click the correct range value. 8. Click the Get Results button. dropdown menu and then 113

9. Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## Last, First Name ######## From these search results to view the Student Groups page of one student, click their Details link to view the Effective Date that the student became active and/or inactive with comments. 10. Note: These Search Results will display all rows irrespective of their numbers. Name ID ######## Click the Cancel button to return to the previous page. End of Procedure. Back to Table of Contents 114

Activate a Student in a Student Group The Student Groups functionality permits grouping of students based upon a common criteria (i.e., students with disabilities, honor students, College Now students). Students may belong to more than one student group at their primary campus. Students may also belong to the same or different student groups at other CUNY campuses. Correct placement in a student group is essential as many key processes are run on the basis of a student group, such as, assigning enrollment appointments and calculating tuition. Note: Parts of images may be obscured for security reasons. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Student Services Center (Student) > General Info. 3. Last Name First Name On the Personal Information page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 115

5. ######## Last, First Name ##/## *****#### First Name Last Name ######## Last, First Name ##/## *****#### First Name Last Name ######## Last, First Name ##/## *****#### First Name Last Name ######## Last, First Name ##/## *****#### First Name Last Name ######## Last, First Name ##/## *****#### First Name Last Name 6. In the Search Results list, click any link on the correct student s row. 7. The student center displays. Click the general info tab. On the General Info page, select the edit student groups button. 116

8. First Name Last Name ######## If a student is active in any student group, then these student groups display on this Student Groups page. In this case, click the Add a row icon in the Academic Institution/Student Group (top) pane. 9. Note: If the student does not have pre-assigned Student Groups, there is no need to click the Add button as in this example. First Name Last Name ######## The Academic Institution in the top pane defaults to the Student s primary institution. Click the Student Group or Description link. Look Up icon; and then click the correct Student Group Note: The user will have access to specific student groups associated with their security set-up. 117

10. Enter the Effective Date or click the Choose a date icon. On the calendar, click: a. the left dropdown menu, and then click the correct month; b. the right dropdown menu, and then click the correct year; and lastly c. the correct day of the month. 11. Click the Status dropdown menu, and then select Active. 12. As needed, enter free-form text with explanatory notes in the Comments text box. 13. First Name Last Name ######## ######## ######## As needed, set an end date. Click the Add a row icon next to the right of the Status section in the lower pane to insert another row above the existing row/s. 14. Use the Effective Date field to add a date in the future when the individual will no longer be in the group. Enter the Effective Date or click the Choose a date icon. On the calendar, click: a. the left dropdown menu, and then click the correct month; b. the right dropdown menu, and then click the correct year; and lastly c. the correct day of the month. Note: This is not a requirement. Only add an end date when it is relevant. 118

15. Click the Status dropdown menu, and then select Inactive. 16. As needed, enter free-form text with explanatory notes in the Comments text box. 17. Back to Table of Contents Click the OK button. End of Procedure. 119

Inactivate a Student in a Student Group Student Groups are maintained throughout the student's tenure at CUNY. In some instances, a student becomes inactive in a student group. This procedure adds an inactive status row. CUNYfirst retains a record of the student s active status in the group. Note: Parts of images may be obscured for security reasons. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Student Services Ctr (Student) > General Info. 3. Last Name First Name On the Personal Information page, enter search criteria into any of the following fields: ID (CUNY ID), Last Name, and First Name. 4. Click the Search button. 5. ######## Last, First Name ##/## *****#### First Name Last Name ######## Last, First Name ##/## *****#### First Name Last Name ######## Last, First Name ##/## *****#### First Name Last Name ######## Last, First Name ##/## *****#### First Name Last Name ######## Last, First Name ##/## *****#### First Name Last Name 6. In the Search Results list, click any link on the correct student s row. The student center displays. Click the general info tab. 120

7. On the General Info page, select the edit student groups button. 121

8. First Name Last Name ######## When a student is already a member of any student groups, then these groups display on their Student Groups page. The Academic Institution defaults to the student s primary institution. As needed, find another Academic Institution row in the top pane by either clicking the show next button or link. 9. In the upper pane, select the Add a row icon. 10. Click the Student Group or Description link. Look Up icon; and then select the correct Student Group Note: The user will be able to access specific student groups associated with their security set-up. 122

11. First Name Last Name ######## ######## ######## To change the Effective Date, click the Choose a date icon. On the calendar, click: a. the left dropdown menu, and then click the correct month; b. the right dropdown menu, and then click the correct year; and lastly c. the correct day of the month. Note: The current date is the default. 12. Click the Status dropdown menu; and then select Inactive. 13. As needed, enter free-form text with explanatory notes in the Comments text box. 14. Back to Table of Contents Click the OK button. End of Procedure. 123

Mass Activate or Inactivate Students to a Student Group Designated individuals will process mass updates (Batch Processes) for Student Groups. Note: Parts of images may be obscured for security reasons. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Records and Enrollment > Career and Program Information > Process Student Groups. 3. Enter the value in the Run Control ID field. 4. Select the Case Sensitive check box. 5. Click the Search button. 6. If no matching values are found, select the Add a New Value tab. Note: If the matching value is found, then go to Step 9. 7. Enter the value in the Run Control ID field. 8. Click the Add button. 9. Process Student Groups page is displayed. As needed, check the Population Selection checkbox. 10. In the Population Selection section on the Selection Tool dropdown menu, select either the External File or PS Query preferred pop select items. Note: Follow Steps 10-36 when uploading an External File. Note: Follow Steps 37-57 when using a PS Query. 11. External File When External File is selected, then the Upload File button, the File Mapping field, and the Create File Mapping link appear. Click the Upload File button. 12. Click the Browse button. 13. The Documents Library of your computer displays within CUNYfirst. Navigate to the file you want to upload. Click the Open button. Note: It is recommended to upload a.txt file with the CUNY ID of the students. 14. The File Attachment pop up displays. Click the Upload button. The Process Student Groups page displays. Note: CUNYfirst uploads the values in the uploaded file to the temp table. Note: Click Delete File to delete the uploaded file from the attachment path. Note: Click View File to view the uploaded file and verify that its contents are mapped correctly for parsing. 124

15. Click the File Mapping look up. 16. Select the correct Look Up File Mapping Name. 17. Click the Preview Selection Results button. 18. Click the Return button. 19. In the Student Group Data section, enter or look up the correct Institution selecting the correct Academic Institution, Description, or Short Description link. 20. Enter or look up the correct Student Group. 21. Enter the Effective Date, or click the Choose a date icon. On the calendar, click: a. the left dropdown menu, and then click the correct month; b. the right dropdown menu, and then click the correct year; and lastly c. the correct day of the month. Note: Today s date appears by default. 22. On the Effective Status dropdown menu, select either Active or Inactive. 23. As needed, enter Comments in the textbox. 24. In the Student Override section, check the Student Override checkbox to make exceptions to the students listed on the uploaded External File. 25. Enter the EmpI ID of the student for whom an exception to the others is being made. 26. In the Effective Date field, enter the alternative Effective Date. Note: Today s date appears by default. 27. On the Effective Status dropdown menu, select the other value. 28. As needed, click the Add a row icon to add another student. 29. Click the Delete a row icon to delete a row on the page when you want to delete data added recently. 30. Click the Save button. Student Groups data is saved in CUNYfirst. 31. Click the Run button. Note: CUNYfirst saves the Run Control record. 32. Click the Report Manager link. 33. The Process Scheduler Request page displays. Click the OK button. 34. A Process Instance number now displays which may be used to identify the run on the Process Monitor page. 35. Click the Process Monitor link. 36. Click the Refresh button to update the results displayed on the screen. When the process is complete, then the Run Status is Success and the Distribution Status is Posted. Note: If more information is needed on how the process ran, click on the Details link. 125

37. PS Query When PS Query option is selected, then the Query Name field appears. On the Query Name look up, select the correct Query Name link. 38. Click the Edit Prompts link. 39. 40. 41. Note: The Query Prompts will vary depending upon how the query is configured. In the Student Group Data section, enter or look up the correct Institution selecting the correct Academic Institution, Description, or Short Description link. Enter or look up the correct Student Group. Enter the Effective Date, or click the Choose a date icon. On the calendar, click: 1. the left dropdown menu, and then click the correct month; 2. the right dropdown menu, and then click the correct year; and lastly 3. the correct day of the month. Note: Today s date appears by default. 42. On the Effective Status dropdown menu, select either Active or Inactive. 43. As needed, enter Comments in the textbox. 44. In the Student Override section, check the Student Override checkbox to make exceptions to the students select through the PS Query. 45. Enter the EmpI ID of the student for whom an exception to the others is being made. 46. In the Effective Date field, enter the alternative Effective Date. Note: Today s date appears by default. 47. On the Effective Status dropdown menu, select the other value. 48. As needed, click the Add a row icon to add another student. 49. Click the Delete a row icon to delete a row on the page when you want to delete data added recently. 50. Click the Save button. Student Groups data is saved in CUNYfirst. 51. Click the Run button. Note: CUNYfirst saves the Run Control record. 52. Click the Report Manager link. 53. The Process Scheduler Request page displays. Click the OK button. 54. A Process Instance number now displays which may be used to identify the run on the Process Monitor page. 55. Click the Process Monitor link. 126

56. Click the Refresh button to update the results displayed on the screen. When the process is complete, then the Run Status is Success and the Distribution Status is Posted. Note: If more information is needed on how the process ran, click on the Details link. 57. Click the Run button. Back to Table of Contents Note: CUNYfirst saves the Run Control record. End of Procedure. 127

FERPA Under FERPA regulations, institutions can release directory information about a student, provided the student has reasonable opportunity to prohibit, in writing, the disclosure of such information. When students exercise their rights under FERPA, they identify information that they do not want the institution to release. The FERPA control must be applied to identify this information and prohibit the release of restricted information across the college or school. Students have the option of permitting the college or school to release any of the restricted information to specific internal publications. FERPA regulations define which items qualify as directory information; however, each college or school must identify and make known which items it plans to publish or share as directory information. Campus Community users may view or identify the information that a student allows and restricts CUNY from publication. Back to Table of Contents 128

View FERPA Information Display the information that a student is willing or not willing for CUNY to release for publication. Note: Parts of images may be obscured for security reasons. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Student FERPA > Review FERPA Display. 3. Last Name First Name On the FERPA Display page, enter search criteria into any of the following fields: EmplID (CUNY ID), Academic Career, Last Name, and First Name. 4. Click the Search button. 5. ######## *****#### ##/## Last, First Name Last Name First Name ######## *****#### ##/## Last, First Name Last Name First Name ######## *****#### ##/## Last, First Name Last Name First Name ######## *****#### ##/## Last, First Name Last Name First Name ######## *****#### ##/## Last, First Name Last Name First Name In the Search Results list, click any link on the correct student s row. 129

6. Name ######## On the FERPA Additional Information tab, view the directory information designated as releasable. 7. On the FERPA Bio Demo tab, view the name, ID (CUNY ID), DOB, birth location, gender, marital status, relationship to CUNY, and releasable name information. 8. On the FERPA Addresses tab, view the releasable address information. 9. On the FERPA Phones tab, view the releasable phone information. 10. On the FERPA Email Addrs tab, view the releasable email information. 11. On the FERPA Activities tab, view the releasable activities information. 12. Click the Show following tabs icon. 13. On the FERPA Photo tab, view releasable photos. End of Procedure. Back to Table of Contents 130

Enter FERPA Information Enter the information that a student is willing or not willing for CUNY to release for publication. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Student FERPA > FERPA. 3. Enter search criteria and click Search. 4. If no FERPA information has been created, click the FERPA checkbox. If information exists, click the Add a row icon next to the Record (Table) Name field. 5. For the Record (Table) Name field, enter or look up the correct value. (Photo, email, name, etc.) 6. For the Field Name field, enter or look up the correct value. Note: Selections dependent upon Record Name selection. Note: CUNY is not using the Restriction Exceptions at this time. 7. To enter additional Field Names for a Record, click the Add a row icon associated with Field Name. 8. To enter an additional Record Name, click the Add a row icon associated with Record (Table) Name. 9. Click the Save button. End of Procedure. Back to Table of Contents 131

Using FERPA Quick Entry FERPA Quick Entry enables the User to Restrict all fields or a category of fields with a single button. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Student FERPA > FERPA Quick Entry. 3. Enter search criteria and click Search. If multiple records are retrieved, select the appropriate student record. 132

4. Click the Restrict All Fields button (see below) to select the Restrict option for all fields in all categories on the entire page. 5. Click the Release All Restrictions button to clear the Restrict option for all fields in all categories on the entire page. 6. The Restrict All and Release All button within a category can be used to restrict or release all fields within that category. Note: If an individual row is checked, the following link appears: Release to Publication. This link brings the user to another screen which would allow exceptions for particular publications. CUNY is NOT using this functionality. 7. Click Save. End of Procedure. Back to Table of Contents 133

Health Services The CUNYfirst Campus Community module includes functionality for updating Health Records, which is used to track immunization status. Back to Table of Contents 134

Add/Update Immunization Data Designated individuals will use the CUNYfirst Immunization page to enter and track an individual's immunization data, including dates and status. Based upon immunization code and status, the appropriate checklist items and service indicators will either be applied or removed from a student s record. Note: Update the Immunization page to trigger CEMLI process; rather than, for example, manually removing or applying service indicators. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: Campus Community > Personal Information (Student) > Health Information (Student) > Immunization and Health. 3. Enter Search Criteria and click Search. 4. If multiple results are returned, select the appropriate record. 5. On the Immunization tab, enter or look up the correct Immunization. 6. The Immunization Number (text box on the right) will default to 1 and increment sequentially to the next sequential number for each immunization added. These numbers can be overridden. 7. 8. 9. Note: These numbers are informational only and do not impact any other processes. Enter the Date Taken, or click the Choose a date icon. On the calendar, click: a. the left dropdown menu, and then click the correct month; b. the right dropdown menu, and then click the correct year; and lastly c. the correct day of the month. Note: The current date is the default. Enter the Expiration Date, or click the Choose a date icon. On the calendar, click: d. the left dropdown menu, and then click the correct month; e. the right dropdown menu, and then click the correct year; and lastly f. the correct day of the month. Enter the Date Received, or click the Choose a date icon. On the calendar, click: g. the left dropdown menu, and then click the correct month; h. the right dropdown menu, and then click the correct year; and lastly i. the correct day of the month. Note: The current date is the default. 135

10. On the Immunization Status dropdown menu, select the correct value of Complete, Partial, or Unknown. Note: The Partial or Unknown values trigger the assignment of Service Indicators restricting enrollment. Some CUNY colleges waive immunization requirements for students enrolled in less than six credits. 11. As needed, enter text in the Comments field. 12. Click the Save button. End of procedure. Back to Table of Contents 136

CEMLI Search Repository The CEMLI Search contains reports and queries developed for CUNYfirst. Note: Parts of images may be obscured for security reasons. Step Action 1. Enter https://home.cunyfirst.cuny.edu in your browser s address bar: Enter your Username and Password and click the Log In button. From the Enterprise Menu, select the HR/Campus Solutions link. 2. Navigate to: CUNY>CEMLI Search. 3. Enter at least one field or keyword. 4. Click the Search button. 5. The Find CEMLI Info Search Results section displays below the Enter Search Criteria section. 6. In the CEMLI Id column, select a link to view the CEMLI Report information. 137

7. The View Cemli Info page displays for the selected report. The top Description portion of the page provides the purpose of the report, how the report should be used, and data selection values to access the report and expected report results. Scroll down to the Component Info section to display where the report is found and any Accessble Roles to assign to end-users for the report. 138