Introduction to Student Administration

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Introduction to Student Administration
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Agenda

• Introduction
• Overview of the Student Administration System
• Getting to and Logging On to PeopleSoft
• PeopleSoft Navigation
• Working with Pages
• Shortcut Keys
• Service Indicators

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Introduction

• PeopleSoft Student Administration is being
  implemented as part of the Common Management
  System (CMS), an initiative to provide more
  efficient and effective service to all the
  communities served by the California State
  University. Our mission at Cal Poly Pomona is to
  attract, retain, and graduate students by
  transitioning to a reliable, flexible student
  system.

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Overview of the Student Admin System

• The main modules of PeopleSoft Student
  Administration include Campus Community,
  Admissions, Student Records/Academic Structure,
  Academic Advisement, Student Financials and
  Financial Aid

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Campus Community

• Maintains names, addresses, and other biographic
  and demographic data about the people connected
  with the campus (prospects, applicants, students,
  faculty, staff, and alumni). Campus Community
  also provides common features such as
  communications to members of various campus
  groups, identification of outstanding items
  required for application to the university, the
  ability to place service indicators (holds) on
  student records, and other broad functions.

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Admissions

• Supports the processing of applications for
  admission to the university, as well as the
  recruitment of potential students.

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Student Records

• Houses information related to the course
  catalog, class scheduling, registration, grading,
  academic policy enforcement, awarding of degrees,
  and transcript production.

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Academic Advisement

• Defines and tracks student graduation
  requirements, along with which transfer courses
  satisfy which degree requirements so that
  students and their advisors know which
  requirements, have been met and which remain
  outstanding.

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Student Financials

• Records all matters related to student accounts,
  including charges, payments, financial aid
  disbursements, third-party sponsorships, and loan
  collections

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Financial Aid

• Supports the management and awarding of state
  and federal aid, scholarships, and grants.

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How Do I Log In to the System

• In the address bar type in http//cmsdev.calstate
  .edu

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What link do I click????
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Enter your User ID and Password
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PeopleSoft Navigation
Home Menu
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Home Menu

• The first page after you log in
• Your home page may look different due to your
  security setting

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Working with Pages

• Bio-demo data
• Search Page
• Search Results
• Understanding Effective Dates

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Bio-Demo Data

• Bio-Demo Data is all data that pertains to a
  person that includes
• First Name and Last Name
• Gender
• Address/e-mail(s)
• Date of Birth
• Federal SSN
• State of Birth
• County of Birth
• Military Status
• PIN
• Deceased Indicator/Date
• Previous Names
• Banner ID

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Search Page

• When you navigate to the first page of a
  component, a search page opens automatically so
  that you can specify what data should be
  retrieved. Typically, a search page displays
  various fields or keys you can use in your
  search. The more criteria you enter, the more
  specific your search becomes. The same holds true
  of the information you enter in a given field.
  If, for example, you are searching for a
  particular student by last name, but you are
  uncertain of the exact spelling, you can enter
  just the first few letters of the last name to
  see a list of students with last names beginning
  with those letters.

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Most common search

• Student ID is the most common search
• PeopleSoft Student Administration assigns a
  unique identification number to every person in
  the database, which for students is a Student ID
• You may also hear this referred to as the Empl
  ID, which is the name of the field in PeopleSoft
  Student Administration
• This ID is different than the persons Social
  Security number.

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Exercise O ne

• Step 1 Navigate to HomegtBuild
  CommunitygtBio/Demographic DategtUsegtBio Demo Data.
• Step 2 Select a Search By value of ID from the
  drop-down box. You may also search by first name
  or last name. If you click the Advanced Search
  link, you can search by multiple keys at the same
  time.
• Step 3 Enter an ID number in the ID field. See
  Appendix C for instructions on using wildcards.

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Search Results

• If your search results in more than one record,
  a list box displays up to 300 rows in the
  database that match the search criteria you
  specified. If only one record matches your search
  criteria, the page for that record is displayed
  immediately.

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FYI

• If multiple records are displayed in a list box,
  scroll through the list to find the specific row
  you are searching for. Click on the highlighted
  key value to go directly to the Bio Demo page for
  that student.
• If your search yields more than 300 records, the
  system will instruct you to narrow your search by
  entering more information. If the search yields
  between 100 and 300 records, the hyperlinks at
  the top of the list will become active, enabling
  you to view either the full list or 100 rows at a
  time.

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Navigating Between Pages

• If multiple pages are associated with a record,
  you may access the pages by clicking on a folder
  tab or its corresponding hyperlink located at the
  very bottom left of the page. You may also return
  to the search page to search for another record
  by using the toolbar buttons at the bottom of the
  page.

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Understanding Effective Dates

• When updating a record with new information, it
  is often not appropriate to overwrite existing
  data. To retain a history of any changes made to
  a record, you can distinguish the updated
  information by adding a new row with a new
  effective date the date when the information
  goes into effect. The effective date becomes a
  part of the record.

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Effective Dates

• Many PeopleSoft Student Administration tables
  require an effective date. This enables the
  system to
• Maintain a chronological history of the data,
  which is helpful for research, planning, and
  analysis
• Example reviewing changes to a course over
  time
• Process information in advance of the action
• Example if a student will be moving in 30
  days, the new address can be added now with the
  effective date of the move
• Cross reference effective dates on different
  tables. This ensures that data you select from a
  prompt is valid for the effective date of the
  record you are updating
• Example if a new major is authorized to begin
  in the Fall of next year, a student should not be
  able to select that major prior to that term

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Access keys are to help move quickly
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Hot keys perform immediate action
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Service Indicators

• What is a service indicator?
• How to place a service indicator?
• How to remove a service indicator?

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What is a service indicator?
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How to place a service indicator?
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How to remove a service indicator?