PeopleSoft Student Administration Fit/Gap Analysis

i

REVISION CONTROL Document Title:

Ohio University Fit/Gap Analysis
Action Initial Outline of document Append with Academic Structure

Date 3/19/2008 3/30/2008

By Eric Baker Leslie Roe / Byron Gibbs / Eric Baker Dewey Holleman / Micah Marin / Eric Baker Julie Simpson / Micah Marin / Eric Baker Dewey Holleman / Micah Marin / Eric Baker Susan Kretz / Eric Baker Chris Couture Reed Kofoed / Eric Baker Leslie Roe / Susan Kretz / Karen King / Eric Baker/ Bruce Moore Colleen Egan Team / Eric Baker Shelley Ruff

4/4/2008

Append with Campus Community

4/28/2008

Append with Financial Aid

5/13/2008

Append with Recruiting and Admissions

5/13/2008 5/13/2008 5/27/2008

Append with Academic Advisement Append with Portal Append with Student Financials

6/4/2008

Append with Student Records

6/4/2008 6/16/2008 11/10/2008

Append with Business Intelligence Append with Final Team revisions for AS, CC, SF and FA Append with Non-Credit, Independent Distance Learning and AIMS (submitted by Debra Benton)

ii

Review/Approval History – Academic Structure By Debra Benton Action Final Review Academic Structure Approved Yes

Review/Approval History – Campus Community By Steve Flaherty Action Final Review Campus Community Approved Yes

Review/Approval History – Recruiting and Admissions By Jean Lewis Action Final Review Recruiting and Admissions Approved Yes

Review/Approval History – Financial Aid By Jill Lallier Action Final Review Financial Aid Approved Yes

Review/Approval History – Student Records By Debra Benton Action Final Review Student Records Approved Yes

Review/Approval History – Academic Advising By Debra Benton Action Final Review Student Records Approved Yes

Review/Approval History – Student Financials By Kim Trout Action Final Review Student Financials Approved Yes

iii

Table of Contents
Section 1 Section 2 Section 3 Fit/Gap Summary ....................................................................................................................12 Scope ......................................................................................................................................13 Project Team...........................................................................................................................14

Section 4 Academic Structure ................................................................................................................15 Installation Table ..................................................................................................................................15 Tableset IDs/Set IDs/Table Set Control ...............................................................................................15 Record Groups .....................................................................................................................................16 Business Unit / Business Unit Options Default ....................................................................................16 Company..............................................................................................................................................17 Establishment ......................................................................................................................................18 Regulatory Region ...............................................................................................................................18 Department Table ................................................................................................................................19 Holiday Schedule .................................................................................................................................20 Market Rates ........................................................................................................................................21 Academic Institution .............................................................................................................................21 Grading Scheme ..................................................................................................................................22 Load/Level Rules .................................................................................................................................23 Campus ................................................................................................................................................25 Academic Career .................................................................................................................................25 Career Pointer Exceptions ...................................................................................................................26 Degree Table .......................................................................................................................................26 Academic Group Table ........................................................................................................................27 Academic Organization Table ..............................................................................................................27 Academic Program Table ....................................................................................................................28 Academic Plan Table ...........................................................................................................................28 Academic Sub-Plan Table ...................................................................................................................29 Academic Subject Table ......................................................................................................................29 Field of Study Table .............................................................................................................................29 CIP Code Table ...................................................................................................................................29 Reporting Codes - HEGIS Code Table ................................................................................................29 Term Values Table...............................................................................................................................30 Term Setup - Term/Session Table .......................................................................................................30 Academic Calendar..............................................................................................................................31 Building Table ......................................................................................................................................31 Facility Table ........................................................................................................................................31 Room Characteristics Table ................................................................................................................31 Table Loading Sequence .....................................................................................................................32 Section 5 Campus Community ...............................................................................................................34 The Person Record / National ID length ..............................................................................................34 Campus Community Steering Committee ...........................................................................................34

iv

EmplID Length / Numbering Scheme ..................................................................................................34 Data Mapping for Conversion ..............................................................................................................35 Organization Table Build .....................................................................................................................35 Minimum Standards for Person Record Creation ................................................................................35 Identify any major systems that may be retained and will need student data feeds ...........................36 Shared Tables with HR ........................................................................................................................36 Personal Information / Biographical .....................................................................................................42 Health Information................................................................................................................................44 Identification .........................................................................................................................................45 Participation .........................................................................................................................................48 Service Indicators / Holds ....................................................................................................................49 Committees ..........................................................................................................................................51 Row Level Security ..............................................................................................................................52 3Cs – Communications, Checklists and Comments ............................................................................52 Administrative Functions ......................................................................................................................52 Communication Categories .................................................................................................................52 Communication Contexts .....................................................................................................................53 Standard Letters ..................................................................................................................................53 3C Groups ............................................................................................................................................53 Communication Speed Keys ...............................................................................................................53 Communication Management ..............................................................................................................53 Checklist Table, Items, Function Items, Managing Checklists ............................................................54 Checklist Item Update ..........................................................................................................................54 Comment, Categories, 3C Groups ......................................................................................................55 Comment Management .......................................................................................................................56 Communication Generation .................................................................................................................56 Mass Communication ..........................................................................................................................56 Events 56 Event Type Table .................................................................................................................................57 Resource Code Table ..........................................................................................................................57 Staff Code Table ..................................................................................................................................57 Event Template ....................................................................................................................................57 Meetings ..............................................................................................................................................57 Overview of Organizations ...................................................................................................................57 Identify Source Data ............................................................................................................................58 Conversion Issues ...............................................................................................................................58 FERPA 59 3C Security ..........................................................................................................................................60 Student Service Center ........................................................................................................................60 SEVIS 61 Table Loading Sequence .....................................................................................................................62 Section 6 Recruiting and Admissions .....................................................................................................66

v

.Setting up Prospects ................................................................................................................................................................................76 Test Results .......................................74 Summer Transition Program ....................................................................................................................74 Sixty Plus Program ..69 Processing External Test Scores ..............................................................................................................................................77 Quick Admit / Quick Enroll .............................90 Item Types/Fund Management .................................................................81 Viewing Summary ..................................................................................................................................................................................................................................................................................................................................................................91 vi ....................................................................89 Student Budgets .................................................................................................................................................................66 Recruitment..............................................83 Table Loading Sequence ...............72 No Shows ........................77 Application Student Response ...................................................................................................................................................87 Financial Aid Terms ......83 Section 7 Financial Aid ....................................................................................................................................................................................................................................................................................................................................................................................66 Recruitment Territories ..................................................................................71 Com Business Process ..................................................................................................66 Referral Sources ..................................................................................................................................................................................77 Basis of Admission..............................................74 Adding New Applications Manually.................................................................Freshman and Transfer Process with OnBase .............................................................................................................................................................................................................................................................................................................................................................................................................................................................70 Undergraduate and Graduate Business Processes ...............................80 Processing Transfer Credit .................................................................................................................................................80 Deleting a prospect/applicant record ....................................72 Transfer Business Process ............................................................................................................................................................................................................................................................................................67 Prospect Record ...........................................................................................................................................................................80 Set up Transfer Credit Processing: ....................................................................................................................87 Institutional Student Information Record (ISIR) Processing ....................................................................................................................................................................91 Awarding/Mass Packaging ..............................................67 Test Score Setup ...........76 External Education ...............76 Auto-Decision............................................................................................................................................................................................................................77 Admitting Students ................................81 Communication Generation .......79 Transfer Processing .......................72 Continuing Ed Business Process ........73 HS Students Taking College Courses ........................................................................................82 Process Flow ................................................................................................................................................................................................................................73 Distance Learning (Continuing Ed) .................................77 State Transfer Initiatives in OH .......................................................................................................................................................................................................................................88 Verification ........................................................................74 Checklist Items..........................................................................................................................................................................................................87 Aid Year ..........................................................

........................................................................................................................................................................................................................114 Print the Course Catalog .................................113 Define Course Offerings .........................................................................................................................107 Review Buildings...............................................................................................................................................................................................................................................................................................................95 Perkins 96 Satisfactory Academic Progress (SAP) .....................................................................................................................................................................................................................................................................110 Define Repeat Rules .....................................94 Pell Payment Processing .....................................................................................................................................................................................................................110 Define Modes of Instruction ...................115 Define Enrollment Requirements ............................................................................................................................................................................................109 Set Up Unit Conversions .......................................................................................................................................107 Define Facilities and Rooms ..................................................................................................................................................................................................................................................................................................113 Define Course Catalog Data ...................................................................................................................................................................94 Loan Processing ...........................................................106 Define Exam Codes ....................................................106 Define Course Attributes .........................................................................................................................................................................................................................................................................................................112 Set up Repeat Checking for Academic Careers ..............97 Student Employment .................................................................................98 Table Loading Sequence .............................................................................114 View Course Catalog Summary Information ......................................................................................................116 View Enrollment Requisite Summary Information .....................................................................97 Return of Title IV Aid ............................................................................................................................116 Process the Enrollment Advisement Report .....113 Set up Repeat Checking for Academic Programs ....................................................................................................................................................................................................................................................113 Define Course Components ..................................93 Assigning & Tracking Holds ..........105 Define Global Notes ............98 Section 8 Student Records ....................109 Designate Approved Instructor and Advisors .......113 Create Course Equivalency Groups ...........................................................................................................................................................108 Review Facility Characteristics ..........110 Repeat Schemes and Repeat Codes ............................................................................................................................................109 Requirement Designation .........................................105 Define Class Notes ............................................................................................................117 Define Academic Standing Action Codes ..............107 Review Room Characteristics ..........................................114 Define Enrollment Course List ..................................................................................................................109 Define Standard Meeting Patterns...............118 vii .............115 Define Enrollment Requirement Groups ...............................................................................................................................105 Review / Define Student Records Installation settings ....................107 Review Facility Components ..................................................................................................................................116 Set up Attendance Tracking .........................Authorization/Disbursement ................................................................................................................................................................................................................................

.....................133 View and Update Class Sections ...................................................130 Create Transcript Text ..................................................................137 Copy Classes from one Term to Another .....................................................................................................................................................................129 Attach Degrees to Academic Plans ......122 Set up Student Groups ..........................................131 Define Transcript Types .................123 Set up Student Attributes ...................................................................................................................................................................................................................................................134 Schedule Examinations .......................................................................................140 viii ..............................................................................................................................................................................................123 Define Grading Schemes .............................................................................131 Schedule a New Class .......................................................................................................................................................................................................................132 Modify Scheduled Class Meetings.....................................................................................................................................................................................................................................135 Search for Classes...........................................................................126 Create Grade Rosters for a Single Class .....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................121 Set up Special Grade Point Averages .......................................................130 Review Transcript Print Areas .....................................................135 Search for an Available Facility Usage .......................................................................................................................................................................................................133 Define Class Associations ...................................................................135 Modify Course Events .........................................................................129 Define Degree Honors .........................................................................................................................................................133 Roll Data from Course Catalog to the Schedule of Classes ...138 Understand Program Action and Statuses ....................131 Modify Scheduled Classes ..........................................129 Define Transcript Type Security .....................................135 Search for Available Facility ..........................................................127 Create Grade Rosters for Multiple Classes .........................................................138 Understand Program Actions Where Future Enrollments Exist ............................................................................................................................................................................................................................................135 View and Update Class Sections .........................122 Set up Milestones ...................................................................................................................................................................................................................................................................................................................................................134 Create Combined Sections ........................................................................133 Define Class Permissions .............139 Maintain Student Program Information .......................137 Understand Academic Program and Plan Activation .....................................................122 Set up Extracurricular Activities .....................................................................................................135 View Instructor Schedules ................123 Define Grading Basis Exception Rules ..................................................................................................................................................128 Define Degrees .... Honors and Awards Rules to Academic Programs ....136 Print the Schedule of Classes Report ......................................................................................................................................................................................................................121 Set up Honors and Awards ..................................................................................................................................................129 Transcript Levels...............................................................Create Academic Standing Rules .....................................................................................130 Create Transcript Notes ................118 Link Academic Standing........

............169 Calculating Tuition.....................................141 Independent and Distance Learning Programs ...................................................................................... & Waivers: Tuition Groups ............................................................ & Waivers: Criteria & Equations........................................................................................................159 Entity Groups ...............................169 Calculating Tuition......156 Establishing Requirement Groups ..........................................................................................................................Student Records – Part 3 ..........166 General Student Financials Settings: Item Type Tree ................................................................................................166 General Student Financials Settings: Account Types .................................................................................................................................................................155 Capturing Graduation Requirements .....................................149 Table Loading Sequence .............163 Course Applicability System (CAS) .............................168 Calculating Tuition..........164 Analysis Table.......................................................168 Calculating Tuition.167 General Student Financials Settings: SF Term Default .............................. Fees.................................................................................................158 Course Share Sets..166 General Student Financials Settings: SF Business Units .......................................................................................................................................161 Printing the Advisement Transcript/Degree Audit Report ..................................................157 Transfer Coursework .....................................................................143 College of Arts and Sciences AIMS Unique Issues ................................................................................. & Waivers: Application & Deposit Fees ..................... Fees..........................................................160 Setting Up an Advisement Report ................................................................................................................................................................... Fees...........................................................................................................................166 General Student Financials Settings: Item Types .........................................................................................156 Establishing Requirements ............................................................................................................................................................................164 Documenting Institutional Rules ........................................................................................................................................ Fees............160 Authorize Student Exceptions ..............................................................................................................155 Creating Course Lists ...............................................................................................................................................................................154 Requirement Terms ..................................................................154 Effective Dating in Advisement ..................................................................................141 Non-Credit Unique Issues ...................................................................................................................................................................................................................................................................167 General Student Financials Settings: Student Waiver/Permission Forms ..162 In-Progress Credit ................159 Dynamic Conditions ...............................................................................................151 Section 9 Academic Advising ......................................................159 Condition Processes ..................168 Calculating Tuition............................................ & Waivers: Due Date Calendars ..................................................................................................................167 General Student Financials Settings: Payment Application Rules ..............................................................................................................................................................................................................160 Course Substitution..........................169 ix ................................................. & Waivers: Adjustment Calendars ..................................................................................................................................................162 What-If Report....................................................................158 Requirement Usage ....................................................................................................164 Section 10 Student Financials ..................................154 Academic Structure and Academic Advisement ...............................157 Requirement Functionality ............. Fees........................................................................................................................................................................................................................................................................

............................................................................................176 Student & Third Party Billing: Student Billing ..............171 Calculating Tuition............................................177 Third Party Contracts: Third Party Contracts .....................................................176 Student & Third Party Billing: Third Party Billing ...............................202 Architectural Approach 1 ..............................................................176 Student & Third Party Receipts: Lockbox Payments ....................................................................................182 Security for SF ......... & Waivers: Waivers ..........................................181 Service Indicators for SF .........................................................................198 Future Vision .............................................................................................................170 Calculating Tuition........................................................177 Student Payment Plans: Installment Payment Plans ..........................................170 Calculating Tuition......................................191 Portal Requirements .....................................Calculating Tuition..................................................................................................................................198 Current State.......................................................... & Waivers: Term Fees ...........................170 Calculating Tuition.......................................191 IDMS Replacement ...........................................192 Section 12 Business Intelligence ..............................................177 Student Payment Plans: Payment Plan Late Fees ........................................................................................................................181 Self-Service for SF ...............178 Student Financials Interfaces ...............................................183 Table Loading Sequence ........................181 Query/Reporting Tools for SF ...........................................179 Processing GL Accounting Entries ...............................................................................171 Calculating Tuition...............201 Approaches .............................................................................................................................................................................................................................................................................182 SF Integration Points with SR ............................................................................180 Tax Reporting ................................................................................................... Fees.............................................................................................203 x .....190 General Considerations ................................................................. Fees......................................................................................................................................................................... Fees......................................... Fees..............................................................180 Campus Community for SF ..............................................................................................................183 SF Integration Points with FA ..................................................................... & Waivers: Optional Fees ................................................................................................................................................176 Student & Third Party Receipts: Third Party Payments..........................................................................................................................................................................................198 Business Intelligence Summary................................................ & Waivers: Transaction Fees ........................................184 Section 11 Portal .................................................................... Fees..................172 Student & Third Party Receipts: Online Payments & Cashiering .............170 Calculating Tuition..................................................................................................181 3C‘s for SF ............182 SF Integration Points with AD ..............................................175 Student & Third Party Receipts: Departmental Receipts........................ & Waivers: Processing Enrollment Cancellation........................................... Fees................................................................................................177 Third Party Contracts: Third Party Contract Rollover ............................................................................................................................................................ Fees.......................................................................................................................................................................................................................................................................................................................................................180 Student Financials Conversions ...................... & Waivers: Course/Class Fees ........................ & Waivers: Tuition Calculation Controls .........................................................................202 Architectural Approach 2 .................................................................

.................................................................................................................................................................................................................204 Section 13 Interfaces ............................................................................................................................204 Functional Approach 1 ......................................................................................................................................235 18...........................................................Functional Approach ......................................................................206 Section 14 Modifications ............................1 Reporting ............................................................................................................................................236 18.............................204 Functional Approach 2 ....................................................................................3 Complete Table Loading Sequence .....................................................................212 Gap Descriptions .................2 Support Document for Converting Holds ............................................................234 18.........................................................................................................................224 Section 15 Conversion Issues identified during Fit/Gap ........................................................247 xi ...................................................................212 Gap Effort Estimates ....230 Section 16 Appendices .........................................................................................

Resources are knowledgeable about the legacy system and operations. To facilitate a review of the Gaps they have been highlighted in RED. 2. recommended solutions are presented in most cases.SCOPE Section 1 Fit/Gap Summary This Fit/Gap Analysis represents a comprehensive review of the current business requirements for Student Administration at Ohio University. The results are presented in this analysis and grouped in the following categories: Detailed Analysis –We describe the findings for each functional area and detail the anticipated Fit or Gap of the delivered PeopleSoft module with the existing business practices. Resources assigned to the team are knowledgeable and experienced with the PeopleSoft product and tools. If Gaps are identified. Sufficient training has been received on all suggested applications and tools. To facilitate a review of Conversion issues they have been highlighted in BLUE in the detailed analysis. 12 . are not considered a Gap unless they result in significant business change to accommodate an interface process. These estimates are preliminary and were built on the following assumptions: 1. 4. These business requirements were evaluated and compared to the delivered functionality of the PeopleSoft Campus Solutions modules. Effort estimates were made for the modifications. Interfaces. whether new or replacement for a legacy interface. 3. Modifications – This section summarizes recommendations for areas where PeopleSoft needs to be modified to accommodate OHIO business processes and/or requirements. Interfaces – This section details interfaces that will be needed to support the implementation. Conversion – This section discusses the legacy data and issues related to conversion. The resources are dedicated full-time to the project effort. To facilitate a review of the new Interfaces they have been highlighted in GREEN within the detailed analysis.

including technical and BI interviews Detailed Project Plan Presentation of Materials 13 .SCOPE Section 2 Scope Resulting Deliverables Project Charter including Readiness Assessment Project Team Kickoff Meeting Preliminary Project Plan Fit/Gap Schedule Conversion Strategy Interface Strategy Reporting Strategy Security Strategy Project Management Controls A shared vision for project goals. roles and responsibilities and project strategies – Team Building Four day overview per module for: Recruiting and Admissions Student Records and Academic Advisement Financial Aid Student Financials Fit/Gap Sessions Fit/Gap Analysis Document Revised scope if necessary Readiness Assessment BI Strategy Detailed Project Plan Deliverables Approval and Signoff Process Discovery Prototype Acceptance Signoff for: Project Charter Fit/Gap Analysis Document Detailed Project Plan Presentation of Charter. Fit/Gap Document and Initial Project Plan to Project Executives and Team Assistance with preparation of Board Update Documents for May 31. Prototype 1 – Discovery Project Charter Sessions Project Team – Pre-Fit/Gap Training Fit/Gap Analysis Workshops. scope.

Technical Project Manager . Student Records) Consultant (Campus Community.Functional Recruiting and Admissions Lead Student Financials Lead Financial Aid Lead Student Records Lead CIBER Vice President Program Manager Project Manager Technical Consultant Consultant (Academic Structure. Admissions) Consultant (Financial Aid) Consultant (Academic Advising) Consultant (Business Intelligence) Consultant (Student Financials) Consultant (Portal) Consultant Consultant Technical Consultant Security Consultant Active Participants Henry Tran Bruce Moore Eric Baker Mark Sanderson Leslie Roe Dewey Holleman Julie Simpson Susan Kretz Colleen Egan Reed Kofoed Chris Couture Byron Gibbs Micah Marin Jesus Chanlatte Carolyn Ryll 14 .PROJECT TEAM Section 3 Project Team Core Team Shelley Ruff Steve Flaherty Jean Lewis Kim Trout Jill Lallier Debra Benton Ohio University Project Manager .

You can create tableset IDs as you set up the business units. Jean Lewis. CIBER checked the following products in the Sandbox environment: Student Administration. such as the Department table. Campus Self-Service Tableset IDs/Set IDs/Table Set Control FIT: YES You define tableset IDs for the purpose of administering certain control tables. Product Specific: Last ID Assigned: CIBER Comments: CONVERSION: Once the production environment is established. Installation Table FIT: YES This component is used to specify which PS applications are installed at OHIO. consider how to categorize a subset of the control table data. Debra Benton. 15 . If the default setID that you enter creates a new business unit that does not exist. Faculty and Staff attended an overview on March 17 and a validation session on March 20. Ensure that the settings on this page are accurate before using the Campus Solutions system.ACADEMIC STRUCTURE Section 4 Academic Structure CIBER Leads: Leslie Roe and Byron Gibbs OHIO Leads: Steve Flaherty. When you define a tableset ID. Set up product-specific values for Campus Solutions. however. Kim Trout. Products: Select which PS applications and application parameters are installed on the system. Shelley Ruff. you can also create tableset IDs independent of business unit creation by using the TableSetID page. the system automatically creates it. If you want to use multiple tableset IDs to set up tableset sharing for the first business unit that you create—before you have created any additional business units—create tableset IDs on the TableSetID page before defining the business unit. the Last ID Assigned will need to be reset when conversion occurs. Set up ID assignment numbers for Campus Solutions. Jill Lallier Fit/Gap Sessions were held from March 17 to 20. in a decentralized way.

It is required. for Contributor Relations if a setID matching the Contributor Relations business unit does not exist. 3. Business Unit / Business Unit Options Default FIT: YES 16 . you complete the steps for each of these tasks. You can add new record groups. 4. 1. to reflect the organization‘s structure.‖ Record Groups FIT: YES In the record group table. Define record groups. (Optional) Set up all Business Unit HR Defaulting (business unit human resources defaulting) options. 2. If you are adding a table to a PS application. you: 1. This step is sometimes optional. Record group definitions and the assignment of the individual tables and views to specific groups are provided to ensure complete and accurate tableset sharing within each functional area. 2. however. Define tableset IDs for the organization. You should NOT change these record group assignments. CIBER Comments: CIBER used delivered PS values from this setup in the Sandbox. David Descutner decided we should use ―The Ohio University. Set up Primary Permission List Preference Defaulting options. as well as any dependent record definitions.‖ Note that the diploma uses ―The Ohio University‖ but most other documents use only ―Ohio University. you may need to add a new record group for the tables that you define.ACADEMIC STRUCTURE To define tableset sharing for the organization. o SetID: OHIOU o Description: Ohio University o Short Description: OHIO UNIV o Comments: (Left blank) The team discussed whether the description should be ―The Ohio University‖ or ―Ohio University. an appropriate record group may already be defined. CIBER Comments: CIBER created the SETID ―OHIOU‖ in the Sandbox environment. If you are adding new functionality. Update all of the tableset record group controls.‖ After discussion the issue was sent to David Descutner for resolution. To link tableset sharing and system defaults to permission lists or business units. Set up business units. group the record definitions for the tables that you want to share.

you can specify that the system establish default tableset IDs for the business unit by using the Default Record Group SetIDs group box. For optimal system performance business units must be five characters. The tableset ID determines the preliminary tableset sharing for the business unit by associating the business unit with a record group. OH 45701 Default Settings page: 17 . CIBER Comments: OHIO Team created this Company in the Sandbox environment.ACADEMIC STRUCTURE When you define a business unit. CIBER Comments: The OHIO Team created this Business Unit in the Sandbox environment: o Business Unit: OHIOU o Status: Active o Description: Ohio University o Short Description: OHIO UNIV OHIO Team created Business Unit Options Default record for OHIOU in the Sandbox environment. for multiple-company environments. o SetID: OHIOU o Company: OU Ohio University o Country: USA United States o To Currency: USD US Dollar Company FIT: YES Used to define and describe companies. Significant performance degradation occurs if the business units have fewer than five characters. For a single-company environment. you set up this table only once. This indicates to the system which tableset ID is associated with the business unit. you set up a company code for each company. Company Location page: o Company: OU o Effective Date: 01/01/1901 o Status: Active o Description: Ohio University o Short Description: OHIO UNIV o Location Set ID: OHIOU o Location: ATHENS o Default SetID OHIOU o Country: USA o Address: Athens.

ACADEMIC STRUCTURE o o Regulatory Region: Currency Code: USA USD US Dollar FIT: YES Establishment Use the establishment component to define distinct physical places of business (establishments) within your company. Establish Address page: o Establishment ID: OHIOU o Effective Date: 01/01/1901 o Status: Active o Description: Ohio University o Short Description: OHIO UNIV o Reg Region: USA o Headquarters Unit: checked the checkbox o Company: OU o Country: USA o Address: Athens. CIBER Comments: CIBER recommends using ―USA‖ (the delivered value). In PS Human Resources. Use this page to set up additional regulatory regions. you define establishments that are consistent with the regulatory requirements of your business operations. the United States. and to enter regulatory reporting information. OH 45701 Phone Numbers page: o Phone Type: o Phone: Regulatory Region MAIN 740/593-1000 FIT: YES Define or review regulatory region descriptions and security access. to enter address information. The system is delivered with regulatory regions predefined for Canada. and other areas. Canadian provinces. CIBER Comments: OHIO Team created Establishment in the Sandbox environment. 18 .

OH 45701 o o SetID: OHIOU o Location Code: THE PLAINS o Effective Date: 01/01/1901 o Status: Active o Description: The Plains Elementary School o Short Description: The Plains Elementary School o Country: USA OHIO must consider the following questions during implementation: What is the best practice for a class that is delivered from one location to many other locations. One transcript for all campuses. Uses the Institution‘s course catalog. class rosters. CIBER Comments: CIBER configured the following values in the Sandbox: o SetID: OHIOU o Location Code: ATHENS o Effective Date: 01/01/1901 o Status: Active o Description: Ohio University – Athens o Short Description: OU-Athens o Country: USA o Address: Athens. An institution may have one or many campuses. Locations as they pertain to international and high school locations will be built as separate locations. but also permit students at other locations to be identified appropriately? If separate sections/classes are created what is the impact for BlackBoard.ACADEMIC STRUCTURE Number: Location FIT: YES Location is a separate physical administrative unit associated within an institution. and grade rosters? Department Table FIT: YES The department table is used to define the internal business organizations/offices within the institution or departments with a specific organization. Students are assigned to a home campus. HR. Campuses may have one or many locations where classes are taught.e. Campuses all use one course catalog. Each campus will have a location of online. One location will be defined for online courses. Capture highest level of detail for all locations and make a determination to what campus to tie to. Location: where the instruction takes place. For instance. Financial Aid. 19 . Ohio University Learning Network (OULN)? Can a single class be set to identify the instructor‘s campus and location. i.

A separate Holiday schedule is able to be scheduled for various careers and regional campuses. the College of Osteopathic Medicine and the regional campuses operate under the same holiday schedule. CIBER Comments: The OHIO team built the following Department: o SetID: OHIOU o Department: FINAID o Effective Date: 01/01/1901 o Status: Active o Description: Financial Aid Office o Short Description: Fin Aid o Location SetID: OHIOU o Location: ATHENS o Company: OU CONVERSION: Departments may need to include Parking and other internal organizations within the University to populate the interfaces with Student Financials. CIBER Comments: The OHIO Team created the following Holiday Schedule and Holidays in the Sandbox environment. etc.ACADEMIC STRUCTURE Admissions.00 Standard The first year that OHIO sets up for the holiday schedule should be the go-live year that OHIO will be using PS. These departments can be used with Service Indicator Reasons and Organization Communications. However.00 Standard Holiday: Description: Number of Hours: Holiday Type: 12/25/2008 Christmas 24. 20 . o Holiday Schedule: OHIOU o Effective Date: 01/01/1901 o Status: Active o Description: Ohio University Holiday Schedule o Short Description: OU Holiday o o o o Holiday: Description: Day Number of Hours: Holiday Type: 11/27/2008 Thanksgiving Day 24. Holiday Schedule FIT: YES Use this component to designate holidays for each year used in processing.

Any translate value that OHIO wishes not to display in a drop-down or search. and Allow Override option is clear for the exchange rate‘s quotation method on the Currency Quotation Method page. and in unique reports to Department of Education (DOE). Repeat checking is used at OHIO when processing enrollment and when grades are posted. The following setup values were established in Sandbox environment: o Academic Institution: OHIOU o Eff. the primary visual rate is the cross rate. The team decided on the single institution code of OHIOU.the rate is triangulated. will need to be inactivated. CIBER Comments: CIBER recommends that OHIO use all 5 characters for the Academic Institution code. Page views are controlled by security.ACADEMIC STRUCTURE Market Rates FIT: YES Maintain and view market rates. It maintains own course catalog and timetable/schedule. Setup will need to be completed once other setup tables are established. The fields available on the page vary depending on the rate category. OH 45701 The Process on Enrollment field may be set to No or Yes. 21 . CIBER Comments: CIBER recommends using the delivered values from PS. Date: 01/01/1901 o Status: Active o Residency Required: Checked o Description: Ohio University o Formal Desc: Ohio University o Country: USA o Address: Athens. Each Academic Institution maintains separate academic statistics and it‘s course work appears on a single transcript. Academic Institution FIT: YES An Academic Institution is a separate university or college that operates independently. and is recognized as separate entity for Financial Aid purposes. will need to add the repeat checking process to the load testing scenarios. This page is not editable if all of the following are true . If process is to be run during enrollment. which is the common repository for all types of market rates including exchange rates and interest rates. The data you enter on this page is stored in the RT_RATE_TBL table.

D-. D. Residency Required checkbox should be checked in order to require a residency value for the student when he/she is term activated. which determines the eligible grades. and P (Pass). PR. W. PR. The regional campuses may use either the main campus code or regional campus codes. W. AU. WF. Documentation setup information is in PeopleBooks-Student Financials for the setup of tax reporting for Canadian students. FS. AU. I* (Administrative Incomplete – Inactive). W. College of Osteopathic Medicine FISAP reporting will most likely be done by the Office of Student Financial Aid and Scholarships. FS. WF. WF. FS. W. WP. F 07 – Eligible 7 CR. Each course must have a grade basis. WP. The main campus Office of Student Financial Aid and Scholarships currently processes the FISAP for main campus and regional campus students. C+. and P 04 – Eligible 4 A-F.W. FN. WF. Regardless 22 . NC (No Credit). AU. The grading system is assigned to course by the University Curriculum Council. F. I. FS. AU. F 06 – Eligible 6 CR. PR (Progress). Grading Scheme FIT: Undecided Creation of the grades that will be assigned as a result of enrollment in courses. FN. The College of Osteopathic Medicine processes its own FAFSA using a separate federal school code but in processing aid they use the OHIO main campus code. The grading schemes are not career specific. The regional campuses do not do any reporting. D+. and P 05 – Eligible 5 CR. A-. I. B. and P 03 – Eligible 3 A-F. B+. CIBER Comments: OHIO uses the following values for grading: A. S (Satisfactory – Inactive). Verified the admissions business process will remain the same and a report will need to be created to identify students with missing residency information so that residency values may be entered in advance of term activation. WF (Withdrawn Failing). FN. I (Incomplete). I and P 02 – Eligible 2 A-F. PR. AU (Audit). FN (Failure Never Attended). Stopped Attending). FN. NC.ACADEMIC STRUCTURE The setup under Academic Structure is used for enrollment/records reporting to the Canadian Government. Note: AU and P are not assigned by the instructor Ohio University currently has seven grading systems 01 – Eligible 1 A-F. I. C-. WP. PR. CR (Credit). All grades that could be awarded must be included. B-. C. WP. FS (Failure. WP (Withdrawn Passing).

00 – 44. CIBER Comments: Academic Load Requirements at OHIO o At the undergraduate level a student is considered full-time if registered for 11 or more hours excluding classes registered for Audit.ACADEMIC STRUCTURE of grading system. financial aid recipients.01 to 5. o Some scholarships and other student groups require minimum hours. e. senior and for load.00 – 999. The load/level rules for National Student Clearinghouse and Direct Loan for financial aid are setup here.99 U 04 Senior 135. PS will not default to a grade.. half time.99 and less than half-time is 0.0 to 8.01 to 4. o At the graduate level a student is considered full-time if registered for 9 or more hours. o Some students are reported as full-time if they are in full-time academic study but not necessarily registered in the credit hours that would automatically report them as full-time. The College of Osteopathic Medicine typically does not assign letter grades.99 Graduate: 23 . Half-time is 5.99 U 03 Junior 90.99 and less than half-time is 0. a student can take course for Audit or Pass/Fail. The following setup values were configured in the Sandbox: Academic Level Undergraduate: U 01 Freshman 0. When an FS grade is assigned. Load/Level Rules FIT: YES Load/Level Rules establish the limits for (academic) level such as freshman. veterans. o Athletes.g.00 – 134. the instructor does not know the student is taking the class for P/F but assigns a regular grade that will convert to a P or may remain an F based on the original grade assigned by the instructor.99 U 02 Sophomore 45. This was identified as a gap during Student Records discussions. Half-time is 6. When the student is approved to take the course pass/fail. a last date of attendance must be entered by the faculty member assigning the FS grade. For example. sophomore.99. etc.00 – 89. full time.0 to 10. If Instructor does not assign grade.99. junior. courses that have various grade basis we can associate multiple grading basis AUD & GRD to a course or a classSR Fit/Gap. students completing thesis or dissertation are reported as full-time even though they may be registered in only 1 credit hour. In the current transfer credit grading basis for Admissions. etc. are required to be registered in at least 12 hours.

If courses are not counted toward academic progress. Note: For Audit and OPIE (Ohio Program of Intensive English) courses . Then those student‘s Enrollment Limits will be manually set to the required minimum hours. PHASE I MEDICAL.ACADEMIC STRUCTURE G 01 G 02 G 03 G 04 G 05 G 06 Medical M 01 M 02 M 03 M 04 POST BAC <51 POST BAC 51> MASTERS <51 MASTERS 51> PHD <51 PHD 51> GRADUATE POST BAC/NON-DEG <51 GRADUATE POST BAC/NON-DEG 51> GRADUATE MASTERS <51 GRADUATE MASTERS 51> GRADUATE PHD <51 GRADUATE PHD 51> PHASE I PHASE II PHASE III PHASE IV MEDICAL. Ohio University will need to make minor modification to Academic Level Translates to reflect various Graduate levels. 24 . then on the Academic Load Table. PBACC (Graduate Post Bacc/Non Degree). MED (Medical). the Financial Aid Load for 12 units would have to be set to be full-time. These were modeled in the sandbox under Academic Institution of OHIOU for MASTR (Masters). If 12 hours is considered full-time. Financial Aid Recipients . etc. Athletes.FA Eligibility is for any hours enrolled. PHASE IV Translate Values for Academic Level – Added the following values effective dated 01/01/1901 U 01 Freshman U 02 Sophomore U 03 Junior U 04 Senior G 01 Grad PBac/NonDeg <51 G 02 Grad PBac/NonDeg >51 G 03 Grad Masters <51 G 04 Grad Masters >51 G 05 Grad PhD <51 G 06 Grad PhD >51 M 01 Medical Phase 1 M 02 Medical Phase 2 M 03 Medical Phase 3 M 04 Medical Phase 4 A PS Query needs to be written to identify students within specified student groups who are enrolled less than full time. PHD (Graduate PhD) and UGRD (Undergraduate). financial aid recipients. they will not be counted toward financial aid. Translate value changes are not considered gaps. PHASE II MEDICAL. veterans. PHASE III MEDICAL. are required to be registered for at least 12 hours.

. Common term structure (e.g. Some scholarships and other student groups require minimum hours. Campuses may have one or many locations where classes are taught.ACADEMIC STRUCTURE Athletes and Veterans – Students can be assigned to a Student Group. Usually a common set of valid grades and grade points. These can be set up on the disbursement rules by item type (fund ID in Sigma SAM) so that to disburse those funds the student must be in defined amount of 12 hours. People can be in more than one career. Medical. Eastern. CIBER Comments: These values were set up in the Sandbox: o Athens. Non-Credit o Non Credit – used for non credit course of study that can possibly be used to earn CEU credits. For example. Students are assigned to a home campus. CIBER Comments: OHIO‘s values include: Undergraduate. students completing thesis or dissertation are reported as full-time even though they may be registered in only one credit hour. Repeat rules can be set at the career level. Then their individual Enrollment Limit record can be set to the minimum required. Southern and Zanesville o Campus: ATHN 4 digit codes from legacy used o Description: Athens o Short Description: ATHENS o Checkbox selected for: Use SR Class Schedule Facility Conflict Checking Academic Career FIT: YES The Academic Career represents a student‘s academic work with one set of academic statistics. For Financial Aid. Chillicothe. For these students. and there is one transcript for all campuses at an institution. It uses the Institution‘s course catalog. An institution may have one or many campuses. their Academic Load can be adjusted on their Term Activation record under the Student Term Information component. Campus FIT: YES A Campus is a separate physical administrative unit associated within an institution. 25 . quarter or semester). the identified students would have to report as enrolled. Single rule of handling repeated course work. Lancaster. Graduate. Some students are reported as full-time if they are in full-time academic study but not necessarily registered in the credit hours that would automatically report them as fulltime. a query can be written to check those individuals and their enrolled hours and list any student that is not enrolled full-time. they can set those disbursement rules to not disburse unless they are in 12 hours of courses. but for those athletic aid funds or veterans benefits.

For Graduate Appointments/Waivers. Rules can be written using Academic Group. A non-credit transcript will need to be produced. Degree Table FIT: NO A degree is anything OHIO offers and awards internally or anything OHIO wants to track from an external source (such as a high school diploma). Undergraduate students would be able to take graduate courses only if they are in Honors Tutorial College (currently handled through prerequisite process). then undergraduate students not participating in one of the approved programs could mistakenly be registered in a graduate course. Personal data. Data entered in Ad Astra will need to be loaded into PS and PS will not store ―official‖ data for reporting purposes. Degree setup should include all degrees. Options for resolution include: o Develop a query to find students who have incorrectly enrolled and correct their records. With respect to Instructor/Advisor vs. Degrees are mapped to plans. GRAD students may register for any Undergraduate course and some medical courses (currently handled with Permission). or Permission under Allow Enrollment for each rule and can assign an alternate grading basis for each rule. Subject. GAP – In PS configuration. The user can select Yes. only graduate hours will count toward full-time requirement for waiver without approval by the appropriate party. diplomas. Non-credit coursework should not appear on an official registrar transcript. o Career Pointer Exceptions FIT: NO Use this component to define rules that allow further refinement of the career pointers setup under academic career. CIBER Comments: OHIO allows students in the MED career to take courses in any career. OHIO will need to discuss whether to manage administration of Instructors in PS and be able to pass that information to HR. certificates. These rules take precedence over the Career Pointers that are setup at the career level when validating class section choices during enrollment. No. IR will use PS Instructor Advisor/Personal Data as the data source for IPEDS. and certifications. OHIO currently uses a feed from Ad Astra tied to the class section. Senior for Graduate Credit (currently handled with Permission). recognized departmental honors status (currently handled with Permission). These rules are validated in the enrollment process when students select and attempt to enroll in class sections. OHIO can define where to edit the Advisor on page 2 of the Academic Career. CIBER Comments: 26 . if at the Undergraduate Academic Career you configure course career of Graduate to allow enrollment with permission.ACADEMIC STRUCTURE Students can earn a certificate. and Catalog Number. and Early Admit to Graduate School (currently handled with Permission).

Establish course level rules and define class meeting patterns by Academic Group. Security for plans. Academic Group Table FIT: YES Academic Groups are the highest level academic entity within the institution. If the field needs to be displayed internally. Typically are academic colleges within the institution. Academic subjects are linked at this level. and non-credit as Academic Groups. o Add a longer Degree Description. Academic Organizations own plans and courses. These include: o Non . this could be considerably longer depending on the number of pages where it must be displayed. the estimated effort for resolution is 8 hours. CIBER Comments: OHIO has defined colleges. This is simple to store in the setup table so that it can be printed on reports.ACADEMIC STRUCTURE GAP: The length of the Formal Description field is only 50 characters. and class schedule. If that is the only need. Organizations may also be tied to finances through shared ownership of courses/classes through course and class fees. units that confer degrees. Academic Groups own Programs and Subjects.Credit o College of Arts & Sciences o College of Business o Scripps College of Communication o College of Education o College of Engineering o College of Fine Arts o Graduate o College of Health and Human Services o Honors Tutorial College o Center for International Studies o College of Osteopathic Medicine o Regional Higher Education o University College Academic Organization Table FIT: YES This component is used to represent the organizational structure for courses. OHIO has degree names longer than 50 characters. CIBER Comments: 27 . Options for resolution include: o Put the first part of the degree name in the Description field and the rest in the Formal Description field. courses. Security can be set at group level. subjects.

College of Arts and Sciences. Plans can be linked to Programs or Careers.activated to graduate the student. Financial Aid input is critical for financial aid eligiblity (programs eligible for FA) and primacy rules. and inactive status. College of Fine Arts Graduate. 28 . CIP or HEGIS codes. OHIO will need to establish an academic program for both the degreeseeking and non-degree programs at each level.ACADEMIC STRUCTURE OHIO will include current OHIOU. e.g. the plan must be re. so if a plan is in-activated when the student leaves then returns. even if undeclared. OHIO does not re-admit or discontinue students. College of Fine Arts Undergraduate Non-Degree. CIBER Comments: OHIO currently has active status. It is at the program level where it is indicated if students are eligible for financial aid by checking Financial Aid Eligible.A. schools. Due to each college having non-degree programs at both the undergraduate and graduate level. academic departments. typically the academic college (College of Business). Taxonomy allows link to Field of Study. College of Fine Arts Graduate Non-Degree. Academic Organization Ownership – Allows for multiple owners with one being designated as primary. Academic Plan Table FIT: YES This component is used to define the student‘s area of study .‖) Academic Program Table FIT: YES The Academic Program is the entity to which a student applies and to which he/she is admitted. A percentage should be designated for each owner. minor. Students can have multiple plans. Linked to awarding of a single degree. Uses a common set of rules. and any unit that offers a course. CIBER Comments: Example Programs at OHIO would be College of Fine Arts Undergraduate. At the undergraduate level.). Example plans under the Program of College of Fine Arts would be Art History (B. All students must have an academic plan.A.) and Art History (B. During the implementation OHIO will need to compare the current SIS department/school list with Oracle Financials academic organizations (these may be tagged as function of ―instruction‖ as code ―0001.typically a major. phase out status. or specialization. OHIO will use CIP & HEGIS codes on Plan table.F. The Last Admit Term field may not accomplish its intended use.

CONVERSION: A question was raised if OHIO decides to retain DARS. CIP Code Table FIT: YES CIP ( Classification of Instructional Programs) is a national standard. or track within a major/minor or certificate program. They can provide a resource to implement this at OHIO. Course designators (up to 8 characters).) Concentration. and reporting of fields of study and program completions activity. ECON for Economics are examples of Academic Subjects.ACADEMIC STRUCTURE Academic Sub-Plan Table FIT: YES This represents an area of specialization linked to a specific Academic Plan. Guam. The purpose of the CIP code is to provide a taxonomic scheme that will support the accurate tracking. HEGIS Series was designed to provide comprehensive information on various aspects of postsecondary education in the United States and its territories (American Samoa. Once linked to a plan it is required of all students enrolled in the plan unless specifically overridden for the student by an authorized staff member. CIBER Comments: OHIO will decide whether to use the delivered functionality to identify concentrations and tracks within majors. MATH for Mathematics. Field of Study Table FIT: YES Field of Studey is linked to the Academic Plan or subject and can be used for reporting. CA is working with CIBER at UT Dallas on developing this interface. Interface Management Services in Claremont. (All students who have selected the academic plan of art must complete the sub-plan of Art History. how will the Plans and Sub-plans be translated to DARS for processing the appropriate degree requirements? There is a company that can supply an interface. Reporting Codes . delivered set of curriculum codes. the Virgin Islands. They do not have it written yet but should by the time this project goes live. assessment. and the Marshall Islands) and Department of 29 . ENGL for English. Puerto Rico. specialization.HEGIS Code Table FIT: YES HEGIS (Higher Education General Information Survey) is a national standard. delivered set of curriculum codes. Academic Subject Table FIT: YES This represents a specific area of instruction within an Academic Group.

―Do session start and end dates have to fall within a term?‖ Session dates can fall before. do we process probation at the end of winter intersession? Term Setup . 1. The University can determine the time period (by date range) during which a term may be displayed in Self-Service. Different careers within an Institution can have totally different Academic Term structures. T represents the term code.ACADEMIC STRUCTURE Defense schools outside the United States. 3. 5Winter Quarter. CIBER Comments: CONVERSION: OHIO discussed using YYTT 0910 Fall 2008-2009 but decided against it since a different schema would need to be developed for conversion terms.Term/Session Table FIT: YES A term is an administrative time period for which students are billed. CIBER Comments: The MED school 1st & 2nd year students start at different times within the Term.5.g. Term code = 4 numeric characters. financial aid maybe processed. Fall Enrollment. 2=2000s). e. Thus 2091= Fall 2008-2009. Employees. and academic statistics can accumulate. 9. 0812 Winter Intersession but decided against it since a different schema would need to be developed for conversion terms. Short Description = 10 characters. OHIO discussed using YYMM 0908 Fall 2008-2009. YY represents the last two digits of the second year of the academic year.3. Salaries. Special sessions are defined for open entry/exit or nonstandard class schedules. and Libraries. Term Values Table FIT: YES High level designation of terms during which classes can be offered and academic processing can occur. during or after a term. Terms may have one or many sessions. There are eight components: Earned Degrees/Completions.7.9 for terms 1-Fall Quarter. Another question was. Sessions are time periods within a term used for scheduling purposes. Data are available for both public and private twoyear and four-year institutions. OHIO asked. Term value description is displayed in Student Self-Service. Long Description = 30 characters. 7-Spring Quarter. Classes are offered for a specific term and session. Finance. 30 . Residence and Migration. will the Facility Assignment Run Date field interface with Ad Astra? This was covered in Records Fit/Gap. During the Fit/Gap. A possibility would be: XYYT where X represents the century (0=1800s.Winter Intersession.Summer Quarter. We concluded that OHIO would use the run date and they will run the assignment process in Ad Astra. Class enrollment is controlled by a session. Session start and end dates must fall within term dates. Institutional Characteristics. 1=1900s. Need further discussion regarding what processing will need to occur for winter intersession if it is its own term.

You attach room characteristics to facilities on the Facility Characteristic page and you can use them when you define courses. 125B.OHIO wants to make sure date and time stamp appear on the record. schedule classes. statistical reports.ACADEMIC STRUCTURE Academic Calendar FIT: YES The academic calendar contains control dates for many system processes (e. The numeric room characteristic codes are from 01 to 96.g. withdrawal and drop deadlines). Room Characteristics Table FIT: YES Define room characteristics. Define calendars by Academic Careers. Building Table FIT: YES Define all campus buildings that you might use in class and event scheduling. The current OHIO system retains only the date stamp and not the time stamp. Facility Table FIT: YES The facility table defines facilities (a.a.k. Angel 125A. Components cannot be linked to parent facilities on the Facility Component page unless both the parent facility and the facility components are defined on the Facility Table page. transcripts. degree posting. These dates are used by student enrollment. Codes 01 – 21 are delivered values from PS. and its components. Building codes that you create here are prompt values on the Facility Table page. Rooms) and facility components. you might want to define Angel Hall Room 125. Use this component to link components of facilities to parent facilities. CIBER Comments: Enrollment Request Search. and 125C. such as types of seating and resources that are available. 01 02 03 04 05 06 Air Conditioning Heater Podium White Board Overhead Projector Television 31 . As an example. Define standard academic calendars for fixed terms and sessions. and plan events. OHIO will not use Drop w/ Greater Penalty because current business process is for the Instructor to add the P/F grade option to the Withdrawal.

Define time periods or critical points in time for each academic career. Create subject areas and define taxonomy and workload values. Define course defaults.ACADEMIC STRUCTURE 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 Network Link Fixed Tier Seating Theater Seats Closed Circuit TV Studio Computer Window Amplified Sound System Satellite Link Biology Laboratory Chemistry Lab Computer Technology Lab Culinary Lab Aviation Maintenance Lab Medical Laboratory Practicum Interview Room Table Loading Sequence Setup Task Academic Institution Table Term Values Table Campus Table Academic Career Table Academic Group Table Time Period Table Academic Organization Table Academic Subject Table Term/Session Table Academic Calendar Academic Program Description Define default and set up values for academic institutions. 32 . Define terms. Define default and set up values for academic careers. catalog levels and meeting patterns for academic groups. Create a listing of all academic organizations defined in the system. and session time periods. withdrawal. Define cancel. Define default and set up values for academic programs. and drop deadlines along with other term and session landmark dates. Define campus values. sessions within terms. Define the term values and their descriptions.

and define plan related information for transcripts and diplomas. 33 .ACADEMIC STRUCTURE Table Academic Plan Table Academic SubPlan Table Create academic plans. Create academic subplans as well as define taxonomy and descriptions for transcripts and diploma.

Kim Trout. There is a larger discussion around ID management that is taking place on campus. OHIO is currently looking at how to store information in ―lock down‖ (visitors on campus are part of the original "guest management" [i. Current OHIO ID length is 6 (employee). The Person Record / National ID length FIT: YES When there is no SSN. an up to 11 characters ID is assigned. The state of Ohio has also suggested that it may issue a state ‗federated‘ ID. 34 . Additionally.e. the PS system gives all 9's. and 10 (for student-with a leading P). there is an ID management system that will overarch system for IDs/SSNs. Shelley Ruff. Jean Lewis. OHIO intends to minimize the use and display of SSN‘s. Campus Community Steering Committee FIT: N/A There is currently a pre-implementation team that consists of 2 project managers (functional and technical) and 4 functional leads. Faculty and Staff attended an Overview on March 31 and a wrap up on April 3. Jill Lallier Fit/Gap Sessions were held from March 31 to April 3.CAMPUS COMMUNITY Section 5 Campus Community CIBER Leads: Dewey Holleman and Micah Marin OU Leads: Steve Flaherty. There needs to be a cross-representation from the whole community. EmplID Length / Numbering Scheme FIT: YES PS allows 11 characters--maximize this capacity. SSN can be masked if necessary. When record is saved. parking and library] that used "fake" SSNs for identifiers-OHIO is not intending to store "fake" information in a vault). Debra Benton. OHIO may need to strip all 9's in order to make the functionality work — University is using ODPS to store PID in secure environment to only be viewed when absolutely necessary. consideration for student ID needs to be in collaboration for the ID Management project. (can use search/match logic to "link" Oracle Data Privacy Shield (ODPS) and PS).

there are duplicates and triplicates. Organization Table Build FIT: YES There is a need to associate applicant with the myriad of institutions to which they attended. Currently. The final decisions on values populating the shared tables need to be agreed upon by both HR and Campus Solutions representatives. It is advised to not spend programming effort on custom load process unless there are more than 500 records. will need to come up with what is required when a person is created (minimal level of needed information). There are shared tables between Campus Solutions and HRMS. or like authority. Conversion Issue . 35 . Campus Solutions is delivered with an ATP load process that will load College Board list of High Schools and Colleges. There are several entry points within the OHIO system that will create person records.table needs further review so that codes/names/info loaded into PS is "clean" data. OHIO wants unique institutions in the table.CAMPUS COMMUNITY Data Mapping for Conversion FIT: N/A Establish relationship with Oracle HRMS/PS Campus Community so as to not duplicate individuals. Minimum Standards for Person Record Creation FIT: N/A There is a need to decide on minimum standards for person record creation. There should be a shared relationship with Oracle HRMS and PS Campus Community databases. qualifying data is needed to differentiate between individuals. OHIO has a look up table for the admissions office and the source file is CollegeBoard. Recruitment Plus relies on College Board as the data sources for organizations. The ATP (American Testing Program) code is also referred to commonly as the CEEB code/ College Board code/ the high school code. The ATP code. Other organizations such as vendors and community organizations may be added to the organization table. for high schools. Student Financials will provide a list of current Vendors to be built into Organization Table. Integration points need to be finalized by the Campus Community Steering Committee. is the same code as the ACT code. and international schools. colleges. The Campus Community Steering Committee. The file parser functionality in Campus Community can be used to load data and update tables directly in Campus Solutions. vendors and other community agencies with whom OHIO does business. Organization table can hold HS. The ATP code is different from the ACT for colleges and Universities.

We must identify every single system on campus and determine whether it needs continued support. and the wrong person getting information.CAMPUS COMMUNITY Identify any major systems that may be retained and will need student data feeds FIT: YES There is a need to identify all major systems from which information is fed into PS (i.) that should be configured in the suffix table. what needs to go-live? Prefixes can be edited in self service if the name type is released to the student for editing. There are 10 current values (I through VII. Shared Tables with HR Prefixes FIT: YES If prefixes are utilized. Suffixes The Campus Community Steering Committee will come to an agreement on who populates the information and who owns it. OHIO must look at its current practice and maintain consistency. 36 . A review will take place to determine whether fsaAtlas or PS Solution is used. the table that houses prefixes and titles is open to everyone. If utilized. and must be imbedded into the project plan and budget. then mail is being directed to the wrong person. w/Jr. It is also recommended to initially accommodate what is currently in the system (5 prefixes).e. Records not being picked up. OHIO would like to feed ID management system with PS—this would be done to replace SSN with local ID at University level. it is recommended that all campus areas collect this data. and each group is responsible for data administered into the system). OHIO is piloting a guest management system with an ID management company. If the person writing the extract does not include the suffix field. Prefixes are not collected in the current system. It is important to note that the technical resources to make this work can be significant. We will then assess what interfaces are needed (feed and download). it is recommended to add prefixes at the beginning of an application cycle (in order to function more smoothly. as well as who has authority to change suffixes. The question to ask is what needs to be converted vs. It is NOT recommended that you allow students to edit any other name type other than the 'Preferred' name type. and others can be built in the testing phase if necessary. There are issues in the current system with suffixes. and Sr. and titles are different from prefixes. Recruitment Plus--a connection is needed to be able to send applicant data to Recruitment Plus from PS).

student self-service). OHIO will identify titles. 15. OHIO currently has 16 different types of addresses: 1. Next of Kin 37 . Diploma address 6. permanent. 2nd Permanent 12.S. If a person exists in the system. however. These address types are used across campus. degree name. Permanent 11.CAMPUS COMMUNITY Titles OHIO needs to use military titles in several ways. campus. Commencement Address 5.e. Address Type (mailing) Addresses are needed for everyone who uses the system. and also (at least) former name [also former1 and former2] used in PS. Billing 2. International contacts and their respective titles are also needed. preferred. Father 16. dormitory. Duplicate Grade Report 8. legal. Duplicate Billing 3. preferred. Grade 7. other2. OHIO will also need primary. billing. preferred name. Temporary 13. Refund Check 4. and veteran. check. adjunct faculty).e. Mother 17. at least one former name. other. and each name type is date effective (OHIO will never lose name history when rows of data are added). SEVIS Foreign 14. business. they will have a legal (primary) name that must be used in a standard way across the University. OHIO may want a difference between home and permanent addresses (i. and it is important to review which addresses will be released for revision (i. OHIO may wish to have legal/primary. Local/School 10. mailing. it is advised to have as few addresses as possible to provide a ―clean‖ database. thus a current military inventory list of titles is needed for conversion. SEVIS U. Imaged Address Type 9. PS delivered address types include: home. Name Types Name Types are delivered with the system. and alias name for incarcerated students.

for international students this can be home or home country) OHIO will use relational aspects Not needed with effective dating Legal address (OHIO may create one for SEVIS ID for international students [currently no one is allowed to update except for student. but it indicates the person was a student previously and has an imaged record in the Hyland OnBase system. This is the status one has with the United States. Residence hall addresses will be loaded to Dormitory address and other local addresses will go in Mailing Address Permanent address (UGRD is typically parent address. OHIO wishes to use pre-delivered address types and decide if there -or if any current addresses can be eliminated (OHIO does not currently use effective dating with addresses). It is not customary for US universities to store citizenship codes of other countries but it is common practice to record the country that is designated as the home country. Students with this address type do not have academic records in legacy.CAMPUS COMMUNITY OHIO may wish to use "legal" in regard to SEVIS. international services]) Other Taken care of through PS relationships Use PS relationships (used for refunding purposes when a student dies) Local/School Address Permanent address 2nd Permanent address Temporary address SEVIS Foreign address SEVIS U. but will discuss further as to what to do with these records in conversion. 38 . OHIO CONVERSION MAPPING DECISIONS Billing and Duplicate Billing addresses Check (Refund Check) address Commencement address Diploma Address Grades and Duplicate Grades address Imaged address OHIO will use only billing address Check address Mailing address Other (possibly rename diploma or degree in the translate table) No need for this in conversion Will not use this address type. In some cases OHIO may need to know an international student‘s home country (this is a delivered function—you cannot assign citizenship status to home country without knowing the home country citizenship codes). faculty.S. address Father/Mother address Next of Kin Citizenship Status Code PS values are delivered.

persons in several other statuses roll up to the Permanent Resident status: Asylee/Political Asylum Alien Permanent Public Interest Parolee Refugee These persons may possess a variety of infrequently seen documents. CODING: Citizenship Country = USA Citizenship Status = Native Naturalized U. citizen. CODING: Citizenship Country = USA Citizenship Status = Permanent Resident and add a row by clicking the + sign Citizenship Country = enter country code for country of origin Citizenship Status = Leave blank and SAVE 39 . but must then have an I-551 stamp in their passport.S. CODING: Citizenship Country = USA Citizenship Status = Naturalized Permanent Resident: (in legacy. Someone who began life as a citizen of a country other than the United States but has become a U. indicating either native or naturalized status in that country.‖ New PR‘s may not yet have their green card. The largest number of ―Permanent Resident individuals‖ are also known as ―lawful permanent residents‖ (LPRs). consult with the international office to clarify status whenever necessary. indefinitely.S. Persons who present employment authorization documents do not have PR status. or ―green cards. citizen: Someone who began life as a US citizen and remains a US citizen. citizen: (You may not know or it may be rare that you know naturalized status at the time of admission) but. classified as PR) Persons classified as Permanent Residents are non-US Citizens with permission to stay in the U. All persons with ―Permanent Resident‖ status should also have a citizenship row for another country. they have Resident Alien. A pending permanent resident [I-485 applicant for adjustment to permanent resident status] should NOT be considered a permanent resident.S. In addition to Permanent Residents.CAMPUS COMMUNITY Definitions of Citizenship status in PS: Native U.S.

the ethnicity detail can denote percentage ethnicity. and a second row for their country of origin or passport country. and are a shared table with PS HR. There are also ethnic groups and ethnic categories. one for USA. J-1 and J-2 are the most common for students.U. indicating either native or naturalized status in that country.CAMPUS COMMUNITY Alien Temporary . Visa / Permit Types Visa/Permit types must be configured. Ethnic Group Regulatory region is always the US. Non-Hispanic Asian or Pacific Islander Hispanic White. and in order to save a record someone must have a primary ethnicity. Implementation partner will need to know what the groups are.S. 40 . CODING: Citizenship Country = USA Citizenship Status = Alien Temporary and add a row by clicking the + sign and enter: Citizenship Country = enter country code for country of origin Citizenship Status = leave blank. OHIO‘s current values are: 00 01 02 03 04 05 06 Unknown American Indian or Alaskan Native Black. and will need final review). If a record is populated. The table in PS HRMS is a shared table.) This person will have two rows in the citizenship table. This will align business practices with federal requirements (institutional research will need to be consulted on this. and how they roll up to broader category so that they meet federal requirements. Non-Hispanic Non-Resident (International Student) OHIO expects PS will make modifications to accommodate the new federal reporting requirements.: Someone in the USA on a temporary visa (F-1. Ethnic groups must be approved by the Campus Community Steering Committee and it is highly recommended that University Legal Affairs review and approve the proposed configuration. Campus Community Steering Committee needs to agree on the configuration values in recognition of values used previously in legacy system and how Visa Permits will be recorded in the future. F-2.

Licenses and Certificates Extracurricular Activities can be used to track real estate audit students. no need to mark physician information. Language Codes We can attach proficiency for reading. and speaking. Memberships Fit. grad teaching positions) and will utilize the delivered function to track language proficiency. This information can be restricted to be viewed only by necessary individuals.e. OHIO tracks students only if they are eligible for priority registration as determined by the Office of Disability Service. accommodation is very manually intensive (the only thing stored is those with priority registration). writing. Currently. Preferred communication languages can also be set to note what language may be needed for various school communications.CAMPUS COMMUNITY Physicians Currently. no comments Department Table Fit. OHIO will need to notate things such as RN/LPN. There is a time involvement section to notate time involved in class (must be notated by individual). no need to mark diagnoses. OHIO would like to be able to produce individual letters automatically that indicates accommodations required and can be sent to the instructors of record for each class the student is registered in. OHIO has the need to track language proficiency (i. Diagnosis Codes Currently. no comments 41 . Accommodation Types The accommodation table is designed to link accommodations to individuals. It is advised to establish appropriate role security to protect the populated information.

which allows for seasonal use of addresses. main (as business main contact). OHIO will keep business. Work Experience Employer can be an organization within the organization table. dormitory phones (the label ―dormitory‖ phone may be changed to ―residence hall‖ phone). the Graduate Studies Office currently collects this information and stores it in a file. One phone number must be listed as preferred. no comments Personal Information / Biographical Email Addresses FIT: NO PS can track multiple email addresses and types. There is a phone tied to each address. 42 . A delivered process must be run by IT in order to activate these addresses. and work.CAMPUS COMMUNITY External ID Fit. campus. addresses are attached to organization and people. CollegeNET must also be mapped to PS. and whether OHIO needs to know what kind of phone it is. home. OHIO stores Primary and Night phone numbers. Once an address is set to preferred. Phones Types Implementation partner will need to know what phones require tracking. It is important to note phone types are mutually exclusive from address. Phone numbers are not always provided at the prospect or applicant stage. All work experiences can be added—retirement information as well. Seasonal Addresses Student can set ―start and end‖ dates for different addresses. it cannot be adjusted. This process would run at the time the campus email address is assigned and inserted to Campus Solutions. It is made available for department use. International student applicants do not always provide a phone number. At OHIO. FAX. A process to switch preferred flag to campus email address is needed. Final determination on use of seasonal addresses will be reviewed by Campus Community Steering Committee. mobile (can be changed to cell). and Admissions keeps parental phones. The student should not be able to change their preferred email address as the University communicates with the student only via their official university email address.

state. FirstLogic is also an address validation software application that can be investigated. In addition to applying NCAA legislation in the areas of financial aid. last. address. OHIO may need to interface to the NCAA's Compliance Assistant Internet (CAI). it is a data-collection system that can be used to generate NCAA-required forms and other forms created by the user. Another option is CLEAN-Address from Runner Technologies. public cell phone numbers (FERPA will designate what is/is not published). Address Validation Software— OHIO needs recommendation of address validation software that will mesh well with PS. It is advised to have a "mini-fit/gap" with Athletics in order to ascertain what is needed for tracking purposes. athletics personnel and playing and practice seasons. The legacy system permits only one emergency contact.CAMPUS COMMUNITY OHIO may start with only a few phone types. 43 . OHIO wishes to look at VERTEX. suffix. There can also be multiples with a primary listed. relationship. those with same address/phone/name can be auto-populated. recruiting. Some translate values need to be added for Div I schools in the Athletic Participation. It is much easier to take information from CAI and enter it into PS than it is to interface the other way around. and address can be edited. Emergency Contacts PS can store ―free-form‖ name and designate a relationship. OHIO currently collects private cell phone numbers from the student on a voluntary basis (for internal business use only). which is the current tool being used by Payroll to validate city. It is advised that emergency contact be updatable by student. Phone can be listed without listing type. and add as they go. and zip code. The Compliance Assistant is a tool designed to help administrators ensure that their athletic department and student-athletes are in compliance with NCAA legislation. primary and daytime phone Athletic Participation This is an effective dated field. Type of Information Collected— first. OHIO needs expanded discussion on athletic participation tracking in order to see what part of Campus Community can be used. middle. eligibility. OHIO collects emergency contacts and permits students to update their emergency contact online. Inc.

Hudson Health Medical Services enters data in the legacy system. At OHIO. Immunization There is a place to store health insurance/immunization information. Currently. There are no requirements in Health Services at this time. OHIO would like to be able to produce individual letters automatically that indicates accommodations required and can be sent to the instructors of record for each class the student is registered in.CAMPUS COMMUNITY Health Information FIT: YES There is a place to store health insurance/immunization information. There is a service indicator for those who need to pass TB test. other than to add students. accommodation is very manually intensive (the only thing stored is those with priority registration). and there are a select group of international students who may not require insurance. Accommodation Data The accommodation table is designed to link accommodations to individuals. This information can be restricted to be viewed only by necessary individuals. Current codes used are: DIP Diptheria HEPA Hepatitis A HEPB Hepatitis B HEP2 Hepatitis B – 2nd shot HEP3 Hepatitis B – 3rd shot MEAS Rubeola – Measles MENI Meningitis MUMP Mumps POLI Polio RUBE Rubella TBA Tuberculosis – US Citizen TBA2 Tuberculosis – US Citizen TBI Tuberculosis – International TET Tetanus VIP VIP Clinic XRAY Chest X-ray 44 . OHIO tracks students only if they are eligible for priority registration as determined by the Office of Disability Service. OHIO can set up codes needed for tracking. and you can set up codes you are tracking.

Physical This will not be used. Application panels and Prospect panels "borrow" information from person record tables in Campus Community (BioDemo panels look "essentially" the same). Audiometric This will not be used. One can reach citizenship information from "Add/Update a Person. OHIO enters country of citizenship. OHIO wishes to remove "other" and "unknown" from their current list of visa types. and then notes US status—citizenship status is delivered for US only but OHIO can build citizenship statuses for other countries but it is not needed at the current time. OHIO may need to adjust translate values and deactivate citizenship statuses they do not wish to use. They utilize fsaAtlas to generate necessary verification documents which are then stored in PDF form.‖ Using "Add/Update a Person" will allow one to update more information.CAMPUS COMMUNITY Health Exams This will not be used. Identification Citizenship and Passport FIT: YES One can access this information from different parts of the system. Respiratory This will not be used. Eye This will not be used. 45 . Visa/Permit OHIO will need to enter the history of all visa types they have used—anything additional will be added afterward. Citizenship/Passport is a "silo" panel where information is stored in order to fill necessary information in other panels.

unknown event. A Gap is in how this will be handled but will not be considered a Gap for this implementation because this is a future. If OHIO wishes to create new student IDs. to use ethnicity percentages. on a student‘s FAFSA data. however. OHIO‘s current values are: 00 01 02 03 04 05 06 Unknown American Indian or Alaskan Native Black. Non-Hispanic Asian or Pacific Islander Hispanic White. Birth Location Birth location is collected and can be stored. OHIO will make DL an ID Management discussion issue that may be stored in the Oracle Data Privacy Shield. Country is recorded here. driver‘s license information may be stored in the financial aid office. and with a different code/description. old school IDs can be stored here. External System ID External System ID is where SEVIS ID information is stored for the PDSO (principal designated school official) and DSO‘s (designated school official). Student employees who have access to state vehicles are required to have driver‘s license data on file. OHIO needs to develop methodology of how to handle IDs. There is no policy on how. Non-Hispanic Non-Resident (International Student) OHIO expects PS will make modifications to accommodate the new federal reporting requirements. this can create a conflict if PS delivers them at a later date. 46 . All External System ID‘s are stored on this page and associated with a person. Ethnicity At this time there is no use of ethnic percentage details. It is needed for students who may drive a state-owned vehicle. This is currently asked on all applications. OHIO stores driver‘s license information in the library. Additionally. The Office of Admissions catalogues and codes ethnicity and Financial Aid will use what admissions catalogues. Country codes and descriptions can be added if they are not present in PS. or why.CAMPUS COMMUNITY Driver's License Data OHIO needs to identify all areas where driver‘s license is located.

Residency Exception OHIO may need to adjust exception list and is considering using the tuition portion of the page to judge against the Kentucky Tuition Reciprocity (exception). residency is required before a student may be term activated. but a modification can be created in order to add needed non-delivered values for state residency drop-down box. the code can be adjusted upon career. OHIO wants to track exceptions to residency rules. Residency logic will need to be revisited and reestablished in the interface with CollegeNET to PS. Supporting Documents Table 47 . County codes are used for both tuition calculation and scholarship eligibility for selective scholarships. County codes are also used to determine commuter status for housing waivers. It is advised to establish the appropriate role security to protect the entered data. OHIO has not utilized appeal status in their current system—this will be new functionality. It is important to note that a student can be admitted without residency status being established. The county code information is currently loaded into an external scholarship database used by SFA.CAMPUS COMMUNITY Residency Data OHIO can create residency exception codes. It is recommended that all exceptions provided to students be captured as a residency exception and not as a residency code. and is considering using the tuition portion of the page to judge against the Kentucky Tuition Reciprocity Agreement (exception). Current system codes for non-residency: N=Non resident O=Non-resident w/Ohio address E=Ohio residency exchange student R=Resident S=Resident w/out-of-state address K=Kentucky reciprocity student There are delivered translate values. OHIO feels that current delivered residency drop-down options will suit needs temporarily—but these will be reviewed. OHIO codes all Ohio students with a county code and Graduate Studies uses Kentucky county codes for the Kentucky reciprocity agreement. SUGGESTION— a student group could be created to address exchange students. which are assigned at the person level—thus. however.

CAMPUS COMMUNITY If supporting documents will be identified/associated with established Visa/Permits in the system. CONVERSION NOTE— OHIO NEEDS TO ASK NEW DEAN OF STUDENTS WHETHER A CO-CURRICULAR TRANSCRIPT WILL BE GENERATED. housing (in house. then student photos will display on the class and advisee rosters in Faculty Center. CPR completion. new or initiate. Faculty memberships are stored in a local area. term-new. The following currently tracks for students participating in Greek Life: Greek Organization. Photo This is a fit. 48 . OHIO needs to be able to track/generate Greek enrollment and create a roster. residence hall. etc. ―Memberships‖ is primarily used for faculty/staff. If they add photos through CC. Conversion – there needs to be a separate meeting with ID management and the PS team. term-initiate. or teacher education licenses. PIN This will be further reviewed in discussion of security authentication. They do not display on the regular class and advisee rosters (used normally by admin staff). faculty. which may not go directly into PS. If this checkbox is checked.). or ―others‖. but needs further review as to utilize its full capacity. they can configure the Self Service setup for SR by using the Show Student Photos on Rosters checkbox. OHIO may consider using this to track completion of the Ohio Transfer Module. it is possible to track prospective student membership. those values need to be defined with input from PS HR and International Student Services. Photos must be in a JPEG format for uploading to PS. Photos are currently used on class rosters and advisee rosters. Participation Honors and Awards FIT: NO OHIO stores/tracks information regarding honors and awards for students. or off-campus). However. although this is used primarily in extracurricular activities (―extra curricular activities‖ can store internal and external activities. The field is 10 characters. This could also be used for Greek system). This data is used to create academic reports for the Greek Life Office. CONVERSION NOTE—Oracle HRMS stores particular certifications (SPR. Licenses and Certificates Graduate Studies will use this as well as programs such as Nursing where licenses are required. such as National Merit Finalists in Recruitment Plus. and term-last.

leaving service indicators to go-live with these particular modules. The work-around would be to have the student be a committee member but you would need individual committees for each student. no add activity". There are 60 different offices with multiple hold codes. prospect. OU will need to look at the hours needed for work-flow on thesis tracking. Service Indicators are needed in order to provide the best communication possible. Membership in committee changes by student. The publication title is a free-form field to allow for special characters. Service Indicators / Holds Service Indicators FIT: NO OHIO currently calls these "holds" (See Appendix for current school holds) In most cases. and would like to individually track theses/committees for those enrolled in multiple programs. In addition to current Service Indicators. which would handle publications for faculty. Any gaps can be reviewed at that time. Conversion — OHIO is looking at a tracking system for thesis/dissertation reporting. the implementation partner will need the inventory of current indicators and their respective impacts. admissions. A Gap resides in associating committees to publications and thesis tracking. and "get enrollment verification. You cannot associate a committee with a person unless the person is a member of the committee. It is then decided what will go-live with these other aspects. 49 . OHIO tracks information locally by college and is not a global stored table.‖ OHIO will need to link committees to publications for dissertation/thesis. The implementation partner will also need to review the current indicators and determine what changes need to be made. A Communication Committee is discussing faculty reporting. and bio-demo data go-live first. and does not recommend storing faculty reporting in ―publications. as well as "Allow drop only. This could be an area of enhancement for OHIO.CAMPUS COMMUNITY Publications This is used a great deal with graduate schools. thus.‖ The "Description" in service indicator impact is needed in order to inform students as to what is needed in order to rectify the indicator. "Block all enrollment" must be added. committee can change at publication (status change).

Control that whatever office places hold is only one to release it Fit. Ability to search commuter students for housing hold 50 . Default reasons can be set so that when they are assigned to students. the impact table can be adjusted to set impacts for certain dates. The audit is a log of all holds on a student. with particular impacts. see Office of the Bursar) for resolution. codes. Plus. Service Impacts OHIO needs to develop a "diploma/no diploma" service indicator/service impact.CAMPUS COMMUNITY Service Indicator Reasons It is advised to have indicators set up in individual departments/offices. Audit There needs to be a larger discussion on what audit tags need to be put on particular fields. Ability to exclude charges from old calc (bursar‘s office) does Not Fit. or students with a particular type of indicator. This needs to be addressed in Student Financials to fully understand the gap and whether or not a business process can be changed or not. reasons. Contact information is also displayed. with a description that directs students to a particular department (i. any can be set.e. It allows for viewing an overview of indicators. no comments. to allow for maximum administrative functionality. no comments. Required indicators will be set up in a particular way. individual reasons can be selected. as well as period and assignment details. no comments. Future effective dating for holds Fit. OHIO has an automated hold and release of a Bursar hold. There are four service impacts that need setup as required by PS—beyond these. no comments. Mass assign Fit. details. Mass release Fit.

. but it is not for thesis/dissertation tracking purposes—customization is involved to attach these to a person. or adjust). which allows for exceptions to be made with an expiration date for release. Override capability--automated (dynamic) The current system has a way of automating temporary release of a hold and then putting the hold back on after a desired transaction takes place. This is a gap for financials and admissions.. It is advised to have a student who ―stops out‖ discontinued and forced to reapply – this allows for the opportunity to collect new information (gives more accurate picture for enrollment). Committee Roles Fit. OHIO wants to keep override capability. Committees Committee Types FIT: YES This functionality may serve little purpose for OHIO. and a service indicator is placed on them. The PhD program requires a readmit process for those reaching "time out" in order to give the department the option to deny continuance. Despite the review of external software. and need a hold to mark as commuter. with no third-party ambiguity. One could use this for grad committees.. no comments 51 .CAMPUS COMMUNITY This is used for those without a resident hall. OHIO wants to blend what they are reviewing on committees with checklists. However. If mail was returned because someone had a bad address. they expressed an interest in being notified if someone changes their address on self-service so that the service indicator can be released.a Bursar issue. There needs to be a discussion of how to handle those that time out and return (keep current procedure. There is a Gap in notification of address update so hold can be released: out of state address changes trigger hold. This functionality allows one to inventory governance structure (this is primarily what it is meant for). a student may be a part of a committee. it is advised to judge this against the cost of PS customization--all PeopleCode can be monitored and structured by the school.

OHIO will decide how communications are tracked. because all codes will be listed on the same table. but financial aid communicates almost exclusively through OHIO email once students have matriculated. Communication Categories Fit. Checklists and Comments FIT: N/A OHIO uses a great deal of communication from Recruitment Plus. It is advised that OHIO use self-service at the point of application in order to manage all school needs. there is a project to create email address at admission. Emails are used for certain continuing campaigns in admissions. Each individual module fit/gap will need to discuss particular communication needs. Text messages are used for current students who elect to use the service. A decision will also be made to decide specific needs/roles of the individual offices and assign the appropriate security. Someone has to globally look at how complete a communication piece is. FIT: YES 52 . F=financial aid. convention decides who gets which alpha designation--A=admission.e. in case of emergencies.e. Administrative Functions FIT: N/A A naming convention is needed in order to establish shared codes (i. no comments. C=Chillicothe. although. 3Cs – Communications. OHIO email accounts are activated at registration. while the responsibility for building communications is in each module.CAMPUS COMMUNITY Row Level Security FIT: N/A It is advised to set up security for appropriate individuals. It is also advised not to give all individuals full row level security during the implementation phase in every instance of the database. Registrar and Bursar exclusively communicate via email. The naming convention must also decide codes for specific communications. admission). but still uses some postal mail (i. etc). either globally or per module.

Communication Management FIT: N/A 53 . UGRD admission student worker. but a record of some kind is needed (i.communication history will need to be moved into PS from 3rd party. et al. OHIO needs to think of security and duties of individuals to establish inquiry and update capability-security is necessary to see that a communication happened. Question raised during Fit/Gap: FIT: YES At what point do you stop communication in Recruitment Plus and begin communication in Admissions? Is there an extract file-and all communication is out of Recruitment Plus? CONVERSION . 3C Groups FIT: YES Group management can be established based upon role. these codes can be queried to review activity. a 2 way can be set up with Recruitment Plus to store communication as completed communication to show in history (this gives record. UGRD admission operations. You will also need communication keys for every communication--communication key is set as the letter code. UGRD recruiters. but does no communication generation) Standard Letters Consultant will need to know all extract fields.e. Communication Speed Keys FIT: YES You will need speed keys for every communication. ISSUE--the PDF view of a communication that is stored on PS cannot be adjusted unless one has PDF writer. Examples--UGRD admission counselor. phone-a-thon)--a communication code can be set up in system for "app-reminder-phone callsuccessful/unsuccessful". GRAD admission operations. 3C inquiry groups can be secured down to the individual user. GRAD admission counselor.CAMPUS COMMUNITY Communication Contexts FIT: N/A Some communications do not generate anything.

Managing Checklists FIT: NO No automation between assigning/completing checklists and the placing/removal of holds. Function Items. The PS system delivers some predefined 3C engine PeopleCode function calls. Declare Function Trigger3CEngine PeopleCode FUNCLIB_CS. &INSTITUTION. &ID = "EMPLID". Trigger3CEngine(). &ACTION = "N". it is very easy to carry an ID and pull prospect data into the application. &RECNAME. Items.EVENT_3CS_ID FieldFormula. &RECNAME = "ADM_APPL_DATA". &VAR_DATA = ?Y?. The 3C engine online triggers are integrated with the system by using a PeopleCode function. Regional campuses may use PS recruitment. Possible Customization: Some due dates may need to be masked in the "to do" section of Self-Service. OHIO wishes to provide more detailed information in the description section. &OVERRIDE = "N". If you have prospects in PS. &VAR_DATA. PanelGroup string &ID. The function evaluates certain key variable information provided in the PeopleCode placed in the transactional locations. Checklist Item Update FIT: YES Checklists can be triggered to auto assign. (If there are 250K prospects. You can use the EmplID (SavePostChange) field on these records: • ADM_APPL_DATA 54 . the Trigger3CEngine function call placed on the ADM_APPL_DATA record has these variable assignments. For example.INSTITUTION. &ACTION. and OUCOM will use PS Recruitment. Every aspect needs to be mapped out before implementation/conversion begins. &OVERRIDE.CAMPUS COMMUNITY Specialty Vendor software such as Recruitment Plus that addresses specific functional needs often bring sophistication that may otherwise not be packaged in the same way or may have desired user-friendly functionality. NOTE-the trigger function as delivered triggers (records). it may be advisable to move out of system to reduce the possibility of creating duplicates. You must define certain variable assignment values when you place this PeopleCode in other records or components. and PeopleBooks gives the code of how to attach a call function to trigger other records than are delivered. Checklist Table. as well as comments and communications. OHIO intended to continue to use Recruitment Plus for Athens undergraduate recruitment. &INSTITUTION = ADM_APPL_DATA. The following PeopleCode example identifies and describes these variables.

you will not be able to know who appended the comment that was originally placed. When appending the comment. Conversion – Some functional areas may want old comments brought into PS. Situation--parent can call on same topic. Comment categories are developed in each modular area and are associated with a particular administrative function. the date/time/originator must be entered as part of the comment text for the appended remarks. Comment. it does not capture the ID of the person appending to the comment that was initially made. OHIO does not currently have date/time/originator stamp for all comments and appended remarks (PS does not log appended remarks). put the date and their initials in the appending comment before saving the new comment. their text comments with no changes. the business practice should be that the person appending to a comment. Rather.CAMPUS COMMUNITY • ADM_APPL_PROG • ADM_PRSPCT_CAR • ADM_PRSPCT_PROG • ADM_WEB_PRS_CAR We can configure the system to provide 3C engine integration in other areas by placing the PeopleCode function call in the appropriate records or components. append comments. OHIO needs original comment to remain (need to use append action). the default value for comment entry is that changes are allowed. If someone else appends the comment. If this is not done. Possible conversion solution--create a "conversion" comment that will store past info with no ability to append. The Comment short description field =10 characters. Comments are tied to a person and reflect the variable data associated with the administrative function. Comments can be subpoenaed (use only as official).e. interview). and pre-populated comments. Categories. long description field =30 characters. 3C group security comes into play to allow viewing according to need--default is for changes to be made. 3C Groups FIT: YES OHIO needs to review roles and decide security to allow changes or not. Standard communications can be set up in a category so that it can be designated for all instances (i. 55 . Comments can be appended meaning that the system displays the ID of the person entering the comment as the responsible ID.

repetitiveness. Comment Management FIT: N/A A conversion discussion with key players is needed to discuss how to handle comments/setup-look at comments for students/events and that between student and waivers. there is also a conversion discussion needed for comments on Recruitment Plus and what events need to receive comments. Have already noted limitations. This means that it can hold up to 32700 bytes (it's an undefined length in App Designer but is defined with a max size of 32700 bytes).CAMPUS COMMUNITY The Comment field in the PERSON_COMMENT record/table in 3C's Person Comment Entry Page is of type "LONG". OHIO needs to make business decision on communication practice (i. OHIO will come up with MS Word template for communication letters that will be stored in a secured drive--process will be run to extract file in a designated folder. tone. you then word merge for output. Events FIT: NO This functionality has not changed since its inception. Consider space needed to store output when using letter generation. 56 . OHIO has 6 major yield events as well as many smaller yield events. Communication Generation FIT: YES A conversion discussion with key players is needed to discuss how to handle comments/setup of groups. It is advised to have a query that will give the volume for letter code and day generated. history)--every aspect needs to be mapped out before implementation/ conversion/configuration begins. Mass Communication FIT: N/A Have specific module discussion on mass communications and population selections. there is no web registration for events. The tables themselves offer valid functionality but the events area does not offer student interactivity such as web registration for the events set up. The events module does not meet the needs of the OHIO Admissions offices which conduct the majority of events. so this can be used to store the converted lengthy comments without problems. The output can then be put in imaging system for reference.e. this functionality might work well for events/meetings that are for internal members. There are also major events for prospective students.

Event Type Table Setup types needed for institution. we must know the source data. organization. OHIO is looking at getting a new 3rd party product for event management. no comments FIT: YES Staff Code Table FIT: YES Develop staff codes (i. for school's yield programs. the template allows OHIO to make the event formulaic. 57 . etc. Event Template FIT: YES You create an event ID when creating an event. and maximum number. Admission Representative). FIT: YES OHIO presently has location information stored in three to four different systems. and then info is fed into Recruitment Plus--in most cases Recruitment Plus is only updated after event. where it‘s coming from. only admitted students are notified. a location table must be created. NEED TO GET A LIST OF ALL WEB FORMS. OHIO currently imports events into Recruitment Plus from a homegrown entity. then admit status is researched. must be setup in order to create template. Meetings FIT: YES Meetings belong to an event. specific staff can be added. date.e.e. AND WHERE THEY ARE BEING USED. there is a web-registration form. as to catalogue attendance. and whether it can be trusted. you can have a history of what was assigned. expected attendance. Overview of Organizations FIT: YES OHIO will have a naming convention for all organizations being loaded. Can setup meeting.CAMPUS COMMUNITY Events have "sessions" within them. department. Resource Code Table Fit. and contact information). more information can be listed (i. you can make notes about facility setup. all meeting and event types must be set up (can set up resource items and comments).

you can have multiple locations w/in org and multiple depts. External Subject Table The external subject table is used to designate academic interests as well as provide a way to categorize courses in the general subject areas for transfer credit purposes. w/in a location.CAMPUS COMMUNITY School Data setup--the school type for secondary MUST be coded as SCD in order to link with Educational Testing Service. OHIO records multiple academic interests at the prospect stage. External Org Code Type Table This is used with College Board EPS market codes. 58 . Organizations can be categorized into groups to assist in identifying organizations conveniently for recruitment. Identify Source Data FIT: N/A College Board is the source of organization data in the Recruitment Plus system. Contact Type Table Contacts can be added to an organization. and can be used for CB Geo-Demographic analysis. School Type Table The file format for international schools from College Board is not as accommodating for different address formats. External Term Table These values are delivered. This is common and PS allows for the use of the organization table in this way. Different offices have different contacts at each external organization. look at service area first and then grow from there. Conversion Issues Organization Group Table FIT: YES The organization table will be used extensively. All modules may have access to maintain contacts in the organization table. ACT is the source data for the OHIO code look up table.

Organization Affiliation Interesting functionality--any organization can be assigned a group code and then a group type: this can allow for query research and then be given to specific recruiter. once clicked. OHIO may give students control over specific data elements provided in PS FERPA views. Publication Categories No additional comments. as the tables are populated there is information that can be controlled. you can control all values if you wish. ATP and ACT codes are the same at HS level. Organization Contacts Contacts can be added to an organization. but not at college level. FERPA Control This is the location where control is granted--without granting control. this control governs the items a student can see in self-service. will display what restricted items have been selected. FERPA Conversion 59 . You can establish and administer FERPA as all or nothing. it is restricted There are delivered FERPA views in PS. you can check the org ID to see how many people you are getting from specific groups. every time a student gets pulled in from that school. FICE code is located in Financial Aid and can be pulled in to populate the FICE code field. this can be done via self-service: FERPA flag in PS. PS delivers process to upload data from ETS/CB services. FERPA FIT: YES Institution decides what it will give the student the ability to release. look at service area first and then grow from there. Institution Publications No additional comments.CAMPUS COMMUNITY Organization Table The table can be populated in several ways--one way is to hold all HS in nation and beyond. HR needs to be at conversion meeting to establish interaction with their records and databases.

Student Center This is the student view/portal for student registration. employee. we will know all records a person has (i. et al). This is not a desired business practice. we need to look at what their restrictions are. holds. Security is setup per ID. SC Setup Personal information section is ALL or NOTHING--this must be noted in configuration (this must also be noted in all fit/gaps)--modification is necessary to display/hide individual information. admission status checking . FA.e. and may want to mask others. If personal information is displayed. names are available for edit by the student. 60 . app.CAMPUS COMMUNITY One conversion element in the plan is the FERPA conversion--if we are importing any employees. OHIO would like to have students see DOB (this is delivered and is OK). where ID holder is granted security for institution/3C group. Student Service Center Self Service FIT: NO In student Self Service. inquiry indicator and update indicator is granted here. view account. student. In the system. update FERPA restrictions. checklists. et al. you will also need communication keys for every communication--communication key is the same as the letter code. changing names [large issue]). This is where you setup all SC options: personal info. provided websites. registration. The 3C group provides user-level security access to categories of communications. access financial aid information. OHIO does not want to allow edit on certain areas (i. the installation requires an all or nothing display of personal information. Only in the instance of a preferred name may it be acceptable to have a student edit that name type. etc.e. update preferred name/no edits on others (Gap). but not have the ability to change. admission. 3C Security FIT: N/A You will need speed keys for every communication. and comments while providing or restricting the user‘s ability to edit the data.

CAMPUS COMMUNITY

SEVIS

FIT: NO

OHIO needs to review business process to judge how to handle total student work hours for international student employees. A service indicator needs to be built to mark whether a student is eligible or not eligible for work--also need contact information for questions. It is necessary to consult with student employment to set business processes. Gaps: form generation, tracking employees and persons of interest (guests). . Conversion Issue--getting information that is held only in Financial Aid and Oracle HRMS; OHIO needs to track start/end-date of employment for international students; OHIO has two statuses for those eligible to work--campus employment auth 9Y/N field), and employment authorized start/end-date. Gap with tracking international student employment and start/end-dates The workaround is giving the necessary people view into the Oracle HRMS system to look at job start and end dates. This is a gap that should not be solved programmatically. OHIO can solve this via security allowances or a report out of their Oracle HRMS system. The international office does more than just SEVIS: UGRD/GRAD cover immigration at application point--financial verification, credentials from college and/or HS, non-degree and study abroad, application and application fee. Admission Checklist Items Need list of all checklist items. International Admissions and International Services will provide this list at implementation. Collected Items: I-20, financial statement, TOEFL, et al. Application Application center can be devised to house apps from various areas (i.e. international, UGRD, GRAD). GRAD admission decision is delivered prior to demonstration of ability to pay. SEVIS ID SEVIS ID is maintained in PS. I-20 FORM OHIO needs a text box for comments next to the English proficiency section of the form; Gap Work around would be to use the delivered comment box.

61

CAMPUS COMMUNITY

SEVIS and STUDY ABROAD OHIO to find out about the ―Open Doors‖ report.

Table Loading Sequence Setup Task Supporting Documents Visas/Permits Name Type Defaults Extracurricular Activity Table External Organization Type NAICS Codes Selection Tool Application Specific Context Context Definition Equation to Context Mapping Field Conversion Definition Copy Field Value Conversion Context Definition Copy Context Definition File Mapping Definition Copy File Mapping Definition Description Defines documents used to verify employee information. Define visa or permit details and supporting documents for verifying status. Define or review the name types that will be created by default when adding a new person ID. Define and update the extracurricular activities your institution tracks. Define organization types and related navigation. Define North American Industry Classification System codes. Configure Population Selection Tools. Define the application specific keys used to map a process to a specific context. Configure Population Selection Context Definition. Map Equation Engine Application Prompt values to Population Selection Contexts File Parser Field Conversion Definition

File Parser Copy Field Value Conversion. File Parser Context Definition Copy Context Definition. File definition and mapping. File Parser Copy File Mapping Definition.

62

CAMPUS COMMUNITY

Population Selection File Map Population Update Setup Form Image Text Event Type Table Campus Community Installation Resource Code Table Health Test Table Staff Code Table Event Template Trigger Prompt Table Ext Org Code Type Table EPS Market Code Table Relationship / Marital Status Immunization Table Relationship Table Font Names Form Editor Form Groups Out Dest Formats Out Dest Types Out Dest Values Postscript Fonts Standard Letter Table CS

Population Selection File Mapping Definition Population Update Setup. Forms Engine EPS Image Text. Define type of events to manage. Install tables required for Campus Community. Define resources to be used with events. Define and update the health tests your institution tracks. Define staff codes to use with events. Define event meeting templates. Identify the edit table for a 3C engine trigger to prompt. Define an EPS market code organization code type. View EPS market codes loaded through the EPS load process. Define and update a marital status corresponding to a joint relationship. Define and update the immunization tests your institution tracks. Define and update the relationships your institution tracks. Font Name Table. Form Editor. Form Group Table. Forms Engine Out Dest Formats. Forms Engine Out Dest Types. Forms Engine output dest prmpt. Postscript Fonts. Set up standard letter codes to be used in Campus Solutions communications.

63

CAMPUS COMMUNITY

Comment Category Table 3C Update/Inquiry Group Table Comment 3C Groups Tracking Group Table Communication Context Table Institution Publications Iwi Table Legacy Table Communication Category Table Communication 3C Groups Publication Categories Service Impact Table Service Indicator Table Committee Type/Role Checklist Item Table Checklist Item Functions Table Communication Speed Key Table Communication Data Source Checklist 3C Groups Event Definition Trigger Definition

Set up categories for comments. Define 3C group codes. Include comments in 3C groups for security purposes. Set up tracking groups for checklists. Set up contexts for the communications process. Define and update the publications your institution tracks. Maintain Iwi codes and descriptions for NZ Maoris. Used in SDR Reporting. Define the types of legacy affiliations that individuals can have with your institution. Set up categories to use in the communications process. Include communications in 3C groups for security purposes. Publication Categories. Define service impacts codes to attach to service indicators. Create service indicators code, for both positive and negative service indicators. Define the committee types and member roles. Set up items to be used in a checklist. Set up checklist items by administrative function.

Manage Speed Keys for communications. Define communication data source to be used in Campus Solutions communications. Include checklists in 3C groups for security purposes. Define events for management of communications, checklists and/or comments. Define triggers for management of communications, checklists and/or comments.

64

CAMPUS COMMUNITY

Organization Recipient Usage Organization Affiliation External Organization Codes Religious Preference Table Residency Exception Table Residency Table Standard Industry Table Standard Occupation Table Define External Systems Athletic Participation Table Update Security - Acad Orgs Honors and Awards Table Student Services Center Setup External Term Equation Application Prompts SEVIS Event Types SEVIS File Errors User Defaults

Define hierarchies of Organization Recipient types to search for and use in a specific usage. Create or update an organization's affiliation to the institution. Create or update EPS codes for an organization.

Define and update the religious preferences your institution tracks.

Define and update the residency exceptions your institution tracks. Define and update the residency information your institution tracks. Define and update the United States standard industrial classifications your institution tracks. Define and update the United States standard occupational classifications your institution tracks. Define external systems for which external system identifiers can be tracked. Define and update athletic participations your institution tracks. Link your academic organization security tree to academic organization security. Define and update the honors and awards your institution tracks. Define the labels and sections to show for the Student Services Center Define or review external terms sessions for external organizations. Add or update the list of applications that use equations. Define SEVIS event types and form request defaults. Define file errors returned from SEVIS. Define user defaults.

65

Zanesville--HS visit. need a list of how we get a lead to OHIO. letter.RECRUITING AND ADMISSIONS Section 6 Recruiting and Admissions CIBER Leads: Dewey Holleman and Micah Marin OU Process Owner: Jean Lewis OU Leads: Steve Flaherty. county. If the regional campuses and COM use PeopleSoft for recruiting/prospecting.If we are developing regions. Setting up Prospects FIT: YES Application Centers . Jill Lallier Fit/Gap Sessions were held from April 7 to April 17. Shelley Ruff. In this way you would be able to track prospects by county and this would be especially helpful to identify students from the Appalachian service area. It is recommended that the applications centers mirror the various admissions offices through the University. Trees must be updated when ZIPs change. there will be only a need to develop a region tree that would reflect the detail of the state to the county level. Kim Trout. Debra Benton. Recruitment Territories FIT: YES Regions . test score. college fair. but a list of all ZIPs will be needed (ZIPCODEdownload.This is a fit but final determination of who will use Recruitment Plus and who will use PeopleSoft was not resolved at fit/gap. The initial determination is that Undergraduate Admissions in Athens will continue to use Recruitment Plus and that Regional Campuses and College of Medicine (COM) will use PeopleSoft Recruiting. 66 .These are similar to Recruitment Centers and must be set up. phone. a ZIP range can then be set for ZIP. OHIO currently has a means by which to get this done. or very specific. Test scores are currently loaded in SIS and then exported to Recruitment Plus (this is done to capture the SIS PID and help with SIS duplicate resolution). Region Postal Code Table . Cleveland NACAC National College Fair). You can even set up specific fairs or events (i.PS will create a tree. or email.e. and state.com is one resource). every code off of the Postal Code table will be present. Region Tree . Referral Sources FIT: YES You can keep the sources/descriptions very general.

and event representative. such as a Nursing recruiter. Recruiter Programs Persons designated as recruiters may be assigned to specific programs. Recruiters may be assigned a region and from a particular area may be excluded or included in a region. Adding Recruiters A recruiter must exist in the system with an ID. Specific program/plan recruitment can be assigned here as well.RECRUITING AND ADMISSIONS Recruitment Recruitment Categories FIT: YES This is or can be how you want to put students into a category in order to message them differently. Business practices must be determined in order to decide who recruiters will be.e. or Minority Engineering recruiter are examples. Prospect Record FIT: Yes First three screens of the prospect record and application are the BIO/Demo screens. And a recruiter can have multiple roles such as host. Categories have delivered types of academic. OHIO can assign a recruiter by plan. The recruiter summary is an online listing (online list is real time). Recruiter Categories Anyone designated as a recruiter in the system can be assigned to a specific recruitment category for the purposes of messaging or accountability. interviewer. or region. nursing or music). 67 . A list of a recruiter's students must be pulled from a Query however an online screen view is available. Recruiter Regions/Centers Recruiters can be assigned a specific Region to represent a geographic region for accountability. Each category developed will be associated with a type of category. which will aid in equating to a particular school (i. athletics. and when their duties become active and what their particular roles and assignments will be initially. music. For example. The recruitment centers will mirror the application centers. PeopleSoft ‗borrows‘ them from Campus Community for user convenience. alumni.

4 different files for SAT/ACT (new or repeat SAT. Campus must be populated in order to facilitate this (current system only allows for packaging at the most recent application location). OHIO Athens Admissions recommends loading test scores into PeopleSoft as first entry point. You can purge the prospect record without purging the person record. A student could make changes after application is locked by Athens. The purging process takes place currently in SIS.e. Campus will equal MAIN.RECRUITING AND ADMISSIONS Admit term is the term to which you are recruiting the student (this marker is also used when purging prospect records from the system). It is strongly encouraged to revisit the definition "Home Campus" within the OHIO system. This will accommodate current practice for multiple campus recruitment. new or repeat ACT). This makes the institution appear as if it is competing internally for the student and may send the wrong message. OU will need to store the Empl ID from PeopleSoft in Recruitment Plus. The link between SIS and Recruitment Plus is by PID. 68 . A review of the process is encouraged. This will require an interface to be built. However. Zanesville uses interest category to notate campus. When entering prospects. CollegeNet can feed into Recruitment Plus as well as the current SIS. The admission application will feed into PS through CollegeNet. (i. OHIO will decide if/when prospects will be purged from the system. OU hasn't decided whether prospect data will be pulled into PS or not. This should mirror the academic structure. the recruitment status date can be back dated to record the date of the recruitment event in case of data entry time lag. A student may be a prospect for multiple campuses using the Campus field. Financial Aid uses primary campus for projected scholarship awards. there is a high degree of risk of confusion on the student's part about why they are getting similar information multiple times when they possibly have already decided which campus to attend. it is not a completely reflexive system. If a two way interface is developed between Recruitment Plus and PeopleSoft. but not Recruitment Plus. 5 files provided--app file (anyone in SIS w/app). which is Athens. Athens and Zanesville).

AP country codes must be mapped to the appropriate PS country codes. REGENTS EXAM. Compass. we need to accommodate the electronic feeds (ACT. any source documents that will complement will be brought into HIGHLAND OnBase document Imaging system. Current Input Sources: ACT. PRAXIS. LSAT. IELTS. GMAT. it is notated as to what career will be receiving the scores. New electronic feeds--TOEFL. 69 . SATII. etc. MCAT. SAT. Implementation team will need to review all current testing in SIS and map it for conversion. GRE. Test score Flow from PS to OnBase Imaging system OHIO will load stest scores to PS. OGT. and ALEKS.) and make sure we have the appropriate mapping. IG. academic interest can be mapped to program/plan. Regional campuses use ACT COMPASS--needs to be added to provided list of exams. WAEC. O's. The TEST ID is the test name itself. However. Implementation team will need to go through every test and define it. HKLE's. A complete listing of ALL tests needing storage in PS must be developed. COMPASS. some exams are delivered based upon a delivery schedule. Recruitment Plus currently allows viewing of the SAT essay--this is lost in current SIS system. GMAT are desired and needed. manual exam loads are used for A's. MILLER ANALOGY. OHIO will convert test scores from SIS to PS but the test table and test component tables must be configured first. A. This was provided. the right code must be mapped to the right test. NURSING (NCLEX). O. further review and research of data in the current system is needed prior to any configuration. TESTING AGENCY is who administers the exam.RECRUITING AND ADMISSIONS Test Score Setup Test table and test component table FIT: NO Need a list of current tests that are being tracked in the current system. there is also a flow of data to Recruitment Plus. A complete listing of ALL tests needing storage in PS must be given. ESL. External Test Score Mapping If OHIO is noting ethnicity. ALEKS. IELTS. HKLE. TNAM will be a potential source for identifying tests. We also have a data mapping issue in determining what are the present components with what were past components. their components and min/max scores. SAT. TOEFL. CLEP. AP. SATII. OU NEEDS TO GATHER LIST SO THAT THE APPROPRIATE CONVERSION MAPPING CAN BE SET UP. with TOEFL.

Regional campuses use ACT COMPASS-needs to be added to provided list of exams. Paper test records received will be entered into PeopleSoft AND will be scanned and indexed into Highland OnBase document imaging system and become a part of the OnBase file for the particular student. manual exam loads are used for A's. Processing External Test Scores External Test Score Load FIT: NO Scores are manually brought in -. O. OHIO will load scores into PS.RECRUITING AND ADMISSIONS OHIO will load scores into PS. It was decided that all Test Scores received (Electronic and paper) will be loaded directly to PeopleSoft. CLEP. HKLE. This would be a custom build. PRAXIS. MCAT. REGENTS EXAM. NOTE--whatever new host will be used. ESL. Current Input Sources: ACT. and will then push to Recruitment Plus in order to capture EMPL ID.an automated process where scores are pushed to shared drive. and will then push to Recruitment Plus in order to capture EMPL ID. ALEKS. this will reflect current business process and need. COMPASS. or IELTS scores. IG. NURSING (NCLEX). OGT. WAEC. All error messages will be listed. IELTS. SATII. LSAT. ETS has an FTP process to pick up scores (was not the appropriate FTP for SIS). and there will need to be someone in office who reconciles suspense files. we need to establish software needs for automatic transfers. Test Score Suspense Data You have the ability to purge the suspense file (anything that did not match/load). with TOEFL. O's. GMAT. HKLE's. some exams are delivered based upon a delivery schedule. PeopleSoft does not deliver an out of the box process for loading Compass. TOEFL. 70 . MILLER ANALOGY. External Test Score Purge This is a delivered process. The interface from PeopleSoft to Recruitment Plus should include posting test scores to Recruitment Plus. Search/Match and Post This is a delivered process. it is notated as to what career will be receiving the scores. and a scheduler updates student records as desired. GRE. A. AP. and ALEKS. SAT.

Go Live dates will affect when certain parts of the system will need to be ready. It is recommended that a robust interface be built from CollegeNet to PeopleSoft for each application and that few paper applications are printed.RECRUITING AND ADMISSIONS Data Source/Testing Agencies This field is a translate table--thus allowing for additions/subtractions. CollegeNet didn't have a list of institutions -. Adjustments are still made to application manually because applicants will enter the address or name info incorrectly. International directly enters paper applications into CollegeNet. Undergraduate and Graduate Business Processes FIT: Yes Need to recreate the online application interface to PeopleSoft. Graduate application form can be imaged and loaded to OnBase. Checklist assignment can be done automatically through 3C triggers. Part of configuration will be to get the appropriate testing agencies for all external test scores. Need to look at imaging system and review process. When the student accepts an offer of admissions an admission action of "intent to MATR" is inserted to the program / plan stack. completed. thus allowing committees to access docs for decisions. OHIO has a rolling admission process. PeopleSoft allows for admission offer acceptance or decline through self-service. Instead it is recommended that the staff enter the paper applications into CollegeNet initially and then edit the application after it loads to PeopleSoft as needed. OHIO has prospect records already in SIS and thus need less data entry for applications. OHIO wants a consolidated screen for entry of applications that does not require the user to navigate too many screens to get the application loaded. 71 . and monitored by the department. This will allow for a centralized queue area for Graduate admission materials. Messaging to all students and the guidance community should be to submit the application online whenever possible for the student. It is not recommended to modify the system to accommodate quicker data entry for a smaller percentage of the overall application pool. This can be used to benefit Graduate Admissions and International as well as Undergraduate Admissions. It is recommended that Graduate departmental checklists be assigned.there is still an issue with school/college loading to SIS correctly. Graduate Admissions edits information as the student goes through the process and additional changes are made after decision. Need to give CollegeNet the list of institutions needed to record prior education.

RECRUITING AND ADMISSIONS

Undergraduate Admissions will be live with imaging before Graduate Admissions and International. Students can review admission status online. Housing deposit is the place holder and is due by (May 1). Housing process is tied to the deposit and the business process only allows for collection of the housing deposit at certain times. OHIO emails are assigned at time of registration. UGRD and GRAD need app ready by Aug 1 a year prior to go-live date. College of Medicine needs to be ready by June 1 a year prior to go-live. Regional campuses stop accepting applications 14 days before start of the term but may continue to accept as enrollment needs shift.

Com Business Process

FIT: Yes

We should be able to interface e-application to feed into PeopleSoft. Supplemental form will function as a maintenance form for the submitted applications. New checklists can be made to ask for supplemental form, test scores, etc. We need to know the record layout from the service so that the interface can be built; interfaces need to be ready by August in order to be ready for a fall XX go-live date. GO-LIVE DATES WILL AFFECT WHEN CERTAIN PARTS OF SYSTEM NEED TO BE READY (I.E. APPLICATION, SCORES, GRADES, ETC.); Application process upholds rules set by Osteopathic organization. There is an initial application, additional applications if necessary, and an interview. There is a cross check of the e-app with a paper application. Additional application is an institutional application and it is a PDF sent to the student that is printed and mailed in with a $30 payment. $100 is due 2 weeks after acceptance. $500 is due at enrollment. Students are given OAK ID once accepted and paper forms are coming from OM service. Undergraduate and Graduate admissions application interfaces need to be ready by Aug 1 a year prior to go-live date. COM needs it by June 1 a year prior to go-live. COM has dual degree combination: DO/MBA and DO/PhD.

Continuing Ed Business Process

FIT: Yes

Paper applications are received and entered manually. This process will be in tandem with Undergraduate process. Initially, business practice will be looked at separately from undergraduate.

Transfer Business Process

FIT: Yes

An image from online application can be created in OnBase for later review by committee; departmental checklists items can also be set up. Communication between department and admissions will need to be fine tuned to eliminate duplicate information. TIME WILL BE NEEDED TO SET UP ONLINE TRANSCRIPTS AND UPDATES TO CLEARINGHOUSE. 72

RECRUITING AND ADMISSIONS

Fill out a form which has BIO-Demo data on it; docs are requested; PeopleSoft has a delivered process for loading e-transcripts. OHIO has dual admission--those who don't qualify for main campus, can have admission for next fall, but have to attend community college and get guaranteed entry the next fall (creates a transfer record). Those in this category are sent the offer for dual admission instead of a denial letter. County is a required field for OHIO applications and this affects dual admission (this is a free form field in PeopleSoft.

No Shows

FIT: Yes

Fees can be waived for anyone who is deemed necessary; for those who reapply and were no shows initially, the same level of effort by staff is necessary to process admission application. No shows currently have their record remain until a clean-up is done. There is a process that runs to adjust the decision code to FN (no show) and applications are not purged/recycled. Those who come after one year will have to reapply through the regular process and pay fee. Those within a year can be reactivated with no application fee assessed. An update form is filled out and a "new" application is created. Graduate admissions currently will keep the applications for one year and those applicants whose applications are inactive for one year must reapply with fee ($25). Regional are basically same as main, but no fee is charged upon readmit. If interface is setup for COM admission application, reporting will improve in this area.

HS Students Taking College Courses PSEOP= Post Secondary Options Program. OHIO will set up ‗PSEOP‘ as an admit type. Configuration requires a determination of how to code them.

FIT: Yes

HS (High School). The new 'Seniors to Sophomores' program will need to be an admit type. These students are referred to as HS Non-Degree and must go through the PSEOP program. Regional campuses also administer students through PSEOP. In the past, those who missed the application deadline were admitted as a non-degree. PSEOP students are also coded non degree in the system. OHIO has a new program that will allow Sr's to complete Sr year on a college campus (these may, or may not, be PSEOP). The program is called "SR to SOPH Program". Admission requirements are different; normal ND and Exchange students will be in this same admit type. 73

RECRUITING AND ADMISSIONS

Distance Learning (Continuing Ed)

FIT: Yes

High School students can take courses, but are not covered under PSEOP (have to pay costs). They need recommendation from superintendent or principal and they complete enrollment form and do not apply for admission. There are not a lot in this category but most are PSEOP. OHIO Without Boundaries are degree seeking students and are in the Graduate area. Special students can only take a limited number of courses at this level.

Summer Transition Program

FIT: Yes

Students who are denied, appeal, then still denied are admitted for summer, and possibly gain admission for fall if they successfully complete a recommended course of study. A student group may need to be developed to track these students for eligibility to return.

Sixty Plus Program

FIT: Yes

This will require a student group to be set up for tracking and reporting purposes.

Adding New Applications Manually Search/Match

FIT: Yes

OHIO can search all records in the system for a person or an organization. Search criteria are delivered and can be adjusted to strengthen search / match or allow fewer search results. This is configured by the institution and normally by a Campus Community Steering Committee. Searching for an Applicant OHIO will use the CS Person Traditional search in Search/Match. Entering or updating applicant bio/demo data Prefixes will not be used at the student level and will only be used by department, area, or with parent. Entering application program data Data is sequenced in order to show history of applicant progression (i.e. from applicant status to admit). Once admitted, a student can accept admission offer via self-service (this function can be turned on or off). Entering application data 74

RECRUITING AND ADMISSIONS

Program Action will always default to APPL (applicant) status and application date is the date stamp from CollegeNet. The ‗created on‘ date is the date it was loaded to the system. CollegeNet loads date and reference number can be stored in the external application field for cross referencing. Warning on application for last school attended does not feed "external education" data. Once an application is saved, it is then ‗attached‘ to the person record. Calculating the application fee when entering a new application The calc app fee is set up to show charge/payment of app fee. There is a fee type that can be described. OHIO may need to adjust the fee type drop-down to correlate with OHIO fees. On the load process for admission you can have a one item checklist termed "application fee". A CollegeNet conversation is necessary to ascertain whether real-time updates are possible. It is advised to touch base with other PeopleSoft/CollegeNet schools to see how they are dealing with application fees. OHIO will check bundle release notes for e-app updates to PeopleSoft 9.0 Student Financials would like to have a history of the charge and payment on the student account. CollegeNet sends a monthly check-with roster-once a month (this may cause an issue in that a charge will show on the account)--the roster is sent to each department (GRAD, UGRD, etc); Some parents want detailed statement of every dollar paid to the school because application fees are added to account detail. Entering program actions Program Action will always default to APPL (applicant) status; Delivered Actions: ADMT=admit, ADRV=admission revocation, APPL=application, COND=conditional admit, DATA=data change, DDEF=defer decision, DEFR=defer enrollment, DEIN=intention to matriculate, DENY=deny, MATR=matriculate, PLNC=plan change, PRGC=program change, RAPP=readmit application, RECN=reconsideration, WADM=administrative withdrawal, WAIT=waitlist, WAOF=waitlist offer, WAPP=applicant withdrawal; 75

RECRUITING AND ADMISSIONS

OHIO needs to know more about the action codes in order to align it with their process (may need to add codes). It is highly recommended that the delivered codes be used. OHIO has need for provisional (those admitted but still need docs), and have two different conditional admits (those who are not quite to standards, and need to prove themselves). OHIO will set "intent to MATR" when student pays housing deposit. MATR will occur in a batch process after deadline of May 1 or shortly before Pre-College Orientation. Entering recruiting information for an application Empl ID pre-populates on an application if the person had been a recruit Adding communications, checklists and comments for app When saved, checklists are automatically able to be viewed on self-service (real-time); Checklists be added to the admit letter.

Checklist Items

FIT: Yes

If necessary, prospect checklists can be created. See appendix A for applicant/admit checklist requirements. Scanned citizenship docs need to be made available to regional campuses. DOB form is sent when DOB is not submitted on the application. See appendix B for admitted student checklist requirements. Some international students may have limited to no access to internet--may need physical mailers for checklists items.

Auto-Decision

FIT: NO

There is no auto admissions decision program delivered with Campus Solutions. There is interest in developing a customization. However, specific parameters will be determined at a later date. This is a moderate modification depending on the complexity of the admission criteria.

External Education

FIT: NO

Campus Solutions does not compute a cumulative attempted academic GPA for admission decision purposes. This would be a minor modification to the system to develop a calculation call function when a student has attended more than one institution and wishes to transfer to OHIO and needs to meet a specific GPA/hours requirement to gain entrance to the University.

76

Test Results FIT: Yes It is best. OHIO may wish to index scores on HS transcripts in OnBase to extract that data and populate necessary PeopleSoft tables. APPL=application. The description on this panel is an extractable field for publication in a communication Application Student Response FIT: Yes Can be turned on or off in self-service set up or data can be entered manually through application maintenance. when possible to have scores come electronically from the testing agency. Basis of Admission FIT: Yes This notates why we admitted someone (different/more specific than action reason). ADRV=admission revocation.RECRUITING AND ADMISSIONS Transcript Date is the date the transcript was generated by the generating school. It is advised to set a default date for graduation. This allows for students to notate that they are going to another school and why they are going to that school. it is a labor intensive process to enter all test scores. FIT: Yes 77 . Quick Admit / Quick Enroll Fits. This is what financial aid uses to note final verification for aid purposes. COND=conditional admit. Delivered Actions: ADMT=admit. no comments FIT: Yes Admitting Students Program Actions Program Action will always default to APPL (applicant) status. otherwise. DATA=data change. This screen can also be used for those coming to OHIO to notate why they ARE coming to the university.

OHIO will set "intent to MATR" when student pays housing deposit . DEIN=intention to matriculate. MATR=matriculate. OHIO needs to know more about the action codes in order to align it with their process (may need to add codes) OHIO has need for provisional (those admitted but still need docs). DDEF=defer decision. COND=conditional admit. PRGC=program change. WAOF=waitlist offer.RECRUITING AND ADMISSIONS DDEF=defer decision. DENY=deny. WAPP=applicant withdrawal. WAOF=waitlist offer. DEFR=defer enrollment. RAPP=readmit application. DENY=deny. PRGC=program change. and need to prove themselves). RECN=reconsideration. WADM=administrative withdrawal. WAPP=applicant withdrawal. PLNC=plan change. WAIT=waitlist. WADM=administrative withdrawal. RAPP=readmit application. Matriculate Students Delivered Actions: ADMT=admit. ADRV=admission revocation. OHIO needs to know more about the action codes in order to align it with their process (may need to add codes) 78 . WAIT=waitlist.MATR will occur in a batch process after deadline of May 1 or shortly before Pre-College. DEIN=intention to matriculate. DATA=data change. MATR=matriculate. PLNC=plan change. and have two different conditional admits (those who are not quite to standards. RECN=reconsideration. APPL=application. DEFR=defer enrollment.

OnBase to capture the document. There is no delivered interface to DARS or CAS and this would have to be written. Core + major requirements. Need a tech fit gap. (Legend) 79 . This is a moderate interface that would need to be written to push information. The system does not have a 'fetch feature' where the courses entered manually in external education would auto-populate the manual course credits screen.RECRUITING AND ADMISSIONS State Transfer Initiatives in OH Clearing House FIT: NO EDI -Translation program needs to be written at OHIO or bought/gotten from another school. There may be a need to modify the transfer credit evaluation report to provide a Key of terms used on the form. the admissions decisions include remediation. There may be a need to be an interface in this process with the Imaging system. OHIO is mandated to send and received transcripts electronically. DARS product and its maintenance are mandated by the state of Ohio to provide students with a central place to research course equivalencies within the state. OHIO system currently calculates and stores the quality point deficit a student may have. This feature is not offered with Campus Solutions and the system would have to be modified. This is a typical and minor mod request. 38 guides exist. Need a cumulative transfer GPA calculator that will calculate a cumulative transferable GPA for Admissions purposes.No fetch process. CAS (Course Applicability System) OHIO uses CAS. PS Delivers EDI capability but there may need to be further investigation to this process to gather specific requirements from a technical perspective. OHIO needs to decide whether to continue to calculate a cumulative GPA for admissions purposes based on a GPA that includes remediation. OHIO can look to Bowling Green to see what they are doing. There was some concern how automated the maintenance would be. This would be a Moderate modification/ External Education to Course credits manual . Currently. Transfer Credit Report If PS Transfer credit is used. Transfer Assurance Guides Gen Ed required courses that are taken at any state school. Component Interface and App Engine can be used to load external data. Quality point deficit Need a quality point deficit showing continuously. Data translations to and from CAS and DARS.

certain number of hours Dummy course with hrs posted to reflect degree. Most international courses do not have transfer course equivalency. Leslie demonstrated transfer credit for the group. and converted GPA details about external subject areas. OHIO transcript produces summary information for students on Transfer probation students. units.no grades entered T grade assigned and TP for pass/fail. External subject information can be reported on a transcript. external GPA. Storing this data is useful for grouping subjects. There will be significant work in this area building the external catalogs if PS Transfer Credit will be used. There is a proposal to centralize transfer credit processing. Graduate programs tell admissions which courses will transfer. Set up Transfer Credit Processing: FIT: Yes External Education subject table must be set up. Recommend to not do this if possible. Processing Transfer Credit FIT: Yes During this timeframe. or reported from another source. Need to distinguish between -. exchange. School subject maintenance allows for grouping. Send to college to equate if it is not equated already.RECRUITING AND ADMISSIONS Transfer Processing FIT: Yes Transcript received current student or new. this would be a modification. You can attach study agreements to individual student records on the External Study page of the Term Activation (STDNT_ACTIVATION) component. You can add multiple rows to enter external subject data. if your office tracks subject area requirements but does not want to enter or load all of the external courses that a student has taken. you can record course level. Study agreement codes are normally used to represent study abroad. Freshman and Transfers have to be admitted to enter courses. Transcript translation check box for electronic transcripts must be checked. and visiting programs. Grad mass hours: OHIO completed grad degree from somewhere else. Students have a combined GPA to graduate. But if DARS is kept then an interface will 80 . Conversion: Some duplicates exist in legacy org table so a fresh unduplicated data source is needed. System defaults: May need International School Types. They have loaded some equivalency. For example. The group was concerned about abandoning DARS. Courses offered check box needs to be checked. Records set up must have been set up before you can configure. self-reported. number of courses.

Batch job or process on line. Viewing prospect/applicant general materials summary Could have a comment code or evaluation status used to track the file or to drive OnBase queue Need to track file location (is the file with the Dean's office for review) Viewing summary checklist. Viewing prospect summary information Can write queries which can be stored in favorites or possibly through a menu item setup.Summary Screen . Deleting a prospect/applicant record FIT: Yes There are ways in PS to delete the prospect record without the person being deleted. Data warehouse only carries 5 years of data. SIS .Application screen for details College Net tracks name of recommender that will be sending the letter of recommendation Viewing a summary of an applicant‘s progression No view currently in SIS Viewing summary recruiter information Recruitment Plus provides same type of information. it must be resolved. Final determination on fit will be needed based on the decision to use PS transfer credit or to remain with DARS. It is refreshed nightly.no detail information SIS . Viewing Summary Viewing summary application materials information FIT: Yes Can view through self service view. OHIO does not use DARS to its fullest capacity. The end of the session the decision was still not certain whether to use PS Transfer credit or not. and communication data 81 . Currently in SIS have a batch job that deletes prospect records Batch job in Recruitment Plus. comment. If duplication occurs for an application.RECRUITING AND ADMISSIONS have to be developed.

no comments Communication Generation FIT: Yes This has to do with WHERE communications will be generated for prospects and applications: OHIO Athens Undergraduate Admissions and Graduate Admissions at the end of the fit/gap sessions decided that they would continue to use Recruitment Plus. no comments Viewing a person‘s account summary Might be helpful for International students . It is imperative that the recruitment system be updated when a student applies to prevent further encouragement to submit an application when the application has already arrived. The College of Medicine decided to use PeopleSoft Recruitment.especially housing deposits Need to know if they have a SF hold. An interface from PeopleSoft to Recruitment Plus is required. Normally.it can be scratched from this document unless you feel that it is required to state that training is needed. It goes without saying that training on any of these processes is required. the University will have to decide which communications are generated from Recruitment Plus and which are generated by PeopleSoft. Viewing application evaluation summaries Fit. ( I think that was just typing of a statement that was voiced .RECRUITING AND ADMISSIONS Can view through self -service and through the management page Viewing schools by groups Fit. the interface would need to be a two-way interface bringing communication history from Recruitment Plus back in to PeopleSoft. you can set the frequency that the letter generation extract is generated using Run Control and the Process Scheduler. If access is given this is possible. there is the capability that you could continue to use Recruitment Plus to communicate past the recruitment phase. However.) 82 . all recruitment communication will come out of Recruitment Plus and admission decision and processing letters would generate from PS Campus Solutions. This is a training issue. and the institution would like the communication history to be in PeopleSoft. In using two systems. no comments Viewing groups of prospects or applicants Fit. The user has to understand the summary information they are viewing. The Regional Campuses were not completely sure whether they would use Recruitment Plus or move to using PeopleSoft Recruitment/Prospecting. When using the letter generation process. If this is done.

Table Loading Sequence Setup Task External GPA Type Table External Education Comments Test Component Table Test Tables External Test Score Mapping Ethnicity Mapping AMCAS Ethnicity Mapping CRS Major Codes SAT Math Recentered Values SAT Verbal Recentered Values Referral Source Table Admissions Installation Region Table Description Define GPA types for external education data. Define major codes for CRS search tapes. I used examples from NIU. Define installation options for recruiting and admissions features. Map ethnicity codes from AMCAS to PeopleSoft ethnic group codes. where it has been done before. It has been done at other clients and I would strongly suggest that it be done here at OHIO. Map ethnicity codes from the testing agencies to PeopleSoft ethnic group codes.Freshman and Transfer Process with OnBase FIT: NO Two generic interfaced process flows were demonstrated during fit/Gap using PS and OnBase document imagining. Define regions for prospect and applicant recruiting. Define verbal recentered values for the SAT test.RECRUITING AND ADMISSIONS Process Flow . Define math recentered values for the SAT test. Define the source of referral for a prospect. Map test IDs to PeopleSoft defined test codes. 83 . Define components for external tests. Define Test IDs and score ranges for external tests. Default comments for external education entry. There is no delivered interface and this would require a moderate modification to build real time processing between the two applications.

Define the CEGEP program table for OUAC processing. Define SAT II test codes. Define GPA codes for AMCAS tests. Define credit hours codes for AMCAS tests. Define program action reasons for application processing.RECRUITING AND ADMISSIONS Admissions Action Table Teaching Subjects CEGEP Program Table SAT II Test Codes External Summary Type Table Enrollment Target Population Enrollment Target Division AMCAS GPA Codes Law Categories AP Country Codes AP Subject Test Codes GRE Subject Test Codes Program Action Reason Table AMCAS Credit Hour Codes Basis of Admission Table ADA Country Codes Extracurricular Activity Map GMAT Country Codes SAT II Test Recentered Values Define program actions for application processing. Define divisions for enrollment target processing. 84 . Define summary types for external education data. Define SAT II test recentered values. Map external extracurricular activities. Define teaching subject for OUAC processing. Define country codes for AP tests. Define country codes for ADA tests. Define populations for enrollment target processing. Define basis of admission codes for application processing. Define subject test codes for GRE tests. Define law categories for OUAC processing. Define country codes for GMAT tests. Define subject test codes for AP tests.

Define evaluation codes and committees for application evaluation. Define reasons an applicant is attending another school. Define admit types for prospects and applicants. Define cutoff ranges for alternate admissions offers. Define recruiter centers to assign a prospect. Define rules for calculating alternate admissions averages. Map external academic interests. Set up TS 130 and TS 131 and define contacts. Define application centers to assign to applicants. 85 . Define admissions comment codes for application processing. Define the structure for prospect self service Request Information feature. Define materials groups for application and general materials.RECRUITING AND ADMISSIONS Region Postal Table Religious Preference Map Academic Interests Map Enrollment Target Cohort Admission Comments Table Rating Comp Definition Table Evaluation Status Table TS130/TS131 Setup Material Group Table Application Center Table External GPA Rules Table Recruiting Center Table Admit Type Table Recruiting Category Table Response Reason Table Web Prospect Create Table Rating Tables Evaluation Tables Average Cutoff Table Alternate Average Calculations Alternate Offer Table Define postal code ranges for regions. Define GPA rules for external education data. Define rules for alternate offers of admission. Define cohorts for enrollment target processing. Define statuses for application evaluation. Define rating components for application evaluations. Map external religious preferences. Define recuiring categories for prospects and applicants. Define rating schemes for application evaluation.

Define early financial aid categories. 86 .RECRUITING AND ADMISSIONS Early Financial Aid Categories Early Fin Aid Categories Define the types of financial aid considered for an early financial aid offer.

Aid Year FIT: YES The Financial Aid awarding cycle is a set of recurrent operations used as the institution processes and manages student data to evaluate. award. Winter. This application is used primarily for 87 . Spring terms built in FA Term Financial Aid terms build on three career types: medical (MED). Fall. awarding students. Non Financial Aid eligible programs will not build FA term The OHIO financial aid system currently interfaces with an online application (Enrollment Confirmation) that is used by students to inform the office of their planned enrollment for the academic year. Summer.FINANCIAL AID Section 7 Financial Aid CIBER Leads: Julie Simpson and Micah Marin OU Process Owner: Jill Lallier OU Leads: Steve Flaherty. Many downstream financial aid processes (budgets. Shelley Ruff. Three standard terms and one non-standard. at OHIO. requesting Pell funds. institutional. and disbursing aid). originating student loans. Thus. The following is a detailed summary of the Fit/Gap sessions that were conducted for the Ohio University Financial Aid Office detailing the fits and gaps within the PS Financial Aid Module. summer term comprised of sessions 10 base weeks of instruction for standard term and 10 base weeks of instruction for non-standard term Medical may have early aid year start date Summer is a header for the financial aid year Financial Aid Terms FIT: NO A Financial Aid term is the combination of a period of time that an institution determines as an instructional accounting period and an academic year. the Winter Intersession term will not be established as a financial aid eligible term. and private funding. One of the first steps in setting up the awarding cycle is to define the boundaries of each financial aid year to maintain separate and unique financial aid years throughout a student‘s educational career. Only terms eligible for financial aid are established for each financial aid career. and undergraduate (UGRD). and disburse federal. graduate (GRAD). Each area was discussed in length in determining the current business processes and policies and how they would work within the PS Financial Aid Module. are dependent on having the financial aid term built for a student. Jean Lewis Fit/Gap Sessions were held from April 14 to April 17. Debra Benton. state. Kim Trout.

Receive and send ISIR dataGap . Update Bio/Demo (DOB. the evaluation of a student‘s financial aid eligibility begins.If a student changes campus of enrollment during fall/winter/spring from Athens to a regional campus. Email will be discarded 3. Citizenship and Marital status – OHIO will need to have further discussion about how/when to update Bio/Demo data – this could possibly be a responsibility of a Campus Community Committee. Possible Gap – There is no field displaying a prior degree value for a student other than the ISIR.Projected enrollment data is used prior to a term until the point of disbursement for the term. Once this information is loaded into Financial Aid. Driver‘s License if blank 5. ISIR data will be loaded with ―Call Institutional Need Analysis‖ (INAS) checked Data elements from ISIR used: 1.FINANCIAL AID summer aid awarding. Date of Birth. it is recommended that SR use a separate program for these students so that they will be easily identified. This functionality will need to exist in the new PS system. At the point of disbursement. Institutional Student Information Record (ISIR) Processing FIT: NO A student‘s application for financial aid begins with the receipt of the student‘s FAFSA information contained in the ISIR data record sent by the CPS. Social Security Number. This interface will still need to exist as OHIO implements the PS application. Second UGRD degree. Alien Registration number. Gender. but the FAFSA is discrepant. It is not our current or desired practice to correct a student‘s ISIR if OHIO shows that the student has a degree. actual enrollment is used with updates based on enrollment changes through the census date. There is currently a modification available from University of Michigan that can be used to automate message class batch loading. Automatic updates of enrollment for upcoming quarters and the ability to ―lock‖ enrollment and campus are not current functionality in PS.) 88 . It will need to be able to be determined that a student has a Bachelor‘s degree – whether from OHIO or another institution for aid determination. Staff internally have a mechanism to ―lock‖ enrollment and campus of attendance for any term that has not yet begun.Ohio University requires that this be an automatic process for sending and receiving ISIR data and not a manual process. Regional campus enrollment at any point during fall/winter/spring is projected forward for the remainder of the award year. the campus of attendance is projected forward for the remainder of the quarters of the academic year with budget and appropriate aid recalculations. Address if blank 2. Gap . Phone if blank 4. Gap .

12 month EFC calculations).Social Security number (SSN). verification parameters are established at the school level and override CPS verification selections. date of birth (DOB) and first two letters of last name (suspend multiple). Other school initiated corrections 4. as received and processed.EFC Proration is set as a global rule when bringing in ISIR files.). 20. Birth Certificate. There are other schools that have a modification to apply these checklists during the ISIR load process. New ISIR if current ISIR in PS is rejected ISIR 3. Student initiated corrections (after packaging has happened). Non-applicants 2. Institutions are required to perform federal verification on a portion of their aid applicants for the purpose of awarding Title IV aid. ISIR Search/Match current practice for OHIO is to match only on Social Security number. Gap . the ISIR would load if that was changed in campus community (same for name changes.ISIR selected for verification have to have a process to apply appropriate checklist item during ISIR load process. However. Gap . Permanent checklists for Certificate of Naturalization. Verification FIT: NO Verification is the process of checking the accuracy of the information supplied by students and their families when applying for financial aid. Process should also remove or complete checklist items. PS processing only runs INAS calculation once when an ISIR loads. OHIO requires that the proration change nightly for a student based on their projections of their enrollment (3 month. Admits and higher 2. etc. As such. at the point of initial freshman packaging through the initial upperclass packaging – freshmen do not have to be verification complete to be awarded.SSN and DOB (suspend all) Suspense Management will show the reasons as to why an ISIR did not load and will remain in suspense management until the student either meets the load status of admitted or if there was a SS mismatch from converted legacy data. recommend that search match be set to 10. Student initiated corrections based on ―Discrepancy Load‖ rules ISIRs to be suspended: 1. ISIR with EFC mismatch (after packaging has happened). etc. Verification must be complete before packaging. 6 month. in general. 9 month. need to be carried with student record from year to year and also apply to aid year specific 89 .SSN and first four characters of last name (suspend all) and 30. Process to bring in ISIR‘s from file and to generate file (automatically scheduled process). 3. Ohio University is a Quality Assurance school.FINANCIAL AID ISIR to be loaded: 1.

full-time. but will average tuition for initial prototype Consider auto increasing budgets for books & supplies based on programs 90 . foreign study. manually entered.in or out of state. Considering calculating tuition (account type = TUIT) from SF to cover course delivery fees & off campus fees. Various program budgets for studying abroad.in or out of state. the population selection tool could be utilized to roll this information from year to year and to apply specific checklists for aid year requirements.off or on campus. room & board. Ability to make changes in simulation to see if a student will have a change in their EFC. The budget helps establish a student‘s need (Cost of Attendance minus the student‘s expected family contribution). transient study. Students also have the option to select paper only Missing Information Letters and not email notification. travel and personal expenses Professional judgment categories: child care. Students are either sent a paper Missing Information Letter (New Freshman) or an email (Returning students) instructing them to go check self-service for checklist items. Ability to take the changes made in simulation and use those for an ISIR correction. Undergrad budgets. and also for year of study Budgets are term-based Budgets are based on enrollment level. in or out of state and in-state living with parent Graduate budgets. books & supplies. Ability to run verification in a batch process for data entered and use a $400 tolerance level for this processing.FINANCIAL AID requirements. Prorated amounts are used for some budget categories for less than full-time enrollment. half-time. documentation is requested each year. out-of-pocket medical & dental expenses (independent student only) and increases in books & supplies or travel – many others. Student Budgets FIT: NO The Cost of Attendance is an estimate of a student‘s educational expenses for the period of enrollment. Currently. which permits the financial aid office to award needbased aid. three-quarter-time. on or off campus Medical students. As these will be requested automatically in the ISIR load process. and less than half-time. Categories: tuition & fees. list to be provided by Financial Aid. computer purchase. other unique programs.

Packaging based on federal methodology Verification must be complete before a student is packaged. 91 . Item types are tied to correct GL accounts Currently using approximately 2000 item types Awarding/Mass Packaging FIT: NO Mass Packaging is a background process that enables you to package a group of students using one or more packaging plans. No matter how a student is packaged. However. and the system assigns the appropriate packaging plan to each student. in general. Students are packaged for 1 term. at the point of initial freshman packaging through the initial upperclass packaging – freshmen do not have to be verification complete to be awarded. All checklist items must be complete before packaging except for specific checklist items that are for counselor action or don‘t impact packaging. They work in conjunction with student financials and are tied to specific general ledger accounts. and packaging plan rules are met. award rules and limits. Item Types/Fund Management FIT: YES Item Types are the basic units for awarding aid to eligible students.FINANCIAL AID Budget based on highest tuition amount. 3 terms.considering recalculating tuition amount on actual tuition billed & adjusting total budget If ISIR data for housing is blank. if residency is blank use the lowest budget amount Gap . aggregate aid limits. Ability to calculate based on weeks of instruction for those students who are only taking one 5 week session in the summer term. In PS. this is done by running a validation process as the final step in awarding aid. Ability to lock budgets so that no changes are made to any budget item. Students are packaged for their planned enrollment according to projected enrollments or data from the interfaced Enrollment Confirmation application. or 4 terms – according to their individual data.Ability to lock certain budget categories while allowing others to be rebuilt when there are changes to enrollment. etc.use the lowest budget item amount. at the point of initial freshman packaging through the initial upperclass packaging – freshmen do not have to be verification complete to be awarded. Students are selected for packaging. However. a validation process must be performed to check that all federal eligibility rules. fiscal fund balances and rules. 2 terms.

FINANCIAL AID Plus is not packaged upfront Veteran‘s benefits are placed on before mass packaging if known. Monthly education benefits are not considered when determining need-based aid. 1.Continuing Education Waiver – Appointment is created. When the interface runs. Fellowships – OU can put these awards on through the FA module and disburse the aid according to the rules of the fellowship (monthly. Tuition only scholarships – These will continue to be entered manually and SF and FA will need to work together to allow Graduate Studies to have security access to put on these specific scholarships. it is recommended that this be combined with the OGA modification. These may also fall into the modification due to the varying diversity in the awards. Gap . Waivers – Graduate Studies – GAP HIGH 2. it determines if there is an account code in the FA legacy system that matches the waiver and if not then the OGA interface creates a new account code that will handle the new waiver. and posts to SAM.Educational Waiver – these are internal waivers and are processed through the OGA and post to SAM. Because disbursement rules can only go down to the item type level.GAP 3. weekly. but should be considered as a resource when determining unsubsidized Stafford Loan eligibility Graduate students and Medical students are only packaged with Stafford Loan. Hours for these waivers are manually set and then they disburse the next day. These waivers are given to local and/or state school districts for them allowing OU to place their education majors in student teaching positions within their districts.Spousal Awards – These are awards that are given to spouses of students receiving a graduate assistant position. These work the same o o o  92 . OU has a system (OGA) system that handles the waivers and this is also an interface to the FA legacy system.). etc. Gap . There can be varying disbursement rules for these awards and they need to be changed on a student by student basis. . Graduate Assistantships will reside in the Financial Aid module due to extensive array of rules associated with disbursement. Gap . The following are the types of waivers for OU: o o Stipend Awards – OU will continue to process these awards through payroll. An interface to the current Online Graduate Appointments (OGA) will need to be built.

ACG. career. Athletes can receive Pell Grant and athletic scholarship over the cost of attendance. Athletes are packaged and manually adjusted once scholarship is known. The default disbursement calendars setup in PS will work. SMART. May be able to modify student ―groups‖ to resolve issue. Award letters sent via paper to new freshman and transfer students. The Pell Grant is packaged based on student‘s enrollment data within the system. particularly registration information. can change before disbursement occurs. Perkins Loan and SEOG pass to SF as deferments once bills run and prior to classes beginning. and award. Possible Gap – Campus or location is not an indicator in PS. not global rules and all disbursement rules are setup in FA We will set up a procedure in which the FA authorizes the disbursement and the Bursar‘s Office disburses the aid Pell. The authorization process checks rules just before the disbursement of awards. Medical will have their own disbursement calendar. Functionality of PS online award letter is very limited compared to our current online award letter in regard to messages associated with awards. Authorization/Disbursement FIT: NO The authorization process uses rules that are defined by aid year. but student information. External Scholarship. Ohio State Grants. Awards go through a validation process during awarding or packaging to check on a variety of rules and limits. 93 . This may prevent us from identifying certain awards be given to students on specific campuses.Ability to show award messages to students in self-service. Pell is automatically repackaged nightly with the ability to exclude individual students from having their Pell repackaged. PLUS/Grad PLUS (may want to only defer once approved). Gap .FINANCIAL AID as the Continuing Education Waiver and will need to be combined with the OGA modification. Disbursement rules are by fund type. . These rules allow or prevent the disbursement of awards for students in a particular career or for a particular award. OHIO Scholarships. ACG and SMART grant have PS delivered process to obtain eligibility. Stafford Loan. PS delivered equations for ACG and SMART grant for continued monitoring of eligibility. All others receive notification via e-mail address to review awards online. SF currently works with FA to determine the timing for posting deferments and expiring term deferments.

Assigning & Tracking Holds FIT: YES Disbursement rules can be globally applied to students in a particular career. The school must send origination and disbursement files to Common Origination and Disbursement (COD) in a delivered file extract.Pell data is sent to Common Origination and Disbursement (COD) System in an automated process. and review of the student‘s financial aid file are complete. PS does not have the functionality to trigger origination from the action of having been 94 . Satisfactory Academic Progress (SAP) status is not met. FA has ability to override disbursement rules. Global rules can include holding financial aid if the student has withdrawn.FINANCIAL AID Tuition waivers. Pell Multiple Reporting Record (MMR) and Possible Over Payment Record (POP) reports are delivered. federal verification. This is needed for daily reconciliation to student accounts. and withholding disbursement for unsatisfactory academic progress. There are many different rules that will pay different charges for each item. Gap . OHIO can hold a student‘s aid if student is not properly enrolled. or a manual hold is placed on student‘s record. Gap .OHIO only originates those students‘ Pell awards if they have been disbursed for the quarter. You can add service indicators and tracking groups to be checked as a global rule. First Pell origination and disbursement record is sent after Pell is disbursed. tuition grants and scholarships only disburse for the amount student is charged for tuition and appropriate fees that the grant or scholarship will cover. Pell Payment Processing FIT: NO Pell awards are based on the students EFC and are calculated automatically by PS. Disbursement rules are used when authorizing aid online and in the background authorization process. or applied to individual awards for a particular career. and thus. honoring any disbursement hold that might exist elsewhere in the system. are registered for that term‘s classes. Possible Gap . Global rules can check that packaging. Ability to run report to show why a student‘s aid is not authorizing for disbursement.Ability to generate report on what items have been disbursed for a particular day which will show who has disbursed aid and how it was disbursed (batch or online). Can force disbursement to override hold. An automated process will need to be developed in PS.

it is then passed to the lender for processing and disbursement. ALTERNATIVE LOANS Guarantor not applicable n/a 95 . Thus. Note: The information below represents how OHIO might transmit loans from PS (not necessarily how ELM will transmit the files to the loan originator) STAFFORD LOANS ELM serviced lender Non-ELM serviced lender Great Lakes Guarantee Lender Flow. There are destination tables set up within ELM that will route files based on criteria defined by the school. ELM will take Application Send files from the school and split them up into smaller files to be routed to the appropriate loan originator (lender or guarantor). They will need to use both delivered functionalities. See following note regarding FFELP and Alt Loan Certification Flow: FFELP and Alt Loan Certification Flow Points to consider when using this document: Lender Flow indicates the school‘s certification is first delivered to the lender for origination. However. Manual (paper) or CLv4 Stafford loans will be school-initiated. Once the loan is guaranteed.FINANCIAL AID disbursed. this does not necessarily indicate a lender flow. Guarantor Flow indicated the school‘s certification is first delivered to the guarantor. CRC Non. if this is a requirement for OHIO policy.Great Lakes Guarantee Lender Flow. meaning that the school‘s preferred process is to certify the loan BEFORE the student signs the promissory note. then this is a Gap. OHIO Medical uploads all CommonLine files to ELM. PG. this may be a business decision change to allow origination of Pell records prior to their disbursement. Stafford loans will be transmitted using the GP (Guarantee and Print) processing type code. Loan Processing FIT: NO OHIO is a Direct Lending institution for GRAD and UGRD and a FFELP institution for MED. The Lender will then reach out to the guarantor to obtain the guarantee based on the processing type code certified by the school (GP. CRC Lender Flow. CRC Guarantor Flow (GL). However. GO).

Parents must be created in PS campus community and relationship made to student. and this communication is handled by the Bursar‘s office at OHIO. CRC & CLv4 or Manual (paper) n/a n/a Alternative loans will be borrower-initiated. Ability to use eMPN functionality from DOE.Direct Loan data is sent to Common Origination and Disbursement (COD) system in an automated process. Ability to mark a student‘s loan record as additional unsub due to PLUS denial. Using Sallie Mae OpenNet for Alternative Loans for UGRD and GRAD. Net amount shows to student in self-service. Perkins is part of packaging formula 96 . less than full-time are prorated manually. Alt loans will be transmitted using the GO (Guarantee Only) processing. Plus loans are not packaged. meaning that the school‘s preferred process is to certify the loan AFTER the borrower has completed credit-based requirements and the promissory note. Ability to mark a student‘s loan record as additional unsub due to Teacher Cert student. even if the student is not pre-registered. CRC Lender Flow. Suggested that they have on the request for PLUS loan a statement that has the parent sign to have the refund given to the student. Ability to print MPN‘s from system.OHIO originates loans that are in an accepted status for students preregistered for the term or for loans that are offered for the term. MED will be using ELM. the funding used for new loans is the money collected on previous Perkins loans now in repayment for each school. Loan for students attending less than 3 terms. Gap .FINANCIAL AID ELM/Great Lakes serviced lender ELM/Great Lakes serviced lender Lender Flow. Perkins will need to have a custom interface with the servicer of the loans (Campus Partners). Gap . Perkins FIT: YES Perkins loans are no longer funded by the Government.

publish and apply standards to monitor students‘ progress towards completion of their degree program. Bursar does Return to Title IV (R2T4) for OHIO Calculation is done automatically: once student shows up on withdrawal report. based on number of days in the term that they attended. Federal regulations require the Financial Aid office to establish. Ability to generate communications to student based on SAP status Return of Title IV Aid FIT: YES The Federal regulations require a school to return funds for students if they completely withdraw from the university. Satisfactory Academic Progress (SAP) FIT: NO Satisfactory Academic Progress (SAP) is the term used to define successful completion of coursework to maintain eligibility for student financial aid. Aid can be canceled if no appeal is received or the appeal is denied Once the annual SAP review after Spring Grades has occurred. the calculation of amount of aid earned is automatically shown based on term calendar 97 . If they fail to meet these standards.0 GPA. minimum 2. and completion rate is based on census date hours of enrollment each term.0 GPA. Suggested that the FA office have all students who receive a Perkins do a new eMPN in PS the first year of go-live. students will go through packaging only if their SAP status is Satisfactory or Warning. and completion rate is based on census date hours of enrollment each term. The student‘s awards are calculated to determine the amount that the student has earned. Prior to the annual SAP review. SAP is run after every term.Undergraduate SAP policy: maximum time frame for degree completion based on level of study (Associate or Bachelor) and degree plan (some plans have different time frame completion rates). including summer for time frame calculations.FINANCIAL AID The FA office will send out the notification to sign the e-MPN in self-service. Gap . minimum 3. they will be placed on financial aid probation or suspension. Gap – Graduate SAP policy: maximum time frame for degree completion based on Master level graduate students and degree plan (some plans have different time frame completion rates). students will only go through packaging (for the upcoming award year) if their SAP status from the previous award year is Satisfactory.

FINANCIAL AID after the staff create a worksheet by adding the ID to the page and clicking on the calculate button. Assign financial aid eligible academic careers for the aid year. Define eligible financial aid terms. academic and loan periods for careers. Define installation values required for Financial Aid. communication between SFA office. 98 . Payroll information for all student employees is done in Oracle Financials. There will need to be a custom interface between the FWS database and PS. monitoring of earnings and calculation of remaining hrs/week available to work. Define the aid year using federal guidelines. supervisor. FWS for returning students awarded based on if they had FWS the year before. and student. Table Loading Sequence Setup Task Define External Award Sources Define External Award Types Financial Aid Installation Define Federal Aid Years Define Financial Aid Years Valid Careers for Aid Year Valid Terms for Career Define Description Define sources of external awards. Define database commit levels for eligible financial aid processes. there will need to be a custom interface with PS to obtain and load the amount the student has earned in work study for the FISAP report. Bursar and FA will need to work together to work out the business process to determine how they will identify those students whose aid needs to be adjusted Student Employment FIT: YES Student Employment is a campus based award that the school awards and monitors for each student. Define external award types. This database currently manages – self-service selection of available work study position by student. Define the valid financial aid years for the institution.

99 . Review and update the NSLDS status codes. Maintain Title IV school codes by aid year. Define PROFILE and Need Access run controls. ISIR/SAR Cross Reference.FINANCIAL AID Commit Levels Define Demographic Data Use PROFILENeed Access Controls Maintain ISIR Comment Codes ISIR/SAR Cross Reference Maintain NSLDS Codes INAS Assumption Codes INAS 20042005 Global Options INAS 20052006 Global Options INAS 20062007 Global Options Institutional Cross Reference Loan Fee Setup Aggregate Programs Define Sort Order Fields Define Sort Order Names Maintain CRC Loan Status Codes School Codes for Institution School Code Table Define how student bio-demographic information is used by financial aid processes. Define policies for Federal and Institutional need methodologies for 2005-2006. Maintain the ISIR comment codes and their database match usage. or HEAL aggregate areas to be linked together to combine loan limits. Maintain CRC status and error codes reported by the loan servicers. Define policies for Federal and Institutional need methodologies for 2006-2007 Track cross-references of field name to the institutional record field number. Define Sort Order Names criteria for Financial Aid Award Notification output processing. Define valid school codes for institution. Define loan fees which are calculated during the packaging process. Define policies for Federal and Institutional need methodologies for 2004-2005. Update and review Financial Aid Award Notification output Sort Order Fields criteria. INAS Assumption Setup Pages. Direct. Define Stafford.

Maintain lender. Define which address type is to be used during the budget assignment process.FINANCIAL AID Maintain Loan Servicer Codes Define Loan Report Definitions Equation Editor Equation Global Space Budget Tree Address Usage Define EDI Business Unit Maintain EDI Transactions Maintain Loan Edits Maintain Loan Transfer ID Maintain Guarantor Codes Maintain CRC Loan Edits Create CRC Loan Edit Sets Aggregate Level Translation Aggregate Aid Limits Aggregate Area Translation Maintain Loan Action Codes Maintain Lender Codes Create CRC Loan Participants Maintain a comprehensive list of loan servicer codes. Define the internal financial aid business unit used in EDI Manager processes. Maintain the EDI transactions that can be viewed in the ISIR and Loan Review pages. Associate aggregate levels with academic level definitions from the Department of Education. Maintain loan information used to generate loan files for transmission. Maintain a comprehensive list of lender codes. Maintain list of Common Record CommonLine loan edits. and servicer information for CRC processing. Work with Equation Global Variables in Equation Spaces. Associate aggregate areas with programs from the Department of Education. Create and edit equations. Create sets of loan edits to be used in creating CRC loan destinations. guarantor. 100 . Define annual and aggregate aid limits for all sources of funding. Maintain a comprehensive list of guarantor codes. Define field specifications and the output format for loan forms. Maintain CommonLine 4 validation edit list. Maintain loan action codes used by Direct Lending and CommonLine.

Define item types as financial aid item types for use in awarding various sources of funds. Define the equations used by the CommonLine Hold and Release process. Update verification tolerance values for Federal and Institutional processing. 101 . Define Perkins MPN Options Define Canadian need analysis messages. Define global change parameters for Direct Loan change. Define the guarantee agencies to be used for processing loans at the institution. Map external awards to internal award items. Define fiscal limits for existing financial aid item types. Define the criteria for pro-rating awards based on student enrollment. Define reasons for why an award may be adjusted on the various Assign Award pages. Identify financial aid item types used for Return of Title IV calculations. hold and suspense processing. Define lending agencies to be used for processing loans at the institution. Define search/match options to use during external award loadng process. Define loan servicers to be used for processing loans at the institution. Define instances where one loan agency has been replaced by another. CSL File Load Setup Page. Setup and update Loan Report Packages for Promissory Note processing.FINANCIAL AID Create CRC Search Match Setup Define School Guarantors Define School Lenders Define School Servicers Direct Loan Change Rules Hold and Release Equations Reassign Loan Agencies Maintain Loan Report Packages Setup Perkins MPN Options CNAS Messages Create Proration Rules Financial Aid Item Types Item Type Cross Reference Search/Match Rules Fiscal Item Types Define Rules for Return CSL File Load Control Verification Tolerance Setup Award Adjustment Reasons Create search match setup conditions for CRC Certification Request processing.

Define Need Access Data Load Parameters. Define the application source order for the batch budget assignment process. Define self service inquiry options as well as awarding access and processing options. Define aid processing rule sets for use as career and program defaults. Pell. term amounts. View Common Origination and Disbursement XML field mappings. Define the valid terms that can be used for building financial aid term records. Define Financial Aid Career Types to combine statistics for FA Terms. Define the processing protocols between the school and the CRC loan servicers. Assign program specific financial aid processing rule sets. Create sets of loan edits to be used in creating loan destinations. Define the individual components that make up the federal. 102 . Define the processing protocols between the school and the CL 4 loan servicers.FINANCIAL AID PROFILE Load Parameters Need Access Load Parameters View COD XML Fields Budget Categories Budget Items Create Loan Edit Sets Budget Formulas Create CRC Loan Destinations Reconciliation Periods Application Source Rank Budget Region Table Budget Trees Setup Financial Aid Term Define Career Types Self Service Options Aid Processing Rule Setup Term Values Cross Reference Create Loan Destinations Pell Payment Valid Programs for Aid Year Define PROFILE Data Load Parameters. or institutional budget. Define equivalent terms across aid years for the aid year rollover process. Create reconciliation periods for cash management. Define assignment rules for each budget item which are used to calculate the student's budget. Define Pell payment parameters and options. and Pell annual amounts by budget category. Define budget items. Define a Tree Node that will be used to assign a particular detailed value to a budget item. Define regions to be used during Budget Tree processing.

Define admissions rating components and GPA types to be available during packaging. Update and review award notification defaults. Define career/aid year/institution combinations to assign budgets to groups of students. Define the loan types that require origination.FINANCIAL AID Pell ID Attending Pell Comment Code ISIR Data Load Parameters Define Serial Promissory Notes Package Rating Components Packaging Equity Item Types Budget Groups Budget Assignment Define Printer Names Define Selection Equations Define Notification Form Types Award Notification Defaults Assign Status to Admit Levels Define Careers for Prospects Related Item Type Group Create Loan Types Set DL Loan Counseling Search Identify Self Service Assign a campus specific Pell ID. Define Forms Engine Financial Aid Award Notification Selection Equations. Define institution printer names used by the Financial Aid Award Notification Defaults page. Define a group of budget items for use in manually assigning a term budget to students. Direct Loan Search Match Setup for loan counseling data load. Define a group of financial aid item types to act as equity offsets in a packaging plan. Define and update parameters for Direct Loan MPN and Serial Promissory Note processing. 103 . Define Forms Engine Financial Aid Award Notification Form Types. Define the rules used to load ISIRs from the staging to the application tables. Assign an academic program status for each program admit level. Set severity level for edits and comments defined by Department of Education. Define Lender Select list. Define the career to assign to applicants based on the student's ISIR. Define related financial aid item types together into similar groups for awarding purposes.

Define the different disbursement plans for each career by aid year. Define all disbursement patterns for each disbursement plan in a given aid year. Define parameters and conditions for awarding funds with subjective eligibility requirements. Define award rules and limits for targeted groups of students for use in auto. Define rules and limits for targeted groups of students for use in autoand mass repackaging. Define valid careers for school codes. Define the valid loan processes available at the institution. Define careers and terms to select for the budget assignment process. Define the parameters for the batch authorization and disbursement processes. Create and update user edit messages. Define common authorization rules for individual Item Types. Define disbursement IDs for each disbursement in or across terms for a disbursement plan. Define common authorization rules for students of the same career.FINANCIAL AID Lenders Define Loan Counseling Options Set Up Disbursement Calendars Restricted Aid Table Budget Assignment Run Control Disbursement Plan Table Disbursement ID Table Create User Edit Messages Define Global Rules Disbursement Split Codes Disbursement Split Cd Formula Packaging Plan Repackaging Plan Careers for School Codes Define Loan Institutions Define Item Type Rules Define Loan Counseling options. Define percentages of award to be disbursed by disbursement split code. 104 .and mass packaging.

and these fees will automatically appear in the course/class description. Kim Trout. it permits rounding or truncating up to 3 decimal places. Leslie Roe and Susan Kretz OU Process Owner: Debra Benton OU Leads: Steve Flaherty. OHIO uses a custom program to build the Schedule of Classes using information from the data warehouse. For the field named GPA Rounding/Truncating Option. If Ad Astra is used. CIBER Comments: GAP: OHIO currently displays fees associated with a course in the equivalent of Class Search in their legacy system.STUDENT RECORDS Section 8 Student Records CIBER Leads: Karen King. OHIO indicated that the grade points used for calculating the GPA are only two decimal places and so four decimal places for the GPA is not mathematically significant. Follow-up Sessions were held from May 19 to May 21. Jill Lallier Fit/Gap Sessions were held from April 21 to May 1. In PS the delivered Self Service controls for Class 105 . Customize multiple pages that display GPAs. GAP: OHIO calculates and displays the GPA to four decimal places. Courses have fees associated with them. CIBER Comments: For the field named Use SR Class Schedule Facility Conflict Checking. Shelley Ruff. Review / Define Student Records Installation settings FIT: NO The Student Records Installation page is used to set default installation settings for general options and class searches. but truncates to three decimal places on reports. Define Class Notes FIT: NO In the legacy system. this checkbox should be cleared. OHIO needs to make a decision about whether or not to continue to use Ad Astra going forward. Jean Lewis. The classroom data is then imported into their SIS legacy system. note that OHIO uses Ad Astra to initially assign rooms to classes. OHIO will investigate the Ad AstraPeopleSoft interface before making the decision. or PS classroom scheduling. Options for resolution include: Display 3 decimal places.

Course attributes are attached to courses on the catalog and to classes. GAP: OHIO would like Class Notes with hyperlinks for further information about the class. The Schedule of Classes page has a button to add or update course or class fees. This is a GAP. Class Search results have a hyperlink to view further details regarding the class. Define Course Attributes FIT: YES OHIO currently uses course attributes for institutional research purposes and to print repetitive text in the schedule of classes or course catalog. OHIO would like to take advantage of this in PS. This is accessible through Self Service. we need to provide a link to the online resources for the class. Unlike requirement designations. and the Student Financial module has a job called Class/Course Fees Rollover to roll fees from one term to another. For example. Define Global Notes FIT: YES OHIO does not currently have or use Global Notes. course attributes do not transfer to Academic Advisement. if the class is offered online. since students need to be aware when a Course/Class has a fee associated with it. Examples of OHIO course attributes include: subject code for resource distribution program education abroad lifelong learning winter intersession online flag for print controls 106 . Est Effort: Use the free text PS field Class Notes to contain information about fees. Options for resolution include: o o o Modify the detailed display of Class when using Class Search to show Course and/or Class Fees. The button can be used to view information regarding the fee. The ability to copy Class Notes is an option on the Copy Prior Term Schedule.STUDENT RECORDS Search do not offer the option to display course or class fees. which includes Class Notes.

Room characteristic codes must be numeric and range from 01 to 96. The system uses these codes when you run the exam scheduling process on the Exam Scheduling page. the exam is at a set time. For example. the Sandbox includes a sample course of Chem 121 (Academic Institution = PSUNV) with the course attributes of AUDT and CORR. Review Buildings FIT: YES This process is used to define all campus buildings that OHIO might use in class and event scheduling. OHIO asked about the difference between the Use SR Checking checkbox in the installation setup. You can also manually post these codes to individual classes. Define Exam Codes FIT: YES OHIO has exams that are defined in two hour blocks. and the Check for Facility Conflict checkbox on Facilities and Rooms. Define Facilities and Rooms FIT: NO This process is used to define facilities and facility components (rooms).STUDENT RECORDS The following two course attributes have been set up in the PS Sandbox: AUDT – Auditing Allowed with values of Yes (Yes – Allow Auditing) and No (Auditing Not Allowed) CORR – Correspondence Course with values of Yes (Yes – Correspondence) and No (No – Correspondence) In addition. A sample Exam Code is modeled in the Sandbox under Academic Institution of PSUNV and Exam Code of MWF8AM. if a class meets MWF at 8:00 AM. or planning events. and the like) that are available. such as types of seating and resources (overhead projectors. PeopleBooks states: 107 . Review Room Characteristics FIT: YES This process allows OHIO to define room characteristics. scheduling classes. Building codes are derived from prompt values on the Facility Table. CIBER Comments: During the Fit/Gap. T at 8 am. Room characteristics are attached to facilities on the Facility Characteristic page and can be used when defining courses.

In addition. and to whom it applies would be complex and may be difficult to maintain over time.e. Options for resolution include: o o Customization: Develop a custom page to record facility notes. CIBER recommends creating a security role specifically for this purpose. departments can schedule a class.. Review Facility Components FIT: YES This process is used to define the components (i. At OHIO. CIBER does not recommend developing a customization to prevent classroom scheduling from occurring without departmental permission. GAP: There is nothing delivered that associates a contact person for a scheduler in the Facility Component. is it possible to set the security so that the math department can schedule math courses but not English courses? GAP: There are no notes associated with Buildings and Facilities. 108 . CIBER Comments: During the Fit/Gap. the Registrar cannot schedule classes in some rooms/buildings without the permission of the department if the room/building is ―owned‖ by the department. Work around: It would be possible to add OHIO Departments as Organizations to the Organization Table. because the logic for determining when this control should and should not be in place. The check box value migrates from the Installation page to the Academic Institution 2 page to the Campus Table page.” GAP: At OHIO. See the next gap for resolution options. Clear this check box on the Campus Table page to use an external facility conflict checking process. There is nothing in PS to prevent the Registrar from scheduling classes without departmental permission.STUDENT RECORDS ―Select this check box to enable facility conflict checking when scheduling classes. individual rooms or labs) that make up a given facility. CIBER recommends that OHIO put a business process in place to handle this gap. The system uses the value on the Campus Table page during processing. Effort Estimate: 200 hours. This also allows contact information to be tracked. OHIO noted that multiple departments may share rooms – for example Bentley Hall 211 is scheduled by History and Political Science. comments can be associated to the Organization. Schedulers could be associated with these organizations as Organization Contacts. Instead. This can be accommodated by providing staff members in the department with the appropriate security and process training to allow them to schedule classes. This is allowed in PS. scheduler(s) and their contact information. BRUCE: As delivered.

It can be on the Instructor/Advisor table. Requirement Designation CIBER Comments: PeopleBooks states: FIT: YES “A Requirement Designation can be extra work that has to be done for a course. or a Requirement Designation can specify a category of course to use in a course list for Academic Advisement. such as honors. OHIO asked if the status could be used for reporting/research purposes as well. this will not be necessary. Typical requirement designations include Satisfies the Writing Requirement. Designate Approved Instructor and Advisors CIBER Comments: FIT: YES During the Fit/Gap. OHIO wants to develop a process to automatically assign requirement designations to courses that have TP and TD grades. The system also uses the unit conversion rules when processing internal transfer credit for students. or students with internal coursework that transfers from one program to another program. which can include students with internal coursework that transfers from one career to another career. 109 . This field can be used in a custom query. If OHIO continues to use DARS. This automatic assignment could be handled via an Application Engine program. Honors Requirement. you can use a Requirement Designation for all courses that fulfill a writing requirement. This is currently done manually. For example. using either the Status or Instructor Available fields. OHIO should define unit conversions. Set Up Unit Conversions FIT: YES If students at OHIO take classes outside of their current career. Est Effort is 40 hours. Potential GAP: If OHIO uses PS Academic Advisement.STUDENT RECORDS Review Facility Characteristics FIT: YES This process is used to define room characteristics and facility blackout times. OHIO asked if Instructor status (active or inactive) could be maintained here. Requirement designations can be graded as well. and so on.” Note that a course can have only one Requirement Designation associated with it.

Option for resolution: o Modify the facility check process when assigning the same facility and time to issue a warning instead of an error.STUDENT RECORDS This was modeled in the Sandbox. International students are allowed one enrollment in a distance learning class per term. This is used to calculate hours in SEVIS. Click ‗cancel‘ to select another facility and/or time. Use the instruction mode to signify how a course is delivered. The Facility Check Process in PS will present an error when a user attempts to assign two different courses into the same facility. Define Standard Meeting Patterns CIBER Comments: FIT: NO OHIO needs to be able to find classes that are not using the standard meeting pattern or that do not have a meeting pattern assigned. 110 . The purpose of repeat codes is to adjust students‘ academic statistics appropriately when students repeat courses. PS fits OHIO‘s needs. Effort Estimate: 8 hours. rather than having the system calculate statistics by using the grading scheme. use instruction mode(s) to indicate distance learning. GAP: OHIO can currently assign two classes (for example Accounting 301 and Accounting 501) into the same facility if they have the same meeting pattern. Quarter and Semester unit conversions are modeled under the Academic Institution of OHIOU. FIT: YES Define Modes of Instruction CIBER Comments: When setting up SEVIS values. There is a gap at the Repeat Rules level. OHIO will need to identify a value for distance learning and other modes of instruction. CIBER recommends that a query be written to look for classes without meeting patterns or to look for classes that do not use the standard meeting patterns. At this level. Click ‗ok‘ to assign the same facility and time. PS allows this for different sections of the same course. Repeat Schemes and Repeat Codes FIT: YES Repeat schemes are the set of valid repeat codes that an academic institution can use to define the repeat rules for an academic career. but not different courses.

each course is identified as being either repeatable or ―retakeable.e. you can take HIST 231 3 times. a History 440. OHIO had a policy change regarding repeat rules in 1993. After 1993. When the Repeat Rule Checking process runs. For example. it looks for a matching pair of course IDs or courses deemed equivalent. For example. i. and in the legacy system. At OHIO. the process assigns the designated repeat code to the student‘s enrollment record for the repeated class. Prior to this time. exceeds the maximum set on the course the student will continue to receive the credit for a repeatable course and the last course completed will be the one that counts for a retakeable course. The course may have a limit as to how many hours a student may accumulate in the course. Thus. For both repeats and retakes the student may be granted an exception to the policy to take the course an additional time. 111 . When the process finds a matching pair.STUDENT RECORDS At OHIO. if the student earned a D and then an F it is the F that remains in the student‘s GPA.‖ A repeatable course is one that can be repeated and the student earns credit each time he/she takes it. Retakes are limited to undergraduates. a History 336 4 credit hour retakeable course with max-retake = 12 hours would allow a student to register for this course three times excluding withdrawals. 4 credit hour repeatable course with max-repeat = 8 hours would allow the student to take this course twice. students had to request that the ―old‖ grade be deducted in favor of the repeat course grade. all previous grades are removed from the GPA. If the student does take the course. At OHIO. workshop. For conversion purposes. If it does. a student may retake a course a set number of times. it uses the appropriate repeat rule to determine whether the repeated class violates the rule. At the graduate level there is no retake policy but OHIO does need the ability to limit the number of times a student may register for and earn credit in a course. and independent study courses. In addition. for example. any data converted from prior to 1993 must include handling the deduction flag properly. With a retake. Examples are research. but take HIST 345 only twice. OHIO can set a maximum number of times a course can be repeated to earn credit. Generally the content changes each time these courses are offered. There can be a maximum retake limit to prohibit the student from completing the course an unlimited number of times. The system will prohibit registration once the student has two completed courses (8 hours) on his/her record excluding withdrawals. this became automatic via the policy. Only the last course completed will count. and the last grade calculates into the student‘s GPA. if a student repeats a course where the content is fixed. UGRD level courses are repeatable if the student can take a course multiple times for credit. then both grades should be included in the GPA but the hours should be included in hours earned only once. Different courses may have different retake limits. A retakeable course is one in which the student may retake the course but earn credit for it only once.

Instructors may effectively override any catalog rules to (for example) allow students to exceed the number of retakes. This policy primarily affects students who attempt a course multiple times despite the fact that they will only get credit for their last attempt. This information is used for the electronic transcript and for the feed to DARS. (Example: ENGL 5300 (3 Units) Grade = A. and the course may also be designated as a last grade counts course. CIBER Comments: OHIO will need to create repeat schemes and repeat codes within each scheme. CIBER does not recommend customizing the existing Repeat Checking process since the effort to do so would be high during implementation and during subsequent upgrades. Define Repeat Rules CIBER Comments: OHIO sets repeat schemes on a course-by-course basis. Students can take a course a certain # of times where the last course taken counts. DARS logic will trigger a deduction when the same course is loaded to a student‘s record unless a repeat flag is set. This policy primarily affects students who attempt a course multiple times despite the fact that they will only get credit for their last 112 .STUDENT RECORDS GRAD students cannot retake courses for better grades. or take a course an unlimited # of times with the last course taken counts. o GAP: OHIO needs to be able to track each occurrence of a course that has been repeated for credit. However. Options for resolution include: o Change the policy for retakes. In PS. Much of repeat checking occurs automatically. a student may be prohibited from taking a course more than X times. or to count a different grade than the last. Student gets 3 Units for ENGL 5300 with a 3. Options for resolution include: o Change the policy for retakes. ENGL 5300 (3 Units) Grade = B. but the units only count once. when the Repeat for Credit checkbox is cleared on a course. Build a custom process to handle Repeat Checking. without the user seeing it. This may be a comparatively small number of students and not require system modification to accommodate them. FIT: NO Multiple rules may apply to any given course. the system also enables you to run the Repeat Rule Checking process in batch and manually. it is not possible to specify the maximum number of hours allowed for repeat. GAP: OHIO‘s policy is to limit the number of retakes (where credit only counts on the last attempt). For example. which effectively prevents this policy from being enforced. OHIO averages the two grades.5 GPA.

This feature saves data entry time when classes are scheduled. CIBER does not recommend customizing the existing Repeat Checking process since the effort to do so would be high during implementation and during subsequent upgrades. grade point average and unit requirements. and course lists. CIBER Comments: 113 . The Course Catalog component uses effective dating. Define Course Offerings Use this page to capture how a course is offered at OHIO. Set up Repeat Checking for Academic Programs FIT: YES In addition to repeat checking rules at the Academic Institution level.STUDENT RECORDS attempt. Define Course Catalog Data FIT: YES The PS Course Catalog allows OHIO to structure requirements that can be shared among many courses. Requirements can encompass prerequisite courses. OHIO will need to define repeat checking controls at the academic career level and a link to a repeat rule to an academic career. Set up Repeat Checking for Academic Careers FIT: YES Academic institution level is the highest level of control for the automatic Repeat Rule Checking process. OHIO will need to define default Repeat Rules at this level. This may be a comparatively small number of students and not require system modification to accommodate them. among other factors. as well as those below. o Build a custom process to handle Repeat Checking. FIT: YES Define Course Components FIT: YES Use the course components page to capture each distinct part of a course that results in the creation of a separately scheduled section. to track historical course changes and to prepare for curriculum changes in the future. The data entered in the course catalog is provided by default to the schedule of classes.

function of Student Financials. legacy course equivalencies will be converted to Effective Dated Course changes to the same course. they had to inactive the old course and create a new course. FIT: YES Print the Course Catalog FIT: YES This page defines the parameters used to create the course catalog report. and may create semantic confusion. So. These could be set up to designate a specific campus when processing course and/or class fees. we refer to these types of courses as cross-listed courses. Two or more courses . The term "Equivalent Courses" was used by OHIO to indicate these kinds of courses. In the legacy system.STUDENT RECORDS OHIO needs to identify course fees by campus. if OHIO wanted to change the title of a course. CIBER Comments: In OHIO terms. During conversion to PS. Each course and class fee is associated with account type and item type.each with a different course id – are for all practical purposes the same course and should be treated as such. the concept of effective dating does not exist. View Course Catalog Summary Information This view is a summary of course offerings. The Course/Class fee rollover process is a delivered job. and repeat checking. OHIO reviewed the Course Component translate values and determined that the delivered set of values will meet their needs: Clinical Discussion Independent Study Lecture Research Supervision Tutorial Continuance Field Studies Laboratory Practicum Seminar Thesis Research Create Course Equivalency Groups FIT: YES A course equivalency is used for degree auditing.and co-requisite checking. pre. 114 .

If you are a transfer student. The following example was provided during Fit/Gap: Admission to Professional Education for Early Childhood Majors Prerequisite for any education course numbered 200 and above: FIT: NO 1. Completion of 45 quarter hours of credit with an overall grade-point average (GPA) of 2. 115 . No education courses may be included in the GPA. 7. Students must complete the following courses with a grade of ―C‖ or better in each course. 4. 6. Submission of two references by professionals. Submission of the results of a background check through BCII. 3. Students must achieve at least minimum scores of 172 in writing and mathematics and 173 in reading.STUDENT RECORDS Define Enrollment Course List FIT: YES Enrollment course lists are created when creating enrollment requirements that have a course list requirement. Early Childhood majors must complete two science courses with labs. Satisfactory or above performance on the PRAXIS I (PPST/CBT) test. Your GPA may be considered in admission decisions. Screening and recommendation by a representative appointed by faculty. Define Enrollment Requirements Enrollment requirements are for more complicated requisite needs. e. Students are exempt from the PRAXIS I test if they have earned a 21 or higher on the ACT or a 990 or higher on the SAT prior to enrolling in college coursework. c. 8. Scores that exceed the minimum are preferred. d. Enrollment course lists are set up before enrollment requirements are established. you may be required to submit recommendations from your previous college. Submission of results of the tuberculosis skin test (administered by Hudson Health Center or other appropriate office). 2. Psychology 101 Communication Studies 103 Tier I Freshman Composition Early Childhood majors must complete 2 mathematics courses at the 120 level or above.75. 5. Course lists and derived course lists are also used in the Academic Advisement application as a precursor for academic requirements. a. b.

Develop an Application Engine or other program to provide the ―drop mode‖ version of this process. courses. OHIO has approximately 6. OHIO asked if enrollment requirements can be set at the section level. i. Est. Process the Enrollment Advisement Report FIT: YES The enrollment advisement report lists the contents (or structure) of a specific enrollment requirement group or all enrollment requirement groups that meet the criteria established for the report. View Enrollment Requisite Summary Information FIT: YES This functionality provides summary views for Enrollment Requisite data. These can be set at the section level using the Class Associations component and the Class Requisites page. We currently have the ability to run this process in a report only mode and a drop mode. During registration for the next term OHIO assumes the current courses will fulfill prerequisites for future term registration but if the student does not complete the course with an appropriate grade.e. 116 . Effort: 80 hours. Est. For example. During Fit/Gap. Options for resolution include: o o Develop a custom query which would act as the ―report only‖ version of this process. if you need a printout of all the enrollment requirement groups that are defined for courses at OHIO with a subject of BIOLOGY.STUDENT RECORDS CIBER Comments: The example illustrated above can be met by the system. GAP: OHIO has a process that runs quarterly to drop students who fail to meet the prerequisites based on the final grades for the term. then they need to be dropped from the course in the future term due to a failed prerequisite. failed prerequisite. you can run this report. and much more.000 prerequisites that are encoded and enforced in the current system. Effort: 200 hours. Define Enrollment Requirement Groups FIT: YES Enrollment requirement groups encompass requisites based on a variety of factors including grade point average and units. The student‘s class transaction log should appropriately identify the reason for the drop. On this page OHIO can indicate to the system to enforce both the course and class requisites.

Assuming that PS Attendance Tracking is used. This can be confusing as the faculty member could receive multiple forms for the same student or forms at different times throughout the quarter. Continue to use OHIO‘s existing Harco card system and OHIO‘s custom built attendance tracking (do not use PS Attendance Tracking). etc. GAP: If a student is identified as not attending a class. the email integration required and the number of variants on alert are required. Est. OHIO currently uses an attendance system tied to the ID Card system and there is no delivered functionality to import this data to PS. Est Effort: 200 hours. and that data is stored centrally so that the offices that need it have access to it and are notified appropriately when the designated students are not attending classes.STUDENT RECORDS Set up Attendance Tracking FIT: NO OHIO currently is required to track attendance for a finite group of students (e. however the effort would likely be more than 200 hours. Allen Help Center. Develop an interface between the ID Card system and PS Attendance Tracking. CIBER Comments: GAP: PS provides a table for storing attendance data but there are no workflow processes delivered around the attendance tracking system. Veteran‘s Educational Benefits Coordinator. veterans receiving educational benefits. For specific groups of students there is a paper process where each office that needs attendance data sends a form to the faculty member asking them to return indicating if the student has been attending class. the faculty member enters the data online. develop PS workflow to alert advisors and others via email of at risk students. Effort: Difficult to estimate without knowing how large the audience of advisors and counselors are. o o 117 . at risk students.g. faculty are not required to track attendance in their classes. For example. Est. Effort: Unknown Assuming that PS Attendance Tracking is used. In general. Options for resolution include: o Extend OHIO‘s existing Harco card system and OHIO‘s custom built attendance tracking to include this functionality (which it does not currently). Effort: 4 hours. develop a query that advisors or counselors can run to identify students with poor attendance. etc. athletes. there is no delivered functionality to alert an advisor. Options for resolution include: o o o Use the (manual) delivered PS process to track Attendance. OHIO would like to have an electronic process where a faculty member would be notified that attendance data is needed for a set of students. Est.

GAP: Some departments at OHIO manually calculate a separate academic standing for individual colleges based on a subset of courses taken only in the college or the major. At the time of graduation all of the grades are returned to their original values. GAP: Academic standing for the full-time undergraduate career differs from that for the part-time undergraduate career. if the grades were not passing. OHIO also has a segmented transcript policy. The process needs to take in account the policy for part time students and their Academic Standing. Create Academic Standing Rules FIT: NO OHIO has a University-wide Academic Standing policy that is enforced through the legacy system. BRUCE: Do you have a recommendation for how to handle this in PS? Can this be handled as we currently do in PS or should this be identified as a GAP? CIBER Comments: GAP: OHIO uses Deficiency Points as a key element in calculating academic standing. and NC. This is a way to track if the students are meeting the requirements for the college. some colleges and departments manually calculate Academic Standing based on internal rules for their programs. In addition. This is handled in the legacy system by changing the student‘s grades to either a CR.STUDENT RECORDS Define Academic Standing Action Codes FIT: YES Creating academic standing action codes is a precursor to defining academic standing rules. Options for resolution: o As long as this does not need to be included in the ―official‖ academic standing for the institution. it can be calculated and reported using a custom query. Current functionality automatically drops a student from classes in a future term if that student is academically dismissed and prevents future registration automatically. The legacy system includes a counter that calculates a part-time student‘s cumulative hours. This is calculated at the career level. However. the student is subject to probationary review. Develop a custom Academic Standing process and rules including Deficiency Points. if the grades were passing. This functionality does not exist in PS. the counter 118 . At that time. which permits students to return after an absence of four or more years without the threat of academic probation. the original grades are passed to DARS so that it accurately analyzes degree requirements. Once the part-time student‘s cumulative hours exceed 11 hours. Options for resolution include: o o Revise OHIO‘s Academic Standing Policy to exclude Deficiency Points.

There is no delivered report only option. they are dismissed from the major. At the close of each quarter in which you are a full-time student. The report lists students who have not met the status of Good Standing. Also. o GAP: OHIO‘s current Academic Standing process produces a paper report. If you are a part-time student. The current program assigns an unofficial status to those students and departments/colleges review (and may change) prior to posting the official academic standing. Options for resolution include: o Develop a custom query or queries identifying students who have exceeded the number of attempts for specific classes. you may be allowed to continue at the University until the next review if. your record will be reviewed to verify your GPA. exceeds 10.0 minimum GPA. PS‘s Academic Standing process posts the standing online when run.STUDENT RECORDS is reset to zero and the cumulative calculation begins again. Develop a process to dismiss students based on repeat/retake values for classes. but not necessarily every quarter. In addition. Options for resolution include: o Develop custom page for Academic Standing results based on running the various Academic Standing processes (delivered and custom). Manually dismiss students who appear on the report. which is distributed to Departments by the Office of the University Registrar. GAP: If a student can‘t pass a class within a certain number of tries. FS. 119 . the page would record any overrides to the calculated Academic Standing by the Colleges and Departments. you will be placed on academic probation. Academic Probation as defined by OHIO ―To avoid academic probation. The process should also drop students that are academically dismissed and insert a DISM row in the student‘s program/plan stack. This page would be used for Colleges and Departments for review of the student‘s Academic Standing. the review will take place at the close of the quarter in which your accumulative number of hours of enrollment since your initial enrollment. If at the time of the review you do not have the required 2. or since your last review. students are able to review grades but not see their academic standing until it is officially posted. in the opinion of the dean. and F grades count as attempts. A ―D‖ can count in some attempts. This process applies to all undergraduates. you must maintain an accumulative GPA of at least 2. In this way. If you are already on probation. On the web. and resets when the student‘s cumulative hours (per career) exceed 11. A ―C‖ or better counts. Develop a custom counter attached to the student‘s record that is evaluated at the end of each quarter. Options for resolution include: o o Change the academic policy to treat part-time and full-time students similarly. The Academic Standing is listed as ―under review‖ until finalized by the colleges. part-time students are subject to periodic review. WF. ―Probation and Continuation.0.

STUDENT RECORDS

you are making adequate progress toward attaining a 2.0 GPA. A continuance can be granted a maximum of three times. Thus, there is a limit of four consecutive quarters on academic probation if you are a full-time student. ―Normally, adequate progress is based on reducing, or at least not increasing, the number of deficiency points you have, which is determined by multiplying your total number of hours attempted by two and subtracting grade points earned. For example, if you have attempted 40 hours and have earned 65 grade points for those hours, first multiply hours by 2 (40 x 2 = 80). Then subtract the number of grade points (80 – 65 = 15 deficiency points). Increasing your grade points for additional hours can decrease your deficiency points and show that you are making adequate progress. This can be done by earning grades of C+ and above in the hours you attempt. ―Some colleges require higher standards of performance than the University‘s 2.0 minimum. If you have been dropped from a college because of failure to meet such additional standards but are not subject to dismissal according to the University rules below, you are still eligible for admission to other programs in the University. International students placed on academic probation are strongly encouraged to meet with an advisor in International Student and Faculty Services to discuss their situation. International students in F-1 or J-1 status who are dropped from their program or from the University must see an advisor in International Student and Faculty Services. ―Removal from Probation. Removal of probationary status is automatic at the close of the quarter of review for both part-time and full-time students when your accumulative GPA rises to 2.0 or above. Part-time students may be on probation between quarters of review even though their GPA is 2.0 or higher. ―Dismissal (Drop) and Reinstatement. If you are denied continuation of probation, you will be dropped from the University. A status of ―Drop I‖ means you were dropped because of an increase in deficiency points. ―Drop L‖ means you reached the limit of four probationary quarters. If you have been dropped, you are not able to enroll for regular courses on any OHIO campus. ―You may petition the dean of your college for reinstatement, but normally reinstatement will not be granted until at least 12 months after your dismissal. As a condition for reinstatement, the dean of your college may suggest remedial steps you can take, usually in the form of courses to be taken at other institutions or through OHIO‘s Distance Learning courses in the Division of Lifelong Learning. Successful performance in this coursework may constitute sufficient grounds for waiving or shortening the waiting period for reinstatement. ―If you have been dropped from the University for a second time, reinstatement is possible only under extraordinary circumstances and usually is not granted until at least 24 months after the second dismissal.‖ OHIO Segmented Transcript Policy ―The segmented transcript policy was developed as a way to allow students who leave the University with low grades and re-enroll after an absence of four or more years to begin coursework without the threat of academic probation. Under this policy, all of the student‘s courses are reflected on the transcript, but the GPA grades earned earlier are changed 120

STUDENT RECORDS

temporarily to CR (for any passing grade) and NC (for any failing grade), which removes them from the calculation of accumulative GPA, while the hours earned will be carried forward. The new GPA after segmentation will be used for determining probationary status and liability of being academically dropped. The new GPA also may be used, at the discretion of relevant officials or committees, to determine eligibility for entrance to academic programs or for scholarships and honor societies, although they also have the option of using the combined (true) GPA. However, the GPA for determining the 2.0 minimum overall GPA for graduation and in the major, as well as honor status at graduation, is based on all hours attempted at OHIO, including those attempted before segmentation. Upon graduation, the Office of the University Registrar will return all grades to the originals and recalculate the GPA. Upon graduation, students may request a letter from their academic dean; this letter will explain the Segmented Transcript Policy and include the student‘s ―Fresh Start‖ GPA (the GPA since segmentation). Subsequent gaps of four or more years will not qualify students for further transcript segmentation. The student must petition the college student services office to have the transcript segmented.‖

Link Academic Standing, Honors and Awards Rules to Academic Programs Use this page to link rules to Academic Programs.

FIT: YES

Set up Honors and Awards The GPA requirements for graduation with honors at OHIO are: cum laude (with honor), 3.5 to 3.749; magna cum laude (with high honor), 3.75 to 3.899; and summa cum laude (with highest honor), 3.9 to 4.0.

FIT: YES

Honors and awards include internal and external awards. Guidelines can be created for every academic career at the University.

121

STUDENT RECORDS

Set up Special Grade Point Averages

FIT: NO

Special grade point averages are averages that differ from the cumulative grade point average. These can be entered for a student's academic program, academic plan, or academic sub-plan, in order to meet analysis and reporting needs. These are entered manually on the student record. CIBER Comments: Interface: OHIO needs an interface to load and store special GPAs from DARS for ―GPA in major.‖ GAP: OHIO needs a way to store external cumulative hours attempted, and external cumulative grade points so that this can be combined with the OHIO cumulative hours attempted and cumulative grade points to calculate a combined GPA. Options for resolution include:

o Create a Special Grade Point Average value (and field) which corresponds to
student‘s Academic Plan and External GPA. A process would need to be created to update Student Special GPA‘S from DARS at the end of each term once end of term processing is completed. These values could then be used within a process to calculate the student‘s combined GPA. Est. Effort: 240 hours.

Set up Milestones

FIT: YES

Milestones are non-course related requirements a student must complete toward degree progress to graduate. Milestones are more easily related to graduate level programs but can also be created for undergraduate programs. As an example, OHIO discussed creating milestones for tracking dissertation progress such as: 1) Proposal defended 2) Proposal approved 3) Dissertation defended 4) Dissertation approved 5) Dissertation accepted for deposit

Set up Extracurricular Activities

FIT: YES

The OHIO Registrar‘s Office does not track Extracurricular Activities. This functionality was also covered in Campus Community, so that other OHIO Offices could use this component. OHIO

122

STUDENT RECORDS

does currently track Greek life participation in their legacy system. See Campus Community for further discussion.

Set up Student Groups

FIT: YES

OHIO may use these to track CAP students, Learning Community students, students with disabilities, ROTC, athletes, etc. OHIO will need to determine what Student Groups need to be defined and set up code and naming conventions.

Set up Student Attributes

FIT: YES

This process lets you track the attributes of students based on their career and program. You can then track and report on the student attribute data. PeopleBooks states: “You can track students that begin their education at the same time as a single cohort by creating a student attribute for undergraduate incoming freshmen and attaching the attribute to the records of these students. You can then use the data for federal reporting and also for institutional research purposes to gain information about the type of students that you have in a particular cohort, such as a student's typical course load or how long it takes a student to complete his or her program and graduate.” CIBER Comments: OHIO needs to decide if they will use Student Attributes to track cohorts in terms of reporting needs.

Define Grading Schemes

FIT: NO

Before you can grade students, you must define all possible grading schemes for all careers. You can have different grading schemes for different careers. Within each grading scheme, you define all valid grade bases, grades, and grade-related detail. OHIO currently uses a custom-built internal system for online grading that has been developed to meet the institution‘s specific needs. Most of the gaps noted below would be addressed by continuing to use the existing system, and feeding the final results from that system to PS. For 123

STUDENT RECORDS

this section, GAPS are listed below, but without individual recommendations for solutions. The overall solution is to continue to use OHIO‘s existing online grading system. The Grade Eligibility information below is taken from OHIO‘s current process and policy: Grade Eligibility Codes (GEC) 01 A, A-, B+, B, B-, C+, C, C-, D+, D, D, and F 02 A, A-, B+, B, B-, C+, C, C-, D+, D, D, F, and PR (Progress) 03 A, A-, B+, B, B-, C+, C, C-, D+, D, D, F, and CR (Credit) 04 A, A-, B+, B, B-, C+, C, C-, D+, D, D, F, CR (Credit) and PR (Progress) 05 CR (Credit), PR (Progress) and F 06 CR (Credit) and F 07 CR (Credit), F, and NC (No Credit) Grades that apply to all GEC Grade WP WF FN FS Grade Description Withdraw Pass Withdraw Fail Failed – No Show Failed – Stopped Attending Incomplete No Report Pass Notes Assigned by faculty to replace system assigned W Assigned by faculty to replace system assigned W Assigned by faculty to indicate student never appeared in class Assigned by faculty to indicate the student stopped attending class and the last date of attendance is also reported which is needed by Financial Aid Assigned by faculty Default grade if no grade reported by faculty Faculty member assigns a grade using the A-F and system converts passing grades to P. Faculty member cannot know a student is taking the class for P/F Showing an Incomplete has been lapsed to F Assigned by Registrar. To grant an extension of the Incomplete to the end of the next term. Assigned by the system when a student withdraws. Faculty will then assign a WP or WF.

I NR P

F-I IE W

Grade Lapse Incomplete Extension Withdraw

During the Fit/Gap, OHIO asked how grading schemes are tied to courses. The grading basis is assigned at the course level. For individual classes, the grading basis can be changed on the Adjust Class Associations component. A Grade Basis may be comprised of multiple grading schemes. For example, a grade basis may consist of GEC 01 scheme, Audit scheme, and P/F scheme. At OHIO, students have the option to take a class for audit, students do not have to seek permission to audit a class, and no seats are reserved for audit. There is a delivered grading basis for Audit (AUD). In addition, there is a delivered grading basis value for Student Option. The grading basis can be set to OPT or set to a grading basis of elective grade basis, and this would allow the option without permission. OHIO needs to keep the ability to have multiple instructors of record per class – with the grade only entered once. In PS Instructors are assigned on the Meetings page in the 124

the instructor finishes grading. you can block certain grades from being displayed in Self Service. the following OHIO requirements were modeled in Sandbox during the Fit/Gap. Stopped Attending) grade for identifying ―unofficial withdrawals. even though it may be valid under the Grading Basis. or No Access). In PS. Approve. This is currently done in the legacy online system. A query can be developed to produce this report. In PS. Post. 125 . GAP: If the Faculty member does not assign a grade. When the grades are posted the User ID of the instructor is associated with the grade. In other words. OHIO would like a report by dept / college / campus to see who reported online. when a class section is set up and an instructor is assigned. GAP: Ability to load grades directly from BlackBoard into PS. OHIO also discussed the possibility of not creating this process.‖ PS does not have this feature. In addition. staff can be given the access to enter grades on-line through the Grade Roster or for an individual student they can use Quick Enroll or Enrollment request using the action of Add Grade. OHIO needs to authenticate on-line grading (by the instructor). The User ID is the electronic authentication. since it would disable late grades from being assigned via a grade roster after grades had posted. In addition the notes above. student can view those grades through the Student Center. GAP: Ability to import grades from Excel into PS. the access is assigned for grading that class (Grade. In PS. when defining Grading Schemes. Change Grade. OHIO‘s current online system enforces valid grade types. There is no delivered process in PS to automatically assign a grade of NR where a blank exists. Through the Faculty Center.STUDENT RECORDS Schedule of Classes. GAP: OHIO needs the ability to default grades in certain classes. or Remove Grade. then sets the grade roster status. PS also only allows the valid grade values for the Grading Basis used for the class. then when grades are approved and ready for posting the legacy system automatically assigns a grade of NR to any blank grade. such as audit and dissertation. OHIO needs the ability for staff to enter grades online. GAP: OHIO needs to be able to track multiple grade changes prior to the grades being posted to the student‘s record. One grade roster is produced listing all instructors. During the Fit/Gap the question arose: Is there a need to record and distribute interim or mid-term grades? Would this help with retention problems? If OHIO decides to use MidTerm grades. However. Multiple instructors can be assigned to a class section. once the grades are posted to the students‘ records then you can view grade changes through the Grade Audit process (which is an enhancement compared with OHIO‘s current system) but not during the online grade entry process. the instructor would not be able to select that specific grade value. GAP: OHIO tracks the last date of attendance for a student with an FS (Fail.

OHIO needs to convert those grades to P for those grades that are passing (A-D) when posting. 4. transcript.e. 7 Student Option grade bases were setup allowing multiple grading types. This was modeled in the sandbox with each grading basis under the Grading Scheme of OHIOU. The P/F is hidden from faculty and registrar office runs a process that automatically assigns the P grade according to A-D. 126 . GEC 01. 6. 3. A model was created in sandbox with grading basis for each of the 7 OHIO grade eligibility codes with an overall Grading Scheme of OHIO.grade submitted by faculty member. under the Academic Institution of OHIOU. use Student Option for grading basis. OHIO Grading Schemes are not career based – they are based for each individual class. Classes need to have multiple grading schemes available. This approach would work if a user at OHIO manually changed the grading basis on the student‘s course. Students may choose to take a class for Pass/Fail. WF and WP grades should be setup in each of grading basis with the Include in Self Service checkbox checked. DARS report. OHIO Policy on Undergraduates Taking Graduate Classes ―Honors Tutorial College (HTC)‖ An HTC student may without permission. Setup was done to convert the A – D grade assigned to be converted to the P grade.STUDENT RECORDS 1. GPA. This was modeled in the sandbox with 7 Student Option Grading Basis under Academic Institution of OHIOU. Define Grading Basis Exception Rules FIT: YES When students in one academic program or career enroll in classes in another program or career (that have a different grade basis). the system uses grade basis mapping rules to convert grade basis values to those that are appropriate for the students' careers and programs. This was modeled in the Sandbox. Example: AUD (Audit). Faculty need the ability to change the system assigned W to WP or WF. but faculty cannot know the student is taking P/F and should grade with regular A-F grades. 5. The P is not a value available to the instructor. This was modeled using the Pass/Not Pass Grading Basis with Convert to Grade. Students need the ability to select grading. Similarly. Example: AUD and GEC 01. To satisfy this. For example if the course had a grade basis of ―GRD‖ (A-F) and a user manually changed the student‘s enrollment to ―PNP‖ the grades would be converted to P or NP as appropriate using this approach. This was modeled in the sandbox. P/F grades student seeks approval from the dean and the Registrar‘s Office changes the grading basis for student. This works similarly to item 5 above. i. This was done since students are allowed to audit almost any class at OHIO. 2. Course is part of the undergraduate student record. or P/F.‖ This will be handled via adding HTC to each of the prerequisite rules.

Apply through the Office of Graduate Studies. If you qualify. no more than two graduate courses may be taken in this way. The process deletes and overrides any pre-existing grade 127 . except the total credit-hour requirements. you may enroll in graduate classes for graduate credit. by the time you enter the graduate degree program. it does not affect your undergraduate course requirements. If you are admitted as a senior for graduate credit. ―Early Admission to Graduate Program‖ Based on superior undergraduate performance. and graduate courses will not fulfill any undergraduate requirements.‖ Likely handle this by putting each departmental honors student into a student group and handling this manually as we do now or look into use of permission numbers. you may be eligible for graduate study as a senior.5 and must have completed all undergraduate requirements. McKee House. These classes can be used to satisfy both graduate degree requirements and undergraduate total credit hour requirements. Students will be admitted to graduate school and have the appropriate graduate program/plan stack. Must have permission of the instructor and departmental honors coordinator. Course is part of the undergraduate student record. you pay graduate fees only and are eligible for graduate assistant or scholarship support. You must have an overall GPA of at least 3. hours earned. The graduate credit becomes part of your graduate record only.5 and obtain written permission from the graduate chair of each department offering the graduate courses and from your college student services office. An exception will need to be processed for the undergraduate degree requirements for total hours. you will pay undergraduate fees and will not be eligible for graduate assistant or graduate scholarship support. Options for resolution include: o This can be accomplished in PS by changing the Override Existing Grade Roster field to yes. FIT: NO CIBER Comments: GAP: OHIO needs to be able to recreate grade rosters after the initial creation to bring in students who dropped or were added after grade roster creation. before registering. you may qualify for early admission to a graduate degree program.‖ Likely handle this by adding an additional program/plan record at the graduate career and will need to be sure we handle this in the Equation Engine for fee calculation. and the student services office of your undergraduate college. Limited to a maximum of three graduate courses in their major department during student‘s senior year (after earning 135 hours). Once admitted.STUDENT RECORDS ―Departmental Honors Student‖ A department honors student may with permission. Generally. the department‘s graduate committee. Create Grade Rosters for a Single Class Grade rosters can be defined on a class-by-class basis. You also must obtain written permission from your department. You must have an overall GPA of at least 2. or GPA. but the hours and grades are part of your graduate record only. ―Senior for Graduate Credit‖ If you are an OHIO student or a well-qualified senior attending another university and within nine hours of completing all requirements for a bachelor‘s degree.

Create Grade Rosters for Multiple Classes FIT: NO 128 . In addition. GAP: OHIO needs the ability for the instructor to enter a date for the Last Date of Attendance on the grade roster when they assign a ―FS‖ grade. allow faculty to enter and then suppress the Print on Transcript functionality through the Transcript Type set up. Most of the gaps noted above would be addressed by continuing to use the existing system. Store last date of attendance as a Transcript Note. process a grade change form manually. Confirmation email sent to faculty once roster has been completed. The overall solution is to continue to use OHIO‘s existing online grading system. Options for resolution include: o o Add the Last Date of Attendance as a field on grade roster. and feeding the final results from that system to PS. GAP: OHIO wants to suppress access to the Transcript Notes link on the grade roster. Current functionality identifies classes with missing grades and notify faculty. This results in the loss of any grades which the instructor has already entered. if an FS grade is assigned then a Last Date of Attendance is required. GAP: OHIO emails grades to students once posting period is over. GAP: OHIO requires a process to identify missing grades. o o Create modification to check if grade exists then retain and append additional students to the roster.STUDENT RECORDS rosters when you run the Create Grade Roster process. Use delivered process and change business practice of allowing faculty to enter grades before finals week. Additional option for resolution: OHIO uses a custom-built internal system for online grading that has been developed to meet the institution‘s specific needs. GAP: OHIO needs the ability for the instructor to enter a ―P‖ or ―F‖ grade on a student who has an existing ―W‖ grade. Options for resolution include: o o Unlock assigned ―W‖ grade on grade roster to allow faculty to assign ―P‖ or ―F‖ to assigned ―W‖ grade. check SelfService. Option for resolution: o Post message to OHIO Website announcing grades are available. Change current business practice of allowing faculty to change ―W‖ grade.

Transcript Levels FIT: YES Transcript level values are delivered as translate values. Print the information on the official transcript. PS recommends that these values are not modified in any way. Print the information on the unofficial transcript and the student life transcript. Student Life. Attach Degrees to Academic Plans Use this process to define a degree for each academic plan. Student Life. 129 Unofficial 40 . the unofficial transcript. The transcript levels. and the student life transcript. and Student Records. Can include an Advising Report if you select the Advising Report or Special Advising Report check boxes. and Degree Progress. Define Degrees FIT: YES This process allows OHIO to define both internal and external degrees for PS Recruiting and Admissions. Includes all information that is flagged throughout the system as Official.STUDENT RECORDS Grade rosters can be created for each term and session by subject area or by academic organization. See immediately preceding section ―Create Grade Rosters for a Single Class‖ above for details. FIT: YES Define Degree Honors FIT: YES Student Records shares this page with Recruiting and Admissions because admissions staff may need to track external degree honors of applicants. Unofficial. and their descriptions in PeopleBooks are as follows: Transcript Level Not Print Official Value 00 20 Description Do not print the information on any transcript. their values on the translate table. Any modifications to these values will require a substantial programming effort. Includes all information that is flagged throughout the system as Unofficial.

Create Transcript Notes FIT: YES Use the Transcript Notes Table page to define transcript notes that can appear alongside a particular student enrollment record. transcript text is created for a specific student and is not necessarily associated with a specific enrollment record. Does not include a transcript. Can include an Advising Report if you select the Advising Report or Special Advising Report check boxes.STUDENT RECORDS Transcript Level Value Description and Degree Progress. Create Transcript Text FIT: YES Use the Transcript Text page to define transcript text for a specific student. Degr Prog (degree progress) 80 Define Transcript Type Security FIT: YES Transcript type security authorizes users who have access to the transcript request pages to create transcript requests only for those transcript types for which they have security. Includes all information that is flagged throughout the system as Student Life and Degree Progress. The appropriate security will be built during the implementation phase. Stdnt Life (student life) 60 Print the information on the student life transcript. Includes an Advising Report only if you select the Advising Report or Special Advising Report check boxes. which are predefined and attached to students on the enrollment request pages. which can include academic advisement information in addition to a transcript. Unlike transcript notes. Print the information on the degree progress transcript. The advising report is ordered and evaluated for each student by career. 130 . Can include an Advising Report if you select the Advising Report or Special Advising Report check boxes.

Any modifications to these values will require a substantial programming effort. and total hours transferred. Use Transcript Text to manually record a summary of the student‘s incoming transfer credit. Define Transcript Types FIT: NO The Transcript Type component is used to define various types of transcripts at OHIO. this component can be used to define academic advisement report types. The course number and term is stored and when the nightly transcript process runs. Options for resolution include: o o o Use the delivered transcript. Schedule a New Class FIT: YES 131 . Customize the transcript to identify the information above. Effort: 120 hours.STUDENT RECORDS Review Transcript Print Areas FIT: YES Transcript print areas are associated with codes that define areas of the transcript on which various types of transcript data appear. Est. and to validate whether the change has happened or not. Effort: 300 hours. In addition to the typical unofficial and official transcripts. Est. OHIO permits the student to identify a specific course for which they are expecting a grade change. years of attendance. Clone and modify the transcript process to include a routine to check this record to see if a student is waiting for a grade change. Options for resolution: o o Discontinue this process or handle it manually. Print area values are delivered as translate values. PS recommends that these values are not modified in any way. CIBER Comments: GAP: OHIO prints a transfer credit summary that includes the transfer institution‘s name. the process checks to see if the grade change has occurred. GAP: When a student requests a transcript. term and the course number for the expected grade change. Develop a pagelet to allow this information to be entered through Self-Service. Create a custom record to contain the student‘s ID. The new transcript is only issued once the grade change occurs.

Assign classes (class item types) to specific general ledger accounts on the GL Interface page. 5. 132 . 4. o GAP: OHIO also needs to display the instructor name for the class on this page as a check that the user is modifying the correct section of the class. However. Options for resolution include: o o Customize the page to include the instructor name. capacity. Role A can modify all fields. and resection to section numbers on the Enrollment Cntrl page. Define class status. special class fees. departments and types of access it could be very complex to implement and maintain. Define sections. The process includes the following steps (from PeopleBooks): 1. topics. This would be comparatively simple if there were only two or three levels of security to check. 7. Role B can only modify fields 1. and room characteristics on the Meetings page. instructors. Enter class meeting times. As delivered. days. For example. Validate the class section information prior to updating this page. enter exam information on the Exam page. 6. system auditing (to identify users who are updating incorrect fields) and user retraining to handle this need.STUDENT RECORDS Use this process to create and schedule a new class. 7. Link notes to class sections on the Notes page. and course administrator information on the Basic Data page. Use the system as delivered and utilize a combination of business process training. Modify Scheduled Classes CIBER Comments: FIT: NO GAP: OHIO wants to be able to control who can modify fields on this page on a field by field basis. Options for resolution include: o Clone and customize the page to add PeopleCode to check the user‘s security permissions before allowing update to specific fields. 9. attributes. if this customization extended to multiple roles. 8. 2. any user with update access to the page can update any/all fields. 3. If you are manually scheduling exams for class sections. facilities. Effort Estimate: 40 hours. auto enroll. Define reserve capacity and enrollment requisites on the Reserve Cap (reserve capacity) page. Role C can only modify field 1. 6.

View and Update Class Sections FIT: YES Review or modify a snapshot summary of section information for a class. With a common association number. Est. This can be done. OHIO asked if individual instructors can be assigned to a course/topic without rescheduling the course. Roll Data from Course Catalog to the Schedule of Classes FIT: YES This process is used to update the schedule of classes with changes to a course offering in the course catalog after a class is scheduled or students are enrolled. GAP: In PS when a class is cancelled the facility. Define Class Associations FIT: NO Class association numbers link all class sections that constitute a single offering.STUDENT RECORDS During the Fit/Gap. Options for resolution include: o Clone and customize the delivered cancellation process to retain all information associated with a class except the facility. Est. however OHIO must use the Schedule of Classes component to make these kinds of changes for classes that have already been scheduled. Modify Scheduled Class Meetings FIT: YES Use the Schedule Class Meetings component when you want to modify or maintain data for an individual class section that has been scheduled. GAP: When a class is canceled PS does not provide automatic notification to the students that the class has been canceled. you can control not only the sections of classes in which a student 133 . These pages are the same as those in the Schedule New Course and Schedule of Classes component. This component contains three pages— Meetings. Effort: 200 hours. When classes are rolled from term to term staff must remember to roll cancelled classes. times. and Exam. meeting days. Enrollment Cntrl. Effort: 120 hours. The page displays one row for each section scheduled for a course offering during a term. OHIO would like only the facility to drop so that when courses are rolled the other data remains. and instructors are dropped. Options for resolution include: o Develop custom workflow to notify students who are enrolled in the class when it is canceled.

but one section of the course is offered for 3 fixed hours). but you can also control elements of the sections including units. Permissions allow a student to add or drop a class. Class permissions can override conditions such as requisites and limits. OHIO will sometimes offer a variable hours class for a fixed number of units within the variable range (for example a variable class may be offered for 2-4 hours. Use this as an ―after the fact‖ audit of the field.STUDENT RECORDS must enroll. components. Est. 5. 4. Options for resolution include: o o Develop a custom query to find courses where the number of hours offered is outside the allowable range. In PS there are no edits on this field. You can create general or student-specific add permissions. Create a customization to add PeopleCode to the class hours field. so that when Class Associations are used. 3 or 4 but not 10. the field is edited against the range of hours allowed for the course. In PS. UGRD and GRAD meet together Course from different departments that meet together Course where several sections meet together Some classes meet together. the new value could be 2. may break out into lab sections that are not together Some classes meet together and lab sections meet together CIBER Comments: 134 . this is done with Class Associations. You can create only student-specific drop permissions. as long as the student uses the permission by the expiration date and does not violate overall student limitation rules (such as maximum number of units). you can combine sections. Define Class Permissions FIT: YES Class permissions are numbers or authorizations that you can associate with a class and assign to students to use at enrollment time. Effort: 8 hours. OHIO identified the following as the typical combined sections used at the university: 1. 3. 2. and requisites. Reject hours outside the range. In the example above. CIBER Comments: GAP: OHIO needs to validate that the new value entered through a Class Association is within the range of the variable hours for a class. Create Combined Sections FIT: YES If you need to offer two or more separate classes as one class offering. You can also generate add permission numbers for an entire subject area.

STUDENT RECORDS CIBER was asked to model the following combined sections: 6 sections with 20 student per section Sections spend 3 days together. View and Update Class Sections FIT: YES Use this page to review or modify a summary of section information for a class. session. and modify or delete facility reservations by date. CIBER Comments: 135 . Modify Course Events FIT: YES This can be used to review a class section's facility reservations. View Instructor Schedules FIT: YES Instructor schedules can be viewed on-line or using the Faculty Center. such as faculty meetings. and day within a facility. The page displays one row for each section scheduled for a course offering during a term. This was modeled in the Sandbox. Schedule Examinations FIT: YES Use this process to schedule exams on a class-by-class basis or in large blocks. and the last day back together. Search for Available Facility FIT: NO Use the Search for a Facility component to search for available facilities when scheduling classes and non-course events. one day in different rooms. Search for an Available Facility Usage FIT: YES This component provides a summary of events for a term.

and populate it into the class. the user must manually enter the facility into the class. When an appropriate facility is displayed the user clicks on it to choose it. When a facility is found. OHIO‘s current Online Schedule of Classes permits searching by the following fields: o o o o o o o o o o o o o o o o o o o o o Term Location Course prefix Course Title (you may search for a word and if it appears in any title the section is returned) Course number Course level Course status General Education Code 1 General Education Code 2 Begin date End date Last day to add Last day to drop Instructor Credit hours Start time End time Class meeting day(s) Eligible grades Building Room 136 . Once that decision has been made. Class information is pre-populated into the search. Options for resolution: o o Use the delivered process The impact of this may vary depending on integration with Ad Astra. Search for Classes FIT: NO The Class Search feature is used to search or browse for classes within a specific institution and term. OHIO currently has the ability to search for a facility by entering the class which needs a facility.STUDENT RECORDS GAP: The PS process requires the user who is creating a new class to search for a facility by entering criteria manually. CIBER Comments: GAP: The delivered process is not as feature-rich as OHIO‘s current Search for Classes. this needs to be revisited.

This is available online: http://www. CIBER Comments: GAP: The PS report does not provide the level of detail OHIO currently provides in the Schedule of Classes. Copy Classes from one Term to Another FIT: MAYBE Use the Prior Term Copy component to copy the schedule of classes from term to term dependent upon criteria and ―roll down‖ options selected. The overall solution is to continue to use OHIO‘s existing Online Course Offerings system.ohiou. Most of the gaps noted above would be addressed by continuing to use the existing system. i. Print the Schedule of Classes Report FIT: NO Use the Schedule of Classes Report component to print the schedule of classes report for a term. subject. Ohio‘s Schedule of Classes includes the following fields: o o o o o o o o o o o o o Call number Course ID Section number Title Credit hours Time Days Building Room Instructor Prerequisite Class notes Class fees And for each course prefix. CIBER Comments: 137 .htm Schedules are not printed except for a special version for new student orientation called an Open Section Listing.edu/registrar/info/Spring07-08/index. OHIO produces an HTML and PDF version of the Schedule of Classes. the phone number is displayed so the student knows where to call if they have questions.STUDENT RECORDS Option for resolutions include: o OHIO currently uses a custom-built internal system for Online Course Offerings that has been developed to meet the institution‘s specific needs.e.

OHIO can use the campus criteria and ensure all checkboxes are selected to accomplish this.STUDENT RECORDS During Fit/Gap. Understand Program Action and Statuses FIT: NO When you execute program actions to change a student's program data. Inserting an ACTV row manually in the Student Program/Plan component. PeopleBooks provides a table showing these impacts. OHIO can further limit the roll by subject. the instructors will roll to the new term. Understand Academic Program and Plan Activation FIT: YES A student must be active in an academic program and plan to later be activated into a term for that academic program and plan. You can activate students into academic programs and plans by either of the following methods: Transmit the student‘s academic program and plan data through the Activate Applications matriculation process in Recruiting and Admissions. if the checkbox for Roll Instructors is checked. in the same manner. Thus. OHIO asked if this process maintains start/end dates and instructor information for term copying. the math department may roll from two years ago and roll only a skeleton such as the section and class size for all but 695/895 but English may roll from the previous year and roll meeting days and times but not instructor. The term start/end. this being the most common method. note that OHIO has different roll rules for different groups of classes and the set up to handle this might be tedious. PS opted not to roll this information since most clients have 3rd party software to assign facilities. Program Action Selected Explanation System Updates Program Status To Activate Additional Steps Required ACTV (Activate) A student is ready either None 138 . In addition. meeting pattern start/end dates do roll forward based on the term and session(s) indicated on the criteria. The only information that does not roll is the Facility ID. regardless of subject. OHIO asked if it was possible to roll all class sections of 695 and 895. Below is an abbreviated table of program actions. the corresponding program action status often changes. In addition. For the regional campuses at OHIO. For example. all or nothing rolls.

PeopleBooks lists the program actions affected by future enrollments. this individual can change plans from non-degree to degree-seeking. Program Complete If the student is ready for graduation processing. Est Effort: 200 hours. In PS. WADM (Administrative Withdrawal) COMP (Completion of Program) A student is withdrawn for administrative reasons. depending on user Role. Business Process Change to allow program changes in college and departmental offices and create a report to monitor and look for changes from non-degree to degree seeking. complete the graduate process on the Student Degrees page. the system displays a warning message. Business Process Change to centralize all program changes in the Registrar‘s Office. depending on how broadly this is implemented. o o Understand Program Actions Where Future Enrollments Exist FIT: YES If you enter certain program actions but the student is enrolled in classes where the start date of the term is after the effective date of that program action. Canceled Post the withdrawal on the student Withdrawal page. CIBER Comments: GAP: At OHIO program and plan changes occur in college and departmental offices. 139 . A college/department is not allowed to do a program change from Non-Degree Seeking to Degree Seeking. A student has completed the program. if an individual has access to do program changes.STUDENT RECORDS Program Action Selected Explanation System Updates Program Status To Additional Steps Required to enroll in a term or to be evaluated for transfer credit. Options for resolution include: o Modification to prevent a program change from Non-Degree Seeking to Degree Seeking.

GAP: OHIO needs an automated process to populate and keep current the Expected Grad Term. Est. time.. Effort: 40 hours. and User ID. Options for resolution: o o Make the Campus Field a required field so that when data entry is done here. the field must be populated. Est. Est. and financial aid. National Student Clearinghouse. GAP: OHIO needs a process to populate and keep current the Campus field. Options for resolution: o Create an Application Engine program to do this. Options for resolution: o o Do not display the last update date. Options for resolution: o Create an Application Engine program to do this. Effort: 40 hours. PS does not display the date. and feel they cannot depend on user defaults to ensure field contains a value. time. time. and UserID. Est. In addition. Options for resolution: o Develop an Application Engine program to place a hold on a student‘s record when they are in an applicable program and meet the discontinue criteria. The student‘s record needs to automatically be updated based on where the student is registered for classes. This is required for SEVIS. GAP: In PS the Career Requirement Term field is populated manually. Est. and User ID on the online display for Student Program/Plan. 140 . Graduate Studies will be using a discontinued process to handle ―stop outs‖ and students taking time out from a Masters or Doctoral program.e. Effort: 40 hours. GAP: OHIO needs a process to automatically discontinue students. Est. Modify Program/Plan to display date.STUDENT RECORDS Maintain Student Program Information CIBER Comments: FIT: NO GAP: OHIO wants the date. last user) who updated the Program/Plan stack to be tracked and displayed. and User ID (i. Effort: 40 hours. time. Effort: 4 hours. Develop an Application Engine program to populate this field. a student may relocate form one campus to another by registering for classes on a different campus. OHIO needs a process to populate this field based on the term in which the student‘s first classes for that career occurred. Effort: 40 hours.

Fee structure is completely different from the for credit students. ADMISSIONS There are no Admission standards for these areas. Student Records and Student Financials to develop a more detailed picture of requirements and fits for the non-credit area. If this is the case then the registration is processed without payment but the student is not sent to the partner until payment is received. GAP: There is an exception that if a student has a Purchase Order then they are not required to pay at the time of registration. GAP: With EventsPro non-credit students are able to enter/update bio-demographic data online. o Develop interface to permit self-reporting but has a good search/match process to prevent duplicate student records. FINANCIAL AID 141 . Would like these reports to be sent automatically to the partner. course registered. There are significant differences at a more detailed level. a specific employer. No withdrawals or refunds are permitted. Options for resolution include: o Change business process to not permit self-reporting of bio-demographic data. Options for resolution include: o Change business process to allow PS to assess the fees and bill the student o Process the PO students manually. Virtual Education Software. Gaitlin Education and must send reports of students who have paid. STUDENT FINANCIALS Payment is due at the time of registration and not billable. OHIO plans to create a career for non-credit.STUDENT RECORDS Student Records – Part 3 Non-Credit Unique Issues FIT: NO CIBER Comments: OHIO currently uses EventsPro rather than Informs to manage non-credit needs. GAP: OHIO currently partners with Education Go. etc. OHIO currently sends a receipt for 1098T reporting. This is a fit with PS. people from the Appalachian region. Will need to include non-credit in the interface to CASHNet. Groups may be OHIO Staff and Students. Payment is done via credit card or echeck. biodemographic information. There are groups of students who are sometimes offered a discounted rate for noncredit courses. so no significant gaps were noted. PS can accommodate these discounted rates. Significant differences between the needs and processes of this area versus for-credit process are captured below. CIBER recommends that OHIO conduct more detailed Fit/Gap sessions for Admissions.

etc. GAP: Some classes require a separate book purchase from a third-party site. and the student needs to be registered in each section to complete the certificate. There are some courses that start once per month. once registration is complete. Options for resolution include: o Create a custom page to direct students to upon completion of enrollment. OHIO offers certificate programs which are made up of several classes.e. Currently. OHIO must be able to print out certificates to certify the CEUs completed by the student and also have the ability to create a non-credit transcript with CEUs identified and certificates completed. and using this to email to the 3rd party vendor. OHIO asked if the student could be registered for the certificate and be put in each class at the same time so that they can receive a schedule of classes for the whole program? This can be accommodated in PS by creating a block of courses for the certificate program. OHIO needs to alert a 3rd party vendor when some students register for non. but no other financial aid support is offered.STUDENT RECORDS OHIO courses are eligible for some military financial aid or AmeriCorp funding. and registering students in this block. so there are no significant gaps here. PS does not include this functionality. Effort: 10 hours. Course can also be sorted by topic. This can be accommodated in PS by using non-credit grading basis (to identify non-credit courses) along with numeric grades. part-time. There are no registration limits regarding the number of courses that may be completed. This can be accommodated in PS by creating a query to pull new enrollments for non-credit courses daily. Non-credit currently uses their own course numbering system that does not match the for credit course numbering system. OHIO offers approximately 300 non-credit courses. an IE grade will need to be defined for extensions that may be granted from two weeks to one month. and using PS functionality to assign section numbers. Non-credit courses are not term based. full-time. We discussed possibly setting up a year-long term that has many sessions and dynamic dates. and use a hyperlink on this page. so that they match the for credit standard.credit courses. or by creating subject and course numbers specific to non-credit during conversion. It would also be helpful if they could be sorted by topic areas. they need to be clearly flagged so as not to confuse people.credit courses. STUDENT RECORDS OHIO needs to be able to track and issue CEUs related to non. however this can be accommodated in PS by using PS Open Entry/Exit functionality. This can be accommodated in PS by using a numeric grade for non-credit courses. OHIO has currently organized the e-commerce site this way and their students are used to searching this way. The desire is for this to happen automatically. This can be accommodated in PS by either reworking non-credit courses during conversion to PS. Est. 142 . OHIO noted that since non-credit courses are not eligible for credit. Non-credit does not calculate or track enrollment status. There is no charge for a non-credit transcript. In addition. OHIO needs to be able to track numeric scores (percentiles). and they do not use section numbers. i. OHIO may use Academic Advisement for tracking completion of non-credit certificates.

for example. OTHER NON-CREDIT PARTNERSHIPS THROUGH OHIO UNIVERSITY WITHOUT BOUNDARIES o These programs will need a special grading basis and assign a grade of Z. o SOGETI (in Netherlands): Students come to campus for three weeks and do online as well as face-to-face instruction. certificate is issued by OHIO and sent to AED in Washington. VOINOVICH CENTER o Does non-credit training for government training o Classroom based and not term specific o Currently use EventsPro and CASHNet o Amista Lipot is the contact person and was not included in the fit/gap analysis. 50-60 students per year. The views on the next few pages don‘t tell whether there is a fit or gap in any of these views. We could continue to handle these manually as we do now. We could also set the Academic Career Pointer so that students can register in the non-credit career. o AED: online courses.STUDENT RECORDS Dropping is not permitted for non-credit courses. certificate is issued by OHIO. student pays through CASHNet and Ohio University Without Boundaries is notified via e-mail of the payment. the nation and the world. Further discussion is necessary but we think that PS will accommodate their needs. OHIO currently uses Informs SIS 143 . o NIAAA: two online self-paced courses. SOGETI pays for the student after being invoiced. course is attached to the regular term. for credit students who want to register in non-credit courses. If PeopleSoft is going to be used then we need to know about the fits and gaps. students take as long as they need to complete. this program may have hundreds to thousands of students. third party (NFHS) issues the certificate. Independent and Distance Learning Programs FIT: NO Is Distance Learning going to use PeopleSoft? If so any issues should be discussed in the individual processes in this document. must do attendance tracking for seat hours. o Real-Estate: certificate is issued by OHIO. There are a few students each year who are regular. these students are in SIS in order to have an ID card produced. state of Ohio. we don‘t need any of the information included here. Students may register for the same non-credit course multiple times but earn the CEUs only once. CIBER Comments: Ohio University‘s Independent and Distance Learning (IDL) is committed to taking the university‘s resources beyond the campus to non-traditional students in the neighboring communities. If it is not going to be used. AED pays for the student after being invoiced. This is necessary so that they may be excluded from the Non-Credit transcript based on the grading basis. 300 students per year.

IDL staff enter the information into SIS and that class registration is in a ―dummy‖ term until the student completes the course.STUDENT RECORDS to manage Independent and Distance Learning needs. A student may begin any course at any time. Students are permitted to use the IDL classes only one quarter for enrollment verification purposes. A screen shot is provided below: GAP: A student will contact IDL to register for the class. the study guide. if completed. if a student registers September 30 for a class then the student is reported to the National Student Clearinghouse and those class hours are included with any regular hours but if the student is still working to complete the course in January those hours are not included in the data submitted for the winter quarter. the number of exams. the rate of pay. Once the course is completed the class is automatically removed from the dummy term and added into the term in which the completion date falls into. etc. Following is a list of the unique programs/course types offered by Independent and Distance Learning:  College Program for the Incarcerated  External Student Program  Correspondence Courses  Course Credit by Examination  World Wide Web Courses GAP: Each course offered in one of the above special formats is tracked and includes information such as the approved instructor. and appear on the Ohio University official transcript. non-term based. The courses offered through IDL are all for credit. For example. Attached is a 144 .

amount paid. for each student for each class. final grade earned. when the class is expected to be complete.STUDENT RECORDS screen shot that shows the initial date of registration. etc. method of payment. amount of refunds.: GAP: IDL tracks several fees. A screen shot is provided to show the different fields currently used to track this information: GAP: PeopleSoft does not provide lesson plans within the Campus Solutions product without the use of Gradebook. IDL needs to track lesson plans for several reasons. For example. etc. 145 .

Dates are logged when the exams are mailed to the test site. then the instructor is paid $12. o Students can go online to see the status of their progress by lesson. The Proctor sends the completed exam to the IDL unit. This exam tracking is specific to a class record. Proctors could also be associated with courses. who forwards it to the instructor for grading. but not per lesson. thus allowing a fee to be charged for proctored tests. GAP: Exams must be taken at an approved site and will be mailed to the location of the test. and the output from this query could be used to calculate instructor pay. PeopleSoft supports online grade review. and so require lesson plans to be associated with the course. A screen shot is provided that includes the fields currently tracked for each lesson: o Options for resolution include: 1. received back from the proctor. and is processed four times per year. then he receives $128 ($32 * 4). This would allow a query to be written to select graded lessons per instructor. If the course has 10 lessons. Utilize lesson plans within Blackboard. 2. PeopleSoft does not track these dates. CIBER does not recommend building this functionality as a custom bolt-on in PeopleTools. sent to the instructor. if an instructor teaches a four credit hour course. sections and lessons.STUDENT RECORDS Instructors are paid per lesson graded (to ensure that lessons are completed). Pay is calculated at $32 per credit hour. These tests may be associated with a specific lesson. For example.80 per lesson graded ($128/10). A screen shot is provided that shows how lessons and exams are tracked by student for each class: 146 . Implement PS Gradebook. 3. and received back from instructor. o Supervised (proctored) tests are given.

The service indicator would be placed when the test is first mailed. Course Credit by Exam course within 6 months. Effort: 80 hours. GAP: If a student has not completed a Correspondence course within 8 months. OHIO could also use a custom checklist for this process. Est. the distance learning office will withdraw the student from the course. Options for resolution: o Develop a custom query to identify students who have not completed their course within the required timeframe. Est. then OHIO could use service indicators created for this purpose.STUDENT RECORDS Options for resolution include: 1. GAP: IDL tracks some specific information about their students. section or lesson. then a custom Application Engine could be developed to do so. except that it would also update the course enrollment status. Effort: Configuration effort of 40 hours. or World Wide Web course within 5 months of the course start. and released (closed) when the test is received by Distance Learning. Est. Effort: Configuration effort of 10 hours. If the tests should be tracked by class or lesson. 3. This would be similar to the query. 2. Est. A screen shot is provided that shows the different fields: 147 . then OHIO could build a custom record. Manually withdraw them from the course. If the dates are associated primarily with a given student rather than with a specific class. Effort: 80 hours. Effort: 8 hours. updated on each subsequent step. GAP: The IDL courses from which the student has been withdrawn will not appear on the official Ohio University transcript. Est. component and page for this purpose and attach it to the course. o If students should be automatically withdrawn from the course.

i.e. Each proctor has an unique ID and basic demographic data (address and phone) is tracked for the proctor. This search screen is limited to proctors only. Below is a screen shot that shows the basic information tracked about a proctor: GAP: The following reports need to be written to accommodate IDL‘s needs. CIBER estimates 40 hours per report (280 total) for functional and technical specification.STUDENT RECORDS GAP: Proctor Management. 148 . The approved proctors are currently tracked within SIS. Once can search by proctor alphabetically by proctor last name (screen ID in SIS is ZISX). testing and documentation. students are not inter-mingled in the listing of proctors. development.

Options for resolution include: 1. All processes are generated with a click of a button using the menu illustrated below: Some specific gaps are documented below: GAP: The AIMS system is used (daily) for tracking student files going from one college to another. advisor notes. change of program forms. Effort: 10 hours per checklist. 149 . Continue to use AIMS. 2. Est. PS does not deliver this function. A student file contains information such as the high school transcript. etc.STUDENT RECORDS        Ready for Exam Listing Delinquent Lesson Report Youthful Offender Report Ohio Board of Regents Report of credit hours excluding Course Credit by Exam Proof Payroll Report Final Payroll Report Payroll Summary Report College of Arts and Sciences AIMS Unique Issues FIT: Unknown CIBER Comments: The College of Arts & Sciences at Ohio University has a home grown stand alone system called AIMS. Create custom checklists for this purpose. any college transcripts.

Est. Create a Comment group for this reason. 2. 2. For example. CIBER strongly recommends that the College participate fully in training and modeling exercises when PS Campus Solutions is being configured and set up. Effort: 10 hours per checklist. Options for resolution include: 3. Recommendation: 1. Use Comm Gen to generate letters and emails. Effort: 40 hours to create each Comm Gen process. PS does not track detailed reasons. Effort: Configuration only. and track withdrawal reasons in Comments. 2. The College could also keep their current system and create a student data interface as required to move data to and from PS. Use PS as delivered. Create graduation checklists for each major and generate missing requirement letters to student each term. high-level withdrawal types. GAP: AIMS is used to send Graduation communications (via email) to students. GAP: AIMS is used to track Undecided students and communication with the undecided students‘ advisors One can retrieve a listing of all undecided students. The college staff member will enter into the AIMS system the specific missing graduation requirement(s) for the student and upon saving that information an e-mail is automatically generated. Est. Options for resolution include: 1. PeopleSoft does provide many options for communications. and track undecided student information in Comments. 150 . Continue to use AIMS. Options for resolution include: GAP: AIMS is used to send communications (letters and emails) to students and faculty for Probation and Dean‘s List. print letters to be sent to the advisor that includes a listing of the advisor‘s undecided advisees. 4. however both the format and process may vary from that used in AIMS now. Track only the delivered. print thank you letters to the advisors for serving in this capacity. with the intention of adapting their business practices wherever possible to those of the institution at large. The AIMS system doesn‘t require the user to do any running of queries or mail merges. Effort: Configuration only. 2.STUDENT RECORDS GAP: The AIMS system contains the location of the archive student files for students who have been gone for 6 or more years. Create a Comment group for this reason. it permits at the click of a button the dean‘s list letters to be sent to the appropriate students. GAP: AIMS tracks the reason and date for students who have withdrawn. Options for resolution include: 1. Continue to use AIMS. Continue to use AIMS. however both the format and process may vary from that used in AIMS now. including those used to prompt for missing requirements. 3. Est. Options for resolution include: 1. Est. PeopleSoft does provide many options for communications. Continue to use AIMS.

Define course attributes and attribute values. Create and maintain special grade point averages for a student's term records. view and update courses. Define grade review values to be used in the grade review process. course offerings. Define course typically offered values Define instruction mode values.STUDENT RECORDS Table Loading Sequence Setup Task Student Records Installation Room Characteristics Table Student Special GPA External Subject Table Enrollment Action Reason Instructor/Advisor Table Requirement Designation Table Course Equivalencies Course Attributes Course Typically Offered Instruction Mode Dynamic Class Dates Table Weekly Schedule Time Periods Course Catalog Classroom Scheduling Interface Study Agreement Table Milestone Table Milestone Templates Grading Basis Exception Rule Grade Review Appointment Limits Table Description Define installation values required for Student Records. Define specific room characteristics. Create study agreements for use with external organizations. Define appointment limits ID's and full-time and part-time maximum unit limits. Define weekly schedule time periods. Define broad categories of the subjects offered at external organizations. Define milestone codes. and course components. Define requirement designation values. Create. Define course equivalency groups. Dynamic Class Dates Table. Define milestone templates to be used with milestone values. Add and modify instructor and advisor records. Define mapping rules to convert grading bases for students enrolling across careers. 151 . Define enrollment action and enrollment action reason values for all academic careers. Set up classroom scheduling interface. their grading bases and determine the milestone levels.

Define statistics types for consolidated statistics. Define test codes and link test components to them. Define academic standing rules for all academic careers. Select the academic programs and plans to assign test transfer equivalencies. Define repeat schemes and repeat codes within each scheme. Define statistics periods for reporting consolidated statistics. Define student attributes for tracking and reporting on different cohorts. Define global notes. Set up codes to define where various types of data appear on the transcript. Grade Point Average Transcript Type Transcript Notes Table Transcript Print Area Table Define Transcript Create enrollment appointments for sessions and terms. Define rules to be used in the honors and awards process. Define student groups to track student membership within various groups. Define repeat rules for academic careers and academic programs. Define transcript type and associate service indicators. Define cumulative GPA values and associated descriptions. Maintain gradebook assignment categories.STUDENT RECORDS Appointment Table Student Group Table Student Group Table Degree Honors Table Academic Standing Table Academic Standing Rule Honors/Awards Rule Student Attribute Table Global Notes Table Repeat Scheme Table Repeat Rule Test Table Test Transfer Rules Program/Test Equivalency Transfer Subject Area Course Transfer Rules Program/Source Equivalency Gradebook Category Define Statistics Type Define Statistics Period Cum. Define test transfer equivalency rules. Define course transfer equivalency rules. Define component subject areas for external or internal institutions. Select the programs and plans to assign course transfer equivalencies. associate service indicators and indicate that a transcript type includes an advising report. Define transcript types. Create transcript notes that relate to a student's enrollment record. Create academic standing action codes for all academic careers. Define student groups to track student membership within various groups. 152 . Define degree honors and print options for transcripts and diplomas.

153 .STUDENT RECORDS Type NSC Branch Table Define branch codes to be used when reporting enrollment status to the NSC.

6 or newer. and comments accordingly on the findings. to differentiate from the delivered setup value. there is not an interface delivered from DARS to PS 9. Shelley Ruff. Campus Solutions – Academic Advisement (CS-AA) is the application within PeopleSoft Campus Solutions that is configured to track requirements that a student must satisfy in order to graduate. The Requirement Term for which the student is coded determines the version of the plan that will print on the student‘s AA audit report. It is recommended using 01/01/1901. There will be an effective date for each Course List. Requirement Group. 01/01/1900. Requirement. Kim Trout. DARS is not interactive with the PS 9. etc. Jean Lewis. Effective Dating in Advisement FIT: YES Effective Dating tells when the record was created. or another OHIO defined value.0 SelfService and Enrollment features. When a student is admitted. PeopleSoft comes with default Effective Date values. This section describes Ohio University‘s (OHIO) current Academic Advisement business processes and associated implementation requirements. 154 . a Program/Plan is created with academic Requirement Terms. its components.0.ACADEMIC ADVISING Section 9 Academic Advising CIBER Leads: Susan Kretz and Leslie Roe OU Process Owner: Debra Benton OU Leads: Steve Flaherty. Plan. For Academic Advisement (AA). Sub-Plan coding and Requirement Term. Academic Structure and Academic Advisement FIT: Yes PeopleSoft CS-AA discussion on how Academic Structure impacts the Academic Advisement Module build and tagging. Jill Lallier Fit/Gap Sessions were held from April 21 to May 1. Degree Audit setup is maintained centrally in the Office of the University Registrar. and the impact on the Academic Advisement Module in regard to Career. OHIO‘s existing degree audit system is DARS. The effective date must be equal to or less than the effective date of the course to which this course requisite is attached in order to see the requirement. Requirement term = Catalog year visibility. Currently. Reviewed the Program/Plan stack. Program. A DARS/PS interface may be purchased from Interface Management Services (IMS) for PS versions 7.

the intended/premajors need to be included in the Academic Plan build for Academic Structure. Begin looking at requirements at the University level by building general rules that will be true of everyone in a particular career (UGRD or GRAD). OHIO tracks the student‘s First Term. Plan level Requirement Term is tied to Plan Level for major Requirements. PeopleSoft has the ability to store the career requirement term. Capturing Graduation Requirements FIT: YES CS-AA is the application within PS that is configured to track requirements that a student must satisfy in order to graduate. GRAD. 155 . Career Requirement Term is typically not converted or defaulted. For AA. The degree audit will still process if the career requirement term is left blank. You can audit for Career based requirements/rules at the Program Level. using data from Student Records and requirements from Academic Advisement. a message will be generated that the degree audit is out of date. Course Share Sets. Course Lists. The advisement engine analyzes the students‘ progress toward graduation automatically as complete/incomplete. Program = School or College. Academic Requirements. Requirement Term = Catalog Year. Plan = Major. Typical structure is Institution Level = UNIV. program term and plan term. Careers = UGRD. look at what is required in the major/plan (UGRD = # of units. Sub-Plan = Concentration/Specialization. Then. and Condition Processes.e.ACADEMIC ADVISING If OHIO will be using intended or premajors. PS-AA will default to Program level Requirement Term. Entity Groups. These terms are automatically populated in their current system. The lowest plan sequence number becomes the primary plan. i. Define auditable graduation requirements (Example: GPA requirements and defining minimum grades for a particular course) using the academic advisement module. Minor. If Career Requirement Term is prior to the Effective Date of the degree audit Requirement Group. GPA). Build Academic Requirement Groups. Both catalog years are used in evaluating the appropriate requirements for the student. Career Requirement Term is usually left blank. Requirement Terms FIT: NO Core curriculum Requirement Term can be tied to either the Career or Program Level to catch catalog year of entry for core requirements. University Catalog of Entry. and Major Program Catalog Year. There is no delivered process for populating the career requirement term.

Academic Requirements are attached to Requirement Groups. define detail parameters. as the Effective Date for Course Lists. The text needs to make sense and really define what is contained in the Course List. multiple courses. Investigated the use of Investigate All Combinations for various OHIO requirements. and setup the requirement line item detail. Course ID is pulled from the Course Catalog. Course Lists identify which courses comprise the Course List. courses from an entire school or college. PS provides a way to ―wild card‖ when combining groups of courses. Global and Local limits can be setup to place restrictions on a course or groups of courses. define requirement line detail. Base unit for the Academic Advisement Module is the Course. another OHIO defined value. 156 . specify requirement parameters. Course Lists are the basic building block of Academic Advisement. Naming Conventions should be established. a highlevel overview of how to create a simple enrollment requirement. Sequential Restrictions can be set to exclude courses that have been taken out of sequence. Course must be greater than or equal to the Effective Date on the Course List. When a course is updated in the catalog. Then. Establishing Requirements FIT: YES Discussed establishing Academic Requirements in the Academic Advisement Module. partitions. Course Lists are lists of courses or wild card course lists. Course List parameters provide the flexibility to attach additional structure to the Course Lists. The description fields are free text fields. Academic Requirements are used to create specific types of requirements/rules. once ensured that the report is working properly. preconditions. go back and set the print controls for cosmetic purposes. It is recommended that the print commands are left at default for the build. and additional controls. OHIO must globally renumber audit reports. Course Lists are attached to Requirements at the requirement line item detail level. The Course Lists can be general or derived. defining parameters. Define Academic Requirements. It is recommended using 01/01/1901. Note: Investigate All Combinations can be a resource drain if used on large populations such as Core Curriculum which would be attached to every undergraduate (UGRD) student at the University. as long as the Course ID still contains the valid course. and may be used to satisfy requirements for graduation completion. the course is used by the audit report.ACADEMIC ADVISING Creating Course Lists FIT: YES Course Lists can contain one course. and other variations of courses. Course Lists are attached to Academic Requirements. Currently in DARS. if there are changes to courses. set requirement line item parameters. connector types.

When the Requirement Group structure matches the student‘s Academic Structure.ACADEMIC ADVISING Naming Conventions should be established. The text needs to make sense and really define what is contained in the Requirement. Define Academic Requirement Groups. Requirement Groups should follow catalog descriptions. OHIO can also include a reference to the Requirement and Requirement Line numbers in order to ease the Student Exceptions processing. The description fields are free text fields. It is recommended that the print commands are left at default for the build. Typically. Enter the Academic Structure for the Requirement Group. Requirement Groups define academic requirements that point to conditions. Then. 50% of the major requirement courses must be completed in residence. courses. Enrollment requirement groups encompass requisites based on a variety of factors including grade point average and units. the reference can be included in one or both long descriptions. The text needs to make sense and really define what is contained in the Requirement. specify requirement group parameters. Academic Requirements are attached to Requirement Groups. Requirement Functionality FIT: NO OHIO currently has requirements that are based on a percentage. a high-level overview of how to create simple enrollment requirement groups. and requirements. and Plan/Major. Then. go back and set the print controls for cosmetic purposes. once ensured that the report is working properly. Requirement Groups are evaluated on groups/sets of students through broad or specific parameters. Multiple Requirement Groups can be audited at once (Example: Core. courses.g. It is recommended that the print commands are left at default for the build. Major. and Minor). Courses Not Allocated. go back and set the print controls for cosmetic purposes. and define requirement group detail. the reference can be included in one or both long descriptions. Establishing Requirement Groups FIT: YES Discussed establishing Academic Requirements Groups in the Academic Advisement Module. once ensured that the report is working properly. Additional criteria may be set. The PS AA does not contain a function for calculating a percentage of hours. e. there will be requirement groups for each of the following areas: Core Curriculum. Naming Conventions should be established. Courses earned with a grade of F will count toward a requirement unless the requirement is coded to 157 . PS-AA allows a course to count toward a requirement regardless of the grade earned. and more. The description fields are free text fields. OHIO can also include a reference to the Requirement Group numbers in order to ease the Student Exceptions processing. the Requirement Group and all its components are audited against the student data. Course Share sets can be attached to Requirement Groups when necessary.

Those courses are currently identified with a TP grade. Course Share Sets are only necessary where the Credit Include mode for both requirements is set to All Stats. Currently at OHIO. OHIO has requirements where a limit may be placed on courses in the major from applying to certain requirements. In addition. However. Course Share Sets FIT: YES Discussed the use of Course Share Sets.e. one course in the major may apply toward the Arts and Sciences Humanities requirement. OHIO can place a Requirement Designation on the transfer courses that have the acceptable grade of D or pass. To resolve both Enrollment Requirements/Requisites (SR) and AA audit requirements. For example. Course Share Sets do not need to be established for Verify type requirements. The Requirement Designation can be picked up by both Student Records and Academic Advisement to include/exclude based on the requirement rule. a few courses can be shared between the Core Curriculum and major/plan requirements. for some requirements in the audit OHIO transfer courses with the D may be permitted to match in certain requirements. Course Share Sets are defined after Course Lists. and Requirement Groups are defined. a transfer course GPA cannot be used in the evaluation if transfer GPA‘s are not included in the GPA calculation. some transfer courses are accepted even if the student took them electing a pass/fail grading option.67). Then. So. However. courses cannot be used by multiple requirements by default.ACADEMIC ADVISING specifically require a certain grade point in each course (i. Course Share Sets enable courses to be shared by more than one Requirement Group. the Requirement Designations must be built and Admissions must attach the appropriate Requirement Designation to the transfer course. Limiting the number of Course Share Sets improves the processing time of the audit. In PS. NOTE: The Requirement field is a restrictive field. Course Share Sets are tags which are given an Effective Date and a general description. OHIO currently does not have to set such a value in each requirement and courses in which a student has earned an F automatically will not count toward the requirement. Requirements. Transfer Coursework FIT: NO Transfer Coursework – Work-Around/GAP OHIO accepts D‘s from other Ohio state-assisted institutions as passing/acceptable transfer credit. Of course. Course Share Sets are attached at the Requirement Group level. minimum grade points of . but not others. 158 . the Course Share Set would share everything except what is entered into the Requirement field. Transfer courses completed under a student-elected pass/fail grading option may only apply toward the total hours requirements at OHIO.

The special usage field values generate alternate report formats. Then. academic/enrollment requirements. and various controls. General requirements apply to approximately 80% of the student population. Define Condition Line requirements. Dynamic Conditions FIT: YES Discussed Dynamic Conditions which create multi-dimensional condition specifications. such as plan. the transcript type must be written to address the report by attaching the Requirement Usage to the Transcript Type. Limiting the number of Entity Groups improves the processing time of the audit. Dynamic Conditions are expanded conditions that are applied to the audit. for use as a single condition or group students and give them different sets of requirements. Build the special usage Requirement Group and attach the Requirement Usage to the Requirement Group. lines. Entity Groups group together similar items. which are defined as alternative transcript types. the exceptions/smaller groups of students are established. Dynamic Conditions contain connector types. or Requirement Line as a condition. and academic/enrollment requirement groups. Once the rule is written and tied to students. The Requirement Usage contains general descriptive information which references the usage. Create special Requirement Groups which reference the user-defined Requirement Usage.ACADEMIC ADVISING Requirement Usage FIT: YES Requirement Usages provide the ability to assign a special usage for the report (Example: Phi Beta Kappa) which checks to make sure students meet certain criteria (Example: GPA. Program. Condition specifications can be set as conditions/preconditions. Plan. while Entity Groups can pick up the remainder of the requirements. except the student planner which is PLNR.). User-defined usage values are set at four characters. Once general requirements are defined. or Sub-Plan. and Condition Controls. Define the level at which the Entity Group applies. Entity Groups FIT: YES Discussed Entity Groups used in advisement and requisites. Student Group. parameters. Define the special usage value. 159 . and description. status. set the Effective Date. Condition Parameters. Delivered usage values are three characters. Define the Entity Group. Standard Condition gives the ability to create a common condition type. Entity Groups are expanded conditions that are applied to the audit. Tie the Entity Group to the Dynamic Condition at the Condition Line as a standard condition. units…. tie the Dynamic Condition to the Requirement or attach the Entity Group directly to the Requirement Group. Requirement.

It should be noted that a Course Substitution entered without a minimum grade point/unit would permit a course completed with an F to substitute and count toward the requirement. It is recommended to wait until the Academic Advisement Module build is complete and signed off before Course Substitutions are entered. Condition Processes FIT: YES Discussed defining Condition Processes (Example: External Degree – Student comes in with a degree from another university. It is recommended that potential Milestones that are used in advisement (Example: Comprehensive Exams. this enters an exception to a degree requirement for a student or group of students. Include the effective date. logical process type and name.ACADEMIC ADVISING Limiting the number of Dynamic Conditions improves the processing time of the audit. and External Degree Check. Course Substitution is not major specific. then select the course to be substituted. For this process to pick up. 160 . Create a user-defined condition process identifier which is used to create a condition specification. create the customized process. Access the Create Course Substitution page. The exceptions are then passed from the student records system to DARS. Select appropriate Course Source. but it is student specific. The Condition Process can then be referenced to the Condition Line. status.). Authorize Student Exceptions FIT: YES Currently at OHIO. Course Substitution FIT: YES Course Substitution substitutes one course for another for an individual student. Search for Select Course to be used. the external school must be defined along with the status of the degree. In conjunction with a developer. descriptive text. and requirement key format (if necessary). User programmable delivered by P/S (3 types): Milestone Check. Course Substitution will follow the student from major to major. Internal Degree Check. process key format. Condition Processes are predefined processes to run other processes. Enter appropriate substitution description. Milestones are requirements other than a course. High School Foreign Language requirement) are identified. staff in the college offices process student exceptions in their student information system (SIS). Also.

RQ. reports a student‘s progress toward graduation (depending on set-up and type).   To process a Student Exception you must access the Authorize Student Exceptions pages and then enter the appropriate descriptive text. Selection Code can be tied to Academic Program. The Transcript level should be set at the appropriate level. and Requirement Change. Enrollment (Course taken in residence). the exception is orphaned. Test Credit. RQ. or LN.ACADEMIC ADVISING In PS. If an Academic Career level exception is made. there are several ways to Authorize Student Exceptions: Course Directive. Requirement Waiver: Requirement Waiver does away with a RG. and LN levels and Course Source options. A list of courses can be directed to a Requirement Line by adding additional rows to the exception. Selection data field will need to be populated (Example: EmplID). or Student Group. Academic Plan. Other Credit. a course list cannot be directed as a Course Directive. It is recommended to wait until the Academic Advisement Module build is complete and signed off before Student Exceptions are entered. 161 . Once a student changes his/her Plan/major. Selecting Create Exception will allow you to define detail about the exception. Override Detail: Tie the course to the appropriate Academic Levels. Completely removes the requirement from the plan. & Transfer Courses which identify what type of course credit will be used/excluded in the exception. however. However. Operation Code will identify which type of transaction will be processed. Course Exclusion: Course Exclusion is an exclusion of a single course from a group of courses. will assign a permanent number in PS. Course Exclusion. This action may require additional Student Exceptions. Requirement Change: Requirement Change changes the number of units required (increase or decrease). Student. the exception will still follow the career exception. Requirement Wavier. The exclusion will not allow the course to be used where directed. If the student changes Academic Plans.   Course Directive: Directing a course to a requirement. it will follow the student as long as the student is in the Plan. if the course can match elsewhere in the AA audit. If the exception is tied to the Academic Plan. Setting Up an Advisement Report FIT: YES The advisement report. Course Source options are Course Offerings (Course in catalog). OHIO inquired to find out if there was a way to direct multiple courses to a Course Directive using a Course List. This action may require additional Student Exceptions. including Unit/Course requirements. An advisement report is a transcript type. it will match unless an additional exclusion is processed or the course is directed elsewhere. on the Authorize Student Exceptions page. The Create Exception link. such as the appropriate RG. it is tied to the career and will follow the student as long as the student is in that career.

the Academic Advisement Report/Degree Audit report audits a student‘s progress toward graduation based on build criteria. However. when the AA Report is printed. The Advisement Report was reviewed. AA reports can be saved for a determined amount of time. OHIO does not allow in-progress courses to apply toward requirements when audits are processed for students and advisors but they do appear on the audit in the appropriate requirements. However. In-Progress units appear on the DARS audit in the appropriate requirements. Select appropriate Transcript Type and Output Destination. PS does not permit the display of In-Progress on the report without having them count and possibly fulfill requirements. if you do not allow In-Progress credit to print on the AA Report then you would not see the in-progress courses on the AA Report. FIT: YES In PS. since the AA report and What-If reports are dynamic. if In-Progress credit is allowed to print on the AA Report. In-Progress courses can be identified by: (1) the grade field is blank because no grade has been assigned and (2) ―IP‖ appears next to the Requirement Group. 162 . Update the Request Detail by entering an appropriate student ID. In-Progress Credit FIT: NO Currently at OHIO. We reviewed how requirements were appearing as satisfied/not satisfied. then the course/units are going to match and the units will adjust like the course is actually satisfying the requirement. In PS. We discussed how to read the Units/Course actual/completed/needed. In PS. the DARS audit is made available to the student online. This is a flag that is set at the time the audit is processed. OHIO also has an option to allow in-progress to count on the audit assuming successful completion.ACADEMIC ADVISING Printing the Advisement Transcript/Degree Audit Report Currently. if the student withdraws from the course(s) or does not meet the Unit and/or Grade Point filters. the course will no longer apply toward the requirement. The formatting/printing of the report and how the set-up impacts the printing on the report was discussed. Access to the Advisement Report and report types can be handled via security. PeopleSoft AA does not provide this functionality. but do not accumulate in the totals toward satisfying degree requirements. it is recommended to purge the Analysis Database on a periodic basis. Students can request advisement reports via Self-Service. Access the Student Advisement Report or Request Advisement Reports pages. Requirement. and/or Requirement Line for which the In-progress course is matching. In addition.

you can create rules for different Transcript Types. Quick What-If: Allows the user to generate a What-If quickly. Stored What-Ifs can be run with Course What-Ifs. OHIO specifies location of Academic Plan type. This is not something that is recommended. staff to run a student‘s record against another plan. since the AA report and What-If Reports are dynamic. Make sure to enter the appropriate requirement term. What-If Reports can be saved for a determined amount of time. to process the What-If via Self-Service. and Sub-Plan data for the What-If desired. Stored What-If: Enter appropriate Program. What-If analysis does not indicate that program may have application process. Then. you will Enable Stored What-If that was created and then process the report. due to the configuration effort. Stored What-Ifs cannot be processed with Quick What-Ifs. A potential solution would be to change the delivered message on the Self-Service pages through the message catalog-app designer or generate a notice when a student selects Create A New Report. Plan. To run a What-If report. Multiple Academic Plans and Sub-Plans can be identified. Currently. A simulated alternative program and plan can be defined for a student as a What-If scenario. Quick What-Ifs can be run with Course What-Ifs. When running the Advisement Report. Students also have the ability. an advisor or student would need to enter the appropriate requirement term(s). However. Quick What-Ifs cannot be processed with Stored What-Ifs. A potential solution would be to create different Academic Plan coding based on location. you can configure lines for display purposes only using derived course lists that print the In-Progress course line item detail as a separate requirement. because the Academic Plan Requirements may be offered at the location the student is located. 163 . the information can be changed to view the desired information.ACADEMIC ADVISING For configuration. it is recommended to purge the Analysis Database on a periodic basis. This would be generated in the advisement report pages. including Program/Plan information. faculty. However. OHIO‘s current What-If process will default the appropriate term based on the student and terms available for the program being run. What-If Report FIT: NO A What-If Report allows the student. Selecting the Copy button will populate the student‘s current record. An Advisement Report Type can be created that Excludes In-Progress credit and one that Includes In-Progress credit. Regarding the PRINTING ONLY of the In-Progress credit: we recommend using delivered functionality. if appropriate security.

PeopleTools can be used to query the database tables. Academic Requirement Group. and Reverse Engineering can be run to document the build of the Academic Advisement Module. It lists the contents (or structure) of a requirement group(s). It lists the contents (or structure) of a requirement(s). course equivalencies. An Academic Requirement report can be run to review all of the requirements for a given Requirement. 164 . SQR. Documenting Institutional Rules FIT: YES The Run Control ID will provide a user defined stored value to run a report. course list.ACADEMIC ADVISING Course Applicability System (CAS) FIT: YES The Ohio Board of Regents supports CAS and requires state-assisted institutions to participate. Currently. The Report Format can be set from Standard Report Format to Analysis Database. Academic Requirement. In PS. Crystal Reports. and see how courses a student has taken or plans to take will transfer to colleges or universities.0. Documentation of degree audit requirements should be initiated once the plan requirements have been built/completed. Reverse Engineering can be run if there is a need to identify if/where a requirement is attached using advisement rules. Analysis Table FIT: NO DARS provides an analysis table that may be created as a result of a batch run of audits. PS provides the ability to query based on the completion of an entire program. or condition. It will also provide the ability to run a report in the future. The analysis table may then be used to query against to determine if specific program requirements have been completed or not. CAS is an online tool that allows a student to view program requirements. An interface will be required. you set up Transcript Type to run Advisement Reports. there is not an interface for PS 9. You can process Advisement reports in batch. Query Tools. A run control is a database record that provides values for parameters that determine the content of the report. Once the Analysis Database Tables are populated. This will also allow you to document the build. An Academic Requirement Group report can be run to review all of the requirements for a given Requirement Group. This populates the Analysis Database Tables. course. but not individual program requirements. It lists the results of a search for a requirement. This will also allow you to document the build. PS provides the ability to query based on the completion of an entire program.

go back and set the print controls for cosmetic purposes. typically. Look back at catalog versions of Academic Plan requirements. Naming Conventions should be established that are specific to OHIO and follow catalog and documented descriptions. The text needs to make sense and really define what is contained in the Requirement. Need to identify a plan for maintaining Student Exceptions in legacy. 165 . there is no conversion of Course Substitutions and Student Exceptions. Prepare documentation on current build of degree audits in legacy system. Then. Need to identify plan for maintenance once Academic Advisement build is complete. The description fields are free text fields. Course Substitutions and Student Exceptions will need to be entered. Leave print commands at the default for the build. Identify a plan for maintaining Student Exceptions in PS. Also. there is no conversion of Advisement Rules. Research the value of the course offerings and effective dated changes in the legacy system. once ensured that the report is working properly. It is recommended that building of Academic Advisement rules be centralized. Preparing for the Academic Advisement Implementation FIT: N/A Typically. Decide how many Effective Dated Plans to build (How many past catalog years to build advisement rules?). Advisement Rules will need to be built.ACADEMIC ADVISING It is recommended that sign-offs be obtained from academic units (or appropriate resource) once the plan requirements have been built/completed. Review legacy system requirements to determine which plans contain changes/updates. In addition. identify a work group for entering Student Exceptions.

Jill Lallier Fit/Gap Sessions were held from May 5 to May 15. It will be important for OHIO to categorize these Item Types in groups. Grouping similar Item Types will be important as OHIO creates the Item Type Tree which will be used in a number of Student Financials settings. If OHIO decides that they would like to categorize housing fees separately from other term fees. Payments. and Write-Off Item Type Classifications. OHIO can create as many Item Types as they would like and will never run out of numbers if a good Item Type 166 . Write-Offs. etc. Tuition & Fees. Jean Lewis.STUDENT FINANCIALS Section 10 Student Financials CIBER Leads: Reed Kofoed and Susan Kretz OU Process Owner: Kim Trout OU Leads: Steve Flaherty. OHIO would set up one account type in PS called ―TRM‖ or something similar to represent all term fees and would make sure to check the checkbox called ―Account per Term‖ on this setup.‖ General Student Financials Settings: Account Types FIT: YES Account Types – OHIO currently categorizes all fees for a term together. Debra Benton. OHIO will use at least the Charge. The following is a detailed summary of the fit/gap sessions that were conducted for the Ohio University Office of the Bursar detailing the fits and gaps within the PS Student Financials Module. For example. Shelley Ruff. ―OHIOU. but they do separate them by term on bills. With 12 digits to work with. Payment. Refunds. Refund. Each area was discussed at length in determining how the current business processes and policies will work within the PS Student Financials Module. Housing Fees. etc. Financial Aid. General Student Financials Settings: Item Types FIT: YES Item Types – PS Item Types are like OHIO‘s Charge Codes and Payment Codes in SIS. Financial Aid. they will set up one SF Business Unit. This SF Business Unit will be set up to mirror the SetID. they could always set up another account type called ―HSG‖ or something similar to separate TRM fees from HSG fees. The PS Item Type code/field is 12 digits longs. Miscellaneous Fees. General Student Financials Settings: SF Business Units FIT: YES SF Business Units – Although OHIO has 5 regional campuses.

OHIO will also set up more specific or detailed tree nodes within those general tree nodes for various purposes. These general and/or specific tree nodes are used to set charge priority lists for financial aid. PS then allows staff to ―attach‖ this form to a student. General Student Financials Settings: Student Waiver/Permission Forms FIT: YES Student Waiver/Permission Forms – Student Waiver/Permission forms allow a student to waive their rights or give the university permission to apply Financial Aid to any outstanding charge regardless of Federal Financial Aid Regulations. payments. A Student Waiver/Permission Form can be set on the Charge Priority Lists that are attached to Financial Aid Item Types. This functionality is usually used when one credit is more limited in what it can pay than another credit.STUDENT FINANCIALS numbering scheme is used. PS also uses a Payment Overall Priority to determine what order charges should be paid in the case there are charges due in multiple terms. or any combination. 167 . prior year charges. General Student Financials Settings: Payment Application Rules FIT: YES Payment Application Rules – OHIO currently has a basic hierarchy of charges that payments can pay.0 allows a student to give their permission electronically via Self-Service which means that staff no longer has to collect these forms or attach them to the student in the system. General Student Financials Settings: Item Type Tree FIT: YES Item Type Tree – OHIO Student Financials will need to set up an ―ITEM_TYPE_TREE. PS uses Payment Priorities to specify which credits can ―swap out‖ another credit on the account. thereby ―automatically‖ allowing FA to apply to any charge. The GL debit and credit settings are also attached to the Item Type. All of these setting are set at the Item Type level. etc. These nodes are also used to specify which charges a payment plan or third party contract can pay. prior term charges. PS 9. PS uses Charge Priority Lists to specify how a credit will apply to charges and in what order.‖ This tree will need to be set up with general tree nodes that match the Item Types that have been grouped together. Most likely. future term charges. A strategic combination of this functionality will be a good improvement over the capabilities currently in SIS. Charge Priority Lists will also allow OHIO to specify whether the credit can pay only current term charges. thereby allowing the first credit to go and pay other allowable charges. This is a great improvement over the current business process. These tree nodes can also be used for other purposes. OHIO can accept this form from a student but staff has to manually apply FA have it pay charges that are usually not allowed.

Different Adjustment Calendars can be set up and attached at the individual fee level. OHIO does not allow students to drop to zero units after the term begins. OHIO will be able to use the Last Date of Attendance field in the Term Withdrawal page to get many of these refund 168 . etc. a student can make a general payment over the web and a term will not be specified. OHIO should be able to adjust fees appropriately. Currently. So. as long as the student is enrolled in at least one course. once again. OHIO should be able to adjust fees appropriately. as long as Student Financials and Student Records communicate and coordinate on what those codes mean and how fees should be adjusted for those codes. Because PS requires a term on every posted transaction. Fees. This due date is important for Charges Due on staff and Self-Service pages and for aging. so this will NOT be a problem as long as OHIO continues to require minimum enrollment units after the term begins. For example. Calculating Tuition. There are three Withdraw Codes that PS delivers as translate values. collections. OHIO can define what these codes mean to OHIO. Student Records determines the (Enrollment Action Reason) Drop Codes. this is a way for OHIO to specify which term is the ―default‖ term when there is no term specified. OHIO‘s current SIS system does not have due dates. and write-offs. OHIO currently has a number of student petitions for refund of fees. Fees. so as long as Student Financials and Student Records communicate and coordinate on what those codes are and how fees should be adjusted for those codes. Although these three codes may not describe why an OHIO student is withdrawing. so this will be a big improvement in aging accounts. Calculating Tuition.STUDENT FINANCIALS General Student Financials Settings: SF Term Default FIT: YES SF Term Default –This is a PS setting for those charges or payments that get posted without a term specified.) can be adjusted automatically. This would be a potential problem if the student dropped to zero units and did not add any classes back resulting in a withdrawal because a withdrawal should have a pro-rated calculation of fees. The adjustment calendar uses a pivot date – usually the term begin date – and adjusts fees based on Drop Codes and Withdrawal Codes used by Student Records. & Waivers: Adjustment Calendars FIT: YES Adjustment Calendars –PS Adjustment Calendars will allow OHIO to set up a schedule so that any automated fee (term fees. OHIO gives 100% refund for drops during the add/drop period. & Waivers: Due Date Calendars FIT: YES Due Date Calendars – PS Due Date Calendars will allow OHIO to set up a schedule so that any automated fees will get an appropriate due date. This would result in zero fees being calculated if OHIO allowed a student to drop to zero units after the term starts. course/class fees.

and campus. credit hours.STUDENT FINANCIALS adjustments calculated correctly. if there is a student petition that is granted purely on an exception basis that differs from the standard refund policy. Medical. and other values to determine who gets what fees. number of enrolled units. Calculating Tuition. Equations can be attached to ―trigger‖ criteria and/or can be attached to ―amount‖ criteria. like housing. total passed units. If these standard and/or user-defined fields do not allow the appropriate criteria to be defined for a given fee. and Equation Engines. user-defined criteria. term fee. OHIO uses career levels. There are a number of standard fields that can be used as standard criteria values. However. but this is not handled with the PS Deposit Fee functionality. Academic Program. and Online). Between standard criteria. then OHIO will have to manually adjust/refund fees due to the nature of the exception. Fees. & Waivers: Criteria & Equations FIT: YES Criteria & Equations – OHIO Tuition Groups and Term Fees are based on certain criteria. Graduate. an application fee can be posted to the student account if desired. then the Equation Engine functionality will have to be used. PS can use standard criteria or equations if necessary to define these Tuition Groups and Term Fees. Fees. As noted above in the ―Criteria & Equations‖ section. If OHIO decides to use the PS-delivered application fee process. including 30 user-defined fields. Equation Engine functionality can pull from virtually any other field in the database and can include SQL that is as simple or complex as your equation requires. OHIO should be able to define any tuition group. and amount required. & Waivers: Tuition Groups FIT: YES Tuition Groups – OHIO‘s fees are primarily grouped by academic career (Undergraduate. & Waivers: Application & Deposit Fees FIT: YES Application & Deposit Fees –OHIO does not currently post application fees to the student accounts. OHIO does require students to pay deposits in the form of a ―pre-payment‖ for some situations. CollegeNET is currently used to process applications and application fees and the money is posted to the GL. Undergraduate Lower Division and Upper Division. campuses. OHIO does not charge any actual deposit fees. Calculating Tuition. OHIO‘s tuition groups will be defined using criteria and equations. This is NOT a gap due to the fact that these kinds of student by student exceptions will always have to be manually adjusted. Calculating Tuition. 169 . residency. Fees.

There was a lengthy discussion regarding the scenario where a student is taking classes on multiple campuses. Fees. Residence and Dining Hall charges will not be handled via Term Fee functionality in PS. Most likely. & Waivers: Term Fees FIT: YES Term Fees – In PS. These Residence and Dining Hall charges will most likely be posted via an interface with the new housing system or via External File Load. Most likely. OHIO has a number of standard term fees that will be attached to each tuition group. & Waivers: Waivers FIT: YES Waivers – PS Waivers are generally used when a student meets certain criteria that allows all or a portion of a fee or fees to be waived. Because Equation Engine is a delivered PS tool. a new waiver code with a new effective date should be created and attached to the term fee. and Non-Resident Fees. Calculating Tuition. Group Post in PS. Waivers are then attached to the individual term fees on the various tuition groups. this is not necessarily a Gap in PS Campus Solutions. Calculating Tuition. OHIO will set up class fees instead of course fees because in many cases sections of a class can be charged differently. it will require a fair amount of technical programming to make this happen. user-defined criteria. Fees. Waivers can use standard criteria. or they may not charge a fee at all. Because of the necessary technical programming effort it will require. In this case. i. However. General Fees. Calculating Tuition. The Athens campus also has a standard Technology Fees that vary based on the academic program. A good example of a waiver at OHIO is the employee fee waiver. Lancaster campus may charge a different rate than the Athens campus. this will require a complex Equation Engine program to automate this pro-ration. term fees are attached to tuition groups. These two fees can be waived (see section on ―Waivers‖ below for additional information).STUDENT FINANCIALS Calculating Tuition.e. Fees. & Waivers: Course/Class Fees FIT: YES Course/Class Fees – PS Course/Class Fee functionality is capable of charging appropriate course/class fees at OHIO. They are effective dated only. Fees. These term fees include Instructional Fees. Each student is also charged a Student Health Insurance Fee and a Student Legal Service Fee. or equations to define who gets a waiver and in what amount. The only downside to PS Waiver functionality is that they are not term driven. & Waivers: Optional Fees FIT: N/A 170 . OHIO has to ―Pro-rate‖ fees in many of these cases. This usually does not cause a problem unless a flat amount or amount per unit is being waived and the fee goes up. this will be noted in the Gaps section of this analysis.

This is also helpful when troubleshooting calculation errors as there is much student information that goes into a tuition calculation linked from this page. Calculating Tuition. PS‘s definition of ―Initial Enrollment‖ usually differs from that of most universities. it was determined that OHIO would probably want a ―Bolt-On‖ modification that would be able to calculate and post these fees automatically and on a scheduled basis. Calculating Tuition. Calculating Tuition. It was determined that OHIO would try and test this functionality for add/drop fees. Fees.STUDENT FINANCIALS Optional Fees – Most likely OHIO will not use the Optional Fees functionality in PS Campus Solutions. & Waivers: Tuition Calculation Controls FIT: YES Tuition Calculation Controls – Tuition Calculation Controls will allow OHIO to ―turn on‖ the ability to calculate tuition and fees for a given term. and waivers by the push of a button for one student. Add Fees. Second. Most universities that use CASHNet prefer to use CASHNet functionality for optional fees. While a query could be built to identify the students who should be charged and the External File Load. the Transaction Fee (Initial Enrollment Fees. but because the definition of initial enrollment does not fit. For a number of reasons. Should OHIO decide that they want to ―turn off‖ the ability to calculate tuition for a given term in the past. Miscellaneous Fees functionality is available through SelfService. In PS Campus Solutions 9. they can ―turn off‖ these controls for the given term and in effect ―lock in‖ tuition for the term. Transaction Fees can only be attached at the Tuition Group level. First of all. This functionality is very helpful for ―testing‖ individual fee calculations before running the batch tuition calculation for all students. & Waivers: Transaction Fees FIT: NO Transaction Fees – Gap. and Drop Fees) functionality in PS is not generally usable. 171 . Fees.0. If CASHNet is not used for optional fees. & Waivers: Calculating Tuition for a Single Student FIT: YES Calculating Tuition for a Single Student – This PS functionality will allow OHIO to calculate tuition. Fees. then the new Miscellaneous Fees functionality will most likely be a better choice than Optional Fees functionality. this will be included as a Gap in this analysis. fees. Group Post functionality could be used to post these fees in batch.

and waivers calculation for all students for one or multiple terms. Usually the setting to calculate ―required‖ students is run each week night. and waivers calculation. fees. Calculating Tuition. then this will probably be the functionality that would be used to post those payments to individual student charges on the Third Party account. All charges posted to a third party account should come through the automated Third Party Contracts. & Waivers: Processing Enrollment Cancellation FIT: YES Processing Enrollment Cancellation – OHIO does not do a mass or batch enrollment cancellation for non-payment of fees. if not all. a payment that has already been 172 . Student & Third Party Account Maintenance: Posting Individual Transactions FIT: YES Posting Individual Transactions – This functionality will allow OHIO to post charges and/or payments to student and/or third party accounts manually. & Waivers: Calculating Tuition for Multiple Students FIT: YES Calculating Tuition for Multiple Students – This batch tuition calculation process will allow OHIO to schedule or run real-time the tuition. If CASHNet does not have the ability to post Third Party payments.STUDENT FINANCIALS Calculating Tuition. One example of this is if the amount of a term fee has been changed. Most charges posted to student accounts will come through the automated tuition. Should OHIO decide to do a mass or batch enrollment cancellation for non-payment of fees. Student Financials has a number of settings it can use to determine who will get cancelled and who won‘t. payments on student accounts should come through CASHNet. fees. Also. OHIO should remember not to try to reverse charges that have been posted automatically via tuition calculation as those charges will simply repost the next time tuition calculation is run. Usually the setting for ―all students‖ is run on the weekend. Most. PS‘s functionality should be a good fit. This process will run against all students who have been term activated for the given term(s) regardless of whether the ―require‖ flag has been set or not. Fees. Fees. Student Records actually owns and runs the process that drops classes and cancels enrollment once Student Financials has created the batch based on certain criteria for non-payment of fees. The ―all students‖ is usually run on the weekend because it will take longer to run and because not all changes in the database that could require a recalculation will set the ―required‖ flag. There are two basic settings on this batch tuition calculation process. Student & Third Party Account Maintenance: Reversing Transactions FIT: YES Reversing Transactions – This functionality will allow OHIO to reverse charges and/or payments that have posted to a student or third party account. The ―required‖ flag is set for a student if there has been an enrollment change or other change in the database where PS recognizes that tuition calculation probably needs to be run to recalculate fees.

173 . Student & Third Party Account Maintenance: Dishonored Checks FIT: YES Dishonored Checks – This is a business process discussion rather than a functionality fit/gap discussion. Group Post functionality could be used to post these fees in batch. These do not have to be set up. PS‘s Late Fee functionality does NOT fit the requirements for this late fee. OHIO currently has a $100 late fee that is charged once per term based on certain late payment criteria. OHIO is interested in exploring finance fees being charged rather than the late payment fees listed above. Student & Third Party Account Maintenance: Late Payment Fees FIT: NO Late Payment Fees – Gap. When a transaction is reversed. Student & Third Party Account Maintenance: Item Reasons FIT: YES Item Reasons – OHIO can set up standard Item Reasons for reversing transactions. Student & Third Party Account Maintenance: Finance Fees FIT: N/A Finance Fees – OHIO does not currently charge ―finance‖ fees. outstanding charge. While a query could be built to identify the students who should be charged the late fee(s) and the External File Load. the original payment would be reversed only to re-post and re-apply to the new. This leaves the original fees that were covered by the dishonored check once again outstanding in the correct receivable account and the ―dishonored check fee‖ outstanding to be paid. it was determined that OHIO would probably want a ―Bolt-On‖ modification that would be able to calculate and post these late fees automatically and on a scheduled basis.STUDENT FINANCIALS reconciled should only be reversed if posted to a wrong account or if the payment needs to be changed to a general payment. Also. It was determined that OHIO would leave the original payment on the account so as not to confuse the cash reconciliation and simply post a charge to collect the money that the check was written for and then post an additional charge for the ―dishonored check fee.‖ Usually. See section for ―Late Payment Fees‖ shown above. you have the ability to specify why you are reversing the transaction or you can specify a pre-determined Item Reason that already has the reversal description attached. OHIO has late payment fees associated with the monthly payment plan(s) that will not be able to be automated with the delivered Late Fee functionality. a reconciled payment that has been reversed should always be re-posted on the same day for the same amount in order to keep the cash reconciliation correct. Then.

dat‖ file. due to accounting requirements that say that charges must be written off to specific accounts and funds. An origin and a group type must be set up for Financial Aid. One of each is usually set up for Conversion of account balances.STUDENT FINANCIALS Student & Third Party Account Maintenance: Write-Offs FIT: YES Write-Offs – OHIO does not currently do official write-offs to accounts. The advantage of this functionality is that the process can also place a ―Written Off‖ service indicator as it posts the write-off whereas a ―Written Off‖ service indicator would have to be manually placed if the ―post individual transactions‖ functionality were used. These delinquent accounts are sent to the State of Ohio Office of the Attorney General. then an Origin and Group Type will need to be set up for Lockbox transactions. Student & Third Party Account Maintenance: External File Layouts/Loads FIT: YES External File Layouts/Loads – This functionality is used to load transactions in mass or batch. If OHIO continues to do Lockbox payment processing and this functionality is used to post the payments. this can be done using the ―post individual transactions‖ functionality or the delivered Write-Off functionality. One of each will also need to be set up for Housing if housing is going to interface using the External File Load. Should OHIO decide to do write-offs in PS. The file of transactions that will be loaded ultimately needs to be saved as a ―. The External File load process loads these mass transactions based on the pre-determined file layout. 174 . Student & Third Party Account Maintenance: Origins & Group Types FIT: YES Origins & Group Types – Origins and Group Types are required for Financial Aid batches and External File Loads. However. if the delivered write-off functionality is used then the ―Write-Off Item(s)‖ setting will be used to accommodate the correct accounting. PS will allow OHIO to pre-determine a set layout for various types of transactions. Group Post functionality. Student & Third Party Account Maintenance: Group Posting Transactions FIT: YES Group Posting Transactions – OHIO will have the ability to post batches of transactions. OHIO will have the ability to correct and/or delete individual transactions within the batch. It is usually recommended that the origins and group types mirror each other. These batches of transactions are usually loaded through an External File as mentioned above.

very few universities have used the delivered functionality as it is lacking in many ways. there are times when a payment does not apply to all eligible charges at the time of posting. It was determined that OHIO would continue to use CASHNet for online payments and cashiering with PS. There may be reasons why other modules within PS may also want to use a third party process scheduler. Student & Third Party Receipts: Online Payments & Cashiering FIT: YES Online Payments & Cashiering – Fit. PS requires that Student Financials manually determine if a new FA batch has been created and then run the posting process in order to get the FA posted to the student accounts. It was determined that OHIO would want to either create a modification to automate this posting process as soon as a new FA batch has been created or they could choose to use a third party process scheduler that would have the ability to automate this. this will be included in the interfaces section of this analysis as there will need to be resources allocated on the project to get this interface installed. PS does not deliver a way to have those batches automatically posted to the student accounts. Although CASHNet has a very good reputation for working with clients and getting their software interfaced with PS. Many universities use CASHNet or a similar third party vendor to process cash receipts. Although PS delivers cashiering functionality. While PS will allow OHIO‘s Financial Aid office to create a batch of Financial Aid transactions to be posted to the student accounts. PS provides a process that can be run (usually nightly) that ensures that all posted payments have been applied to all eligible charges on the account. Student & Third Party Account Maintenance: Applying Payments FIT: YES Applying Payments – Fit. and working correctly. OHIO currently uses CASHNet for cashiering and online payments via eCheck and SmartPay. There will also most likely need to be some small modifications to Self-Service in order to ―re-direct‖ the delivered ―Make a Payment‖ links to CASHNet for online payments. See the section ―Payment Application Rules‖ above for more detailed information on how payments apply to charges. For this reason. tested.STUDENT FINANCIALS Student & Third Party Account Maintenance: Group Posting Financial Aid Batches FIT: NO Group Posting Financial Aid Batches – Gap. CASHNet has worked closely with PS to deliver Cashiering functionality that is real-time and seamless through Component Interfaces. While PS usually applies payments as the individual payments are posted. Because of the Student Financials group posting process and also the separation of duties. 175 .

payment deadlines. If CASHNet does not have the ability to post payments to individual students on the third party account. CASHNet monitors whether a student has viewed the eBill or not. OHIO can feed them through CASHNet or can use the PS delivered External File Load. CASHNet has stated that they have the ability to post third party payments in PS. Should OHIO decide that it wants to continue to accept lockbox payments.‖ OHIO will continue to use CASHNet for Cashiering. OHIO will need to confirm with CASHNet that they do in fact have the ability to post payments to third party accounts and that they also have the ability to post payments to individual students on the third party account. Student & Third Party Receipts: Lockbox Payments FIT: N/A Lockbox Payments – N/A. CASHNet sends out emails based on certain criteria and at certain points in time. CASHNet also allows ―Authorized Users‖ to view eBills and make electronic payments. Although PS has the ability to process third party payments. etc.STUDENT FINANCIALS Student & Third Party Receipts: Departmental Receipts FIT: YES Departmental Receipts – Fit. Student & Third Party Receipts: Third Party Payments FIT: YES Third Party Payments – Fit. If OHIO decides that they want to use PS Self-Service and discontinue the use of CASHNet for account presentment and related emails. then there will need to be some ―bolt-on‖ modifications to send out emails about account balances. OHIO currently feeds CASHNet the information to present student statements ―eBills.‖ as of a point in time. the ―Post Corporation Transaction‖ functionality could be used to post to individual students on a third party account. There would also need to 176 . however. OHIO needs to determine whether it wants to continue to use and pay for this CASHNet functionality or whether it wants to use PS Self-Service for a comprehensive view of all activity that has ever posted to the student account and do away with statements that are as of a point in time. OHIO currently accepts lockbox payments. OHIO will continue to use CASHNet for Cashiering. Student & Third Party Billing: Student Billing FIT: NO Student Billing – Gap. OHIO is open to doing away with these types of payments as the volume continues to decline and as the staff continues to have to check many of these transactions for errors. Although PS has the ability to process ―Departmental Receipts. CASHNet has the ability to interface with Oracle Financials for those ―departmental receipts‖ that need to be fed straight to the GL rather than being posted to a student or third party account. Group Post process.

the third party bill will need to be modified to fit the requirements of the various third party sponsors. For example. the configuration will still have to be set up and the process run on a monthly basis to ensure that all transactions have valid due dates and that the aging is correct. If OHIO can make this simple policy change. OHIO currently charges a late fee for installment payments that are late. The amount of this fee currently depends on how many terms they are going to be on the payment plan. Student Payment Plans: FIT: YES Installment Payment Plans Installment Payment Plans – Fit.STUDENT FINANCIALS be a modification in PS to allow ―Authorized Users. then PS delivered functionality will be a good fit. should OHIO ever need to print out an actual bill for the student.. Although PS has the ability to process a third party bill. OHIO currently has an installment payment plan. Even if the PS student billing functionality is not used to send out paper bills. The students are currently charged a fee to enroll in the payment plan. such as a parent or guardian. The PS delivered Payment Plan functionality does not include any late fee functionality. Student Payment Plans: Payment Plan Late Fees FIT: NO Payment Plan Late Fee – Gap. OHIO‘s third party contracts can be processed using PS delivered third party contract functionality. to see certain student information and to do certain student tasks. some of these sponsors require that the student‘s schedule of classes be printed on the bill. A ―bolt-on‖ modification will have to be developed to automate this late fee assessment if finance charges are not utilized as a business process change. The PS student billing functionality does not have any automated email functionality. Third Party Contracts: Third Party Contracts FIT: YES Third Party Contracts – Fit. the PS delivered bill will most likely need to be modified to be usable. 177 . Student & Third Party Billing: Third Party Billing FIT: NO Third Party Billing – Gap. Also. It was determined that OHIO could make a simple policy change that would charge a $25 fee each term the student was on a payment plan rather than charging the fee up front. PS does not have this ability as delivered.

in-house collections department. There is no ability in PS to roll a third party contract from one term to another. Based on these requirements. Student & Third Party Aging & Collections: Account Collections Process FIT: NO Account Collections Process – Gap. The PS delivered account aging process called Credit History will be able to age OHIO‘s accounts correctly. In order for OHIO to be able to continue to process refunds as it does currently. PS‘s delivered functionality is seamlessly interfaced with PS Financials and/or PS HR/Payroll for paper check refunds and/or direct deposit refunds. Regardless of how and where OHIO decides to produce paper refunds checks and how and where OHIO decides to split out direct deposit refunds. OHIO does not use PS Financials or PS HR/Payroll. Student. Parent. tested. 178 . PS does not have the ability to automatically send out emails for refunds. it was determined that OHIO would probably need a ―bolt-on‖ modification that would automate the notification process and track students through the collections process. OHIO currently gets some third party contracts that are good for multiple terms or years. and working correctly. OHIO uses the current SIS system to issue refunds. & Third Party Refunds: Refunds FIT: NO Refunds – Gap. This will have to be included in the modification/interface. maintain. OHIO currently sends out a couple of notices before sending accounts to an outside collections agency. OHIO also currently sends out emails when refunds are processed. there will need to be a major development effort to both modify and interface the PS Campus Solutions refunding process with the Oracle systems that OHIO uses for Accounts Payable and HR/Payroll. parent. and third party refunds. in-house collections department. and process for what OHIO needs to do. OHIO will have to create a ―bolt-on‖ modification to be able to automatically roll a third party contract from one term to another. Because OHIO does not have a full-time. interfaced. While PS has the ability to process student. Student & Third Party Aging & Collections: Account Aging Process FIT: YES Account Aging Process – Fit. there will be a lot of resources needed to get the system(s) modified.STUDENT FINANCIALS Third Party Contracts: Third Party Contract Rollover FIT: NO Third Party Contract Rollover – Gap. Although the PS delivered collections process would allow OHIO to process collections activity. the PS collections functionality will be a lot of work to set up. PS assumes that the university has a full-time.

PowerPark Parking Management System – OHIO is in the process of upgrading to the latest PowerPark parking management system (T2 Systems). this interface will have to be developed. OHIO needs to confirm whether or not the interface pieces already exist or whether they will need to be built. OHIO will need to determine if it wants to interface any library transactions with Student Financials. Some of these interfaces could use the PS delivered External File Load. SoftCash Software Sales Application – OHIO will need to determine if it wants to interface any of these transactions with Student Financials. OHIO thinks that Adirondack has worked with PS on interfacing the two systems.STUDENT FINANCIALS Student Financials Interfaces FIT: YES There were a number of applications identified at OHIO that will need to interface with Student Financials. this interface will have to be developed. but there are some manual steps involved. Financial 179 . Group Post process can be used to interface to the PS student account. and working correctly. CASHNet – OHIO currently uses CASHNet for online payments. OHIO will need to confirm whether T2 Systems has any delivered interface pieces or whether the interface will need to be developed. Library – The library has its own software application. CASHNet has worked with PS to deliver the application interfaces to Student Financials. this interface will have to be developed. Some of these application vendors already have pieces of the interface developed. but there are some manual steps involved. If so. tested. OHIO will also need to decide how seamless/automated the interfaces have to be. As mentioned above. Health Center / Pharmacy / Diagnostic Services & Immunizations -. Regardless of whether OHIO decides to use waivers. homegrown application that OHIO currently uses and interfaces to SAM and SIS. OHIO will need to determine how it wants to interface this application to Student Financials. cashiering. It was determined that OHIO will keep this application and that a complex modification/interface will need to be developed to replace the existing interfaces. OHIO will need to determine if it wants to interface any of these transactions with Student Financials. OHIO plans to implement this new housing system prior to converting to PS. the PS delivered External File Load. Adirondack Housing Management System – OHIO is in the process of implementing a new housing management system – Adirondack. P-Counter Printing Application – OHIO currently charges students for printing on a monthly basis. Many of these application interfaces will need to be developed by OHIO. There will still need to be a good amount of effort and technical resources to get this interface set up. and eBill presentment. If so.OHIO will need to determine if it wants to interface any of these transactions with Student Financials. Group Post to interface to the PS student account. If so. If so. this interface will have to be developed. OGA Online Graduate Awarding System – OGA is a highly customized.

there is no delivered process to process the taxes for Non-Resident Aliens.0 has some 1098-T 180 . OHIO will need to either develop a process for this or process these manually. like Glacier International. OHIO uses Oracle Financials. OHIO will still need to do a lot of work to complete the conversion correctly. OHIO would also like to interface valid account strings into Campus Solutions so that only valid values can be used on an account string. that also provide help with Non-Resident Alien Tax Reporting requirements. this will require a fairly large development effort. or any other PS functionality to process these awards. Group Post process to load student and third party account balances for conversion. CS v9. OHIO will have to develop a process for extracting these account balances from SIS and getting them posted to the correct ID in PS. Will OHIO convert open balances at the individual transaction level? Will OHIO convert open balances at an overall account level? Will OHIO convert open balances at the receivable level? Will OHIO convert open balances by term? OHIO will also have to determine a legitimate due date for transactions (as SIS does not have an official due date) if it wants a valid aging out of PS. There are some third party vendors. OHIO currently prints out the detailed information that makes up the totals on the form.STUDENT FINANCIALS Aid. It was determined that OHIO would need to clean up third party accounts in SIS prior to converting those balances. most likely OHIO will need to modify these setup fields and there will have to be an interface developed to actually get the accounting entries into Oracle Financials. Tax Reporting FIT: NO 1042 Non-Resident Alien Tax – While PS allows an Item Type to be flagged as a potential NRA taxable item. Processing GL Accounting Entries FIT: NO All of the PS functionality for setting up GL account strings and processing GL accounting entries are built around interfacing with PS Financials. Student Financials Conversions FIT: YES PS recommends using the delivered External File Load. This will require that the interface go both ways like it does between PS Campus Solutions and PS Financials. 1098-T Tax – PS does have a process for processing 1098-T tax forms. OHIO will need to decide at what level balances will be converted. PS will have regulatory patches/fixes that will need to be installed and sometimes these come late in the year. This will require a significant development effort. While OHIO may be able to use some of the existing fields for setting up account strings and may be able to use the delivered ―Create Accounting Entries‖ functionality to process accounting lines within Campus Solutions. OHIO will need to decide if it wants to use the delivered 1098-T process or develop a process that will take care of these federal requirements. Oftentimes.

However. The credit history (aging) process can be set up to automatically place a service indicator for outstanding balances. This is a huge improvement over prior versions. Self-Service for SF FIT: NO In general. like Campus Partners or ECSI. Service Indicators for SF FIT: NO Service Indicators in general will be a good fit for Student Financials. Name Usage.STUDENT FINANCIALS functionality if the data is processed in PS. SF will need to work with the other modules on Name Types. There are some third party vendors. Campus Community for SF FIT: YES Campus Community is a good fit for Student Financials.0 even has the ability to mass place or release service indicators based on a user-defined query or population selection. OHIO will need to decide whether self-service in Campus Solutions will be good enough for account presentment without having to do ―account statements‖ in CASHNet. etc. as stated above in the collections section. Campus Solutions Self-Service for Student Financials will be a good fit. Setting up the functionality to input SF comments is quite easy and this will be a good fit. Address Types. It was determined that OHIO would look into ―Event Triggers‖ and/or ―Database Triggers‖ that could possibly accomplish the desired results. if OHIO decides to use the delivered collections process. CS v9. OHIO is currently using CASHNet for some of the self-service functionality. 181 . A combination of service impacts and service indicators allow certain services to be held or exceptions to be made in various Student Financials processing. however a communications records can be created if desired when the billing process is run. but either way decides to go there will have to be a development effort in order to do this. 3C’s for SF FIT: YES Student Financials will be able to use the delivered comments functionality. The SF billing functionality has the capability to produce bills without using communications. Student Financials does not have any delivered functionality that would allow these service indicators to be removed real-time. OHIO currently has the ability to automatically release a service indicator real-time when a student pays. and Residency. Also. Address Usage. that also provide help with 1098-T Tax Reporting requirements. based on OHIO‘s collection requirements. However. it was already determined that OHIO would probably need a ―bolt-on‖ modification that would automate the collections notification process and track students through the collections process. the communications functionality will have to be set up for SF. .

OHIO has a business process requirement that states that only those housing students that have paid a housing deposit can get a final admit status and enroll. Group Post process. All of these reports are based on delivered queries.STUDENT FINANCIALS It has already been determined that OHIO will need to be a self-service modification to allow ―authorized users‖ to log in and to do certain tasks. however many of these are Crystal Reports and may not meet the specific OHIO reporting requirements. Student Financials can also set up Item Type security at the permission list or user level. In addition to the basic row level security. Security for SF FIT: YES PS security can be set up as detailed and tailored to each user as OHIO decides it wants. OHIO will want to use these delivered queries and build many other queries that can be used as a base for custom reports. an application fee can be posted to the student account if desired. SF Integration Points with AD FIT: NO There are only a few integration points between Student Financials and Admissions. whether it wants to interface to student financials or continue to post these charges manually or through the PS delivered External File Load. PeopleSoft does not have the ability to identify authorized users. Most likely. As mentioned above in the Application Fees section. PS also delivers a number of reports that can be run from the PS menus. OHIO will need to develop a business process or ―bolt-on‖ modification to accomplish this. Query/Reporting Tools for SF FIT: YES The delivered PS Query tool will be a good tool for functional users. Application Fees are not currently posted to the individual student accounts. OHIO is already looking at using the Oracle OBIEE business intelligence tool to do much of this custom query/reporting work. user profiles. 182 . OHIO gets a list of students that need to get the orientation charge and these charges are posted to the student accounts. If OHIO decides to use the PS-delivered application fee process. OHIO uses a web application for Orientation. CollegeNET is currently used to process applications and application fees and the money is posted to the GL. roles. and permission lists. OHIO will have to decide whether it will continue to use this web application and if so. An ―authorized user‖ is someone that has been given authorization by the student to view student account information.

Student Financials also relies on Add/Drop and Withdrawal Codes to calculate and adjust tuition and fees. Transcript Fees. SF and FA will need to work together on the payment application rules for Financial Aid Item Types.STUDENT FINANCIALS SF Integration Points with SR FIT: YES There are quite a few integration points between Student Financials and Student Records. It was determined that OHIO would want to either create a modification to automate this posting process as soon as a new FA batch has been created or they could choose to use a third party process scheduler that would have the ability to automate this. Student Financials may use a combination of Career/Program/Plan to help define tuition groupings. Most other integration points are already integrated within Campus Solutions. PS requires that Student Financials manually determine if a new FA batch has been created and then run the posting process in order to get the FA posted to the student accounts. in what cases a Third Party Contract should be used. or an interface will have to be developed to post these fees. SF Integration Points with FA FIT: NO There are also quite a few integration points between Student Financials and Financial Aid. both units will need to continue to work closely together. OHIO also does not do a mass enrollment cancellation for non-payment of fees. then there should not be a problem with FA doing some online disbursements. and the Late Registration Fee will all need to be processed with the same business process that is currently used. Graduation Application Fees. Should OHIO decide to do either one of these in the future. At Ohio. Student Financials and Student Records will need to work closely together to get the tuition and fees correctly calculated and adjusted. Student Financials and Financial Aid will need to coordinate and work closely together on defining Item Types and the definition of Anticipated Aid. A Third Party Contract should be used if an outside. For example. since the Registrar‘s Office is currently responsible for tuition calculation and course/class fees. while PS will allow OHIO‘s Financial Aid office to create a batch of Financial Aid transactions to be posted to the student accounts. and in what cases the Financial Aid functionality should be used. SF and FA will have to work together to determine in what cases a Waiver should be used. the External File Load. FA has the ability in PS to do ―Online Disbursements‖ which post to the student account real-time. PS does not deliver a way to have those batches automatically posted to the student accounts. third party is footing the bill and OHIO needs to send an invoice to cover some or all of the student fees. Because of the Student Financials group posting process and also possibly due to PS‘s interpretation of separation of duties. 183 . Group process will have to be used. As long as Student Financials is aware that online disbursements are being done and they can take that information into account in the refunding business process. OHIO does not allow students to drop to zero units on or after the first day of class without doing an official withdrawal. a waiver should be used if a student is eligible for a partial or full waiver of the fee. There may be reasons why other modules within PS may also want to use a third party process scheduler. In general. As mentioned above.

These credits can then be refunded in batch as Emergency Loans. and Student Financials will all have to work very closely to determine what exactly the interface between OGA and PS Campus Solutions will have to include and which PS functionality will best handle the business process and each of the respective requirements. If OHIO decides to process Emergency Loans in this manner. link account types and map chartfields. Student Financials currently processes R2T4 calculations. As mentioned above. posting restrictions. edit tables and commit levels. the OGA system will need to interface with PS Financial Aid and Student Financials. It was determined that Graduate Studies. Financial Aid. SF and FA will continue to work together to process internal and external scholarships. PLUS Loans. and anything else that involves the tracking and managing of money used to help students get through school. loans. scholarships. Define account types to classify item types into usable account groups. maximum row settings. PS v9. Define attributes. 184 . Define Value Added Tax transaction types. There were a number of discussion points regarding Graduate Awards. As far as Emergency Loans is concerned. OHIO is open to posting a credit to the student‘s account once the Emergency Loan has been approved. Define number sequencing. it will have to modify its business process to get the promissory note signed by the student up front. It was determined that OHIO would use the delivered functionality within Financial Aid and Student Financials to process Perkins Loans.STUDENT FINANCIALS Financial Aid should be used for grants. and all other loans. however Student Financials will have to work with Financial Aid (FA will have to be the ones to actually make an adjustment to an award if necessary) and Student Records (SR typically posts the withdrawal to the student and determines the actual ―Last Date of Attendance). Define item type groups to limit the application of credits to certain charge items. At OHIO. Table Loading Sequence Setup Task Checklist Table Student Fin Installation Keywords SF Account Types Item Types Item Type Groups Tax Transaction Description Set up checklists.0 now has functionality called ―External Awards‖ that help FA in determining what ―other resources‖ a student might have. It was determined that Student Financials will continue to process R2T4 calculations. Define and associate keywords with item types to facilitate searches.

Review valid records. Define fee classes to enable reporting on specific types of fees. Create Follow-Up action codes that record the steps needed to resolve accounts. Define schedules and fees for tuition adjustments for drops and withdrawals. Define sets of frequently posted receivables for use in group data entry. Define aging sets for credit history processing. fields and edit tables used in trigger criteria. Create late fee definitions to identify past due charges and assess late fees. the billing and due dates. 185 . Review valid records used in trigger criteria for tuition calculation. Define the credit card types the institution accepts for payment. Define the sorting of eligible charges for payment allocation. Define default terms to populate accounts when term is not used during posting. Define codes to provide brief explanations for voided cashiering receipts. Define codes that identify why the system moved an item out of collections.STUDENT FINANCIALS Codes Tax Authorities Tax Codes Aging Set Late Fees Late Fees Billing Payment Overall Priority Student Permission Forms Charge Priority List Billing and Due Calendars Adjustment Calendars Origin Table External File Layouts Group Type Table SF Term Default Security Views Valid Records Valid Fields Credit Card Type Item Reasons Follow-Up Table Reason Out Fee Classes Void Create tax authority codes to process taxes attached to charges. Define tax codes to link taxes and tax authorities to charge item types. Review and modify security views for your system. Create schedules to determine the amount of fees due. Define the file layout for external charges and payments. Define charge priority lists and rules and link them to item type tree nodes. Create codes to provide brief explanations for payment and charge reversals. Define sources of receivables posted through group posting. Create late fee definitions to identify unpaid billed items and assess late fees. Create form for permission to apply restricted credits.

Define coverage and rates for Providers. Define waiver codes to waive or reduce a student's tuition and fee charges. Defines Liability Status Codes as determined by DEST for element 490. Create shortcut keys of chartfields for department receipt entry in cashiering. Establish bill types for your institution for students or corporations. Create optional fee codes and values. Create criteria for tuition groups.STUDENT FINANCIALS Reasons AP Set Controls Vendor Reason In Liability Status Tuition Calculation Controls Invoice ID Number Billing Type Message Categories Billing Scan Line 1098-T TIN Table AP Business Unit Criteria Invoice Layout Waivers Waiver Groups SpeedTypes Billing Messages Provider Table SF Merchants Optional Fees Coverage and Rates Institutional Contact Combination Period Table Define vendor information. sorting. Set of parameters that define invoice information. fee triggers and waivers. including services performed. Create message categories to be used with billing messages. and summarization. errors and warnings used for tuition calculation. Create a combination period to retrieve consolidated academic statistics. Define codes that identify why the system moved an item into collections. Create messages that appear on your bills by message categories. Define waiver groups to attach one or more waivers to class and course fees. rules. Define institutional contact Information. Define Accounts Payable interface and voucher numbering parameters. Define ePayment processing rules for different business units. Define parameters. Define the International Health Coverage Provider Table. 186 . Create a bill scan line if your bank requires it to track transactions. Set up a tax identification number for filing 1098-T tax forms with the IRS. Create an unique invoice ID that must appear on your bills.

residency and enrollment parameters for the institution. FEE HELP and OS HELP loans. Bank accounts for External Organizations are managed from this page. item types and fees for enrollment applications. Define self service ePayment parameters. Define the Per Credit Charge and Hook on fee defaults for NZQA.STUDENT FINANCIALS Collection Letter Template Minimum / Maximum Fees Billing Standard Request Bank Accounts Business Unit Bank Accounts Corporate Course Lists Per Credit Charge StudyLink Institution Defaults StudyLink Posting Parameters Transaction Fees Application Fees Loan Default Optional Fees . 187 . Define posting and refund item types for StudyLink. Define and establish collectors within the system. Define rules. Create and define HECS Band Fees. Define parameters to determine how you identify and bill groups of customers. Bank account information for the business unit is managed from this page. Link optional fee codes to terms and assign date parameters. Define parameters for HECS HELP.Terms SF Business Unit HECS Band Fees Collector Corporate Collection Criteria SF Institution Set Rate Tables for Course Create templates and delivery schedule of dunning letters for past due accounts. Also defines status change rules for the HECS Reconciliation. Define ranges for term fees. Create a group of courses for use with third-party contracts or course fees. Define refund. and usage for one or more business units. Create a list of corporate collection criteria defined in your system. Define the basic business rules for each business unit. rules. Create student criteria to add to the course fee definition. applications fees and other institutional charges. Create transaction fees for adding or dropping classes as of a specific date.

Define which charges receive credit for a given transaction.STUDENT FINANCIALS Fees Corporation Messages Aging Set Messages Customer Message Item and Account Types Identify SA Deduction Codes Term Fees Tuition Groups Deposit Fees Item Type Message Business Unit Message SF Self Service Options Course List Fees Create Deferral Contract Optional Fees per Term Target Keys Class Fees Class Fees Modal Course Fees Course Fees Modal Tender Keys Cashiering Offices Link message(s) that appear on a single corporation when the bill is generated. Create or update course fees. Assign billing messages to business units. Define optional fee amounts. Define deferral contract parameters. Define business unit information for self service processing. Define student administration deduction codes. 188 . Define term fee codes to link to tuition groups. Create tuition groups to assign a set of fees according to specific rules. Define the types of tender used in cashiering transactions. Link billing messages to specific aging sets and aging categories. due dates and status changes for payments. Link message(s) that appear on a single student when the bill is generated. Create fees for particular instances of a course. Define the characteristics of each cashiering office for the institution. Create admission deposit fees. Create or update fees for classes through the Schedule of Classes. Create or update course fees through the Course Catalog. Define Item Types and Account Types for the Business Unit. administrative fees and eligible charges. Create fees for all courses within a given course list. Link billing messages to specific item types or ranges of item types.

Define valid cash registers used in each cashiering office. Define valid cashiers working in each cashiering office. Authorize Equation Access.STUDENT FINANCIALS Service Indicator Sets Valid Registers Valid Cashiers Receipt Print Messages Equation SQL Routines Equation External Subroutines Equation Data Tables Equation Names Equation Test Data Define sets that automatically attach service indicators during Credit History. Define messages that appear on printed transaction receipts. 189 . Adds an external cobol routine to the list of routines that can be authorized. Create or edit SQL that can be authorized to be called from an equation. Adds a table or view to the list of tables and views that can be authorized. Set up test data for an equation.

and user community groups. making a common definition hard to reach. Every institution has processes that can be transformed. staff. and end users. action based interface. This activity must be conducted in a defined time frame such that the decisions made can lead to action. faculty. harmonious with the planned Campus Solutions implementation. Portals provide secure access to content and information. Some institutions embark upon an effort to ―home-build‖ a portal solution from scratch. This is no surprise. often goes unrealized as the home built solution requires significant upkeep and maintenance. 190 . The return on investment. into a self-service online transaction. Further compounding any portal challenge is the very nature of a portal solution. or whether a portal should be implemented at all. Shelley Ruff. departments. a vendor-delivered portal product can do nearly anything. This can be frustrating to functional and technical team members alike. Technology alone cannot put forth a solution. Ideally. intuitive. Jean Lewis. Portals facilitate self-service transactions. With these considerations in mind. not as an IT-driven initiative. Debra Benton. business units. These needs arise out of the daily operations of offices. Portals offer personalization to each user. on top of the great resource commitment to design and program the solution in the first place. reducing staff intervention and freeing those staff members for more creative. enriched involvement in operational responsibilities. a portal solution should solve student. The perceived benefit here of a solution that can. enabling an easy. what is a portal? The answer to this question varies from person to person. by vendors. Kim Trout OHIO has an opportunity to aggregate a number of current and new online content items into one single launch point – commonly referred to as a ‗portal. however. and external constituents needs. in part or whole.‘ But. What can a portal do? In truth. technical solutions should support institutional needs. Jill Lallier. the term ‗portal‘ is thrown about freely across the internet. eventually. satisfy each and every requirement put forth by the various units and institutional entities. But.PORTAL Section 11 Portal CIBER Lead: Chris Couture OU Leads: Steve Flaherty. Portal implementation plans require more procedural and scope-based constraints than those plans associated with an application geared toward a defined set of business transactions. These are the processes that fit well into a portal solution. these aspects of any portal solution must be brought forward as an organic extension of business. CIBER recommends to OHIO a short-term portal strategy focused on gathering requirements to be used in deciding which portal solution to implement.

but a fancy rework of the approach will take focus away from the intended purpose. The current IDMS is institutionally crafted and will be replaced by a commercial product to expand capabilities and leverage vendor resources. wishes. such that they form a broad context in which all specific recommendations and actions can be placed. are worthy of mention as general considerations. concerns. business unit. Requirement Gathering Described here is a basic approach to gathering requirements for a portal solution. Simple is best. such as Oracle‘s PeopleSoft portal. a few key items surfaced repeatedly in various forms. or a freely available open-source product such as uPortal. An Identity Management System (IDMS) replacement effort will be undertaken. The aggregate results of the described Requirement Gathering effort will be the ‗portal‘ OHIO is seeking to deploy. Leaving an open-ended duration often translates into lackluster results or failure to obtain any information at all.PORTAL General Considerations FIT: N/A During the pre-implementation phase of OHIO‘s Campus Solutions implementation project. documented. Six months should be the 191 . no solution can be evaluated to determine a best fit. and ways of doing business today. etc. If none of the portal products currently available can satisfy requirements. implementation aspects. needs to be defined for common understanding at OHIO. These items. Any portal solution implemented will be an existing product. Requirements must be defined.‘ being a term of varied meaning. then no portal solution will be deployed under the umbrella of the forthcoming project. The processes outlined here will give each participating entity – department. 1. The two groups – one technical and the other functional – shared insights. office. Portal Requirements FIT: N/A ‗Portal. features. Though a wide range of items were brought forth. listed here. The remainder of this portal strategy document focuses on details of the latter two considerations. There are no defined. and questions about portal products. This means that the product will either be a commercial product. Set a defined time period for the effort. OHIO University can enhance this approach to suit cultural and organizational nuances. though the effort will be undertaken regardless of whether a portal will be deployed or not. – an opportunity to help craft that definition by specifying the on-line services and communications important to daily business activity. Until these are documented. and prioritized portal requirements from the various university entities. This effort will have an impact on the implementation of any chosen portal solution. No consideration will be given to a ―homebuilt‖ portal. two distinct groups gathered to discuss the possibilities of a parallel portal implementation.

Collect the requirements. The creative. each will be reviewed in subsequent activities. user community groups. Analyze the requirements. It is important that the entity members feel free to offer up every possible idea. Gather requirements. Some areas may legitimately have no need for portal functionality. forward thinking mindset of each participant needs to be fully engaged for this activity. business units. focused. Organize the requirements such that similar items are together. 4. the technical team would like to have this information stored only in the directory. order the entire list by rank. These can be departments. 3.PORTAL outer limit on this time period. Identify all relevant entities. new 192 . Distribute the full set of requirements to the entity leads. passing it into the application as it is requested. such that security information could be passed into each integrated system at the time a user signs in. 2. boards. Also. Request that each of these entities designate one individual to serve as the lead for this requirement gathering effort. 6. Is there sufficient need to bring a portal product online? If so. Meet with members of each entity. requesting that each return entity rankings for the relevant requirements (which may or may not have been generated from within the respective entity). review existing portal solutions and determine which would be most appropriate. and distribute for final confirmation of priority. Collate the requirements. The list of entities should reflect all. All ideas won’t make the final list but constraining the requirements at this phase is both unnecessary and discouraging. identifying similarities and requirements unique to specific entities. 5. Document all requirements offered. Refer to Appendix B for a suggested ranking methodology. offices. See Appendix A for a detailed list of questions and considerations that can be used in gaining useful information on requirements. charging each entity lead with inviting appropriate entity members to participate. The entire set of activities can be conducted in less if the involved members are prepared. or at least most of the university. rather than storing sensitive data in each application. 8. 7. Expressed by the technical team was a desire to use the directory as the source of security for as many systems as possible. The changing in IDMS is not specifically tied to any portal implementation decision. An appropriate IDMS needs to be in place in the near future to support technological growth. etc. generative. IDMS Replacement FIT: N/A Ohio University intends to move away from the home-built Identity Management System (IDMS) to the use of a commercial product. advisory groups. and realistic.

For each retained or new system. As an example: Oracle‘s PeopleSoft applications connect each user to a User Profile. and based on business needs/requirements for that system: o o o o Identify the broad and granular user communities. Simple is best. Identify every system that requires authentication. etc. It is not important to document any specific security element names (such as the list of all delivered roles or the list of delivered Permission Lists).PORTAL implementations. 4. Note that certain questions may not be applicable to all entities. modifying. Requirement Gathering Questions for Portal FIT: N/A Use these questions as a starter for gathering useful information on requirements. Set a defined time period for the activity. but a fancy rework of the approach will take focus away from the intended purpose. Leaving an open-ended duration often translates into lackluster results or failure to obtain any information at all. 1. Working with each system‘s users. Document desired business process(es) for creating. indicating that which is common to most of the systems and that which is system-specific. Requirement Gathering Described here is a basic approach to gathering requirements for a replacement IDMS solution. each User Profile is connected to one or more Roles. just the structure and use of those elements within the system to provide access to users. 2. or some type of userspecific data to be passed when the application is requested. as a portal will be connecting to a number of other authenticated systems. document the specific security element used. What types of communications are delivered to which audiences? What delivery vehicles are used? Is there an organization 193 . each Role is connected to one or more Permission Lists. secure access. Identify the similarities and differences between the ways each system handles security. 3. General Describe organizational communications. and deleting user data. Ideally the new IDMS would have been identified before the Campus Solutions implementation begins. But. 5. Use the documents resulting from these activities to determine which commercially available IDMS will meet the needs of the university. Identify sensitive data. Indicate any system which will be terminated in the near future such that these can be excluded from plans for configuring the new IDMS. OHIO can enhance this approach to suit cultural and organizational nuances. having planned for a solid IDMS will serve a portal implementation well.

Identify calendar periods of greatest business activity. On the other end is a portal with multiple. do guides exist for logo usage. List and describe the key business processes for each user community. On one end is a portal with a consistent branding scheme applied universally. Include detail on calendar periods when the processes are most important. indicate whether the system is currently available via a single sign on or reduced authentication (SSO/RA). Indicate issues. Is there a CMS system in use and will it continue to be used? Describe how the system is currently used and indicate any plans for expanded or more effective use. For each.? Consider a branding spectrum. web pages. etc. whether the site should be included in the new portal's SSO/RA configuration plan.) being made available via portal? 194 . too. or methods are used for document sharing and collaboration? Which calendar and email applications are available? Which are in use? Indicate the importance of 'external' content (weather. Identify environmental concerns that portal use may address. approves. etc. For each. concerns. news. indicate whether the site is currently available via a single sign-on or reduced authentication configuration. List all systems available to the user communities. too. unique branding schemes applied to different areas of the portal. and external factors that may impact progress. official colors. systems. Describe the point at which the organization would get the most value. whether the system should be included in the new portal's SSO/RA configuration plan. see different branding after authentication? Should the portal look like the organization web site? Should it look like a child of the web site? Should it utilize delivered branding layouts with institutional coloring and logo? Should it use delivered branding? Content Who develops content such as documents. promotional items.PORTAL communication plan? Who creates. and delivers messages? Is automation used in one or more delivery vehicles? How are projects/initiatives executed? Which of the Oracle and PeopleSoft products are in use or being implemented? Describe the current process for requesting new content on the portal or authenticated web site. Indicate. forms. What tools. publication. etc. such as students and alumni. What vehicles are currently used to deliver critical and topical news to user communities? Describe when and how news should be delivered. not necessary. Should different users. List all secure web sites available to the user communities. Indicate. Branding Does an official organizational identity guide or manual exist? If not. travel info. etc. web standards.? Describe the process for developing content from inspiration through delivery.

For each. list and describe various user roles. indicate whether the site is currently available via a SSO/RA configuration. Include desktop applications and legacy systems. or unnecessary in relation to the business process. informational. blog)? What types of community directories or online phonebooks are in current use? What reporting solutions are or will be used? Is there a data warehouse? Is there a BI solution? List and briefly describe all applications in use or available to user communities. 195 .PORTAL How personalized can a user make his/her current portal experience? List all content currently available. discussion. Describe the current process for granting access to users. Indicate whether the content is critical. too. Add new items and mark items not to be brought over. will custom messaging be included in scope? For each broad user community. Integration and Technical Considerations Will Workflow be deployed? If so. Indicate. What web browser is deemed the institutional standard. how extensively? Will Integration Broker be deployed? If so. supporting. ideally. if any? List and briefly describe all websites related to the institution. Is the process satisfactory? When are new users entered into the system en masse? How are administrative users added? Are system administrators added in the same way? List all systems available to the user communities. Navigation Should users be able to search for and render external content that is not available on the portal menu? How important is graphic representation in regard to navigation? What content needs to be available via mobile devices? What content needs to be available via public kiosk? Should unauthenticated users see some content? What content would that be? Security. List and describe user communities with no access today but who would. indicate whether the system is currently available via a SSO/RA. List all secure web sites available to the user communities. community directory. whether the system should be included in the new portal's SSO/RA configuration plan. Associate each with a business process. How should users be able to interact with other users via portal (instant messaging. List and describe the measures executives and administrators would find useful in guiding portal activity. Indicate. For each. whether the site should be included in the new portal's SSO/RA configuration plan. too. have access in the next three years.

Thus. excluding those which lose value during the implementation. the rankings below are relative to the initial launch. if time and resources become limited it is these ―B‖ requirements that will be deferred. Ranking A Meaning This requirement is critical to business and must be satisfied in Phase I. when Phase I ends and Phase II begins – any unmet requirements can be pooled with new requirements. but can slip past the initial go live as long as it is satisfied shortly thereafter. When ranking requirements. Lettered rankings are useful for this purpose. Second. Rankings For the participants. Tabulating and Ordering Results Each of the top three rankings is assigned a numeric value: A=3 B=2 C=1 196 . which represent the meanings described below. A number of these will be satisfied in Phase I. each participant assigns each ranking exactly one ranking letter. However. rankings need to convey a sense of importance. Phase I Priority First B C This requirement is a ‗nice to have‘ but will not impact business. ―C‖ requirements are out of scope for Phase I unless satisfaction of an ―A‖ requirement would make the additional effort to also satisfy the ―C‖ requirement nearly nonexistent.PORTAL Ranking Requirements FIT: N/A When ranking a requirement it is critical that the participant can grasp the relative importance of that requirement relative to the initial launch of the product or solution. After that launch – in other words. and the same ranking activity can be undertaken to set Phase II priorities. This requirement is a must-have. Any of these that are unsatisfied at the conclusion of Phase I would likely become ―A‖ requirements in Phase II. The indicated requirement has no bearing on the business activity of the entity. X This requirement is not relevant. or Phase I Go-Live.

For example. eight rank a requirement as ―B‖ and two rank the requirement as ―X. Thus. convert each ranking to the appropriate numeric value to determine the ranked value. of less importance than a requirement relevant to all entities. generally. but the two ―X‖ rankings reduce the value to 15. but is of critical importance to Student Records. For this last point. a requirement indicating the necessity of on-line class registration has no relevance to fundraisers.33 from the total ranked value. For each of the first three ―X‖ rankings assigned to a requirement. The ―X‖ ranking is used to account for requirements that are not relevant to all ranking entities. It may serve the university to prioritize rankings both institutionally and within each entity. it is important to exercise good judgment in recognizing the value of certain entity-specific requirements. Use the rankings as a method to get a general sense of priority. For example.33. deduct .‖ The eight ―B‖ rankings result in a ranked value of 16. with the understanding that some requirements will be promoted beyond the priority indicated by rankings. 197 . of ten entities.PORTAL For each requirement. if there are ten entities ranking requirements and each ranks a particular requirement as an ―A‖ that requirement has a ranked value of 30. The idea here is that a requirement relevant only to some entities is.

and includes information on proposed tools. OHIO does not have a university-wide standard for reporting technology. The document discusses both architectural and functional approaches to achieve the future state. They are categorized into data sources. But as OHIO considered moving to a new student system it seemed appropriate to also address reporting issues in both the student and Oracle eBusiness HR and Financials products. This document also addresses the current state of reporting. the processes that are used to retain data for analysis. security approach metadata definition or architecture. The architectural approach includes a description of current tools within OHIO‘s inventory as well as suggested additions to that inventory. and the future vision of reporting within the institution. Current State Overview – The current state of reporting at OHIO is one that is common across institutions in Higher Education. This document summarizes the results gathered from those workshops and proposes an Institutional Intelligence approach that can be implemented in parallel with OHIO planned PeopleSoft Campus Solutions implementation project. and who are primarily responsible for reporting ―OHIO‘s official numbers‖ to internal and external constituencies. tools that are being used for analysis and reporting today. Current and Proposed Data Sources at OHIO 198 . independent budgets and guidelines within each area are often used to address that need. warehousing and hardware. most Departments or Colleges work very independently within their programs and requirements. and security provided for data. CIBER conducted two weeks of workshops focused on Institutional Business Intelligence at Ohio University (OHIO) the weeks of May 5th and 12th 2008. When a need arises for the capture or extraction of data. The workshops and those participating were put into two categories. as well as the Campus Community benefits of different groups implementing first. Listed below are details of OHIO‘s current state gathered through discussions with CIBER. As a result. OHIO has not pursued an integrated. But when it comes to end user reporting. regulatory reporting (external) and management reporting (internal). and the means of distribution of data. OHIO purchased Oracle Business Intelligence Enterprise Edition (OBIEE) in conjunction with the purchase of PeopleSoft Campus Solutions. The functional approach discusses options for which functional group would be best served by being the first group to use OBIEE. There is an Institutional Research (IR) group who have centralized access to most critical data throughout the university. To that end. enterprise approach to Institutional Business Intelligence. and this makes cross-silo data analysis challenging.BUSINESS INTELLIGENCE Section 12 Business Intelligence Business Intelligence Summary Until recently.

BUSINESS INTELLIGENCE System SIS – Student Information System SAM – Student Aid Management Oracle eBusiness Suite Description The current Informs student system of record The current financial aid system of record System of record for Financials. Human Resources. Payroll and Project Management for Grants Data Warehouse Tapes of history PeopleSoft Campus Solutions DARS – Degree Audit Requirements System Recruitment Plus Ad Astra CashNet EventsPro (formerly PeopleAdmin) Workforce Management Software Adirondack BlackBoard Conference Programmer Pitney Bowes Mail BSR Advance TMA – Total Maintenance App Facility work orders Space Management Micros Aurora FoodPro Harco Optim Custom Systems OGA – Online Grad Appointments EMS – Employee Management System IT Systems – custom built FileMaker Pro for Telephone Billing Mainframe CMS for Long Distance Billing FootPrints Billing Data SFA Custom Built Database PACE Workstudy Scholarship (donor and scholarship recipients) Registrar Custom Built Databases Course fee tracking Graduation tracking (holds data used for graduation programs and the like) Custom Built Admissions Campus Visit Will become the new student and financial aid system of record System of record for transfer credit articulation and degree requirements Student prospect recruiting system Classroom scheduling system Electronic payment (ePay) system Scheduling and ―mini-registration‖ software used by Continuing Education and Lifelong Learning Time and attendance system Used for housing operations and judicial affairs Course management system Summer conference and guest housing Mailstream software Alumni and development fundraising system ??? Point of Sale software Food Service software Bobcat Cash card ??? Is this Kronos? Numara? 199 .

BUSINESS INTELLIGENCE Database PARIS PCard Hyland OnBase Document Imaging LEO CollegeNet SunGardHE fsaAtlas FoxPro Budget Management JumpTV Event Ticketing Credentials. With the exception of Institutional Research (IR. processes to gather. and (as demonstrated by the list of tools above) requirements are met through the tools that are closest to hand. These as-needed requirements are met through a multitude of primarily manual processes. Cumulus – UCM (L Lockhart) Purchasing Accounting Reporting Information System for purchasing card transactions Pre. 200 . what is an ―enrolled student?‖ How is a ―cohort‖ defined and reported?) common processes for archiving and retaining data for longitudinal or historical reporting. and confusion over how numbers were calculated and data was extracted.and post-award grant data SEVIS tracking and reporting Budget control values by unit Athletic ticketing Online transcription service. characterize and retain data In order to have agreement between the numbers that different departments report. which will be discussed in the next paragraph) most analysis is done on an as-needed basis. it is necessary to have common processes for assembling the data together from multiple sources (if necessary) common definitions for terms used for aggregate or ―meta-data‖ (i. At OHIO. This often results in inconsistent presentation of information.e. forwards to requestor and updates OU regularly Tools used for Reporting at OHIO SAS (used primarily by Institutional Research) Custom Web Applications Multiple middle tiers for custom query applications TOAD (Tool for Application Developers) Oracle Discoverer Microsoft Access Microsoft Excel Tableau (used to merge multiple spreadsheets into a single analyzable format) Brio Query Crystal reports Open Source Jasper Reports Microsoft Query Processes used to gather. characterize and retain data differ greatly within the university community.. or that the user has the most familiarity with. host requests for credentials. Inc.

For example. Reporting users at OHIO know what they want and presented those requirements concisely and with near consensus. pivot table. Future Vision The future vision discussions of reporting were very well defined. and numbers that can be tied back to known standards ―My Dashboard‖: the ability to create their own vision of reporting using university-defined data A Glossary: a clearly documented (and routinely updated) repository which defines the data within the BI subject areas to be created. ad-hoc. Because their numbers are the official OHIO statistics reported to external constituencies. describes how it was calculated. Each area that controls a data source system has defined its own security and the rules are not consistent from source to source. data saved to a non-updating Excel spreadsheet or the like). For that reason all data extractions are done following the same strict guidelines and have been for years.and standardsdriven. Data is primarily distributed in stagnant formats (static graphs on a website. consistency is a baseline requirement. Each may use their own definitions for the terms on their reports. For example one system may control access by department.‖ what data points are used to define an ―enrolled student?‖ The ability to view and analyze data in multiple ways through table. or graphical charts and graphs 201 . and these are not typically congruent with university-wide standards or conventions. And finally different departments follow different processes for archiving and retaining data. They want the following: Consistently presented data. Security There appears to be no standard security processes defining and controlling user access to data in a uniform manner across the University. dean or chair while another controls access by program and yet another may control is user by user. This is an issue that should be addressed in totality not just with regard to a warehouse. two different reports will show widely varying numbers for the same statistic because the data sources and data points used to calculate the statistic vary. the data they do provide is considered clean. In the worst case. correct and people are confident of these numbers. when a report counts ―enrolled students. rather than dynamically updating reports or dashboards.BUSINESS INTELLIGENCE The colleges and departments are not presently following a systematic process for extracting and using data within OHIO. Accessibility/Distribution Access to and distribution of data (with a few minor exceptions) is fairly open. The Institutional Research group is much more regimented and process. This will be very apparent as an enterprise reporting strategy starts to develop. Although IR is not the only source of data on campus. Each area has its own methods for gathering information. In many cases historical data is not maintained in any consistent manner and has to be recreated when needed.

Users would like to see data no more than 48 hours hold (although current manual business processes and data extraction process do not support that at this time) Reduction of shadow systems that currently house duplicate data. OHIO‘s future direction would be significantly affected by Oracle‘s plans for supporting the EPM Campus Solutions Warehouse.BUSINESS INTELLIGENCE Easy integration with common tools such as Microsoft Excel Up to date information. OBIEE Web Services OBIEE Analytics Server ETL Process and Staging area DataStage Campus Solutions Warehouse Campus Solutions 202 . This approach assumes that OHIO will create a Campus Solutions data warehouse using the PeopleSoft Enterprise Performance Management (EPM) data mart with OBIEE as the presentation layer. Approaches Architectural Approach 1 The first approach utilizes only the products OHIO has already purchased. which will presumably be phased out in favor of Oracle‘s newer toolsets. thus supporting better stewardship of data and confidence in reporting. Transform and Load scripts) that are delivered for EPM at this time. It would only include PeopleSoft Campus Solutions as a data source. since Campus Solutions are the only ETLs (Extract.

which would be a new purchase. Oracle‘s current strategic direction is a combination of Oracle products and partner. Second is the ability to purchase pre-packaged ETL processes. First is the ability to connect to any Open Database Connectivity (ODBC) compliant source of data and integrate that information into the data warehouse. Informatica. CIBER recommends this approach. The selection of Informatica as the ETL tool would provide two significant benefits over approach 1: 1. This includes OBIEE (which OHIO has already purchased). All Source Systems OBIEE Web Services OBIEE Analytics Server Campus Solutions Campus Solutions ETL Process and Staging area Informatica Data Warehouse 3. data mart architecture and pre-designed presentation layers for any of OHIO‘s eBusiness or PeopleSoft modules (except PeopleSoft Campus Solutions). 2. products. 203 .BUSINESS INTELLIGENCE Architectural Approach 2 The second approach is to follow Oracle‘s strategic direction for Business Intelligence. best of breed. using an Oracle database for the warehouse.

the project should include several easily-managed phases to provide quick successes along the way. While they have the most consistent processes within OHIO. As noted above. choose a group whose reporting data has good visibility or reuse within the university. and it makes it easier to involve more users. IR currently faces some challenges that could be resolved within the context of a BI implementation: They currently use many manual steps to extract and clean their data. They use many tools to report their data both internally within the campus and to their numerous external constituencies. this largest data consumer is Institutional Research. This allows users to see some real progress and benefit from reporting quickly. and if possible be a reporting resource for other institutional audiences. there should be a limitation on the initial audiences for. OHIO should also limit the number of source systems to be integrated into the warehouse for each phase. Have already defined very specific reporting requirements. CIBER recommends that OHIO take no more than 6 months to design. or users of reporting. more deeply in report definition and testing without taking them out of their normal jobs for too long a project. The group should: Be visible and respected within the larger university community. Obviously the functional approach will be partially dictated by the architectural approach in that approach 1 will only be useful for users of Campus Solutions data. As noted above. Be willing to be champions of the process and the successes. In order to accomplish this. Functional Approach 1 Functional approach 1 would be to select a smaller user community to use as the prototype audience for the initial roll out. In other words. 204 . As with many universities. Functional Approach 2 The second functional approach would be to work with the largest consumer of university data to get their buy in and confidence in the new system. and could benefit from increased security. their data archiving process is not completely uniform yet.BUSINESS INTELLIGENCE Functional Approach The most important predictor for a successful Business Intelligence implementation is to resist the temptation to solve all of the institution’s reporting needs or problems in one large project. CIBER recommends that a very limited amount of data is included in initial scope and no more than 3 source systems be included. Regardless of which technical approach above is taken. Again it is important that each phase take no more than about 6 months before it is in a production environment. deploy and socialize a business intelligence ―proof of concept‖ for a designated portion of the campus community.

Choosing this approach first could win over the largest consumer of data within the campus community. and to begin automating the manually intensive process of massaging data currently in place.BUSINESS INTELLIGENCE It would be a significant first step to get all of IR‘s history stored within tables on an accessible database. 205 . CIBER recommends this approach. And since they are currently the most respected source of ―official numbers‖ for OHIO. their stamp of approval will increase user adoption for later projects.

INTERFACES Section 13 Interfaces An interface can best be described as an automated inbound and/or outbound flow of information from/to the PeopleSoft application to/from another computerized system for processing. Oracle/PS Module Student Financials Student Records Student Records Student Records Campus Community Recruiting and Admissions/Student Records Student Records Student Records Student Records/Student Financials Student Records Student Records Financial Aid Financial Aid Financial Aid Student Financials Student Financials Financial Aid Student Financials Recruiting and Admissions Student Financials Student Financials Student Financials Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Application Name Oracle Financials CAS National Student Clearinghouse Campus Recreation FSAtlas ID Card System Articulation and Transfer Clearinghouse HC70 (Historic OHIO Electronic Records) (temp) Library Pyramed Function provided Summary Student Revenue Integrate/ Interface  AlcoholEDU Titanium Work-Study Database PACE Database Scholarship Database State of Ohio Office of the Attorney General Campus Partners Change of Income Database Power Park On-Campus Visit Database Sales Point P-Counter Chase Bank OpenNet ScholarNet Oracle HR/Payroll Enrollment Confirmation Database OGA – Graduate 206 . These interfaces are listed in the table below. A review of each of the Existing legacy interfaces was conducted during the Fit/Gap process. OHIO will need to review these during the Implementation process to determine the appropriate process for each interface.

INTERFACES Financial Aid Student Records Student Records Student Financials Student Financials. Registrar. Financial Aid Student Records Academic Advising Recruiting &and Admissions Recruiting &and Admissions Recruiting &and Admissions Recruiting &and Admissions (Med) Recruiting &and Admissions (Med) Appointments/Fellowships Database Biennial Budget Survey Database Blackboard SCT BSR Advance CASHNet Adirondack SIGMA SAM (temp) LMS Alumni Contributions Student Payment Housing and Judiciaries Financial Aid   AD Astra DARS CollegeNet Degree Audit Online Application  CollegeNet -.Contact Manager Highland OnBase Acalog Recruiting  Imaging and Workflow Hobsons EMT (interface with Recruitment Plus) Continuum 422 Event Management AACAMAS Recruitment Plus Chat Campaigns  Online admissions Student recruiting 207 . Person Data Financial Aid Financial Aid Student FinancialsRecords Academic Advising Recruiting &and Admissions Recruiting &and Admissions Recruiting &and Admissions Recruiting &and Admissions.

We will then assess what interfaces are needed (feed and download). how will the Plans and Subplans be translated to DARS for processing the appropriate degree requirements?. A question was raised if OHIO decides to retain DARS.INTERFACES The following table identifies Potential New Interfaces to be developed as a result of the PeopleSoft Implementation and as described in the Fit/Gap Document. When the interface runs. Residency logic will need to be revisited and reestablished in the interface with CollegeNET to PS. MODULE ACADEMIC STRUCTURE SECTION Department Table INTERFACE Departments. Interface Management Services is working with CIBER at UT Dallas on developing this interface. OU has a system (OGA) system that handles the waivers and this is also an interface to the FA legacy system. We must identify every single system on campus and determine whether it needs continued support. it determines if there is an account code in the FA legacy system 208 .possibly parking and internal organizations in the University . This application is used primarily for summer aid awarding. Academic SubPlan Table CAMPUS COMMUNITY Identify any major systems that may be retained and will need student data feeds Personal Information / Biographical Identification RECRUITING / ADMISSIONS FINANCIAL AID Financial Aid Terms Awarding/Mass Packaging Awarding/Mass Packaging The OHIO financial aid system currently interfaces with an online application (Enrollment Confirmation) that is used by students to inform the office of their planned enrollment for the academic year. OHIO may need to interface to the NCAA's Compliance Assistant Internet (CAI).interfaces with Student Financials. This interface will still need to exist. An interface to the current Online Graduate Appointments (OGA) will need to be built..

Payroll information for all student employees is done in Oracle Financials. Group Post in PS. Develop an interface between the ID Card system and PS Attendance Tracking OHIO needs an interface to load and store special GPAs from DARS for ―GPA in major. there is not an interface for PS 9. Residence and Dining Hall charges will not be handled via Term Fee functionality in PS. Although CASHNet has a very good reputation for working with clients and getting their software interfaced with PS. 209 .0. A DARS/PS interface may be purchased from Interface Management Services (IMS) for PS versions 7. There will need to be a custom interface between the FWS database and PS. Perkins will need to have a custom interface with the servicer of the loans (Campus Partners). An interface will be required. These Residence and Dining Hall charges will most likely be posted via an interface with the new housing system or via External File Load. Currently.6 or newer The Ohio Board of Regents supports CAS and requires state-assisted institutions to participate.INTERFACES Perkins Student Employment Student Employment Set up Attendance Tracking Set up Special Grade Point Averages that matches the waiver and if not then the OGA interface creates a new account code that will handle the new waiver.0. One of each will also need to be set up for Housing if housing is going to interface using the External File Load. Fees. & Waivers: Term Fees Student & Third Party Account Maintenance: Origins & Group Types Student & Third Party Receipts: STUDENT FINANCIALS Currently.‖ STUDENT RECORDS ACADEMIC ADVISING Course Applicability System (CAS Calculating Tuition. there will need to be a custom interface with PS to obtain and load the amount the student has earned in work study for the FISAP report. there is not an interface delivered from DARS to PS 9. Group Post functionality.

OHIO needs to confirm whether or not the interface pieces already exist or whether they will need to be built. Parent. and eBill presentment. OHIO will need to determine if it wants to interface any library transactions with Student Financials. If so. this interface will have to be developed Health Center / Pharmacy / Diagnostic Services & Immunizations -. OHIO will need to determine if it wants to interface any of these transactions with Student Financials. OHIO is in the process of upgrading to the latest PowerPark parking management system (T2 Systems). If so.INTERFACES Online Payments & Cashiering Student & Third Party Receipts: Departmental Receipts Student. Adirondack Housing Management System –OHIO thinks that Adirondack has worked with PS on interfacing the two systems. & Third Party Refunds: Refunds Student Financials Interfaces Student Financials Interfaces Student Financials Interfaces Student Financials Interfaces Student Financials Interfaces Student Financials Interfaces Student Financials Interfaces this will be included in the interfaces section of this analysis CASHNet has the ability to interface with Oracle Financials for those ―departmental receipts‖ that need to be fed straight to the GL rather than being posted to a student or third party account. CASHNet has worked with PS to deliver the application interfaces to Student Financials. this interface will have to be developed SoftCash Software Sales Application – OHIO will need to determine if it wants to interface any of these transactions with Student Financials. this interface will have to be developed OHIO currently charges students for printing on a monthly basis.OHIO will need to determine if it wants to interface any of these transactions with Student Financials. 210 . cashiering. If so. There will need to be a major development effort to both modify and interface the PS Campus Solutions refunding process with the Oracle systems that OHIO uses for Accounts Payable and HR/Payroll. OHIO currently uses CASHNet for online payments. OHIO will need to determine how it wants to interface this application to Student Financials.

and the Late Registration Fee will all need to be processed with the same business process that is currently used. the OGA system will need to interface with PS Financial Aid and Student Financials. or an interface will have to be developed to post these fees. most likely OHIO will need an interface developed to actually get the accounting entries into Oracle Financials. Graduation Application Fees. OHIO will have to decide whether it will continue to use this web application and if so. whether it wants to interface to student financials or continue to post these charges manually or through the PS delivered External File Load. 211 .INTERFACES Student Financials Interfaces Processing GL Accounting Entries SF Integration Points with AD SF Integration Points with SR SF Integration Points with FA If so. Group process will have to be used. Group Post process. OHIO uses Oracle Financials. this interface will have to be developed OGA Online Graduate Awarding System –It was determined that OHIO will keep this application and that a complex modification/interface will need to be developed to replace the existing interfaces. OHIO uses a web application for Orientation. Transcript Fees.

then undergraduate students not participating in one of the approved programs could mistakenly be registered in a graduate course. There is a Gap in notification of address update so hold can be released: out of state address changes trigger hold. The University team has aggressively supported this philosophy. Ability to exclude charges from old calc (bursar‘s office) does Not Fit. Managing Checklists 212 . A Gap resides in associating committees to publications and thesis tracking. If you set at the Undergraduate Academic Career that course career of Graduate allows enrollment with permission. Function Items. OHIO has degree names longer than 50 characters.MODIFICATIONS Section 14 Modifications The over arching philosophy for the Ohio University project is ―NO‖ modifications. Gaps were identified and solutions proposed. The length of the Formal Description field is only 50 characters. The following chart provides a brief narrative of the modification. Items. OHIO wishes to provide more detailed Career Pointer Exceptions Degree Table CAMPUS COMMUNITY Personal Information / Biographical Participation Service Indicators / Holds Service Indicators / Holds Checklist Table. The second chart identifies the modification and a preliminary estimate of the effort for the solution. Gap Descriptions MODULE ACADEMIC STRUCTURE SECTION Load/Level Rules GAP Ohio University may need minor modification to Academic Level Translates to reflect various Graduate levels. A process to switch preferred flag to campus email address is needed. This is a gap for financials and admissions No automation between assigning/completing checklists and the placing/removal of holds.

update preferred name/no edits on others.MODIFICATIONS Checklist Table. OHIO requires that this be an automatic process for sending and receiving ISIR data and not a manual process. actual enrollment is used with updates based on enrollment changes through the census date. Function Items. It is necessary to consult with student employment to set business processes. OHIO would like to have students see DOB (this is delivered and is OK). Managing Checklists Events Student Service Center SEVIS information in the description section. A service indicator needs to be built to mark whether a student is eligible or not eligible for work--also need contact information for questions. update FERPA restrictions. This functionality will need to exist in the new PS system Automatic updates of enrollment for upcoming quarters and the ability to ―lock‖ enrollment and campus are not current functionality in PS. Possible Gap – There is no field displaying a prior degree value for a student other than the ISIR. tracking employees and persons of interest (guests). Possible Customization: Some due dates may need to be masked in the "to do" section of Self-Service The events module does not meet the needs of the OHIO Admissions offices which conduct the majority of events. but not have the ability to change. 213 . Gaps: form generation. Items. RECRUITING / ADMISSIONS FINANCIAL AID Financial Aid Terms Financial Aid Terms Financial Aid Terms Institutional Student Information Record (ISIR) Processing At the point of disbursement.

These may also fall into the modification due to the varying diversity in the awards. Ability to generate report on what items have been disbursed for a particular day. Ability to lock certain budget categories while allowing others to be rebuilt when there are changes to enrollment.MODIFICATIONS Institutional Student Information Record (ISIR) Processing Verification Student Budgets Awarding/Mass Packaging Awarding/Mass Packaging Awarding/Mass Packaging Awarding/Mass Packaging Awarding/Mass Packaging Awarding/Mass Packaging Authorization/Disbursement Pell Payment Processing Pell Payment Processing OHIO requires that the proration change nightly for a student based on their projections of their enrollment. etc Waivers – Graduate Studies – GAP HIGH Educational Waiver – these are internal waivers and are processed through the OGA and post to SAM. Pell data is sent to COD System in an automated process which will need to be developed in PS Possible Gap . Process should also remove or complete checklist items. PS processing only runs INAS calculation once when an ISIR loads ISIR selected for verification have to have a process to apply appropriate checklist item during ISIR load process. Continuing Education Waiver – it is recommended that this be combined with the OGA modification Spousal Awards – will need to be combined with the OGA modification.OHIO only originates those students‘ Pell awards if they have been disbursed for the quarter. Functionality of PS online award letter is very limited compared to our current online award letter in regard to messages associated with awards Possible Gap – Campus or location is not an indicator in PS. as received and processed. PS does not have the functionality to 214 .

but truncates to three decimal places on reports. OHIO wants to develop a process to automatically assign requirement designations to courses that have TP and TD grades. There is nothing in PS to prevent the Registrar from scheduling classes without departmental permission. PS allows this for different sections of the same course.MODIFICATIONS Loan Processing Loan Processing Satisfactory Academic Progress (SAP) Satisfactory Academic Progress (SAP) STUDENT RECORDS Review / Define Student Records Installation settings Define Class Notes Define Class Notes Define Facilities and Rooms Define Facilities and Rooms Requirement Designation Define Standard Meeting Patterns trigger origination from the action of having been disbursed. OHIO calculates and displays the GPA to four decimal places. Direct Loan data is sent to COD system in an automated process which must be developed in PS OHIO originates loans that are in an accepted status for students preregistered for the term or for loans that are offered for the term. There is nothing delivered that associates a contact person for a scheduler in the Facility Component. Undergraduate SAP policy: maximum time frame for degree completion based on level of study and degree plan. but not different 215 . Graduate SAP policy: maximum time frame for degree completion based on Master level graduate students and degree plan. even if the student is not pre-registered. In PS the delivered Self Service controls for Class Search do not offer the option to display course or class fees. Potential GAP: If OHIO uses PS AA. OHIO can currently assign two classes into the same facility if they have the same meeting pattern. OHIO would like Class Notes with hyperlinks for further information about the class.

and F grades count as attempts. Academic standing for the full-time undergraduate career differs from that for the part-time undergraduate career. there is no delivered functionality to alert an advisor. etc OHIO uses Deficiency Points as a key element in calculating academic standing. when the Repeat for Credit checkbox is cleared on a course. it is not possible to specify the maximum number of hours allowed for repeat. A ―D‖ can count in some attempts. Also. Some departments at OHIO manually calculate a separate academic standing for individual colleges based on a subset of courses taken only in the college or the major. OHIO‘s policy is to limit the number of retakes. If a student is identified as not attending a class.MODIFICATIONS Define Repeat Rules Define Repeat Rules Define Enrollment Requirements Set up Attendance Tracking Set up Attendance Tracking Create Academic Standing Rules Create Academic Standing Rules Create Academic Standing Rules Create Academic Standing Rules Create Academic Standing Rules courses. they are dismissed from the major. OHIO has a process that runs quarterly to drop students who fail to meet the prerequisites based on the final grades for the term. This functionality does not exist in PS. In PS. OHIO produces a report. OHIO needs to be able to track each occurrence of a course that has been repeated for credit. which is distributed to Departments that lists students who have not met the 216 . WF. FS. PS provides a table for storing attendance data but there are no workflow processes delivered around the attendance tracking system. If a student can‘t pass a class within a certain number of tries. A ―C‖ or better counts.

. There is no delivered report only option. OHIO needs the ability to default grades in certain classes. Ability to load grades directly from BlackBoard into PS Ability to import grades from Excel into PS OHIO needs to be able to recreate grade rosters after the initial creation to bring in students who dropped or were added after grade roster creation. PS‘s Academic Standing process posts the standing online when run.MODIFICATIONS Set up Special Grade Point Averages Define Grading Schemes Define Grading Schemes Define Grading Schemes Define Grading Schemes Define Grading Schemes Define Grading Schemes Create Grade Rosters for a Single Class Create Grade Rosters for a Single Class Create Grade Rosters for a Single Class status of Good Standing. OHIO needs the ability for the instructor to enter a ―P‖ or ―F‖ grade on a student who has an existing ―W‖ grade. OHIO needs to be able to track multiple grade changes prior to the grades being posted to the student‘s record. once the grades are posted to the students‘ records then you can view grade changes through the Grade Audit process but not during the online grade entry process OHIO tracks the last date of attendance for a student with an FS grade for identifying ―unofficial withdrawals. and external cumulative grade points. such as audit and dissertation.‖ PS does not have this feature. 217 . OHIO needs a way to store external cumulative hours attempted. OHIO needs the ability for the instructor to enter a date for the Last Date of Attendance on the grade roster when they assign a ―FS‖ grade. There is no delivered process in PS to automatically assign a grade of NR where a blank exists. In PS.

OHIO also needs to display the instructor name for the class on this page as a check that the user is modifying the correct section of the class When a class is canceled PS does not provide automatic notification to the students . OHIO permits the student to identify a specific course for which they are expecting a grade change. times. OHIO requires a process to identify missing grades. Class 218 . Current functionality identifies classes with missing grades and notify faculty. and total hours transferred When a student requests a transcript. years of attendance. In PS when a class is cancelled the facility. meeting days. Confirmation email sent to faculty once roster has been completed OHIO emails grades to students once posting period is over OHIO prints a transfer credit summary that includes the transfer institution‘s name. In PS there are no edits on this field OHIO currently has the ability to search for a facility by entering the class which needs a facility. OHIO wants to be able to control who can modify fields on this page on a field by field basis. OHIO would like only the facility to drop so that when courses are rolled the other data remains OHIO needs to validate that the new value entered through a Class Association is within the range of the variable hours for a class. and instructors are dropped.MODIFICATIONS Create Grade Rosters for a Single Class Create Grade Rosters for a Single Class Create Grade Rosters for a Single Class Define Transcript Types Define Transcript Types Modify Scheduled Classes Modify Scheduled Classes Modify Scheduled Classes Modify Scheduled Classes Define Class Associations Search for Available Facility OHIO wants to suppress access to the Transcript Notes link on the grade roster.

e. OHIO needs a process to populate this field based on the term in which the student‘s first classes for that career occurred OHIO needs an automated process to populate and keep current the Expected Grad Term. PS does not display the date. if an individual has access to do program changes. time. OHIO needs a process to automatically discontinue students. time.MODIFICATIONS Search for Classes Print the Schedule of Classes Report Copy Classes from one Term to Another Understand Program Action and Statuses Maintain Student Program Information Maintain Student Program Information Maintain Student Program Information Maintain Student Program Information Maintain Student Program Information Maintain Student Program Information information is pre-populated into the search. In PS the Career Requirement Term field is populated manually. The delivered process is not as feature-rich as OHIO‘s current Search for Classes. The PS report does not provide the level of detail OHIO currently provides in the Schedule of Classes. and User ID on the online display for Student Program/Plan. and financial aid. OHIO wants the date. A student may relocate from one campus to another by registering for classes on a different campus. This is required for SEVIS. In PS.. OHIO has different roll rules for different groups of classes and the set up to handle this might be tedious. last user) who updated the Program/Plan stack to be tracked and displayed. A college/department is not allowed to do a program change from NonDegree Seeking to Degree Seeking. this individual can change plans from non-degree to degree-seeking. National Student Clearinghouse. OHIO needs a process to populate and keep current the Campus field. and User ID (i. The student‘s record needs to 219 .

PeopleSoft AA does not provide this functionality What-If analysis does not indicate that program may have application process. This is a flag that is set at the time the audit is processed. OHIO also has an option to allow inprogress to count on the audit assuming successful completion.MODIFICATIONS automatically be updated based on where the student is registered for classes ACADEMIC ADVISING Requirement Terms Requirement Functionality Transfer Coursework In-Progress Credit In-Progress Credit What-If Report PeopleSoft has the ability to store the career requirement term. OHIO currently does not allow in-progress courses to apply toward requirements when audits are processed for students and advisors but they do appear on the audit in the appropriate requirements. There is no delivered process for populating the career requirement term. program term and plan term. PS does not permit the display of InProgress on the report without having them count and possibly fulfill requirements. OHIO currently has requirements that are based on a percentage of the major requirement courses must be completed in residence. 220 . The PS AA does not contain a function for calculating a percentage of hours OHIO can place a Requirement Designation on the transfer courses that have the acceptable grade of D or pass. The Requirement Designation can be picked up by both Student Records and Academic Advisement to include/exclude based on the requirement rule.

Fees. PS does not deliver a way to have Batches those batches automatically posted to the student accounts. OHIO‘s current What-If process will default the appropriate term based on the student and terms available for the program being run PS provides the ability to query Analysis Table based on the completion of an entire program. this is not a Gap. PS‘s Late Fee functionality does Student & Third Party NOT fit the requirements for this late Account Maintenance: fee. etc. Even if the PS student billing functionality is not used to send out paper bills. There would also need to be a modification in PS to allow ―Authorized Users. configuration will still have to be set up and the What-If Report 221 . an advisor or student would need to enter the appropriate requirement term(s). Late Payment Fees While PS will allow OHIO‘s FA office Student & Third Party to create a batch of transactions to Account Maintenance: Group Posting Financial Aid be posted to the student accounts. Calculating Tuition. the Waivers: Transaction Fees Transaction Fee functionality in PS is not generally usable. Fees. to see certain student information and to do certain student tasks. If OHIO decides that they want to Student & Third Party use PS Self-Service and discontinue Billing: Student Billing the use of CASHNet.MODIFICATIONS STUDENT FINANCIALS To run a What-If report. but not individual program requirements Calculating Tuition. such as a parent or guardian.. it will require a fair amount of technical programming to make this happen. & Because Equation Engine is a delivered PS tool. The PS student billing functionality Student & Third Party does not have any automated email Billing: Student Billing functionality. there will need to be modifications to send out emails about account balances. Waivers: Term Fees However. payment deadlines. & For a number of reasons.

A modification will be required.MODIFICATIONS Student & Third Party Billing: Third Party Billing Student Payment Plans: Payment Plan Late Fees Third Party Contracts: Third Party Contract Rollover Student.. OHIO uses the current SIS system to issue refunds. OHIO probably needs a modification that would automate the notification process and track students through the collections process Student & Third Party Aging & Collections: Account Collections Process OHIO will keep OGA and a Student Financials modification/interface will need to be Interfaces Tax Reporting Tax Reporting Service Indicators for SF developed to replace the existing interfaces. The PS delivered Payment Plan functionality does not include late fee functionality. OHIO will need to decide if it wants to use the PS delivered 1098-T process or develop a process. There is no ability in PS to roll a third party contract from one term to another. Parent. Also. 1042 Non-Resident Alien Tax – there is no delivered PS process to handle taxes for Non-Resident Aliens. PS‘s delivered functionality is seamlessly interfaced with PS Financials and/or PS HR/Payroll for paper check refunds and/or direct deposit refunds. PS does not have any delivered functionality that would allow these 222 . & Third Party Refunds: Refunds process run on a monthly basis to ensure that all transactions have valid due dates and that the aging is correct. the PS delivered bill will most likely need to be modified to be usable Although PS has the ability to process a third party bill. should OHIO ever need to print out an actual bill for the student. OHIO charges a late fee for late installment payments. the bill will need to be modified to fit the requirements of the various third party sponsors.

MODIFICATIONS Self-Service for SF SF Integration Points with AD SF Integration Points with FA service indicators to be removed real-time. OHIO will need a self-service modification to allow ―authorized users‖ to log in. 223 . OHIO has a requirement that only those housing students that have paid a housing deposit can get a final admit status and enroll. OHIO will need to develop a business process or modification to accomplish this. PS does not have the ability to identify authorized users. PS does not deliver a way to have batches automatically posted to the student accounts.

or IELTS scores Data entry screen for the application process Physical mailers for checklists items Auto admissions decision program Cumulative attempted academic GPA for admission decision purposes. Clearing House XML-Translation program Calculate and store the quality point deficit a student may have A 'fetch feature' to auto-populate the manual course credits screen. GAPS ACADEMIC STRUCTURE Academic Level Translates to reflect various Graduate levels MINOR X X MEDIUM MAJOR N/A CAMPUS COMMUNITY Switch preferred flag to campus email address Associate committees to publications and thesis tracking Exclude charges from old calc Notification of address update so hold can be released: Automation between assigning/ completing checklists and the placing/removal of holds Events module does not meet the needs of Admissions Have students see DOB but no change.MODIFICATIONS Gap Effort Estimates NOTE: All Gaps did not receive estimates because (1) resolution was not confirmed to be a modification. and (2) resolution was confirmed to be a business process change. update preferred name/no edits on others Student work hours for international student employees X X X X X X X X X X X X X X X X ADMISSIONS Load Compass. Real time processing between OnBase and PeopleSoft 224 . update FERPA restrictions.

Send corrections need to be an automated process in uploading the generated file EFC proration change nightly for a student based on projections of their terms attending INAS calculation to run nightly ISIR .MODIFICATIONS FINANCIAL AID Projected enrollment data used prior to term until point of disbursement for term.apply appropriate checklist item during ISIR load process Permanent checklists carried with student record Lock only certain adjustments to budgets Show award messages to students in self-service Campus or location should be an indicator Report on items disbursed for a particular day Pell data sent to COD System in an automated process Direct Loan data sent to COD system in an automated process Originate loans in an accepted status for students pre-registered Maximum time for degree completion based on level of study Maximum time for degree completion based on Master level students and degree plan Custom interface to load amount student earned in work study for the FISAP report If account code in FA matches the waiver an OGA interface should create a new account code X X X X X X X X X X X X X X X X X X STUDENT RECORDS 225 . At point of disbursement. Automate message class batch loading. actual enrollment is used Mechanism to ―lock‖ enrollment and campus of attendance for any term that has not yet begun.

but not different courses. once the grades are posted to the students‘ records then you can view grade changes through the Grade Audit process but not during the online grade entry process OHIO tracks the last date of attendance for a student with an FS grade for identifying ―unofficial withdrawals. PS‘s Academic Standing process posts the standing online when run. such as audit and dissertation.‖ PS does not have X X X X X X X X X X 226 . . There is no delivered report only option. OHIO needs to be able to track multiple grade changes prior to the grades being posted to the student‘s record. In PS. OHIO has a process that runs quarterly to drop students who fail to meet the prerequisites based on the final grades for the term.MODIFICATIONS In PS the delivered Self Service controls for Class Search do not offer the option to display course or class fees. OHIO needs a way to store external cumulative hours attempted. PS allows this for different sections of the same course. There is nothing in PS to prevent the Registrar from scheduling classes without departmental permission OHIO can currently assign two classes into the same facility if they have the same meeting pattern. OHIO produces a report. OHIO would like Class Notes with hyperlinks for further information about the class. which is distributed to Departments that lists students who have not met the status of Good Standing. and external cumulative grade points OHIO needs the ability to default grades in certain classes.

Current functionality identifies classes with missing grades and notify faculty. and instructors are dropped. Confirmation email sent to faculty once roster has been completed When a class is canceled PS does not provide automatic notification to the students . In PS there are no edits on this field The PS report does not provide the level of detail OHIO currently provides in the Schedule of Classes. and financial aid. meeting days. In PS when a class is cancelled the facility. In PS the Career Requirement Term field is populated manually. This is required for SEVIS. OHIO needs a process to populate this field based on the term in which the student‘s first classes for that career occurred OHIO needs an automated process to populate and keep current the Expected Grad Term. Ability to load grades directly from BlackBoard into PS Ability to import grades from Excel into PS OHIO needs to be able to recreate grade rosters after the initial creation to bring in students who dropped or were added after grade roster creation. OHIO wants to suppress access to the Transcript Notes link on the grade roster. times.MODIFICATIONS this feature. OHIO requires a process to identify missing grades. OHIO would like only the facility to drop so that when courses are rolled the other data remains OHIO needs to validate that the new value entered through a Class Association is within the range of the variable hours for a class. National Student Clearinghouse. X X X X X X X X X X X 227 .

A student may relocate from one campus to another by registering for classes on a different campus. 3rd party bill modified to fit the requirements of 3rd party sponsors. The student‘s record needs to automatically be updated based on where the student is registered for classes ACADEMIC ADVISING Populate career requirement term Major must be completed in residence function for calculating a percentage of hours. Automate posting process as soon as new FA batch has been created Send out emails about account balances. Refund process with Oracle for Accounts Payable and HR/Payroll. Late fee charged once per term based on late payment criteria. X X X X X X X X X X X X X X 228 . payment deadlines. X X X.MODIFICATIONS OHIO needs a process to automatically discontinue students. Automate late fee assessment. Automate notification process and track students through collections. X X OHIO needs a process to populate and keep current the Campus field. Allow ―Authorized Users‖. Requirement Designations must be built Flag set at time audit is processed Location of Academic Plan type Query based on completion of an entire program and individual program requirements STUDENT FINANCIALS Calculate and post transaction fees automatically and on a scheduled basis. to see certain student information Delivered bill will need to be modified to be usable.

Requirement designations must be built Only housing students that have paid a housing deposit can get a final admit status and enroll. 49 TOTAL ITEMS X X X X X X X X X 21 19 9 229 . Allow in-progress to count on the audit assuming successful completion.MODIFICATIONS OGA Online Graduate Awarding System Setup fields and interface to get accounting entries into Oracle Financials. 1042 Non-Resident Alien Tax 1098-T Tax Allow service indicators to be removed real-time Allow ―authorized users‖ to log in and to do certain tasks.

). Faculty memberships are stored in a local area. The final decisions on values populating the shared tables need to be agreed upon by both HR and Campus Solutions representatives Table needs further review so that codes/names/info loaded into PS is "clean" data. and would like to individually track theses/committees for those enrolled in Term Values Table Term Values Table CAMPUS COMMUNITY Data Mapping for Conversion Organization Table Build Shared Tables with HR Identification Participation Participation Participation 230 . which may not go directly into PS. OHIO discussed using YYTT 0910 Fall 2008-2009 but decided against it since a different schema would need to be developed for conversion terms OHIO discussed using YYMM 0908 Fall 2008-2009. etc.CONVERSION Section 15 Conversion Issues identified during Fit/Gap MODULE ACADEMIC STRUCTURE SECTION Installation Table CONVERSION ISSUE Once the production environment is established. the Last ID Assigned will need to be reset when conversion occurs. Integration points need to be finalized by the Campus Community Steering Committee. OHIO needs to determine whether a co-curricular transcript will be generated. OHIO needs to use military titles in several ways. OHIO CONVERSION MAPPING DECISIONS – See table of decisions in Fit/Gap Document there needs to be a separate meeting with ID management and the PS team Oracle HRMS stores particular certifications (SPR. OHIO will need to link committees to publications for dissertation/thesis. 0812 Winter Intersession but decided against it since a different schema would need to be developed for conversion terms There should be a shared relationship with Oracle HRMS and PS Campus Community databases. thus a current military inventory list of titles is needed for conversion.

Possible conversion solution--create a "conversion" comment that will store past info with no ability to append A conversion discussion with key players is needed to discuss how to handle comments/setup--look at comments for students/events and that between student and waivers. All modules may have access to maintain contacts in the organization table External Org Code Type Table .CONVERSION Standard Letters Communication Management Comment. repetitiveness. tone. Organizations can be categorized into groups to assist in identifying organizations conveniently for recruitment. Every aspect needs to be mapped out before implementation/conversion begins. Contacts can be added to an organization. and can be used for CB GeoDemographic analysis. it is very easy to carry an ID and pull prospect data into the application. OHIO intended to continue to use Recruitment Plus for Athens undergraduate recruitment. The external subject table is used to designate academic interests as well as provide a way to categorize courses in the general subject areas for transfer 231 . Some functional areas may want old comments brought into PS. history)-every aspect needs to be mapped out before implementation/ conversion/configuration begins.This is used with College Board EPS market codes. 3C Groups Comment Management Communication Generation Conversion Issues Conversion Issues Conversion Issues Conversion Issues multiple programs. Communication history will need to be moved into PS from 3rd party If you have prospects in PS. look at service area first and then grow from there.e. there is also a conversion discussion needed for comments on Recruitment Plus and what events need to receive comments A conversion discussion with key players is needed to discuss how to handle comments/setup of groups. Categories. OHIO needs to make business decision on communication practice (i.

FICE code is located in Financial Aid and can be pulled in to populate the FICE code field. External Term Table .any organization can be assigned a group code and then a group type: this can allow for query research and then be given to specific recruiter. legacy course equivalencies will be converted to Effective Dated Course changes to the same course 232 . we need to look at what their restrictions are. During conversion to PS. If we are importing any employees. but not at college level.These values are delivered School Type Table . HR needs to be at conversion meeting to establish interaction with their records and databases. PS delivers process to upload data from ETS/CB services. FINANCIAL AID STUDENT RECORDS Repeat Schemes and Repeat Codes Create Course Equivalency Groups No conversion issues identified For conversion purposes. any data converted from prior to 1993 must include handling the deduction flag properly. getting information that is held only in Financial Aid and Oracle HRMS.The table can be populated in several ways--one way is to hold all HS in nation and beyond. In the system. we will know all records a person has. Contacts can be added to an organization.The file format for international schools from College Board is not as accommodating for different address formats Organization Table . ATP and ACT codes are the same at HS level. OHIO needs to track start/end-date of employment for international students.CONVERSION Conversion Issues Conversion Issues Conversion Issues Conversion Issues Conversion Issues FERPA FERPA SEVIS RECRUITING / ADMISSIONS credit purposes. look at service area first and then grow from there Organization Affiliation .

One of each is usually set up for Conversion of account balances.CONVERSION ACADEMIC ADVISING STUDENT FINANCIALS Student & Third Party Account Maintenance: Origins & Group Types Student Financials Conversions No conversion issues identified Origins and Group Types are required for Financial Aid batches and External File Loads. PS recommends using the delivered External File Load. Group Post process to load student and third party account balances for conversion. 233 .

2 Support Document for Converting Holds 18.3 Complete Table Loading Sequence 234 .1 Reporting 18.APPENDIX Section 16 Appendices 18.

Accordingly. 235 . this element of reporting will be an on-going activity for the Core Team and will be reviewed and appraised by the implementation team when it is assembled.1 Reporting The Charter for this phase of the project outlined a requirement to analyze OHIO reporting requirements. A data collection process was initiated during the project but the result revealed that there were likely ―thousands‖ of reports and it was virtually impossible to catalog and thereby assess the report development effort within the timeframe of this project. A Business Intelligence Strategy was discussed and proposed to OHIO that would deal with a segment of reporting but obviously not resolve the extreme volumes that apparently exist.APPENDIX 18.

2 Support Document for Converting Holds And Mapping to Developed PeopleSoft Service Indicators HOLD CODE A&S College of Arts and Sciences Approved: Academic Advancement Center ACADEMIC ADVANCEMENT CNTR HOLD HOLD NAME REGIST RATION GRAD ES DIPLO MAS TRANS CRIPTS ADMISS IONS AADV ACADEMIC ADVISING Y N N N N AACT Approved: Athens Admissions Office Approved: CAP Y N N N Y AAD M ADM BDM LGLA SXTY ADMISSIONS CREDENTIALS HOLD BRANCH ADM CREDENTIALS HOLD HOLD PER LEGAL AFFAIRS SIXTY PLUS PROGRAM HOLD Y Y Y Y N N N N N N N N N N N N Y Y N N AADV Athens Academic Advisor Approved: Accounts Receivable Approved: AADV ACADEMIC ADVISING Y N N N N ACR C AGB ARAD AREC ATHENS GENERAL BALANCE HOLD ACCTS RECEIV INCORRECT ADDRESS ATHENS ACCTS RECEIVABLE HOLD Y Y Y Y Y Y Y N Y Y Y Y Y Y Y ALIB Alden Library Approved: Approved: 11/10/2005 ALIB FLIB ILIB MLIB ATHENS ALDEN LIBRARY HOLD 2ND FL REFERENCE DESK INSTRUCTIONAL MEDIA ATHENS MUSIC LIBRARY HOLD Y Y Y Y N N N N Y Y Y Y Y Y Y Y Y Y Y Y 236 .APPENDIX 18.

APPENDIX RLIB Approved: 11/10/2005 ARE G TLIB IDC DESK 2ND FL COMPUTER CONCOURSE Y Y N N Y Y Y Y Y Y Athens Registrar Approved: Approved: 5/23/2006 GRAD LGLA LGL2 RCON REC REC2 REG REG2 REGD RESS SXTY TRAN SPEC GRADUATION HOLD FOR JANE HOLD PER LEGAL AFFAIRS LEGAL AFFAIRS II HOLD FINANCIAL CONVERSION REGISTRAR/RECORDS SPECIAL RECORDS HOLD FOR PJB ATHENS REGISTRARS OFFICE HOLD ATHENS REGISTRARS OFFICE HOLD DECEASED STUDENT HOLD INVALID SOCIAL SECURITY NUMBER SIXTY PLUS PROGRAM HOLD TRANSCRIPT HOLD N Y N Y N Y Y Y Y Y Y N N N Y Y Y N Y Y Y Y N N Y N Y Y Y N Y Y Y Y N N Y N Y Y Y N Y Y Y Y N Y N N N Y N N Y Y Y Y N Y BADV Branch Advisor Approved: BADV BRANCH ADVISING HOLD Y N N N N BUR S Bursar Approved: 6/18/2001 AGO APTP APTR BAD2 BAD3 BAD4 BAD5 BADC BAK2 BAK3 ATTORNEY GENERALS OFFICE APARTMENT PENALTIES APARTMENT RENT ATHENS BAD CHECK HOLD # 2 ATHENS BAD CHECK HOLD # 3 ATHENS BAD CHECK HOLD # 4 ATHENS BAD CHECK HOLD # 5 ATHENS BAD CHECK HOLD ATHENS BAKER CENTER HOLD # 2 ATHENS BAKER CENTER HOLD # 3 Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y 237 .

APPENDIX BAK4 BAKE BDAD BURX CA DDA2 DDA3 DDA4 DDAM EXT2 EXT3 EXT4 EXTN GRDS HPL LDS LGTM LOAN MIS2 MIS3 MIS4 MISC MPA2 MPA3 MPA4 MPAY NSL PERK PHON PKG PKG2 ATHENS BAKER CENTER HOLD # 4 ATHENS BAKER CENTER HOLD BURSAR INCORRECT ADDRESS SPECIAL BURSAR BURSAR FINANCIAL HOLD DORMITORY DAMAGE HOLD # 2 DORMITORY DAMAGE HOLD # 3 DORMITORY DAMAGE HOLD # 4 DORMITORY DAMAGE ATHENS OVERDUE EXT BAL HOLD #2 ATHENS OVERDUE EXT BAL HOLD #3 ATHENS OVERDUE EXT BAL HOLD #4 OVERDUE EXTENDED BALANCES GRADE HOLD HEALTH PROFESSIONAL LOAN HOLD LOANS DISADVANT-AGE STUDENTS LONG TERM LOANS OVERDUE EMERGENCY LOAN ATHENS MISC HOLD # 2 ATHENS MISC HOLD # 3 ATHENS MISC HOLD # 4 ATHENS MISC HOLD MONTHLY PAYMENT PLAN HOLD # 2 MONTHLY PAYMENT PLAN HOLD # 3 MONTHLY PAYMENT PLAN HOLD # 4 MONTHLY PAYMENT PLAN NURSING STUDENT LOAN HOLD PERKINS HOLD PHONE SYSTEM HOLD UNIV PARKING VIOLATIONS UNIV PARKING VIOLATION HOLD #2 Y Y Y N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y 238 .

APPENDIX PKG3 PKG4 SHTM TEL College of Business Approved: Chemistry and Biochemistry Approved: Chillicothe Library Approved: College of Communication Approved: Counseling & Psychological Services Approved: CRE G Chillicothe Registration Approved: CGB CLNS Disbursements/L oan Approved: HPL CPSY CLIB UNIV PARKING VIOLATION HOLD #3 UNIV PARKING VIOLATION HOLD #4 SHORT TERM LOAN HOLD ATHENS TELEPHONE HOLD Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y CBA AADV ACADEMIC ADVISING Y N N N N CHE M KEYS CHEMISTRY KEYS Y Y Y Y Y CLIB CHILLICOTHE LIBRARY HOLD Y N Y Y Y COM AADV ACADEMIC ADVISING Y N N N N CPS COUNSELING PSYCHOLOGY SER HOLD Y N N N Y CHILLICOTHE GEN BALANCE HOLD CHILLICOTHE DEL LOAN HOLD Y Y Y Y Y Y Y Y Y Y DISB LDS LGTM MISC NSL HEALTH PROFESSIONS LOAN PROG LOAN FOR DISADVANTAGED STUDENT LONG TERM LOAN MISCELLANEOUS NURSING STUDENT LOAN PROGRAM Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y 239 .

APPENDIX PERK SHTM College of Education Approved: Eastern Library Approved: College of Engineering and Technology Approved: Approved: 11/3/2004 Eastern Registration Approved: EGB EIGB ELNS EMD College of Fine Arts Approved: Graduate Appointments Approved: Graduate Student Services Approved: PERKINS LOAN PROGRAM SHORT TERM LOAN Y Y Y Y Y Y Y Y Y Y EDU AADV ACADEMIC ADVISING Y N N N N ELIB ELIB EASTERN LIBRARY HOLD Y N Y Y Y ENT AADV KEYS ACADEMIC ADVISING ENGINEERING KEYS FOR STOCKER Y Y N Y N Y N Y N N ERE G EASTERN GEN BALANCE HOLD EASTERN INCARCERATED GEN BAL EASTERN DELINQUENT LOAN HOLD MEDIA-ASSISTED COURSES Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y FAR AADV ACADEMIC ADVISING Y N N N N GAP P CONT GA CONTRACT PROBLEM Y N N N N GSS AADV ACCD AFEE CONF Approved: 5/30/2001 CRED FIND I9 ACADEMIC ADVISING ACADEMIC DROP FROM PROGRAM APPLICATION FEE NO CONFLICT OF INTEREST FORMS CREDENTIALS INCOMPLETE FINANCIAL DOCUMENTS EMPLOYMENT ELIGIBILITY Y Y Y Y Y Y Y N N N N N N N N N N N Y N N N N N N Y N N N N N N N N N 240 .

APPENDIX Approved: 4/29/2005 ICRD NSHO REER RESI SEVI TRAN INTL CREDENTIALS INCOMPLETE NO SHOW DEPARTMENT REENROLL HOLD RESIDENT DOCUMENTS SEVIS NO OFFICIAL TRANSCRIPT N Y Y Y Y Y N N N N N N Y N N N N N Y N N N N N N N N N N N HHC Hudson Health Center Approved: MDC O MDTS MDW D MEDICAL CONVERSION MEDICAL TESTING HOLD MEDICAL WITHDRAWAL HOLD Y Y Y N N N N N N N N N Y N Y HHS College of Health and Human Services Approved: AADV ACADEMIC ADVISING Y N N N N HOU S Housing Approved: CONV HOUF HOUS Historic Imaging Project Approved: 5/22/2001 Approved: 5/22/2001 Approved: 5/22/2001 Approved: 5/22/2001 Approved: 5/22/2001 Approved: 5/22/2001 Approved: 5/22/2001 Approved: 5/22/2001 Approved: 5/22/2001 IMAGING CONVERSION HOLD D ATHENS HOUSING FINANCIAL HOLD ATHENS HOUSING HOLD Y Y Y N N N N N N N N N Y Y Y HSTR AREG BURS CLIB CREG DISB EREG HHC JUDI LREG ATHENS REGISTRAR HOLD BURSAR CHILLICOTHE LIBRARY HOLD CHILLICOTHE REGISTRATION DISBURSEMENT/LOAN EASTERN REGISTRATION HUDSON HEALTH CENTER JUDICIARIES LANCASTER REGISTRATION Y Y Y Y Y Y Y Y Y Y Y N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y 241 .

APPENDIX Approved: 5/22/2001 Approved: 5/22/2001 Approved: 5/22/2001 Approved: 5/22/2001 Approved: 5/22/2001 Honors Tutorial College Approved: Intercollegiate Athletics Approved: Ironton Library Approved: SFA SLIB SREG ZLIB ZREG FINANCIAL AID SOUTHERN LIBRARY HOLD SOUTHERN REGISTRATION ZANESVILLE LIBRARY HOLD ZANESVILLE REGISTRATION Y Y Y Y Y Y N Y N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y HTC AADV ACADEMIC ADVISING Y N N N N ICA AADV ACADEMIC ADVISING Y N N N N ILIB CONV ILIB IMAGING CONVERSION HOLD IRONTON LIBRARY HOLD Y Y N N Y Y Y Y Y Y INDS Independent Study Approved: 5/31/2001 Institutional Equity Approved: 9/4/2001 Center for International Studies Approved: Ironton Registration Approved: ISGB INDEPENDENT STUDY GENERAL BAL Y Y Y Y Y INEQ EQIP INSITUTIONAL EQUITY EQUIPMENT Y Y Y Y Y INST AADV ACADEMIC ADVISING Y N N N N IREG CONV IGB ILNS IMAGING CONVERSION HOLD IRONTON GEN BALANCE HOLD IRONTON DELINQUENT LOAN HOLD Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y IRON Southern 242 .

APPENDIX Campus Approved: International Student and Faculty Services Approved: ISHI SEVI VISA VISR INTERNATIONAL HEALTH INSURANCE SEVIS VISA PROBLEM VISA PROBLEM Y Y Y Y N N N N N N N N N N Y N N N N N BADV ACADEMIC ADVISING HOLD Y N N N N ISFS JUDI University Judiciaries Approved: DIS2 DIS3 DISC Office of Legal Affairs Approved: 5/16/2000 Lancaster Library Approved: CONV LLIB Lancaster Registration Approved: CONV LCC LGB LIGB LLNS IMAGING CONVERSION HOLD LANC CHILD CARE CHARGE LANCASTER GEN BALANCE HOLD LANCASTER INCARCERATED GEN BAL LANCASTER DELINQUENT LOAN HOLD Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y IMAGING CONVERSION HOLD LANCASTER LIBRARY HOLD Y Y N N Y Y Y Y Y Y JUDICIAL-HOLD ALL TRANSACTIONS JUDICIAL-HOLD REGISTRATION JUDICIAL DISCIPLINARY HOLD Y Y Y Y N N Y N N Y N Y Y N Y LGAF LGAF OFFICE OF LEGAL AFFAIRS Y N N N Y LLIB LREG M SC Military Science Approved: 5/18/2000 EQIP MILITARY SCIENCE EQUIPMENT Y Y Y Y Y 243 .

MISUSE OF EQUIPMENT Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y PLIB PRE G Portsmouth Registration Approved: PGB PORTSMOUTH GEN BALANCE HOLD Y Y Y Y Y 244 .GRADUATE NO SHOW .OSTEOPATHIC MEDICINE NO SHOW UNDERGRADUATE Y Y Y N N N N N N N N N Y Y Y OPIE Ohio Program of Intensive English Approved: OADV OPIE ACADEMIC ADVISING HOLD Y N N N N OSR C Osteo Records Approved: HEAL ODEL OSTEO HEAL DEFAULT OSTEO DELINQUENT LOAN HOLD Y Y N N Y Y Y Y Y Y OST College of Osteopathic Medicine Approved: AADV CONV LOAN ACADEMIC ADVISING IMAGING CONVERSION HOLD OVERDUE EMERGENCY LOAN Y Y Y N Y Y N Y Y N Y Y N N N PING Ping Recreation Center Approved: NPIP NREQ VAND Portsmouth Library Approved: PLIB PORTSMOUTH LIBRARY HOLD Y N Y Y Y NON PAYMENT OF ITEM PURCHASE NON RETURN OF EQUIPMENT VANDALISM.APPENDIX Approved: 5/18/2000 NSH O SCHL MILITARY SCIENCE SCHOLARSHIP Y Y Y Y Y No Show Approved: NSHG NSHM NSHU NO SHOW .

APPENDIX PLNS Regional Higher Education Approved: PORTSMOUTH DEL LOAN HOLD Y Y Y Y Y RHE AADV RHEP ACADEMIC ADVISING PROBATION Y Y N N N N N N N N SEVI Sevis Approved: Student Financial Aid Approved: SEVI SEVIS Y N N N N SFA GSL HPL LDS LGTM NEXT NSL PERK QAP RPAY SCON SHTM GUARANTEED STUDENT LOAN HOLD HEALTH PROFESSIONAL LOAN HOLD LOANS DISADVANT-AGE STUDENTS LONG TERM LOANS NO EXIT INTERVIEW HOLD NURSING STUDENT LOAN HOLD PERKINS HOLD QUALITY ASSURANCE PROGRAM REPAYMENT SFA FUNDS STUDENT FIN AID CONVERSION SHORT TERM LOAN HOLD Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y TRSS Transfer Probation Security System Approved: TPR1 TPRO University College Approved: TRANSFER PROB HOLD (SAME DAY) TRANSFER PROBATION HOLD Y Y N N N N N N N N UNC AADV SBAD SBB SBOR UNC1 ACADEMIC ADVISING SB 140 ACADEMIC ADVISING SB 140 DID NOT RETURN BOOKS DID NOT ATTEND SB 140 ORIENT UNC 90 OR MORE HOURS Y Y Y Y Y N N Y N N N N N N N N N Y N N N N N N N 245 .

APPENDIX UNC2 UNC5 UNCP Zanesville Library Approved: ZRE G Zanesville Registration Approved: ZGB ZLNS ZLIB HOLD UNC 115 OR MORE HOURS HOLD UNC DID NOT ATTEND ORIENTATION PROBATION Y Y Y N N N N N N N N N N N N ZLIB ZANESVILLE LIBRARY HOLD Y N Y Y Y ZANSVILLE GEN BALANCE HOLD ZANSVILLE DELINQUENT LOAN HOLD Y Y Y Y Y Y Y Y Y Y 246 .

Set up a regulatory region. AV. HR. HRMS General CS General. HR. SA AV. professor). HRMS General Campus Community. AV. Defines titles used by individuals (e. HR. SA AV. SA Features Affected CS General. HR. HR. SA AV. HRMS General CS General. HR. HR. Add a state. Define business units. HR. HRMS General. SA AV. HR. SA Establishment An establishment is usually a physical location in the organization. HR. Defines documents used to verify employee information. Define the types of names that can be recorded for a person. province or equivalent entity for the selected country. US Recruitment Extension CS General. HRMS General CS General. HRMS General CS General. US Recruitment Extension CS General. HRMS General CS General. HRMS General CS General. HR. HRMS General CS General. SA AV. HR. Installation settings for the PERSONAL_DATA component and Person Object Define TableSet ID. HR. Define and describe companies.. SA AV. HRMS General. SA National ID Type Name Type Name Title Supporting Documents Define types of national indentification numbers.. SA AV. HRMS General CS General. AV. HR.g. HRMS General CS General. prince. HRMS General CS General. Ms. Predefined information by Country as defined by ISO. HR. HRMS General CS General. SA AV. Workforce Administration 247 Setup Task Installation Table Country Table State/Province Regulatory Region Person Object Installation TableSet IDs Record Group Business Unit Company Description Specify the PeopleSoft applications for your installation. SA AV. SA AV. Define record group and record name. SA AV. HRMS General CS General.3 Complete Table Loading Sequence Products Affected AV. SA AV. SA .APPENDIX 18. HR.

Define or review the salutations available in your system. SA AV. SA AV. HR. Define schools.APPENDIX Holiday Schedule Schools Define a company's paid holidays for a given year. Define and update the extracurricular activities your institution tracks. Workforce Administration CS General CS General Campus Community CS General CS General CS General CS General CS General Student Records CS General CS General CS General CS General Campus Community CS General CS General Student Records CS General CS General 248 . Define building information. SA AV. Workforce Administration Campus Community. SA AV. HRMS General CS General. Define hierarchies of phone types to search for and use in a specific usage. Create a listing of all Higher Education General Information Survey codes. SA AV. SA AV. Define facility information. Create a listing of all Classification of Instructional Program codes. and Sr. AV. SA Visas/Permits Address Usage Table Student Admin Installation Name Type Defaults Name Usage Table Phone Usage Table Salutation Table Name Suffix Location Address Table Student Records Installation Program Action Table Administrative Function Table CIP Code Table HEGIS Code Table Extracurricular Activity Table FERPA Control Building Table Room Characteristics Table Facility Table Unit Conversion Define visa or permit details and supporting documents for verifying status. SA AV. Define hierarchies of address types to search for and use in a specific usage. Define specific room characteristics. SA AV. Review administrative functions. SA AV. Define installation values required for Student Administration. CS General. Define installation values required for Student Records. Define unit conversions formulas. SA AV. SA SA AV. SA AV. HR. Review or make additional directory data and other information available to FERPA privacy control. HR. SA AV. SA AV. SA AV. SA SA AV. Define or review campus addresses for your institution. SA AV. SA AV. Define or review the name types that will be created by default when adding a new person ID. Define program action codes. Defines name suffixes such as Jr. Define hierarchies of name types to search for and use in a specific usage. SA AV.

SA AV. SA AV. Define North American Industry Classification NAICS Codes System codes. SA AV. SA AV. SA values to Population Selection Contexts File Parser Field Conversion Definition File Parser Copy Field Value Conversion. SA AV. SA AV. SA. Grading Scheme Define all valid grading schemes and grading Table bases for academic careers. AV. File Parser Context Definition Copy Context Definition.APPENDIX Table Complete Grade Flag Grade Category Define grade flag values and descriptions. Level/Load Rules Define academic level and load rules by SetID. Demographic Update demographic data access settings. External Define organization types and related Organization Type navigation. Data Access Search/Match Search/Match Rule configuration Rules Search/Match Search/Match Parameter configuration Parameters Search/Match Search/Match Result Fields Setup Result Fields Search/Match Search/Match Results configuration Results Selection Tool Application Specific Context Context Definition Equation to Context Mapping Field Conversion Definition Copy Field Value Conversion Context Definition Copy Context Definition File Mapping Configure Population Selection Tools. Configure Population Selection Context AV. AV. SA Definition. SA AV. Table Demographic Define demographic data access for primary Data Access permission lists. SA AV. SA a process to a specific context. SA . SA AV. SA AV. SA CS General CS General. SG AV. SA AV. Map Equation Engine Application Prompt AV. Degree Table Define internal and external degrees. SA AV. Joint Salutation Define salutation types to make available for Type Table joint communications. SA AV. SA AV. SA AV. Gradebook CS General CS General CS General Campus Community Campus Community CS General CS General CS General CS General CS General CS General CS General Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus 249 Create new grade category values to be used for derived lists. SA AV. Define the application specific keys used to map AV. File definition and mapping. SA AV.

Define and update the relationships your institution tracks. SA AV. Define and update the health tests your institution tracks. SA AV. SA AV. Define and update a marital status corresponding to a joint relationship. SA AV. AV. Define type of events to manage. Define staff codes to use with events. SA AV. Form Group Table. Define and update the immunization tests your institution tracks. SA AV. SA AV. SA AV. SA AV. SA Font Names Form Editor Form Groups Out Dest Formats Font Name Table. SA AV. AV. Identify the edit table for a 3C engine trigger to prompt. SA AV. SA AV. View EPS market codes loaded through the EPS load process. SA AV. SA AV. SA AV. SA Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community 250 Population Selection File Mapping Definition Population Update Setup. SA . Define resources to be used with events. Define an EPS market code organization code type. Forms Engine EPS Image Text. SA AV. Install tables required for Campus Community. SA AV.APPENDIX Definition Copy File Mapping Definition Population Selection File Map Population Update Setup Form Image Text Event Type Table Campus Community Installation Resource Code Table Health Test Table Staff Code Table Event Template Trigger Prompt Table Ext Org Code Type Table EPS Market Code Table Relationship / Marital Status Immunization Table Relationship Table File Parser Copy File Mapping Definition. SA AV. Forms Engine Out Dest Formats. Define event meeting templates. Form Editor. AV.

SA AV. SA AV. SA AV. Define service impacts codes to attach to service indicators. SA AV. SA Campus Community Campus Community Campus Community Campus Community Academic Structure Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community 251 . Set up categories to use in the communications process. SA AV. SA AV. Define the committee types and member roles. Publication Categories. Include comments in 3C groups for security purposes. SA AV. Set up contexts for the communications process. Define and update the publications your institution tracks. Define the types of legacy affiliations that individuals can have with your institution. Set up checklist items by administrative function. Postscript Fonts. Create service indicators code. SA AV. Define default and set up values for academic institutions. SA AV. SA AV. AV. SA AV. SA AV. Include communications in 3C groups for security purposes. Define 3C group codes. Set up tracking groups for checklists. Forms Engine output dest prmpt. SA AV. SA AV. SA AV. Set up items to be used in a checklist. Used in SDR Reporting. SA AV. Set up categories for comments. Manage Speed Keys for communications. SA AV. SA AV. for both positive and negative service indicators. Set up standard letter codes to be used in Campus Solutions communications. SA AV. SA AV. SA AV. Maintain Iwi codes and descriptions for NZ Maoris. SA AV. Define communication data source to be used in Campus Solutions communications.APPENDIX Out Dest Types Out Dest Values Postscript Fonts Standard Letter Table CS Academic Institution Table Comment Category Table 3C Update/Inquiry Group Table Comment 3C Groups Tracking Group Table Communication Context Table Institution Publications Iwi Table Legacy Table Communication Category Table Communication 3C Groups Publication Categories Service Impact Table Service Indicator Table Committee Type/Role Checklist Item Table Checklist Item Functions Table Communication Speed Key Table Communication Data Source Forms Engine Out Dest Types.

Create or update an external organization. SA SA SA Student Financials Campus Community Campus Community Campus Community Campus Solutions General Campus Community CS General. Define events for management of communications. checklists and/or comments. Define GPA types for external education data. SA AV. SA AV.APPENDIX Checklist Table Checklist 3C Groups Event Definition Trigger Definition Contact Type Table Organization Recipient Usage School Type Table Organization Table Organization Locations Organization Departments Organization Contacts External GPA Type Table Student Special GPA Organization Affiliation External Organization Codes External Subject Table External Education Comments School Subject Maintenance School Course Classification Religious Preference Table Set up checklists. SA AV. Student Records CS General. checklists and/or comments. SA SA AV. SA AV. SA AV. Default comments for external education entry. SA AV. Create and maintain special grade point averages for a student's term records. Create or update locations for your external organizations. SA . Define triggers for management of communications. Create or update an organization's affiliation to the institution. Create or update contact persons for your external organizations. Create or update departments for your external organizations. SA AV. SA AV. SA AV. Define and update the religious preferences your institution tracks. Admissions & Recruiting CS General CS General CS General CS General Admissions & Recruiting Student Records Campus Community Campus Community Student Records Admissions & Recruiting CS General. SA AV. Create or update EPS codes for an organization. SA AV. Define school types for external education data. SA AV. Create or update school courses for an organization. SA AV. Include checklists in 3C groups for security purposes. Setup the type of contacts your institution wants to track. Student Records Campus Community 252 AV. Create or update school subjects for an organization. Define broad categories of the subjects offered at external organizations. SA AV. Define hierarchies of Organization Recipient types to search for and use in a specific usage.

SA AV. Define external systems for which external system identifiers can be tracked. SA AV. catalog levels and meeting patterns for academic groups. SA AV. SA AV. SA AV. SA AV. AV.Link your academic organization security tree to Acad Orgs academic organization security. SA AV. SA AV. Define and update the United States standard industrial classifications your institution tracks. Define and update athletic participations your institution tracks. SA AV. withdrawal. Define values for field of study. Academic Create academic subplans as well as define . SA Campus Community Campus Community Campus Community Campus Community Campus Community Campus Community CS General Academic Structure CS General Academic Structure Academic Structure Academic Structure Academic Structure Academic Structure Campus Community Academic Structure Academic Structure Student Records Academic Structure Academic Structure Academic Structure Academic 253 Define default and set up values for academic careers. SA AV. Define course defaults. SA AV. Define and update the residency information your institution tracks. and drop deadlines Academic along with other term and session landmark Calendar dates. SA SA AV. Enrollment Action Define enrollment action and enrollment action Reason reason values for all academic careers. SA AV. SA AV. Define time periods or critical points in time for Time Period Table each academic career. Academic Subject Create subject areas and define taxonomy and Table workload values. Table Update Security . SA AV. Define and update the United States standard occupational classifications your institution tracks.APPENDIX Residency Exception Table Residency Table Standard Industry Table Standard Occupation Table Define External Systems Athletic Participation Table Citizen Status Term Values Table Field of Study Table Campus Table Academic Career Table Academic Group Table Define and update the residency exceptions your institution tracks. Define the term values and their descriptions. SA AV. and define plan related Table information for transcripts and diplomas. SA AV. SA AV. Academic Define default and set up values for academic Program Table programs. Term/Session Define terms. SA AV. Academic Plan Create academic plans. Academic Create a listing of all academic organizations Organization defined in the system. SA AV. Define campus values. and Table session time periods. Defines citizenship details for specified country. sessions within terms. Define cancel.

Create enrollment appointments for sessions and terms. view and update courses. Define milestone codes. Define requirement designation values. Set up classroom scheduling interface. Create study agreements for use with external organizations. Define and update the honors and awards your institution tracks. Define weekly schedule time periods. Define course typically offered values Define instruction mode values. Define grade review values to be used in the grade review process. and course components. their grading bases and determine the milestone levels. Define mapping rules to convert grading bases for students enrolling across careers. Define milestone templates to be used with milestone values.APPENDIX SubPlan Table Instructor/Advisor Table Requirement Designation Table Course Equivalencies Course Attributes Course Typically Offered Instruction Mode Dynamic Class Dates Table Weekly Schedule Time Periods Course Catalog Classroom Scheduling Interface Study Agreement Table Honors and Awards Table Milestone Table Milestone Templates Grading Basis Exception Rule Grade Review Career Pointer Exception Rule Appointment Limits Table Appointment Table Student Group taxonomy and descriptions for transcripts and diploma. Define course equivalency groups. Define course attributes and attribute values. Add and modify instructor and advisor records. Define student groups to track student SA SA SA SA SA SA SA SA SA SA SA Structure Student Records Student Records Student Records Student Records Student Records Student Records Student Records Student Records Student Records Student Records Student Records Campus Community Student Records Student Records Student Records Student Records Student Records Academic Structure Student Records Student Records Student Records Student 254 SA SA SA SA SA SA SA SA SA . course offerings. Create career pointer exception rules. Define appointment limits ID's and full-time and part-time maximum unit limits. Dynamic Class Dates Table. Create.

Define rules to be used in the honors and awards process. Define the labels and sections to show for the Student Services Center Define degree honors and print options for transcripts and diplomas. Define Test IDs and score ranges for external tests. Define test transfer equivalency rules. SA AV. Define global notes. Map test IDs to PeopleSoft defined test codes. Define course transfer equivalency rules. Define student attributes for tracking and reporting on different cohorts. Define student groups to track student membership within various groups. Select the academic programs and plans to assign test transfer equivalencies.APPENDIX Table Student Group Table Student Services Center Setup Degree Honors Table Academic Standing Table Academic Standing Rule Honors/Awards Rule Student Attribute Table Global Notes Table Repeat Scheme Table Repeat Rule Test Component Table Test Tables External Test Score Mapping Ethnicity Mapping AMCAS Ethnicity Mapping Test Table Test Transfer Rules Program/Test Equivalency Transfer Subject Area Course Transfer Rules Program/Source Equivalency Gradebook Category membership within various groups. Define repeat rules for academic careers and academic programs. Define components for external tests. Map ethnicity codes from AMCAS to PeopleSoft ethnic group codes. Define test codes and link test components to them. Map ethnicity codes from the testing agencies to PeopleSoft ethnic group codes. Define component subject areas for external or internal institutions. Select the programs and plans to assign course transfer equivalencies. Maintain gradebook assignment categories. Define academic standing rules for all academic careers. SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA Records Student Records Campus Community Student Records Student Records Student Records Student Records Student Records Student Records Student Records Student Records Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Student Records Student Records Student Records Student Records Student Records Student Records Student Records 255 . Define repeat schemes and repeat codes within each scheme. Create academic standing action codes for all academic careers.

Establish exactly which courses comprise the course list and define detail parameters. Define parameters and rules for self service academic advising activities. for use as a single condition. SA Campus Community Student Records Student Records Student Records Student Records Academic Advisement Academic Advisement Student Records Academic Advisement Student Records. Group together similar items.APPENDIX External Term NQF Field/Subfield Domain NZL Define Statistics Type Define Statistics Period Academic Advising Academic Advising Installation Cum. Academic Advisement Student Records Student Records Student Records Academic Advisement Academic Advisement Academic Advisement Academic Advisement Academic Advisement Academic Advisement Academic Advisement 256 SA SA SA SA SA SA Transcript Type Transcript Notes Table Transcript Print Area Table Define Transcript Type Define an Entity Group Define Requirement Usages Define Advisement Report Define Condition Processes Define Course Lists Define Course Share Sets Define Dynamic Condition SA SA SA SA SA SA SA SA SA SA SA . Define Fields. Create multi-dimensional condition specifications. Define cumulative GPA values and associated descriptions. Define and assign valid careers to an advisement report. Configure academic advising options at the installation level. associate service indicators and indicate that a transcript type includes an advising report. Define statistics periods for reporting consolidated statistics. Grade Point Average Define or review external terms sessions for external organizations. Establish custom condition processes. Set up codes to define where various types of data appear on the transcript. Enable courses to be shared by more than one requirement group. Define transcript types. Define transcript type and associate service indicators. Subfields and Domains for NZ National Qualifications Framework Unit Standards. Define statistics types for consolidated statistics. Create special usage field values for generating alternate report formats. such as plan. Create transcript notes that relate to a student's enrollment record.

. courses. Define the source of referral for a prospect. Define program action reasons for application processing. Define math recentered values for the SAT test. Define verbal recentered values for the SAT test. Define GPA codes for AMCAS tests. Define populations for enrollment target processing. Define country codes for AP tests. and requirements. Define major codes for CRS search tapes. Define divisions for enrollment target processing. defining parameters and controls. Teaching Define teaching subject for OUAC processing. Admissions Action Define program actions for application Table processing. SA SA SA SA Academic Advisement Academic Advisement Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting 257 SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA Define installation options for recruiting and admissions features. Define regions for prospect and applicant Region Table recruiting. Define academic requirement groups that point to conditions. Define subject test codes for AP tests. Define law categories for OUAC processing. SAT II Test Codes Define SAT II test codes. External Summary Type Table Enrollment Target Population Enrollment Target Division AMCAS GPA Codes Law Categories AP Country Codes AP Subject Test Codes GRE Subject Test Codes Program Action Reason Table Define summary types for external education data.APPENDIX Define Academic Requirements Define Requirement Groups CRS Major Codes SAT Math Recentered Values SAT Verbal Recentered Values Referral Source Table Admissions Installation Create specific types of requirements. Define subject test codes for GRE tests. Subjects CEGEP Program Define the CEGEP program table for OUAC Table processing.

Set up TS 130 and TS 131 and define contacts. SA Define recuiring categories for prospects and applicants.APPENDIX AMCAS Credit Hour Codes Basis of Admission Table ADA Country Codes Extracurricular Activity Map GMAT Country Codes SAT II Test Recentered Values Region Postal Table Religious Preference Map Academic Interests Map Enrollment Target Cohort Admission Comments Table Rating Comp Definition Table Evaluation Status Table TS130/TS131 Setup Material Group Table Application Center Table External GPA Rules Table Recruiting Center Table Admit Type Table Recruiting Category Table Response Reason Table Web Prospect Create Table Define credit hours codes for AMCAS tests. Map external religious preferences. Define the structure for prospect self service Request Information feature. Define admissions comment codes for application processing. SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Define admit types for prospects and applicants. Define GPA rules for external education data. Define country codes for GMAT tests. Map external academic interests. SA SA SA 258 . Define rating components for application evaluations. Define statuses for application evaluation. Define materials groups for application and general materials. Define basis of admission codes for application processing. Define application centers to assign to applicants. Define recruiter centers to assign a prospect. Define postal code ranges for regions. Define reasons an applicant is attending another school. Define SAT II test recentered values. Map external extracurricular activities. Define cohorts for enrollment target processing. Define country codes for ADA tests.

Create late fee definitions to identify unpaid billed items and assess late fees. Define cutoff ranges for alternate admissions offers. Define aging sets for credit history processing. Define evaluation codes and committees for application evaluation. Define item type groups to limit the application of credits to certain charge items. SA Item Type Groups Tax Transaction Codes Tax Authorities Tax Codes Aging Set Late Fees Late Fees . Define attributes. Define rules for alternate offers of admission. Create form for permission to apply restricted credits. Define number sequencing. maximum row settings. Define rules for calculating alternate admissions averages. posting restrictions. Define charge priority lists and rules and link them to item type tree nodes. the billing and due dates. link account types and map chartfields. Define external award types. Create tax authority codes to process taxes attached to charges. Define Value Added Tax transaction types. Create schedules to determine the amount of fees due. Define sources of external awards. SA SA SA SA SA SA SA SA SA SA Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Admissions & Recruiting Student Financials Student Financials Financial Aid Financial Aid Student Financials Student Financials. Define tax codes to link taxes and tax authorities to charge item types. Define account types to classify item types into usable account groups. Define the sorting of eligible charges for payment allocation.Billing Payment Overall Priority Student Permission Forms Charge Priority List Billing and Due Calendars SA SA SA SA SA SA SA SA SA SA SA .APPENDIX Rating Tables Evaluation Tables Average Cutoff Table Alternate Average Calculations Alternate Offer Table Student Fin Installation Keywords Define External Award Sources Define External Award Types SF Account Types Define rating schemes for application evaluation. edit tables and commit levels. Contributor Relations Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials 259 Item Types AV. Create late fee definitions to identify past due charges and assess late fees. Define and associate keywords with item types to facilitate searches.

rules. Create codes to provide brief explanations for payment and charge reversals. Define fee classes to enable reporting on specific types of fees. Review and modify security views for your system. Create a bill scan line if your bank requires it to track transactions. Review valid records used in trigger criteria for tuition calculation. Define vendor information. SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials 260 . Create message categories to be used with billing messages. Define parameters. errors and warnings used for tuition calculation.APPENDIX Adjustment Calendars Origin Table External File Layouts Group Type Table SF Term Default Security Views Valid Records Valid Fields Credit Card Type Item Reasons Follow-Up Table Reason Out Fee Classes Void Reasons AP Set Controls Vendor Reason In Liability Status Tuition Calculation Controls Invoice ID Number Billing Type Message Categories Billing Scan Line Define schedules and fees for tuition adjustments for drops and withdrawals. Define sources of receivables posted through group posting. Establish bill types for your institution for students or corporations. Define the credit card types the institution accepts for payment. Review valid records. fields and edit tables used in trigger criteria. Define codes to provide brief explanations for voided cashiering receipts. Define sets of frequently posted receivables for use in group data entry. Defines Liability Status Codes as determined by DEST for element 490. Define codes that identify why the system moved an item into collections. Define default terms to populate accounts when term is not used during posting. Define the file layout for external charges and payments. Create an unique invoice ID that must appear on your bills. Create Follow-Up action codes that record the steps needed to resolve accounts. Define codes that identify why the system moved an item out of collections.

sorting. Set of parameters that define invoice information. Create a group of courses for use with thirdparty contracts or course fees. Define ePayment processing rules for different business units. Define institutional contact Information. Define coverage and rates for Providers. Campus SelfService Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials 261 . Create a combination period to retrieve consolidated academic statistics. Create criteria for tuition groups.APPENDIX 1098-T TIN Table AP Business Unit Criteria Invoice Layout Waivers Waiver Groups SpeedTypes Billing Messages Provider Table Set up a tax identification number for filing 1098-T tax forms with the IRS. Bank accounts for Exertnal Organizations are managed from this page. Create shortcut keys of chartfields for department receipt entry in cashiering. Define the Per Credit Charge and Hook on fee defaults for NZQA. Define parameters to determine how you identify and bill groups of customers. fee triggers and waivers. Define Accounts Payable interface and voucher numbering parameters. Create templates and delvery schedule of dunning letters for past due accounts. SA SA SA SA SA SA SA SA SA SF Merchants CSS. Define ranges for term fees. applications fees and other institutional charges. and summarization. Define refund. Define waiver codes to waive or reduce a student's tuition and fee charges. SA Optional Fees Coverage and Rates Institutional Contact Combination Period Table Collection Letter Template Minimum / Maximum Fees Billing Standard Request Bank Accounts Business Unit Bank Accounts Corporate Course Lists Per Credit Charge StudyLink Institution SA SA SA SA SA SA SA SA SA SA SA SA Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials. Define the International Health Coverage Provider Table. including services performed. Create messages that appear on your bills by message categories. residency and enrollment parameters for the institution. Define waiver groups to attach one or more waivers to class and course fees. Bank account information for the business unit is managed from this page. Create optional fee codes and values.

Create transaction fees for adding or dropping classes as of a specific date. Assign billing messages to business units. Link billing messages to specific aging sets and aging categories. due dates and status changes for payments. Create a list of corporate collection criteria defined in your system. Define rules. Link optional fee codes to terms and assign date parameters. item types and fees for enrollment applications. Create and define HECS Band Fees. Define self service ePayment parameters.APPENDIX Defaults StudyLink Posting Parameters Transaction Fees Application Fees Loan Default Optional Fees Terms SF Business Unit HECS Band Fees Collector Corporate Collection Criteria SF Institution Set Rate Tables for Course Fees Corporation Messages Aging Set Messages Customer Message Item and Account Types Identify SA Deduction Codes Term Fees Tuition Groups Deposit Fees Item Type Message Business Unit Message Define posting and refund item types for StudyLink. Create tuition groups to assign a set of fees according to specific rules. Campus SelfService Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials 262 CSS. Define and establish collectors within the system. SA SA SA SA SA SA SA SA SA SA SA SA . Create student criteria to add to the course fee definition. Create admission deposit fees. Define parameters for HECS HELP. and usage for one or more business units. SA SA SA SA SA SA SA SA SA Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials. Also defines status change rules for the HECS Reconciliation. Define Item Types and Account Types for the Business Unit. Define student administration deduction codes. Link message(s) that appear on a single corporation when the bill is generated. Define term fee codes to link to tuition groups. Link billing messages to specific item types or ranges of item types. rules. FEE HELP and OS HELP loans. Link message(s) that appear on a single student when the bill is generated. Define the basic business rules for each business unit.

Aid Years Define Financial Define the valid financial aid years for the Aid Years institution. Define the types of tender used in cashiering Tender Keys transactions.APPENDIX SF Self Service Options Course List Fees Create Deferral Contract Optional Fees per Term Target Keys Class Fees Class Fees Modal Course Fees Course Fees Modal Define business unit information for self service processing. Define Define how student bio-demographic Demographic information is used by financial aid processes. Define valid cash registers used in each Valid Registers cashiering office. Define optional fee amounts. Define Commit Define database commit levels for eligible Levels financial aid processes. Financial Aid Define installation values required for Financial Installation Aid. Valid Careers for Assign financial aid eligible academic careers Aid Year for the aid year. Define valid cashiers working in each cashiering Valid Cashiers office. administrative fees and eligible charges. Create or update fees for classes through the Schedule of Classes. Define deferral contract parameters. Define Federal Define the aid year using federal guidelines. Service Indicator Define sets that automatically attach service Sets indicators during Credit History. Campus SelfService Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Student Financials Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid 263 . Define the characteristics of each cashiering Cashiering Offices office for the institution. CSS. Student Financials. Create or update course fees. Valid Terms for Define eligible financial aid terms. academic Career and loan periods for careers. SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA Create or update course fees through the Course Catalog. Create fees for all courses within a given course list. Receipt Print Define messages that appear on printed Messages transaction receipts. Create fees for particular instances of a course. Define which charges receive credit for a given transaction.

APPENDIX

Data Use PROFILE-Need Access Controls Maintain ISIR Comment Codes ISIR/SAR Cross Reference Maintain NSLDS Codes INAS Assumption Codes INAS 2004-2005 Global Options INAS 2005-2006 Global Options INAS 2006-2007 Global Options Institutional Cross Reference Loan Fee Setup Aggregate Programs Define Sort Order Fields Define Sort Order Names Maintain CRC Loan Status Codes School Codes for Institution School Code Table Maintain Loan Servicer Codes Define Loan Report Definitions Equation SQL Routines Equation External Subroutines Define PROFILE and Need Access run controls. SA SA Maintain the ISIR comment codes and their database match usage. ISIR/SAR Cross Reference. Review and update the NSLDS status codes. INAS Assumption Setup Pages. Define policies for Federal and Institutional need methodologies for 2004-2005. Define policies for Federal and Institutional need methodologies for 2005-2006. Define policies for Federal and Institutional need methodologies for 2006-2007 Track cross-references of field name to the institutional record field number. Define loan fees which are calculated during the packaging process. Define Stafford, Direct, or HEAL aggregate areas to be linked together to combine loan limits. Update and review Financial Aid Award Notification output Sort Order Fields criteria. Define Sort Order Names criteria for Financial Aid Award Notification output processing. Maintain CRC status and error codes reported by the loan servicers. Define valid school codes for institution. Maintain Title IV school codes by aid year. Maintain a comprehensive list of loan servicer codes. Define field specifications and the output format for loan forms. Create or edit SQL that can be authorized to be called from an equation. Adds an external cobol routine to the list of routines that can be authorized. SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Student Financials, Financial Aid Student Financials, Financial Aid 264

SA

APPENDIX

Equation Data Tables Equation Editor Equation Names Equation Test Data Equation Global Space Equation Application Prompts Budget Tree Address Usage Define EDI Business Unit Maintain EDI Transactions Maintain Loan Edits Maintain Loan Transfer ID Maintain Guarantor Codes Maintain CRC Loan Edits Create CRC Loan Edit Sets Aggregate Level Translation Aggregate Aid Limits Aggregate Area Translation Maintain Loan Action Codes Maintain Lender Codes Create CRC Loan Participants Create CRC Search Match Setup Define School Guarantors

Adds a table or view to the list of tables and views that can be authorized. Create and edit equations. Authorize Equation Access. Set up test data for an equation. Work with Equation Global Variables in Equation Spaces. Add or update the list of applications that use equations. Define which address type is to be used during the budget assignment process. Define the internal financial aid business unit used in EDI Manager processes. Maintain the EDI transactions that can be viewed in the ISIR and Loan Review pages. Maintain CommonLine 4 validation edit list. Maintain loan information used to generate loan files for transmission. Maintain a comprehensive list of guarantor codes. Maintain list of Common Record CommonLine loan edits. Create sets of loan edits to be used in creating CRC loan destinations. Associate aggregate levels with academic level definitions from the Department of Education. Define annual and aggregate aid limits for all sources of funding. Associate aggregate areas with programs from the Department of Education. Maintain loan action codes used by Direct Lending and CommonLine. Maintain a comprehensive list of lender codes. Maintain lender, guarantor, and servicer information for CRC processing. Create search match setup conditions for CRC Certification Request processing. Define the guarantee agencies to be used for processing loans at the institution.

SA SA SA SA SA AV, SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA

Student Financials Financial Aid Student Financials Student Financials, Financial Aid Financial Aid Campus Community Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid 265

APPENDIX

Define School Lenders Define School Servicers Direct Loan Change Rules Hold and Release Equations Reassign Loan Agencies Maintain Loan Report Packages Setup Perkins MPN Options CNAS Messages Create Proration Rules Financial Aid Item Types Item Type Cross Reference Search/Match Rules Fiscal Item Types Define Rules for Return CSL File Load Control Verification Tolerance Setup Award Adjustment Reasons PROFILE Load Parameters Need Access Load Parameters View COD XML Fields Budget Categories Budget Items Create Loan Edit Sets

Define lending agencies to be used for processing loans at the institution. Define loan servicers to be used for processing loans at the institution. Define global change parameters for Direct Loan change, hold and suspense processing. Define the equations used by the CommonLine Hold and Release process. Define instances where one loan agency has been replaced by another. Setup and update Loan Report Packages for Promissory Note processing. Define Perkins MPN Options Define Canadian need analysis messages. Define the criteria for pro-rating awards based on student enrollment. Define item types as financial aid item types for use in awarding various sources of funds. Map external awards to internal award items. Define search/match options to use during external award loadng process. Define fiscal limits for existing financial aid item types. Identify financial aid item types used for Return of Title IV calculations. CSL File Load Setup Page. Update verification tolerance values for Federal and Institutional processing. Define reasons for why an award may be adjusted on the various Assign Award pages. Define PROFILE Data Load Parameters. Define Need Access Data Load Parameters. View Common Origination and Disbursement XML field mappings. Define the individual components that make up the federal, Pell, or institutional budget. Define budget items, term amounts, and Pell annual amounts by budget category. Create sets of loan edits to be used in creating loan destinations.

SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA

Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid

266

APPENDIX

Budget Formulas Create CRC Loan Destinations Reconciliation Periods Application Source Rank Budget Region Table CNAS Setup CNAS Cost Code Budget Trees Setup Financial Aid Term Define Career Types Early Financial Aid Categories Early Fin Aid Categories Self Service Options Aid Processing Rule Setup Term Values Cross Reference Create Loan Destinations Pell Payment CNAS Rule Setup Valid Programs for Aid Year Pell ID Attending Pell Comment Code CNAS Option Table

Define assignment rules for each budget item which are used to calculate the student's budget. Define the processing protocols between the school and the CRC loan servicers. Create reconciliation periods for cash management. Define the application source order for the batch budget assignment process. Define regions to be used during Budget Tree processing. Define Canadian need analysis parameter setup. Define Canadian need analysis cost codes. Define a Tree Node that will be used to assign a particular detailed value to a budget item. Define the valid terms that can be used for building financial aid term records. Define Financial Aid Career Types to combine statistics for FA Terms. Define the types of financial aid considered for an early financial aid offer. Define early financial aid categories. Define self service inquiry options as well as awarding access and processing options. Define aid processing rule sets for use as career and program defaults. Define equivalent terms across aid years for the aid year rollover process. Define the processing protocols between the school and the CL 4 loan servicers. Define Pell payment parameters and options. Define Canadian need analysis rule sets. Assign program specific financial aid processing rule sets. Assign a campus specific Pell ID. Set severity level for edits and comments defined by Department of Education. Define Canadian need analysis options.

SA SA SA SA SA SA SA SA SA SA SA

Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Admissions & Recruiting, Financial Aid Admissions & Recruiting, Financial Aid Financial Aid, Campus SelfService Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid

SA

CSS, SA SA SA SA SA SA SA SA SA SA

267

APPENDIX

ISIR Data Load Parameters Define Serial Promissory Notes Package Rating Components Packaging Equity Item Types Budget Groups Budget Assignment Define Printer Names Define Selection Equations Define Notification Form Types Award Notification Defaults Assign Status to Admit Levels Define Careers for Prospects Related Item Type Group Create Loan Types Set DL Loan Counseling Search Identify Self Service Lenders Define Loan Counseling Options Set Up Disbursement Calendars Restricted Aid Table Budget Assignment Run Control Disbursement

Define the rules used to load ISIRs from the staging to the application tables. Define and update parameters for Direct Loan MPN and Serial Promissory Note processing. Define admissions rating components and GPA types to be available during packaging. Define a group of financial aid item types to act as equity offsets in a packaging plan. Define a group of budget items for use in manually assigning a term budget to students. Define career/aid year/institution combinations to assign budgets to groups of students. Define institution printer names used by the Financial Aid Award Notification Defaults page. Define Forms Engine Financial Aid Award Notification Selection Equations. Define Forms Engine Financial Aid Award Notification Form Types. Update and review award notification defaults. Assign an academic program status for each program admit level. Define the career to assign to applicants based on the student's ISIR. Define related financial aid item types together into similar groups for awarding purposes. Define the loan types that require origination. Direct Loan Search Match Setup for loan counseling data load. Define Lender Select list.

SA SA SA SA SA SA SA SA SA SA SA SA SA SA SA

Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Student Financials Financial Aid Student Financials Financial Aid Student Financials Financial Aid Financial Aid Financial Aid Financial Aid 268

SA

Define Loan Counseling options. Define the parameters for the batch authorization and disbursement processes. Define parameters and conditions for awarding funds with subjective eligibility requirements. Define careers and terms to select for the budget assignment process. Define the different disbursement plans for each

SA

SA SA SA SA

Set up the terms for trusts to be tracked for donors. Set up status codes to be used for constituent SA SA SA SA SA SA SA SA SA SA AV. Define award rules and limits for targeted groups of students for use in auto. Set up the types of donor recognition you wish to track. Create Roles for Staff. SA AV. Institution Type Codes. Create and update user edit messages. Define disbursement IDs for each disbursement in or across terms for a disbursement plan. SA Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor 269 .APPENDIX Plan Table Disbursement ID Table Create User Edit Messages Define Global Rules Disbursement Split Codes Disbursement Split Cd Formula Packaging Plan Repackaging Plan Careers for School Codes Define Loan Institutions Define Item Type Rules Contributor Rel Installation Action Types Action Contact Types Roles Recognition Types Action Results Designation Types Person / Org Relationships Constituent Types Goal Type Table Trust Terms Action Status career by aid year. Set up values to indicate the types of CR constituents being tracked. Define common authorization rules for students of the same career. SA AV. Set up the types of actions that will be tracked for constituents and initiatives. Define percentages of award to be disbursed by disbursement split code. SA AV. Set up the types of relationships between a person and an external organization. Define all disbursement patterns for each disbursement plan in a given aid year. SA AV. Define rules and limits for targeted groups of students for use in auto. Define valid careers for school codes. SA AV. Define the valid loan processes available at the institution. SA AV. SA AV. SA AV. Set up types of contacts that will be used to carry out a constituent or an initiative action. and Units. Define common authorization rules for individual Item Types. Install tables required for Contributor Relations. SA AV. Set up the types of goals to track for initiatives.and mass repackaging.and mass packaging. Set up types of results that will be used to track completion of initiative actions. Volunteers. SA AV. SA AV.

Set up the categories of membership to track. Set up items that will be tracked as tokens of appreciation. AV Functional Group Categories. SA AV. Define reasons for making adjustments to gift. Set up methods through which actions will be executed. Set up the types of appeals to track. SA AV. SA AV. Set up the types of trusts to be tracked for donors. SA AV. Set up the types of initiatives to track. AV. Set up categories of ratings to track for donor prospects. SA AV. Set up attributes to use in creating audiences. Set up values that indicate a rating level for a donor prospect. SA AV. Setup the areas of responsibility to which volunteers will be assigned. SA AV.APPENDIX Codes Credit Card Type Rating Type Initiative Type Table Membership Category Matching Gift Types Gift Types Attribute Type Campaign Donor Phase Table Asset Types Rating Origin Rating Indicators Adjustment Reasons Trust Types Rating Categories Appreciation Items Membership Type Appeal Type Table Method Table Trust Categories Functional Group Security Areas of Responsibility Involvement Types and initiative actions. SA AV. Set up gift types for donor commitments. SA AV. SA AV. SA AV. Set up categories of trusts to track for donors. and membership transactions. Set up origin code values for prospect management ratings categories and indicators. SA AV. SA Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations 270 . SA AV. Set up the types of gifts to use in matching gift rules. SA AV. SA AV. SA AV. SA AV. Set up the types of membership to track. SA AV. SA AV. SA AV. Set up credit cards to be used with CR electronic payment processing. Set up types of ratings to track for donor prospects. SA AV. Set up the types of involvement required to track constituent involvement. Set up asset types to track for prospects. pledge. Set up the donor phases expected to support a campaign.

SA AV. SA AV. AV.APPENDIX Budget Table Involvement Categories Involvement Codes Add/Update Matching Rules Audience Criteria Leadership Types Staff Default Comment Categories Giving Vehicles Org Reciprocal Relationships Foundation Types Geographic Areas Support Types Merchant Table Set up budget items to track for initiatives. Define criteria to be used in audience selection. Set up merchants for processing credit cards with CR business units. Set up the types of relationships between two external organizations. CSS. SA AV. Define Foundation Support Types. Set up business units for Contributor Relations. Define Foundation Types. Set up institution defaults for Contributor Relations business rules. SA AV. Enter and maintain market rates on the Market Rates Data table. SA AV. SA AV. Set up the types of legal tender that you wish to track for gifts and memberships. SA AV. SA AV. SA AV. SA AV. Setup Assignment Set up the types of volunteer assignments to Types track. SA AV. Giving Vehicles. Set up default comment categories for CR components. Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations. SA Acknowledgement Setup gift and pledge acknowledgement rules. Enter rules that an external organization uses to determine gifts to match financially. SA AV. SA AV. SA AV. SA AV. SA AV. SA AV. Set up the categories required to track constituent involvement. Campus SelfService Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations Contributor Relations 271 . SA AV. Units Volunteers Tender Types Market Rates Business Unit CR Institution Defaults Define Contributor Relations units. SA AV. Define Volunteers. SA AV. Define Geographic Areas. Identify Contributor Relations staff members. Set up the values to track specific constituent involvement. Define types of volunteer leadership to track. SA AV.

AV. SA Position Code Table Define SEVIS position code values. Web Setup. SA SA Contributor Relations Contributor Relations Contributor Relations. Set up Prior Education for the Netherlands. SA AV. GBA Nationality Code Table.APPENDIX Appeal Code Table Designation Funds Involvement Appeal Code Setup. Define termination reasons for exchange visitors. pledge. Set Up BRINcodes for Dutch Schools/Campus/Locations. SA SA SA SA SA AV. SA SA SA Operator Defaults NSC Branch Table Cluster Code Table NLD GBA Country Code Table MBO Code Table NLD BRINcode Table NLD GBA Nationality Code Table Prior Education Table NLD J Visa Termination Reasons Port of Entry Table SA Define the SEVIS port of entry values. SA AV. SA Fee Code Table Define the fees and expenses for the I-20 form defaults. Set up Contributor Relations defaults for an individual user. SA AV. Setup designation funds for distribution of gifts. Set up MBO Codes Netherlands. Set Up Dutch Cluster Codes. Campus SelfService Contributor Relations Student Records Student Records Student Records Student Records Campus Community Student Records Student Records CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting CS USA USA 272 . and memberships. CSS. SA US Government Agency Code Tbl International Organization Tbl Define SEVIS US government agency values. Define SEVIS international organizations values. GBA Country Codes for the Netherlands. Define branch codes to be used when reporting enrollment status to the NSC.

SA Regulatory Reporting CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting Campus Community Campus Community CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting CS USA USA Regulatory Reporting 273 . SA SEVIS Setup Define processing rules for addresses. names. Define SEVIS event types and form request defaults. SA Visa Mapping Map SEVIS visa code to PeopleSoft visa types. program or plan. majors and minors. Define file errors returned from SEVIS. SA Country Mapping Map SEVIS country codes to PeopleSoft countries. SA I-20 Template Define default values for the I-20 form by institution. SA AV. Define site of activity information reportable to SEVIS. SA Suffix Mapping SEVIS Event Types SEVIS File Errors Site of Activity Table Map SEVIS suffix codes to PeopleSoft suffix values. SA Visa/Level of Education Map Map levels of education to SEVIS visa types. SA AV.APPENDIX Dept of State Post Code Table Define the Department of State post codes. SA SEVIS School Code Table Define SEVIS school codes and reporting structure information. career. SA SA SEVIS Program Sponsor Table Define SEVIS program sponsor and reporting structure information.

SA Campus Community 274 . AV.APPENDIX User Defaults Define user defaults.