PeopleSoft

Student Administration

Basic Navigation
Training Guide
ForViewing PeopleSoft
70039.2
 PeopleSoft Student Administration System
Navigating (Version 8.9)
PeopleSoft Modules.................................................................................................................................................................................... 1
Signing on to PeopleSoft ........................................................................................................................................................................... 2
Using PeopleSoft menus............................................................................................................................................................................ 3
Using the Menus............................................................................................................................................................................... 3
Searching for data in PeopleSoft ............................................................................................................................................................. 4
Basic and Advanced Search Methods ......................................................................................................................................... 4
Wildcard Searches...............................................................................................................................................................................................4
Search Results................................................................................................................................................................................... 5
Using Field-Level Prompts to search..............................................................................................................................................................5
Page Actions ..........................................................................................................................................................................................................6
Search Page Buttons............................................................................................................................................................................................6
Understanding PeopleSoft pages............................................................................................................................................................. 7
Menu Bar............................................................................................................................................................................................ 7
Working with Components and Pages ................................................................................................................................................. 8
Move Between Pages ...................................................................................................................................................................... 8
Components with Related Links.................................................................................................................................................. 9
Viewing Service Indicators......................................................................................................................................................................10
Toolbar Buttons.............................................................................................................................................................................12
Data Navigation.........................................................................................................................................................................................13
Tab between Fields .......................................................................................................................................................................13
Grids & Scroll Areas .....................................................................................................................................................................13
Scroll Areas ........................................................................................................................................................................................................ 13
Data Grid Buttons and Links ......................................................................................................................................................14
Setting User Defaults ...............................................................................................................................................................................14
Set Your User Defaults ................................................................................................................................................................14
Suggested User Defaults 1.............................................................................................................................................................................. 15
Suggested User Defaults 2.............................................................................................................................................................................. 15
Effective Dates ...........................................................................................................................................................................................16
Signing out of PeopleSoft ........................................................................................................................................................................16

Reference .............................................................................................................................................. 17

Understanding PeopleSoft Security......................................................................................................................................................17

Password Control Rules ..............................................................................................................................................................17
Change Your Password................................................................................................................................................................17
Shortcuts.....................................................................................................................................................................................................18
Folder Tab Shortcut Keys ...........................................................................................................................................................18
Keyboard Shortcuts ......................................................................................................................................................................18
Shortcut Access Keys ...................................................................................................................................................................19
Accessing Menus with Keys ........................................................................................................................................................20
Working With Favorites in Internet Explorer ..................................................................................................................................20
Create PeopleSoft Favorites .......................................................................................................................................................20
Access PeopleSoft Favorites .......................................................................................................................................................21
Move PeopleSoft Favorites Into a Folder................................................................................................................................................... 21
Clearing Your Browsers Cache (Temporary Internet Folders).......................................................................................22
Browser Settings .......................................................................................................................................................................................22
FERPA ..........................................................................................................................................................................................................23
PEOPLESOFT MODULES
The PeopleSoft software is comprised of five functional modules, which support the business
processes associated with student administration:

Campus Communitystores data about people, including students, faculty, and

administrative users
Considered the hub, or backbone, of the entire student information system, Campus
Community is where a wide variety of demographic and biographic data is stored.

Admissionsmanages and tracks all of the received applications

Admissions includes a wide variety of inquiry panels that allow you to view summary
information for both prospective students and applicants such as test scores or high
school transcript data. This module is also capable of handling other tasks such as
evaluating applications and loading external test score data, just to name a few.

Financial Aidtracks financial aid

This powerful tool allows an institution to track the entire aid cycle from application
processing to the actual disbursement of aid. Financial Aid has the ability to interact
with the U.S. Department of Education Central Processing System.

Student Recordstracks students from admission to their departure from UH

In Student Records, all academic information, such as student program and major,
enrollment and grades, is captured and tracked to compile a complete history of their
studies at UH, including the official and unofficial transcripts.

Student Financialshandles accounting tasks

The Student Financials module enables the calculation of tuition and fees, and creates
student bills. A complete history of a student account can be found within Student
Financials. In addition, Student Financials includes a collections system to track and
manage overdue accounts.

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S I G N I N G O N TO P E O P L E S O F T
1. Open Internet Explorer. Enter this URL and save it as a Favorite:
https://my.uh.edu/

Login
When you have the PeopleSoft login screen displayed.
1. Enter your PeopleSoft ID in the User ID field. Example: 0087243.
2. Enter your password in the Password fielduse lowercase.
3. Click Sign In.

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U SING PEOPLESOFT MENUS

Using the Menus

The menu columns are links you use to navigate to the desired component or page. These columns
collapse and expand based on your selections.
Menu Columns Description
1 The left column, called Home, contains a list of the areas you can access. This menu displayed is
determined by your system security.
2 When you select an area from the Home list, the area expands to display sub-categories within that
area.
3 A set of related navigation folders also appears, providing another way to navigate besides the
menu list. Inside each folder are links that take you directly to the pages you want.
4 Page links are displayed as hyperlinks, meaning that you can click the underlined word to open the
selected page

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S E A R C H I N G F O R D A TA I N P E O P L E S O F T
After navigating through the menus to your desired procedure, the appropriate search page appears
to help you find the exact record you are looking for.

Ba sic and Advanced Search Method s

There are two types of search pages: basic and advanced. Basic allows you to search using only
one field, such as last name. Advanced search allows you to search using a combination of fields,
such as first and last name. The Advanced search page appears. A link allows you to choose the
Basic Search option.

The Search Mode that

you can SWITCH TO.

Enter a full value or a partial value for any search field, including wildcards. Click .

Wildcard Searches
Two different wildcard features help you search for numeric data.
Wildcard Function
% (percent sign) Match one or more numeric characters.
_ (underscore) Match any single numeric character.

Warning!! Always enter some criteria, especially if you are searching for a person. Otherwise, the
search process takes a very long time and won't produce the results you want.

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Search Result s
There are two possible results after running a search:
1. You go directly to the desired record if your search criteria exactly matched a specific
record.
2. A Search Results List displays at the bottom of the search page with records that match
your search criteria. To access a specific record, click any of the underlined links in the
Search Results grid row for that record.
Note: The Search Results for the Advanced search contain a link for each column entry, while
the Basic search page results will only display the first column as a link.

Note: The search function can retrieve up to 300 entries from the database.
Use your browser's scroll bar to view all listings on the current page. If the list is
subdivided, click to view all results or click the right-pointing arrow above
the grid to view the next set of listings.

Using Field-Level Prompts to search

Some fields are linked to database prompt tables, which store values used as shared information.
These fields appear as edit boxes on your screen with a prompt button to the right.

When you click the prompt button (or

select Alt+5, a Lookup page opens,
allowing you to search for the value you
need.

Alternatively, if you know a partial value of the field, you can type that and then click the prompt
button.

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Page Actions
Many search pages contain the Include History check box as a page action option. This option is
included on effective dated records. It displays all rows of an existing effective dated record.
History, Current, and Future rows will be displayed in chronological order. If this is not checked,
you see current and future dates only

Search Page Buttons

The following search related buttons are located on Search Pages:
Button Function
Processes the search once you have entered search criteria in the key fields above the Search button.
Note: You can also run a search by pressing [Enter].
Clears entered text from all fields on the page (without saving) so you can enter new criteria.

Tip: If your search retrieves more than the maximum 300 listings, you should then
attempt to narrow your search in another way if you are not able to retrieve the
data you need on your first attempt.
Use your browsers >Edit >Find feature to assist in finding something on the
displayed web page.

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U N D E R S TA N D I N G P E O P L E S O F T P A G E S

Tip: To enlarge the viewing area, press F11 to hide the browser and task bar. Press F11 again to
redisplay the hidden bars.

Menu Bar
The Menu Bar area in PeopleSoft displays the path you followed to get to the page you are
viewing. Clicking on links in the path take you back or forward another level. The PeopleSoft page
header contains several links that are always available. Some of the most useful are:
Button Description
Hides the menu bar.

Redisplays a hidden menu bar.

New Window Opens another PeopleSoft window so you can perform another transaction. Only open one
extra window at a time.
Help Connects you to context sensitive help information in PeopleBooks.
Sign Out Use this option to end your PeopleSoft session.

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 W O R K I N G W I T H C O M P O N E N T S A N D PA G E S
Components consist of several pages within the same window that pertain to a specific task.
Usually these are related pages and need to be completed together. Components contain page tabs
with each tab containing a related page.
Components are accessed from the menu. Select the desired menu items (links) from the home
menu or the navigation folders. These links either display a single page or open the first of several
pages in a component.
A Page is the individual display and data-entry screen for each part of PeopleSoft. You'll use
pages to view, enter, and update data. Each page display also provides features in the form of
buttons or links to help you navigate through the system.
Page Tabs identify the page you are viewing and allow you to navigate through a component. The
dark blue identifies the page being displayed.

Page Tabs

Page

Component

Move Bet ween Pages

Choose one of the following ways to move between pages:
click the appropriate page or tab
click the page links at the bottom of each page to move to another page.

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Component s with Related Links
Some pages have links to related components or pages not contained in the current component
group. These links display related transactions without repeating the search process. You usually
return to the original page when you finish.

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FERPA and Service Indicator Icons
If you are viewing any student-related page and see one of these icons, click on the icon to see the
specifics.
Negative service indicator icon. Means there is a HOLD on this student's records.

FERPA icon. Means this student has invoked Family Education Rights and Privacy Act rights and we cannot release
any information without appropriate student consent.

Refer to FERPA policy for more information.

When the FERPA icon appears students have put a HOLD on ALL information.

This screen indicates a complete FERPA hold in which NO information is releasable.

You must respond: I have no information on the person! Note: use the word person, not
student.

V IE W I N G S E RV I CE I N D I C ATO R S
When a student has a Service Indicator, an icon will appear on the upper right hand corner of any
student page.

When you see this icon on any student page, it means the student has a negative Service Indicator (hold).

Click on the Service Indicator to see the reason for it. The following dialog box appears.

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To view more details, click the link. The following dialog box appears.

The details and contact information appear. At the bottom of this box, you see all services
impacted by this Service Indicator. If more services are impacted than can be displayed at once,
use the scroll options to view them.

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To o lbar Butt ons
At the bottom of most pages you'll find the toolbar, which changes depending on the type of page
you are in. The toolbar may include search list navigation buttons, page navigation buttons, and
page action buttons. The toolbar varies depending on the type of page; so not all buttons below
display on every page. Likewise, some buttons may be grayed out, indicating that action is not
available at that time.
Important! Don't use a browsers back button when you are in PeopleSoft - it can
cause problems with data consistency. Use Return to Search to display another
component.

Button Name Description

Save Saves the information you've entered. You'll generally save when you come to the
end of a component. Save always updates the data for all pages in a group. When
data is saved, the "Saved" message appears briefly in the upper right corner of the
page.
Return to Search Returns you to the search page.
Page
Next In List Displays the data for the next data row in your search results grid. This button is
gray if you didn't select the data row from a search results grid, if there was only
one row in the grid, or if the data displayed is the last row in the grid.
Previous in List Displays the data for the previous data row in your search results grid. This button
is gray if you didn't select the data row from the search results grid, if there was
only one row in the grid, or if the data displayed is the first row in the grid.
Refresh Redisplays the page you are looking at. Scott, is that right?

Add Displays the Add a New Value screen so you can add a new transaction.

Update/Display Accesses existing rows of data on the database. If data is effective-dated, displays
only current and future rows.
Include History Displays all rows of data: current, future, and history.

Correction Accesses existing rows of data in the database and displays all effective-dated rows.
Allows you to update all rows, including history rows. Usually not available. Use
with caution!

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D A TA N A V I G AT I O N

Tab bet ween F ie ld s

To move among the data-entry fields on a page, press the Tab key or click once on the field. The
Tab key moves you one field or prompt at a time. To open a prompt or calendar you can press the
[Enter] key. To get to the next field press the Tab key again. Shift+Tab moves you back a field
rather than forward.

Gr id s & Scro ll Ar ea s
On some pages, fields repeat so you can enter multiple rows or occurrences of data. For this
purpose, we use grids and scroll areas on a page. Grids and scroll areas allow you to add, edit, and
view multiple occurrences of data for a group of fields on one page. Each time you add a new row,
you are actually adding a new row of data to the database.
To navigate through the data in the grid, use buttons and links in the navigation header. When you
add a new row, it appears below the row in which you clicked the Add button .

Scroll Areas
A scroll area behaves like a grid, since each occurrence represents one row of data in the database.
Unlike a grid, the fields are randomly arranged rather than setup like a spreadsheet.
A scroll area looks like a group box with navigation tools in the navigation header. Use the buttons
and links in the areas header to help you "scroll" through the data rows (e.g. View All, First, Last,
Next, Previous).

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Data Gr id Butt ons and Links

The table below explains data grid buttons and links. These options appear in the navigation
header, within the row itself, or to the right of the tabs in a tabbed grid as appropriate.
Button or Link Function
Inserts a new row.

Deletes the current row of data.

Find Enables you to find a string of text.

View All Displays all rows of data on a page. When this feature is enabled, the link changes to read View 1
so that you can return to the original setting.
First Takes you to the first row of data.
Displays the previous row.
Displays the next row of data.
Last Takes you to the last row of data.
1 of X Numbering system for the rows. If a grid or scroll area with five rows is set to view one row at a
time, the navigation header reads "1 of 5." If the grid or scroll area is set to view three rows of data
at a time, it reads "1-3 of 5." Click the arrows to view the next series of rows.

S E T T I N G U S E R D E F A U LT S
To save data entry time, you can set up PeopleSoft so that it automatically fills in certain fields for
you. If at any point during data entry you find that you need a different value, you can simply type
over the existing value.

Set Your User Default s

Step Action Result
1. Select Set up SACR > System The menu expands.
Administration > User Defaults
2. Change or fill in any of the field values on Suggested |User Defaults 1| to set:
the following pages:
00765= UH Victoria 00730= UH
User Defaults 1
User Defaults 2 Academic Institution = 00730 or 00765
User Defaults 3 Career Group SetID = 00730 or 00765
User Defaults 4 Facility Group SetID = 00730 or 00765
Suggested |User Defaults 2| to set:
SetID = 00730 or 00765

3. Click when done. The user defaults will be saved and effective immediately.

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Suggested User Defaults 1
00730 University of Houston or 00765 University of Houston- Victoria

Suggested User Defaults 2

00730 University of Houston or 00765 University of Houston- Victoria

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E F F E C T I V E D AT E S
Effective-dating logic maintains an accurate history of information in PeopleSoft. Effective dating
allows storage of historical data, viewing of changes in data over time, and entry of future data.
For example, you may want to track several events in the career of a student, such as when they
applied, were accepted, and graduated.
PeopleSoft categorizes effective-dated rows into the following basic types:
Effective Dating Description
Current The data row with the date closest tobut not greater thanthe current date.
Note: Only one row can be the current row.
History Data rows that have effective dates earlier than the current data row.
Future Data rows that have effective dates later than the current date.

SIGNING OUT OF PEOPLESOFT

Click the Sign Out link in the upper right corner of the PeopleSoft window to end your session.

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Reference

U N D E R S TA N D I N G P E O P L E S O F T S E C U R I T Y
Your access is linked to your Peoplesoft id, also called your emplid. An important part of using the
PeopleSoft system is helping to create a secure environment. We need your help in creating a
secure system. Sign Out of the PeopleSoft system if you are done using it.

Pass wo rd Contr o l Rules

A password will be assigned to your specific PeopleSoft username for initially signing on to the
system. Dont write it down and never share your password with someone else.

Change Your Pass wo rd

Select Change My Password from the bottom of the menu. The following page appears.

Enter your current password once. Enter the new password and confirm it.

Click .

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S H O RT C U T S

F o ld er Tab Sho rtcut Keys

You can also use access keys for folder tabs to help you move between pages in a component.
Identify these access keys by noting the letter in the folder tab name that is underlined. For
example, in the Bio Demo Data component, you can see that the inactive page tab contains an
access key with which to open it. Open the Addresses page by 1) pressing Alt+A to move your
cursor to the page name in the folder tab, and then 2) pressing Enter to open the page.

K eyboard Shortcut s
Working in an Internet browser-based environment can often be very mouse intensive. There are
many keyboard navigation alternatives to using the mouse in the browser. We call these Keyboard
Shortcuts.
Keyboard Shortcut keys perform an immediate action. When you press any of the key
combinations below, the designated action occurs.

Tip: To view a printable list of these shortcuts while on-line, press Ctrl+K while in a search or
transaction page.
Note: You'll notice that several hot keys perform different functions depending on the page you
are in, such as a transaction page or a search page.

Shortcut Button or Link Action

Key
Alt+5 Opens lookup page.
Opens the calendar prompt.

Alt+6 Opens the pop-up window on a page.

Alt+7 Inserts one or more rows in a grid or scroll area.

Alt+8 Deletes row in a grid or scroll area.

Alt+0 When in Expert Entry mode, validates data entered in page.

Alt+ . Next in grid, scroll, or search page results list.

Alt+ , Previous in grid, scroll area, or search page results list.

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Alt+ \ Toggles between "Add a New Value" and "Find an Existing Value" in a Search
Add a New Value page.
Find an Existing Value
Alt+ / Find data in grid or scroll area.
Find
Alt+ ' View all rows of data in grid, scroll area or search page results list.
View All
Ctrl K When in a search page or transaction page, opens a page with a list of keyboard
-- navigation shortcuts using hot keys and access keys.
Enter Activates the Okay button where appropriate.
On a Search page, activates the search button.
On a Lookup page, activates Lookup button.

Esc Activates the cancel button where appropriate.

Shortcut Acces s K eys

Access keys move the cursor to a particular push button on your page. Pressing [Enter] executes
the commandthe equivalent of clicking the button with your normal select mouse button. The
table below outlines the keystrokes you may use in place of clicking the equivalent action button
with your mouse. After pressing the desired key combination from the list below, you must
then press the [Enter] key to execute the action. For example, to save a page you would press
Alt+1 followed by the [Enter] key. Note that Some access keys have multiple actions assigned to
them, and their usage depends on the currently active page.
Shortcut Button or Link Action
Access Key
Alt+1 Save page in a transaction.
Move to Search or Add button on a Search or Prompt page.
Move to OK button on an auxiliary page.
Alt+2 Return to search page from transaction page.

Alt+3 View next row in list when button is active.

Alt+4 View previous row in list when button is active.

Alt+9 Home> Toggles between menu items in the breadcrumbs

Alt+ \ Toggles between action modes on the toolbar in a transaction page.

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Acces sing Menus with K eys
Navigating between menus can be tiresome when you have to constantly revert to the mouse. By
using a combination of the menu access keys (Alt+1, Alt+2, Alt+3 and Alt+4, the Tab key, and
the Enter key, you can reduce your dependence on the mouse.
Menu Symbols Description
Alt+ 1, 2, 3 or 4 Moves focus across menu levels resting on the uppermost menu item for that column.
Tab key Moves focus to the next menu item in the current column or to the top of the next column if on
the last menu item.
Enter key Opens the next menu level or the search page for the selected component.

W O R K I N G W I T H F A VO R I T E S I N I N T E R N E T E X P L O R E R
Favorites help you keep track of web pages you would like to access again easily. Favorites create
a simple database in Internet Explorer that allows you to save web addresses of websites of
interest. You can organize your favorites in multiple levels of folders.

Create PeopleSoft Favor it e s

Save frequently used PeopleSoft page to your PeopleSoft favorites list. After you add the favorite,
it will appear on your PeopleSoft favorites list.
To create a favorite for a PeopleSoft page, do the following:
1. Starting from the PeopleSoft Home menu, navigate to the Component
for which you want to create a favorite.
2. From the browser bar menu, select Favorites >Add to Favorites.
3. Change the Name if desired to a meaningful favorites name for you.
If you havent done so, create a New Folder to hold your PeopleSoft favorites.

Click to
expand & see
the folder list.

4. Click Add.

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Acces s PeopleSoft Favor it e s
Once you have created a favorite, you will want to be able to use the favorites to quickly access
that specific page whenever you want, assuming you are ALREADY LOGGED INTO
PeopleSoft.
!This is important! ONLY use PeopleSoft Favorites when you are already LOGGED INTO
PeopleSoft. Because PeopleSoft favorites appear with all your internet favorites, we
recommend creating a separate folder for your PeopleSoft favorites.
To Access Stored Favorites:
1. Select Favorites from the menu bar.
2. Click on the folder the favorite is stored in and then click on the desired favorite.

Move PeopleSoft Favorites Into a Folder

Once you create a PeopleSoft folder, move your PeopleSoft favorites into the folder so you can
easily differentiate them from your other internet favorites.
To move a favorite into a folder:
1. Select Favorites > Organize Favorites.
2. Highlight the favorite(s) you want to move to the folder.
3. Click and drag the favorite(s) into the desired folder within the Organize Favorites dialog box.

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Clear ing Your Br o w ser s Cache (Tempor ary Inter net F o ld er s)
Every so often you will want to clear out temporary Internet folders otherwise known as your
cache. You will want to follow this procedure if you notice things not working quite properly in
Internet Explorer.
To clear your cache:
1. Select: Tools >Internet Options.
2. Click on the General tab.
3. Click Delete Files and Delete Cookies in the Temporary Internet files area
or
Delete in the Browsing History area. Then, choose Delete Files and Delete Cookies.
4. Click OK or Close.
5. Click on OK.

B R OW S E R S ETTIN G S
Before PeopleSoft will work on your computer, you need to be sure all browsers are set correctly.
Check the following settings.

1) Internet Options > General Tab > Temporary Internet Files > Settings > Automatically

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2) Be sure browser is Internet Explorer 6 or above and using HTTP 1.1:
Internet Options > Advanced Tab > Use HTTP1.1

F E R PA
For information regarding the University of Houstons FERPA policy visit:
http://www.uh.edu/ogc/ferpa/index.html

For information regarding University of Houston Victorias FERPA policy visit:

http://www.uhv.edu/fin/policy/D/d-1.htm

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