PowerCampus Self-Service 9.0.2 Administrator Guide

PowerCampus
PowerCampus Self-Service
Administrator Guide
Release 9.0.2
2019-12-06
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Contents
Contents
Website setup................................................................................................................................7
View your system information.......................................................................................................7
Set up your theme editor.............................................................................................................. 8
Set up your system format........................................................................................................... 9
Name format................................................................................................................................10
Add a name format...............................................................................................................11
Edit format to display people's names................................................................................. 12
Enable or disable name format............................................................................................ 12
Set name format categories........................................................................................................13
Payment provider........................................................................................................................ 14
Payment parameters.............................................................................................................14
Get the details from your payment provider.........................................................................15
Set up your payment provider..............................................................................................16
Redirect your payment provider back to Self-Service..........................................................16
Set up the payment service................................................................................................. 17
General........................................................................................................................................... 18
Period filters................................................................................................................................ 18
Student period filter.............................................................................................................. 18
Registration - Set the periods for student registration................................................... 18
Grade report - Specify which grades students can view............................................... 19
Course management period filter......................................................................................... 19
Faculty - Specify which course schedules can be viewed.............................................19
Department head - Specify which course schedules can be viewed.............................20
Planning period filter.............................................................................................................20
Degree requirement - Specify which records can be viewed........................................ 20
Advising period filter............................................................................................................. 21
Authorize registration - Set the periods for authorizing registration...............................21
My advisees - Allow advisors to access their advisees.................................................21
My associations - Set the periods for which coaches can access information...............22
All students - Allow advisors to access all students...................................................... 22
Former advisees - Allow advisors to access their former advisees............................... 23
My campus - Select the periods for campus coordinator access.................................. 23
Dossier period filter...............................................................................................................24
Student schedule - Select periods for student schedules on dossiers.......................... 24
Dashboard messages................................................................................................................. 24
SQL message job configuration........................................................................................... 25
Add a message in your dashboard...................................................................................... 25
Add a general message to your dashboard.........................................................................26
Delete a message from dashboard......................................................................................27
Student........................................................................................................................................... 28
Student records........................................................................................................................... 28
Display student photo........................................................................................................... 28
Access student photos from the physical directory....................................................... 29

Contents
Access student photos from a virtual directory..............................................................29

Transcript display options..................................................................................................... 30
Grade report..........................................................................................................................31
Set the academic plan and degree requirements options....................................................32
Student agreement......................................................................................................................32
Add agreement..................................................................................................................... 33
Edit agreement......................................................................................................................33
Publish agreement................................................................................................................ 34
Deactivate agreement...........................................................................................................34
Registration groups..................................................................................................................... 35
Add a registration group.......................................................................................................37
Update a registration group..................................................................................................37
Delete a registration group...................................................................................................38
Enable or disable a registration group................................................................................. 38
Disable a registration group................................................................................................. 38
Traditional registration................................................................................................................. 39
Set assessment and online payment options...................................................................... 39
Enable student agreement................................................................................................... 40
Set course and validation options........................................................................................ 41
Traditional defaults...................................................................................................................... 43
Set up traditional defaults.....................................................................................................43
Financial settings.........................................................................................................................45
Choose what to display on financial pages......................................................................... 45
Choose what to display on financial aid pages....................................................................46
Set online payment options..................................................................................................47
Change the online payment periods.................................................................................... 48
Transcript request........................................................................................................................49
Require student consent for transcript requests.................................................................. 49
Set the transcript request payment options......................................................................... 49
Grade mappings..........................................................................................................................51
1098-T......................................................................................................................................... 51
Add a 1098-T consent form................................................................................................. 51
Edit a 1098-T consent form..................................................................................................52
Enable or disable 1098-T consent form...............................................................................53
Add a tax form to the download section.............................................................................. 53
Edit a tax form...................................................................................................................... 54
Instructor....................................................................................................................................... 56
Course management instructor...................................................................................................56
Enable faculty to enter midterm grades............................................................................... 56
Enable faculty to display projected grade............................................................................ 57
Set the instructor waitlist option........................................................................................... 57
Advisor warnings......................................................................................................................... 57
Attendance warning settings................................................................................................ 57
Grade warning settings.........................................................................................................58
Alert warning settings........................................................................................................... 58
Department head.........................................................................................................................59
Add a department head........................................................................................................59
Update information for a department head.......................................................................... 60
Remove a department head.................................................................................................60

Contents
Profile.............................................................................................................................................. 61
Set up the address change form................................................................................................ 61
Set up the demographic form..................................................................................................... 63
Phone number settings............................................................................................................... 65
Select fields to display on the student dossier........................................................................... 65
Setup the preferred name information........................................................................................66
Set up online forms..................................................................................................................68

Application form...........................................................................................................................68
Enable save options for incomplete applications................................................................. 68
Add a new layout of an application form............................................................................. 69
Change the text on an application....................................................................................... 69
Change the application policy.............................................................................................. 71
Change the order of the fields and sections on an application............................................ 72
Add instructions on an application....................................................................................... 73
Add user defined field to the application layout................................................................... 74
Add components in an application....................................................................................... 75
Add a footer on an application.............................................................................................77
Add a confirmation dialog on an application........................................................................ 79
Select the layout for an application form............................................................................. 81
Activate an application form................................................................................................. 82
Inquiry form................................................................................................................................. 82
Add a new layout of an inquiry form....................................................................................82
Change the text on an inquiry form..................................................................................... 83
Change the order of the fields and sections on an inquiry form.......................................... 84
Add instructions on an inquiry form..................................................................................... 85
Add user defined field to the inquiry layout......................................................................... 86
Add components on an inquiry form.................................................................................... 87
Add a footer on an Inquiry................................................................................................... 89
Add a confirmation dialog on an inquiry.............................................................................. 91
Select the layout for an inquiry form.................................................................................... 93
Activate an inquiry form........................................................................................................94
Requests........................................................................................................................................ 95
Edit unapproved addresses........................................................................................................ 95
Approve address changes.......................................................................................................... 96
Approve demographic changes.................................................................................................. 97
Approve preferred name............................................................................................................. 98
Continuing Education.............................................................................................................. 99
Continuing education defaults.....................................................................................................99
Set options for continuing education........................................................................................ 100
PowerCampus User Management.................................................................................... 104

Application................................................................................................................................. 104
Claims update..................................................................................................................... 104
Users......................................................................................................................................... 104
Create user......................................................................................................................... 105

Contents
Change user password.......................................................................................................105

Delete user..........................................................................................................................106
Assign roles........................................................................................................................ 106
Roles..........................................................................................................................................107
Create new roles................................................................................................................ 107
Edit roles............................................................................................................................. 107
Delete roles.........................................................................................................................108
Record types.......................................................................................................................108
Sitemap options.................................................................................................................. 108
Anonymous role.................................................................................................................. 109
Sitemap......................................................................................................................................109
Add a custom menu option................................................................................................ 110
Add a custom submenu..................................................................................................... 110
Edit submenu options......................................................................................................... 111
Edit custom menu options..................................................................................................111
Organize sitemap structure................................................................................................ 112
Delete custom menu option............................................................................................... 112
Delete custom submenu option..........................................................................................113
View the name format category associated to a default submenu option.......................... 113

Website setup
Website setup
In the website setup menu you can find your connection settings, customize Self-Service theme,
language, currency, date and time, number and the application wide settings. You can add new
name format and categorize those formats.
The website setup menu have the following components:
• System information
• Theme editor
• System formats
• Name formats
• Name format categories
• Payment provider
View your system information

You can view information about your school's system setup.
About this task

Configuration settings are read only, and you cannot edit them.
Procedure
1. Select the administration tab.

2. Select the website setup menu item.
3. Select the system information option.
A list with your current system connections appears.
4. View the following settings information:
• Database settings
• Provider settings
• Version Information

Website setup
Set up your theme editor

Allows you to personalize your color application UI.
About this task

Themes can customize your institution logo, colors to UI elements and components like: menus,
toolbar, tabs, and buttons.
Procedure

3. Select the theme editor option.
4. Select the color buttons located next to the primary and secondary color option, to set up your
institution color code.
Use your theme preview to set up your application UI style.
5. Select an action color button.
The action button tells the user what to do next.
The pre-defined colors available are: Blue, Plum, Iris, Green, and Taupe.
6. Set up the following themes.
Ellucian uses HTTPS protocol for security reasons, make sure your URLs comply with this rule.
a) Favicon URL - file path to your institution logo to add identification and branding to Self-
Service.
b) Logo URL - file path to your institution logo.
c) Logo alternate text - text used to describe the appearance and function of your institution
logo.
d) Background image URL - file path to any image you want to show up as the background.
7. You can restore the default Ellucian theme values if required.
8. Save your settings.
Your institution theme appears after you log back again to Self.Service.
9. To change or update your theme settings, repeat steps as necessary.
All fields are mandatory, to update your institution theme.

Website setup
Set up your system format

Specify the format you want to use to display and enter data in your PowerCampus Self-Service
pages.
Procedure

3. Select the system formats option.
4. Set up your application wide settings format.
• To set up the People and Government ID, you need first to define them in PowerCampus.
Refer to PowerCampus online help
• Use hyphen (-) as a separator between your characters.
• Self-Service does not consider hyphen as a character and does not affect the maximum
allowed length.
• Self-Service uses the format character as a mask.
• Use # and X characters.
a) Set up a people ID format.

Maximum length format = 9 characters.
b) Set up a government ID format.
Maximum length format = 9 characters.
You can edit the length in PowerCampus. Refer to PowerCampus online help
c) Set up a credit, GPA and quality points format.
You can include a decimal point to indicate integer and decimal numbers.
Use the #0.00 characters.

Language, currency, date and time, and number settings are not mandatory. If you do not set
any of these formats, Self-Service sets American English format as default.
5. Set up your Self-Service browser language.
You can select one of the three options:
• Browser language
• Spanish
• English (American English)
If you select browser language option, and your browser have a different language than Spanish
or English, Self-Service sets American English format as default.

Website setup
6. Set up a currency format, date and time, and number format. Select culture and
subculture.
Where:
• culture = language
• subculture = country
Values displayed are read only and it is the result from the selected culture and subculture
combination.
The following settings displays each value:
Currency Date and time Number format

Decimal digits Short date example Decimal digits
Decimal separator Long date example Decimal separator
Group separator First day of week Group separator
Symbol Short time example Digit grouping
Symbol description Long time example Negative sign
Positive pattern Negative format
Negative pattern Display leading zeros
List separator

Self-Service displays the format selected through the pages.
8. To change or update your system format settings, repeat steps as necessary.
Name format
To add, edit, enable or disable name formats, and to specify how do you want to display people's
name throughout Self-Service.
Consider the following restrictions or limitations when you edit the display order:
• Order values cannot have same values or be duplicated.

• You need to select at least one sort order.
• Self-Service:
– Does not allow duplicated names.

– Does not accept the pipe "|" as separator.
– Automatically displays a space between name parts.

Website setup
Add a name format
You can specify the name format settings which have an overall effect on PowerCampus Self-
Service application.
About this task

After you save your settings, it is not possible to change the name format. Write the Name Format
right first time.
Consider the following restrictions or limitations when you edit the display order:
Procedure

3. Select the name formats option
4. To add a new name format, click add name format.
5. Arrange each Name Part in a sequence order to display people´s name in your format.
You can use a separator between any Name Part.
6. Select the active check box, if you want to activate the Name Format.
Example
Sort people's names by Last Name, First Name, and then Middle Name, like this:
• Smith Jr., John Michael

• Smithers, Everett
• Smithers, Everette J.
• Smithers, Madeline Agnes
• Smithers, Madeline Esther
You need to specify the following sort order:
Display Order Name Part Separator Sort Order

1 Last Name Enter one space. 1
2 Suffix Enter a comma and 0
one space.
3 First Name Enter one space. 2
4 Middle Name 3

Website setup
Edit format to display people's names
Name formats determines how a person's name appears across the different Self-Service formats.
About this task

It is not possible to change the name format, you can set up and update the display order, and
select or clear the active check box.
Procedure

3. Select the name format option.
4. Use the navigation menu at the bottom to find the format you want to edit.
5. Edit the display order in which each name part is to appear in your format.
6. Specify whether a comma, or any special characters, you want to use as a separator between
name parts.
7. Select the active check box, only if you want the name format active.
Note: At least one name format must be active in Self-Service.

The Preview information updates the order list based on how did you set up the order list of the
name part.
Example
To display John Michael Smith Jr.'s name as Smith Jr, John Michael, you need to specify the
following Separators:
Display Order Name Part Separator

1 Last Name
2 Suffix ,
3 First Name
4 Middle Name
Enable or disable name format
You can enable or disable any name format to specify how people's name should appear throughout
Self-Service.
About this task

You cannot disable a name format previously assigned to a category, you need first to set a different
name format to the same category.

Website setup
Procedure

3. Select the name formats option.
4. View the current list of active and not active name formats.
5. Use the navigation menu at the bottom to find the name format.
6. Click on the enable/disable button to activate or disable the name format.
A message displays: changes saved
7. Verify the status changed to active or not active.
Self-Service automatically save the changes
Table 1: Color coding
Status Color
Active Green
Not active Gray
Set name format categories

The name format categories allows you to select a name format through the different categories.
About this task

The categories are:
• General
• Administrator Area
• Staff Area
• Search Area
• Unofficial Transcript
• Grade Report
• Financial Statement
Procedure

3. Select the name format categories option.
4. Choose a category and select any of the listed name formats. Repeat step as necessary.
You can have the same name format in one or more categories.

Website setup

The Self-Service pages apply the format selected on each category to display and sort names.
Payment provider
Use the payment provider to enable users to pay online when registering for traditional courses
and continuing education, submitting applications through PowerCampus Self-Service or making
payments toward students’ accounts.
You must first set up a connection with your institution’s online Payment Provider. After you set
up the connection with your institution’s online Payment Provider, Self-Service users who choose
to make an online credit card payment will be redirected to and from your Payment Provider, as
follows:
• PowerCampus Self-Service redirects the user to your Payment Provider’s Online Payment
Page, and passes the Transaction ID, Transaction Amount, Transaction Description, and
Merchant/Company ID.
• On your Payment Provider’s online Payment page, the users logs in and enters their credit card
information, and Self-Service processes the payment.
• Depending on the payment outcome, your Payment Provider redirects the user to the Self-
Service Payment Success page or Payment Failure page.
Payment parameters
Use the payment parameters to set up the URL for the payment provider which will process the
online credit card payments through Self-Service.
Field Description
TransactionId={0} The Transaction ID for the online credit card payment. Self-Service
dynamically set the TransactionId={0}, so Self-Service send the
appropriate transaction number to your payment provider.
TransactionAmount={1} The amount to be paid by the user. Self-Service dynamically set the
TransactionAmount={1}, so Self-Service send the correct amount due
to your payment provider.
TransactionDescription={2} The reason for the payment (application, traditional registration, or
payment toward an account balance). Self-Service dynamically set the
TransactionDescription={2}.
MerchantId=[value] Your institution's setting for the Merchant ID, Company ID, Order Type,
and so on, to which Self-Service should apply the online payment.

Website setup
Get the details from your payment provider
Before you can connect PowerCampus Self-Service with your Payment Provider, you need first to
obtain the specific details necessary for your Payment Provider to process your users’ online credit
card payments.
Procedure
1. Get the URL for your Payment Provider’s online payment page.
This is the same Payment Provider information you might already set up in PowerCampus for
Cash Receipts and Advancement.
a) In PowerCampus, select Cash Receipts setflow > Tools > Setup > Cash Receipts >
Payment Provider > Provider URL.
b) In PowerCampus, select Advancement setflow > Tools > Setup > Donor > Payments >
Provider URL.
2. Get the specific payment parameters for your Payment Provider, see Payment parameters.
3. Work with your Payment Provider to set up your connection, and payments parameters which
are passed between PowerCampus Self-Service and the Payment Provider, see Payment
parameters.
Note: Your Payment Provider needs to provide you with the exact list of parameters it expects
PowerCampus Self-Service to send to the Payment Provider URL.
• When a user chooses to make an online payment, PowerCampus Self-Service will use SSL
to initiate a Web redirect to the Payment Provider’s predefined URL, and send the required
parameters.
• After processing the user’s payment, the Payment Provider will use SSL to redirect back to
the predefined URL for your PowerCampus Self-Service payment Success or Failure page,
and send the TransactionId parameter.
Note: The other parameters (TransactionAmount, TransactionDescription, and MerchantId)

do not need to be returned. It may, however, be easier for the Payment Provider to send
back the same four parameters it received.
4. Your Payment Provider needs to provide you with the URL, and parameters it expects from
PowerCampus Self-Service.
Example, the URL might look something like this: https://
paymentprovider.com/PaymentPage.aspx?TransactionId={0}&
TransactionAmount={1}&TransactionDescription={2}&MerchantId=SOMEV
ALUE
What to do next
After you have this information from your Payment Provider, follow the instructions for Set up your
payment provider.

Website setup
Set up your payment provider
On the payment provider page, you can set up the URL for the payment provider which will process
the online credit card payments through Self-Service, and the information for the credit card
transactions to process.
About this task

You can set up the URL for the following areas:
• Registration
• Balance
• Application
• Transcript Request
• Continuing Education Registration
Procedure
1. Select the Administration tab.

2. Select the Website Setup menu item.
3. Select the Payment Provider option.
4. Enter a payment vendor URL, with all the required parameters, for the ones you want to
configure, see Payment parameters to set the parameters.
You can configure all or only the area your institution requires.
Example:http://localhost/PaymentProvider/Payment.aspx?
TransactionId={0}&TransactionAmount={1}&TransactionDescription={2}&MerchantId=SOMEV
What to do next
Continue with the instructions for Redirect your payment provider back to Self-Service.
Redirect your payment provider back to Self-Service
After your Payment Provider processed a user’s credit card payment, it must redirect the user from
the Payment Provider’s site back to your Self-Service Payment Success or Payment Failure page,
as determined by the outcome of the credit card payment process.
Procedure
Provide your Payment Provider with the URLs for your Self-Service Payment Success and Payment
Failure pages, so it can redirect the user back to your Self-Service site.
Example:
• .../Payment/Success?transactionId={0}
• .../Payment/Fail?transactionId={0}

Website setup
What to do next
Continue with the instructions to Set up the payment service.
Set up the payment service
To begin processing online payments, you must first set up your Payment Web Service.
About this task

Your Payment Provider will call this Web service using Basic Authentication to complete and
process each online payment made. It is suggested to create a service account, that only can use
your Payment Provider to access this Payment Web Service.
Procedure
Before you can set up the Payment Service, you must first:
a) Ensure you set up the SSL for your PowerCampus Self-Service application.
b) Ensure you installed the PowerCampus Self-Service on your Web Server.
What to do next
Install your online payment service, refer to PowerCampus Self-Service Installation Guide section
Set up online payment processing.

General
General
In the General menu you can specify the academic periods to visualize for the students, advisors
and people. As well you can configure a message to display on the dashboard.
The General menu have the following components:
• Period filters
• Dashboard messages
Period filters
Specify which academic periods the students can select on the Traditional Registration page, the
periods for which advisors can authorize students to register for courses, and the period for which
people can search for courses.
PowerCampus Self-Service automatically saves new changes when settings the period filters in all
different sub-areas.
Student period filter
You can specify which periods the students can select, and which academic periods the students
can view and select their grades on the Grade Report page.
Registration - Set the periods for student registration
Specify which academic periods the students can select on the Registration, Courses page.
Procedure
1. Select the Administration on the main menu.

2. Select the General option.
3. Select the Period Filters tab.
4. Select Student area.
5. Select Registration sub-area.
6. Select the year you want to set.
A list of Term / Session displays.
7. Enable any Term / Sessions listed.
a) If you only want to allow student to search courses, and do not open the registration
process, enable the Section search button.
b) If you enable the Registration button, PowerCampus Self-Service enables the Section
search automatically, if you did not enable it before.

General
8. Disable any Term / Sessions listed.

a) If you want to allow student to search courses, and disable the registration process, disable
the Registration button.
b) If you disable the Section search button, PowerCampus Self-Service disables the
Registration automatically, if you enable it before.
9. Click Return to set any other period filter if required.
Grade report - Specify which grades students can view
Specify which academic periods the students can view and select their grades on the Grade Report
page.
Procedure

4. Select Student area.
5. Select Grade report sub-area.
7. Enable or disable any Term / Sessions listed.
Course management period filter
To set academic periods for the faculty members. The academic periods appears on the Faculty
Schedule page.
Faculty - Specify which course schedules can be viewed
Specify which academic periods the faculty members can select on the Faculty Schedule page.
Faculty members can view their schedules to any periods they are teaching classes, as long as they
appear in the Period drop-down list.
Procedure

4. Select Course Management area.
5. Select Faculty sub-area.

General

Department head - Specify which course schedules can be viewed
Specify which academic periods the department head can select on the Department Schedule page.
Department heads can view their schedules to any periods they are teaching classes, as long as
they appear in the Period drop-down list.
Procedure

4. Select Course Management area.
5. Select Department head sub-area.
Planning period filter
To set academic periods for the students and faculty members. The academic periods appears on
the Degree Requirements page.
Degree requirement - Specify which records can be viewed
Specify which academic periods the students and faculty members can select on the Degree
Requirements page.
Procedure

4. Select Planning area.

General
5. Select a sub-area.
Select the sub - area To

Degree Requirements Specify which Periods can be selected on
the Degree Requirements page. Students
and faculty will only be able to display degree
requirements for the specified Periods.

Advising period filter
To manage advisees with academic records in the periods selected and authorize registration.
Authorize registration - Set the periods for authorizing registration
Specify which academic periods the advisors can authorize students to register for courses.
Procedure

4. Select Advising area.
5. Select Authorize registration sub-area.
My advisees - Allow advisors to access their advisees
If you allow advisors to perform advising tasks for their advisees, specify which academic periods
the advisors can search when selecting My advisees list on the Manage Advisees or Authorize
Registration page.
Procedure


General

5. Select My advisees sub-area.
My associations - Set the periods for which coaches can access information
If you allow coaches or group advisors to perform advising tasks for students on the teams or
associations they oversee, specify which academic periods they can search when selecting My
associations list on the Manage Advisees or Authorize Registration page.
Procedure

5. Select My associations sub-area.
9. See Name coaches or group advisors.
All students - Allow advisors to access all students
If you allow advisors to perform advising tasks for all students, specify which academic periods the
advisors can search when selecting All Students advising list on the Manage Advisees or Authorize
Registration page.
Procedure

5. Select All students sub-area.

General
Former advisees - Allow advisors to access their former advisees
If you allow advisors to perform advising tasks for their former advisees, specify which academic
periods the advisors can search when selecting Former Advisees list on the Manage Advisees or
Authorize Registration page.
Procedure

5. Select Former advisees sub-area.
My campus - Select the periods for campus coordinator access
Specify which academic periods the campus coordinators, can access to students' information
enrolled to courses offered in their campuses. Campus coordinators can access to this information
through My Campus list on the Manage Advisees and Authorize Registration pages.
Procedure

5. Select My campus sub-area.
9. See Name coordinators for each campus.

General
Dossier period filter
To set academic periods to the Student Course Schedule section. The academic periods appears
on the Student Dossier.
Student schedule - Select periods for student schedules on dossiers
If you selected to display the Student Course Schedule section on the Student Dossiers, specify
which academic periods the Student Course Schedule section needs to include.
About this task

If a student registered any traditional courses in the specified periods, these courses appears in the
Student Course Schedule section of the Student Dossier pages.
Procedure

4. Select Dossier area.
5. Select Student schedule sub-area.
Dashboard messages
Workspace made up to establish two types of message's announcement: messages for a selected
group of users, and messages for all users.
PowerCampus developed a SQL job to execute automatically your added messages in Self-Service
dashboard. Self-Service executes the message job on a daily basis, and occurs at 12:00: am.
PowerCampus gives you the option to change the SQL job settings to be appropriate to your needs.
The dashboard messages for a selected group of users, allows you to create, edit or delete
messages before to publish them. As well, you can schedule the message to go out at some point in
the future. There are five main categories for this type of message's announcement:
• Alert
• Congratulations
• News
• Reminder

General
• Schedule
The second type of messages is the "General message". With this type of messages you can
publish an HTML file for all users in Self-Service dashboard.
SQL message job configuration
Self-Service allows you to define your SQL message job settings to ensure Self-Service executes
the job on a specific days and within a specific period appropriate to your needs.
Procedure
1. Select Start > Programs > Microsoft SQL server > SQL Server Management Studio.
2. Log into SQL Server Management Studio using Windows Authentication or SQL Server
Authentication with a sa user.
3. Select the SQL Server Agent > Job, and select the
PCDashboardMessage_<DatabaseName>.
4. Select Properties.
The job properties windows opens.
5. You can enable or disable the SQL message job.
If you unselect the checkbox, Self-Service will not execute the SQL message job. If you want to
publish a message, you need to manually publish it, see Add a message in your dashboard.
6. Select the Schedules page.
7. You can edit the SQL message job settings.
8. After you set all the different option, click Ok to save your new settings.
Add a message in your dashboard
Within Self-Service you can add a message in the dashboard for a certain users, based on the
defined view. This message appears only to members of the selected view, after they log in to Self-
Service application.
About this task

Self-Service uses an automated SQL job to publish your configured messages, or you have the
option to publish a message without having to wait until Self-Service executes the SQL job.
You can edit a messages, even after you published it in dashboard.
Procedure

3. Select the Dashboard messages tab.
4. Select Add message.

General
5. Enter a descriptive name for your message.

Self-Service does not allow duplicated names.
6. Enter an order number for your message.
Self-Service does not allow duplicated order numbers.
Self-Service sort the existing numbers in ascending order (from the smallest value to largest) to
publish a message in the dashboard. Self-Service only will sort processed numbers.
7. Select a view name you want to send the message.
Self-Service lists only the View names created in PowerCampus in the Vista View page, that
contains PeopleCodeID field. All those Vista Views without PeopleCodeID will not appear on
the list.
8. Select one of the listed message type to differentiate the message.
Self-Service displays an icon for each type of message to differentiate each message, and to
get users attention.
9. Enter a title for the message.
Make sure the name introduces the subject matter, as the name will appear on the dashboard.
10. Enter the message you want to display on the dashboard.
11. Enter a valid URL address to give users more details of your message.
You need to enter the entire name of the URL, see the below example.
Example: http://www.dashboard-message-example.com
12. Enter a URL text for the hyperlink.
Example: HomePage
13. Define a start and end date, and time for your message.
Self-Service use the server's date and time were the application resides.
15. Select Process now to make your message eligible for the next publication.
Self-Service publish a message based on the given order numbering (ascending order, from the
smallest number to the largest) to the processed messages.
16. If you want to edit a message after published, you need to first edit the message > Save >
Process now.
The edited message displays in the dashboard.
Add a general message to your dashboard
Within Self-Service you can add an HTML document in the general message to display it in the
dashboard. This message appears to all users who log in to PowerCampus Self-Service application.
About this task

You cannot set date and time to General messages. After you insert the HTML file a
Procedure

General

4. Select General message.
5. Enter your HTML document or type the message you want to communicate.
Delete a message from dashboard
Within Self-Service you can delete a message before or after published in Self-Service dashboard.
Procedure

4. Search the message you want to delete.
5. Select the Delete option.
6. Confirm to delete message, or cancel the operation.
8. To delete a General message, select General message > Select the message > Delete
message > Save

Student
Student
The Student menu you can specify which options to display on the Unofficial Transcript, Grade
Report page, photos. As well to control registration.
The Student menu have the following components:
• Student Records
• Agreements
• Registration Groups
• Traditional Registration
• Traditional Defaults
• Financial Settings
Student records
To display student photos on PowerCampus Self-Service pages, like the Class List page,
information to display on the Unofficial Transcript and Grade Report page, and set the options for
the Academic Plan page.
Display student photo
Display a photo to capture a visual record of the student.
About this task

To display students' photo you need to set them up in PowerCampus back office.
Procedure

2. Select the Student option.
The different student tab displays.
3. Select the student records tab.
4. Check the show student picture check box.
6. Depending on how you want Self-Service to access the student photos, set the photo location in
either of these ways.
• See Access student photos from the physical directory.

• See Access student photos from a virtual directory.

Student
Access student photos from the physical directory
Set up secure access to your students' photos by having PowerCampus Self-Service display the
photos from the physical directory on your computer.
Procedure
1. On your web werver, create a folder in your PowerCampus Self-Service root directory for storing
the student photos.
Example: D:\SelfService\PeopleImages
2. In PowerCampus, select academic records setflow > tools > code tables.
3. Select the picture locations code table.
4. Select the picture location code table for students.
5. Set the picture path and the picture URL to the full path name for the location of students'
photos on your physical directory.
Access student photos from a virtual directory
Set up PowerCampus Self-Service access students' photos from a Virtual Directory mapped to the
physical location of the photos on your computer.
About this task

Please note that accessing the photos through a virtual directory is less secure than Access student
photos from the physical directory on your computer.
Procedure
1. On your web server, create a folder in your PowerCampus Self-Service root directory for storing
the student photos (for example, ).
Example: D:\SelfService\PeopleImages
Note: If the web server and PowerCampus server are not the same, then you need to share the
folder within the images of your web server.
2. Create a Virtual Directory mapping (for example, PeopleImages) to the location of the photos on
your computer (for example, D:\SelfService\PeopleImages.
3. In PowerCampus, select Academic Records setflow > Tools > Code Tables..
4. Select the code value from the picture location code table.
5. Add the picture location for students.

Student
6. Set the Picture Path to the full path name for the location of students' photos on your Physical
Directory.
Note: If the folder containing the pictures is on a different server, then you must use the network
path of the folder.
Example: \\SERVERNAME\PeopleImages\
7. Set the Picture URL to the Virtual Directory you mapped to the physical location of the photos.
8. Save your changes.
9. Select Start > Run.
10. Enter iisreset.
11. Select Okto restart IIS.
When setting a new picture URL from PowerCampus, PowerCampus Self-Service does not
refresh the previous URL until you restart IIS.
Transcript display options
Specify which information you want to display on the Unofficial Transcript page.
Procedure

The different Student tab displays.
3. Select the Student Records tab.
4. Scroll down to the Transcript Display Options and select your settings.
Check To Display
Date of birth The student's date of birth.
Dates for terms The start and end dates for the Years and
Terms.
FICE Code The 6-digit code the Federal Inter agency
Committee on Education has assigned to your
institution.
Government ID The identification number that has been
assigned to the student by the government
(for example, the Social Security Number).
Totals at end The total number of credits taken at your
institution, total number of transfer credits, and
total number of overall credits.
Courses in progress The courses that the student is currently
taking.

Student
Check To Display
Class rank and size The student's class rank and the size of the
graduating class.
Legend Institution-specific information about the

unofficial transcript (for example, your
academic policies). If you choose to display
the Legend, specify the Legend Message.
Allow students on stop list • If you want to see the students' transcript,
even if the stop list shows the students
name, select the check box.
• If you do not want to see the students'
transcript, even if the stop list shows the
students name, select the check box.
Legend Message If you want to add a message, enter the text

that you want to display on the Unofficial
Transcript page. If you want to display the
message a certain way, enter the text in
HTML.
Grade report
Specify which information you want to display on the Grade Report page.
Procedure
1. On the main menu, go to Administration > Student > Student Records.

2. On the Grade report section, check the options you want to use.
Option Description
Display midterm grades If you want to display students' midterm
grades on their grade report and coursework,
check this option.
Display institution name If you want to display the name of your
institution on students’ grade reports, check
this option.
Display institution address If you want to display your institution’s address
on students’ grade reports, check this option.

Student
Set the academic plan and degree requirements options
You need to set the options for the Academic Plan and degree requirements page.
Procedure

The different Student tab displays.
3. Select the Student Records tab.
4. Scroll down to the Academic Plan & Degree Requirements settings and select the check box.
Field Description
Display course sequence number Select the Display course sequence number
check box if you want to display the course
sequence number on the Academic Plan and
degree requirements page.
Student agreement
Workspace made up to outline the terms and conditions the student will have with the institution, if
the student enrolls in a course provided by your institution.
You can do different options when setting an agreement.
• Add agreement
• Edit agreement
• Publish agreement
• Deactivate agreement
To publish an agreement and make it visible for students, you need to associate the agreement in
the traditional registration tab.
If the students accept the agreement, they can enroll to any available course. Acceptance
agreement occurs one time per year/period, students do not have to accept the agreement each
time they enroll to a course in the same year/period.
Upon acceptance of the courses, Self-Service creates a log of the student who accepts it. This log
records the time, date, year and period in which the student accepted the agreement.
The students can see the agreement in their profile. The advisor as well, can see the accepted
agreements of the student, if enters in the students' profile.
If the institution's terms and conditions change at some point, Self-Service allows you to create a
new agreement, and publish the most recent agreement.

Student
Self-Service provides a preview function to display the agreement before it is produced in its final
form.
Add agreement
Define the terms and conditions the students will have with the institution, when the student enrolls
in a course provided by your institution.
About this task

Self-Service allows you to enter the agreement content in html format.
Procedure

3. Select the Agreements tab.
4. Select Add agreement.
Self-Service provides a preview option on this page, that allows you to preview the content
agreement.
5. Enter a descriptive name for your agreement.
6. Enter a title for the agreement.
7. Enter your HTML text or type the agreement.
8. Enter the text for the Terms of Service Agreement check box.
Example: I agree to the Terms and Conditions.
Agreement appears on the list without any status, this mean that Self-Service did not publish
agreement yet. You can still edit the agreement as many times as you like before to publish it.
After published the agreement, you only can deactivate it, if required.
Edit agreement
You can edit an agreement before to publish it. After published an agreement, it is not possible to
edit it.
About this task

In case you need to modify a published agreement, you will need to create a new agreement.
Procedure


Student
4. Select the agreement you want to edit from the list.

You cannot edit agreements with status published, only you can edit agreements with no status.
5. Update the descriptive name for your agreement.
6. Update title for the agreement.
7. Update your HTML text or type new text for the student agreement.
8. Update the text for the Terms of Service Agreement check box.
Example: I agree to the Terms of Service.
Agreement appears on the list without any status, this mean that Self-Service did not publish
agreement yet. You can still edit the agreement as many times as you like before to publish it.
After published the agreement, you only can deactivate it, if required.
Publish agreement
After publish an agreement, Self-Service locks the student agreement, and you cannot edit the
agreement anymore.
Procedure

4. Select the agreement you want to publish from the list.
You can only publish agreements with no status.
5. Validate the information is correct before to publish the agreement. After an agreement is
published, editing is not possible.
6. Select Publish.
Agreement status shows as Published.
What to do next
After published the agreement, you need to enable the agreement for all students, see Enable
students agreement. This action associates the agreement with the Traditional Registration process.
Deactivate agreement
You can deactivate a published agreement when the agreement is not longer valid.
Procedure


Student
3. Select the Traditional Registration tab.

4. Check the agreement section, to validate which is the current agreement published.
5. Then, select the Agreements tab.
6. On the listed agreement, select your agreement.
Use the navigation panel to move from page to another.
7. Select Deactivate.
Agreement status shows as not active.
Registration groups
Allows you to control students' online courses registration.
PowerCampus Self-Service comes with a default All Students registration group. You can add
more registration groups to control registration opening dates to students from different levels or
majors. For example, you can create a seniors registration group to enable seniors to register
before other students.
Do not delete the All Students registration group. If any students do not meet the criteria for any
of your other registration groups, they fall into this default registration group, and still be able to
register for their online courses.
Registration group information
Field Description
Group name Name for the new registration group (for
example, Undergraduates, Freshmen).
View name The drop-down list displays the Vista views'
name created in PowerCampus and contain a
People Code ID.
Order When the student meets the criteria for
more than one registration group, the order
determines which registration group takes
precedence. A lower number has higher
precedence.
For example, if a student is a senior and there
is a registration group for seniors with order 1,
and a registration group for undergraduates
with order 4, the student's registration period
follows the rules set by the registration group for
seniors.
Active Enables the new registration group.

Authorize registration periods Students' registration group requires advisor
approval to register courses.

Student
Field Description
Course registration Students' registration group requires advisor
approval for their course schedule before to
complete the registration.
If you select this check box:

• Submit for approval appears instead of
process on the Registration page.
• Advisors send email to the students to alert
them when their advisees have pending
course schedules. If a student does not
have an advisor, nobody gets a notification
of the student's schedule updates.
• The Manage Advisees page records
students with pending schedule approval.
The advisor can later approve or deny the
student's courses.
Course drop Students' registration group requires approval

from an advisor to drop the course.
Start of registration criteria
Base date Students' registration opening group online
criteria.
• Pre-Registration
• Registration
• End of registration
• Exact date
Days from base date or date Number of days from the specified base date at
which the students' registration group opens or
the exact opening date.
Start hour Registration group opening hour.
Start minute Registration group opening minute.
End of registration criteria
Base date Students' registration closing group online
criteria.
• Pre-Registration
• Registration
• End of registration
• Exact date

Student
Field Description
Days from base date or date Number of days from the specified base date at
which the students' registration group closes or
the exact closing date.
End hour Registration group closing hour.
End minute Registration group closing minute.
Add a registration group
This function allows you to control your institution registration process by creating registration
groups.
Procedure

3. Select the Registration Groups tab.
4. Select Add group.
5. Enter the registration group information.
7. Repeat all steps if you want to create a new registration group.
Update a registration group
This function allows you to update the information about any of the current registration groups.
Procedure

4. View the current list of registration groups.
Use the navigation menu at the bottom to find the registration group you want to edit.
5. Select the group name you want to edit.
6. Update your registration group information.
7. Save your new settings.

Student
Delete a registration group
This function allows to remove any registration group from the list, you no longer want to use it in
the future.
Procedure

Use the navigation menu at the bottom to find the registration group you want to edit.
5. Use the delete button to eliminate the registration group.
A confirmation message appears, to delete or cancel the operation.
Enable or disable a registration group
This function allows you to change status of any registration group in the current year, term, and
session.
Procedure

5. Select Enable / Disable button.
6. Verify the status change properly.
Status: Active or Not active
Disable a registration group
You can disable any registration group that should not be used in the current year, term, and
session.
Procedure
1. Select the Administration tab.

2. Select the Self-Service Setup menu item.
3. Select the Registration Groups option.
4. View the current list of Registration Groups.
5. Select Disable to the right of the registration group that should not be active.

Student
6. Make sure the Status is now Inactive for the registration group.
Traditional registration
Specify several options to set up online registration at your institution.
Set assessment and online payment options
Allow students to make online credit card payments when registering for classes, set the payment
options.
Procedure

4. Set the Assessment and Online Payment options.
Option Description
Assess during registration Triggers the assessment during the
registration process.
Assess after schedule approval Triggers the assessment after an advisor
approves a student's schedule.
Assessment Type Assessment type: all term, term only, or
session.
Statement Type Triggers the type of statement to display.
• Academic year
• Fiscal year
• All sessions
• Calendar year
• Term
• Term + cumulative
• Term/all sessions + cumulative
• Term/all sessions

Student
Option Description
Online payment Enables to the students to make online credit
card payments when they register for their
courses. If you do not select this option,
PowerCampus Self-Service bills students for
their courses.
• PowerCampus Self-Service groups in
Batch MMDDYYYY9991, payments
entered through online registration.
• PowerCampus Self-Service groups in
batch MMDDYYYY9990, charges and
credits created through assessment.
• PowerCampus Self-Service groups
in batch MMDDYYYY9984, individual
statements generated through online
registration.
Require online payment Make mandatory online payment to Traditional

Registration process.
Cash Receipt Code Type of code you want to display on students'
receipts for payments made for their traditional
courses.
Office Institution's office codes you want to use to
track payments for traditional courses.
Enable student agreement
You need to associate the agreement with the Traditional registration process. After completing
these settings, students will need to accept the agreement before to enroll in any available courses.
About this task

Self-Service does not allow you to enable two agreements at the same time. You can only have one
agreement in use at a time for all students.
Procedure

4. On the agreement section, select Enable student financial agreement check box.
5. Select the agreement you want to enable.
Self-Service only list agreements with Published status.

Student

Agreement is now available in the periods open for registration. If students want to enroll to any
available course, they must accept first the agreement.
What to do next
See:
• Set up your system format.

• Payment provider to configure your Registration payment vendor URL.
• Configure the registration periods for the students, see Registration - set the periods for student
registration.
Set course and validation options
You need to set the course and validation options for traditional registration.
Procedure

4. Set the course Options.
Option Description
Students can drop courses Enables students to drop any of their
traditional online courses.
Students can change credit type Enables students to select a credit type on
courses with variable credit type.
Waitlist course during registration Enables students to add their names into
closed courses which have waitlists.
Note: If you turn on the flag Hide On Online

Search when section status is closed, and
if you are using waitlist, then you need to
manually turn off the flag for the courses that
use waitlist.
Registration of waitlist pending courses Enables students to add waitlist pending

courses to their shopping cart.
Hold seat pending advisor approval Enables to held seats for the students who
requires to wait for advisor approval.

Student
5. Set the Registration Validation options.

PowerCampus Self-Service verifies all the settings configured automatically.
Option Description
Time conflicts Verifies no time conflict exist at the same time
with two or more classes the student enrolls
in.
Corequisites Verifies the corequisites required when
students register for courses. If the students
does not have the required corequisites, the
students cannot sign up for the course.
Prerequisites Verifies the students meet the course
prerequisites. A course can have any, or all, of
these prerequisites:
• The student must take another course

before taking this course.
• The student must obtain the instructor's
permission to take this course.
• The student must earn a minimum test
score to take this course.
When a student selects a course with a

course prerequisite, verify that either:
• The student completed the prerequisite for

the course.
• The student is currently enrolled in the
prerequisite. Because the prerequisite is
still in progress (has not been graded yet),
the student can register to the course.
• In PowerCampus, the Allow Concurrent
setting needs to be active for the course.
The student can register to the course,
and the prerequisite in the same session.
Instructor permission requests Enables students to send instructors requests

to take courses for which permission is a
prerequisite.
Class availability Verifies if the course is available, when
students selects a course.
Credit limit Verifies the students do not attempt to
register more credits than allowed limit for the
academic period.

Student
Option Description
Cross tally Cross-tallying allows different departments to
call same course by their own unique course
names and course IDs. Use the cross tally
check box to make sure the student does not
attempt to register more than one time to the
same Traditional course.
Traditional defaults
Set up defaults for traditional students, graduated or when students do not have any active
academic records.
Set up traditional defaults
Set the traditional students defaults values, used for new students, graduated, or when the students
do not have any active academic records.
Procedure

3. Select the Traditional Defaults tab.

Student
4. Set the traditional students defaults.
Option Description
Use defaults for Traditional registration This option allow students who do not have an
students with not valid academic records. active academic record to register.
By default, PowerCampus Self-Service

does not select this option. Graduates, or
students with no active academic records or
with no academic record, cannot register at
all (this includes Traditional and Block Web
Registration). Instead, PowerCampus Self-
Service displays a message telling them to
contact the Registrar to register through Self-
Service.
Enabling this option, PowerCampus Self-

Service allows graduates, students with no
active academic record or without academic
record to register. During this registration
process, PowerCampus Self-Service creates
their academic records using these default
values.
Program Program type for Traditional Registration.

Degree Degree for Traditional Registration, for
example, certificate.
Curriculum Curriculum for Traditional Registration, for
example, undeclared, Theatre.
Population Population of students for Traditional
Registration, for example, evening, evening
students.
Class Level Class Level for Traditional Registration, for
example, graduate.
Department Department for Traditional Registration, for
example, Fine Arts.
College Default College for Traditional Registration.
Credit limits Maximum allowed credits per Year/Term
When a student wants to register to the next period, PowerCampus Self-Service creates
students' academic information based on their previous academic record.

Student
Financial settings
You can specify which information to display on the financial pages and select the payment options.
The Financial Settings menu have the following components:
• Display options on Financial pages

• Display options on Financial aid
• Online payment
Choose what to display on financial pages
Specify which information to display on students' financial pages.
Procedure

3. Select the Financial Settings tab.

Student
4. Set the display options.
Option Description
Washout transactions A washout transaction occurs when students
are reassessed (typically due to changes in
their status such as a drop/add) and receives
a reciprocal charge on their account which
counters the charge applied after the initial
assessment.
For example:
A student is assessed for Fall 2007 at full-time

status and receives a full-time tuition charge of
$21,000.
Then the student drops below full-time status

for Fall 2007 and is reassessed.
A new charge of -$21,000 appears on the

student's account for full-time tuition and a
second charge of Per Credit tuition appears
for $800. The initial charge of $21,000 and the
follow-up charge of -$21,000 "wash out" to $0.
The washout transactions does not display
on the Statement and Balance pages to not
confuse students.
The washout transactions displays on the

Statement and Balance pages.
Include anticipated aid Displays the amount of anticipated financial

aid on the Statement and Balance pages.
Due date Displays due dates for items on the Balance
page.
Overall balance Displays the users account balance for all
periods on the Balance page. Users can
select All periods in the drop-down list of the
Balance page.
Choose what to display on financial aid pages
Specify if you want to display Unmet need on the Financial aid page.
About this task

The Financial aid page displays information from the PowerFAIDS Financial aid system; not from
PowerCampus.

Student
Procedure

4. Enable the Unmet need option to display it on the Financial aid page.
5. Save your setting.
Set online payment options
If your institution wants to allow students and their delegates to make online credit card payments
toward students' account balances, follow these steps.
Procedure

4. Scroll down to the Online payment section.
5. Set the display options.
Option Description
Online payment Enables students and their delegates to make
credit card payments online when they are
making payments toward students' accounts.
Cash receipt code Displays the selected code on the online
payment receipt for payments made through
the Balance page.
Office Institution's office codes used to track
payment transactions made through the
Balance page.
Payment period Payment periods where your billing office
wants to allow online payments toward
students' account balances.
6. To set the payment period, do the following.

a) Select the Payment period.
b) Select Add.
c) Verify the specified period list as one of the Payment periods selected.
On the Balance page, students and their delegates can apply payments to any Payment
periods selected.
8. If you allow users to pay online, make sure you followed the Online Payment Processing
instructions in the PowerCampus Self-Service Installation Guide.

Student
What to do next
See Payment provider to configure your Balance payment vendor URL.
Change the online payment periods
When your Billing Office opens and closes payment periods, you need to update the list of payment
periods for which students and their delegates can make online payments toward students'
accounts through the Balance page.
About this task

When your Billing Office opens a new payment period, you need to add it to the list of payment
periods.
When your Billing Office closes a payment period, you need to remove it from the list of payment
periods.
Procedure

4. Scroll down to the Online payment section.
Review the listed Payment periods and do the required changes. The below steps are not
mandatory and you can do one or the other.
5. To add a Payment period, do the following.
a) Select the Payment period.
b) Add the Payment period.
c) Save your settings.
d) Verify the specified period list as one of the Payment periods selected.
On the Balance page, students and their delegates can apply payments to any Payment
periods selected.
6. To remove a payment period, do the following.
a) Review the current list of Payment periods.
b) Delete the Payment period.
c) Save your settings.
d) Verify the specified period is no loger listed as one of the Payment periods selected.
On the Balance page, students and their delegates cannot apply payments to the Payment
periods deleted.

Student
Transcript request
If your institution wants to allow users to submit online requests for copies of their transcripts, you
can process the requests through Self-Service Transcript Request Form and your online payment
provider.
Require student consent for transcript requests
If your institution wants students to read and accept a disclosure statement on the Transcript
Request Form before you complete their requests to send out copies of their transcript, complete
the following steps.
Procedure
1. On the main menu, go to Administration > Student > Transcript Request.

2. On the Options section, check the options you want to use, and then enter a disclosure
statement.
Option Description
Require consent If you require students to read and accept a
disclosure statement before processing their
transcript requests, check this option.
Disclosure statement Enter the disclosure statement text if you want
the students accept it before processing their
transcript requests.
Note: This field accepts HTML. Use links with

target="_blank" attribute to open the URL in
other tab.
Set the transcript request payment options
If you use the Transcript Request Form to allow students to submit transcript requests online, you
must specify the financial settings for the transcript requests.
Procedure
1. On the main menu, go to Administration > Students > Transcript Request.

Student
2. Set the following Transcript Request options.
Option Description
Processing fee Check this option to charge a processing fee
when students submits a transcript request
online.
Fee amount The amount charged for processing and
mailing each transcript request. The charge
applies to the current year and term.
Charge credit code Select the code your institution use to identify
payments made for transcript requests.
Payments apply to the current year and term.
If you do not require students to pay for their
transcript requests online, you must specify
this code.
Office Select your institution's office codes to track

payment transactions made through the
Transcript Request page. If you charge a fee
for transcript requests, you must specify the
Office.
Online payment If you want to allow students to pay for
their transcript requests online, select this
option. Students will have two online payment
options: Bill Me Later or use a Credit Card.
Processing fee is mandatory when you select
first the Online payment option.
Require online payment If you choose to Enable Online Payment,

students needs to pay for their transcript
requests before you process them. When you
select the Require Online Payment option:
• Students must specify which credit card
they want to use to pay for their transcript
requests.
• The Bill Me Later payment option is not
available when students pay for their
transcript requests.
Cash receipt code Select the code to display on the online

payment receipt for payments made through
the Transcript Request page.

Student
What to do next
If you allow users to pay online, set up your currency format for online forms, see Set up
your system format. Make sure to follow the Online Payment Processing instructions in the
PowerCampus Self-Service Installation Guide.
Grade mappings
Define the institution's default settings for mapping numeric grades to letter grades. For each credit
type, specify the midterm and final minimum grade percentages needed to earn each letter grade.
Procedure
1. On the main menu, go to Administration > Student > Grade Mappings.

2. Expand a credit type, enter a Midterm minimum % and Final minimum % needed to earn
each letter Grade.
When faculty members set up their course sections, they will have the option to use these
default grade mappings or specifying other grade mappings.
1098-T
If your institution needs to receive any consent from the student, you can create an online consent
form. The Active consent forms for students are displayed under Finances > 1098-T page.
You can do different options when setting your online consent form and adding tax form on the
1098-T report.
• Add consent form.

• Edit consent form.
• Enable/disable consent form.
• Add tax form on the 1098-T finance page of the student.
• Edit a tax form.
Add a 1098-T consent form
The 1098-T consent form page allows you to create an online consent form.
Procedure
1. On the main menu, go to Administration > Student > 1098-T.

Student
2. On the consent form section, set the following options.
Field Description
Title Title used to denote the purpose of the
consent form.
Example: 1098-T Consent Form.
Content The purpose of seeking the consent form or

any notification related to it. This will display
as a description for the consent form.
Acceptance Message to display on the acceptance
agreement check box.
Preview Allows you to preview your consent form while
you are editing.
3. Save your settings
Edit a 1098-T consent form
The 1098-T consent form page allows you to edit your online consent form.
About this task

Ellucian recommends to not edit a consent form after you enabled the consent and tax form
download.
Procedure

2. On the consent form section, enter your new changes on the option you want to edit.
Field Description
Title Title used to denote the purpose of the
consent form.
Example: 1098-T Consent Form.
Content The purpose of seeking the consent form or

any notification related to it. This will display
as a description for the consent form.
Note: This field accepts HTML. Use links with

the target="_blank" attribute to open the URL
in other tab.
Acceptance Message to display on the acceptance

agreement check box.

Student
Field Description
Preview Allows you to preview your consent form while
you are editing.
3. Save your settings
Enable or disable 1098-T consent form
You can enable or disable the 1098-T online consent form for the students.
Procedure

2. On the general section, click Enable consent and tax form download to enable or disable a
consent form on the Finances > 1098-T page of the students.
The students will need to review and accept terms and conditions when they want to retrieve the
1098-T form online.
The review and accept the terms and conditions option appears on the 1098-T page of the
students.
Add a tax form to the download section
You can add tax forms on your tax form download section and make them available for the students
on the Finances > 1098-T page.
Before you begin

You need first to generate and save the 1098-T.TAX file in PowerCampus, see PowerCampus
9.0.2 1098-T Handbook.
Procedure

2. On the tax form download section, click Add (the plus button).
The Add Tax Form window display.
3. On the Add Tax Form, add the following options.
Field Description
Tax year Annual accounting period for keeping records
and reporting income and expenses.
Configuration file name File used to support the IRS 1098-T form
Template file name Annual IRS 1098-T form used for tax filing
purposes.

Student
Field Description
Preview Allows you to download your 1098-T form
before to make it available for the students.
4. Do not select the Available for students option until you are sure you have configured correctly
the 1098-T form.
Field Description
Available for students Enables 1098-T form on the student page.
Note: Before to enable it, verify the tax file

information in PowerCampus.
Before to allow the students to download the 1098-T report, you need to save and verify first
the tax file information in PowerCampus. Then you can enable the 1098-T functionality in Self-
Service using the Available for students.
Edit a tax form
You can edit tax forms on your tax form download section and make them available for the students
on the Finances > 1098-T page.
Before you begin

You need first to generate and save the 1098-T.TAX file in PowerCampus, see PowerCampus
9.0.2 1098-T Handbook.
Procedure

2. On the tax form download section, click Edit (the tax year button).
The Edit Tax Form window display.
3. On the Edit Tax Form, edit the required options.
Field Description
Tax year Annual accounting period for keeping records
and reporting income and expenses.
Configuration file name File used to support the IRS 1098-T form
Template file name Annual IRS 1098-T form used for tax filing
purposes.
Preview Allows you to download your 1098-T form
before to make it available for the students.

Student
4. Do not select the Available for students option until you are sure you have configured correctly
the 1098-T form.
Field Description
Available for students Enables 1098-T form on the student page.
Note: Before to enable it, verify the tax file

information in PowerCampus.
Before to allow the students to download the 1098-T report, you need to save and verify first
the tax file information in PowerCampus. Then you can enable the 1098-T functionality in Self-
Service using the Available for students.
5. On the tax form download section, you can click Delete, Download or Preview (trash, arrow
and preview buttons) if you need verify, make changes or delete the Tax form.
The Edit Tax Form window display.

Instructor
Instructor
You can enable your Instructors to do different actions as change the status of students on the
waitlists for their Traditional courses, display and submit midterm grades and calculate projected
grade.
Course management instructor

Course management page where you can enable different settings for the Instructor.
Course Management components:
• Midterm grades
• Activity grade comments
• Projected grade
• Instructor can change traditional waitlist status
Enable faculty to enter midterm grades
Enables your institution to display and submit midterm grades in PowerCampus Self-Service.
Procedure

2. Select the Instructor option.
3. Select the Course Management tab.
4. Select Enable Midterm Grades.
Faculty role can display and submit midterm grade in the Grading page.
6. Log into PowerCampus.
7. Select the Academic Records setflow.
8. On the main menu, select Workflow > Academic Calendar.
9. Select the Year/Term/Session you want to set up midterm grading.
10. On the Academic Calendar window, set the following two options to specify when faculty
members can enter students' midterm grades.
• Online Mid Session Grade Start Date

• Online Mid Session Grade End Date

Instructor
Enable faculty to display projected grade
Enables your institution to display and calculate projected grades in PowerCampus Self-Service.
Procedure

4. Select Enable Projected Grade.
The projected grade field displays in the Overall Grades page.
Set the instructor waitlist option
Allows instructors to change the status of students on the waitlists for their Traditional courses.
Procedure

4. Select the Instructors Can Change Traditional Waitlist Status check box.
Allows the instructors to change the status of students on the waitlists for their Traditional
courses.
Advisor warnings
Allows you to set three main warning alerts for the Advisors, when the students gets a low grade,
low attendance, or fall into any alert.
Attendance warning settings
Configure your institution attendance settings to warn Advisors in the manage advisees page, when
a student fall into any absence or tardiness rule.
Procedure

3. Select the Advisor warnings tab.

Instructor
4. On Attendance warning settings, select Attendance warning check box.

5. Specify when Self-Service needs to warn Advisors about students' attendance.
a) Enter the number of excused absences from a course.
b) Enter the number of unexcused absences from a course.
c) Enter the number of excused tardiness from a course.
d) Enter the number of unexcused tardiness from a course.
Whenever a student reach the defined number, in any of the attendance rules, Self-Service
displays a warning in the Manage Advisees page.
Grade warning settings
Configure your institution grade warning settings to warn Advisors in the manage advisees page,
when students' grades are low.
About this task

Self-Service only considers grade warnings with active status.
Procedure

4. On grade warning settings, select Grade warnings check box.
5. Specify when Self-Service needs to warn Advisors about students' low grades.
6. Select the course and letter grades for which Self-Service needs to warn to Advisors.
Whenever a student's projected grade for a course, matches any of the selected grades, Self-
Service displays a warning in the Manage Advisees page.
Alert warning settings
Configure your institution alert rules to warn Advisors in the manage advisees page, when a student
fall into any alert.
About this task

Self-Service only considers alerts warnings with active status.
Procedure


Instructor

4. On Alert warning settings, select Alert warnings check box.
5. Select the alerts you want to enable.
Whenever a student fall into any selected alert, and the status alert is active, Self-Service
displays a warning in the Manage Advisees page.
Department head
Use the Department head page to define the department heads for each of your institution's
academic departments.
Department heads will only access to information for those courses which are offered by their
departments. Department heads can:
• Approve students' grades for the course sections offered by their academic departments. When
department heads log into Self-Service, they can select courses for which they want to approve
grades.
• Access course information (class list, waitlist, grade mapping, and students' attendance,
violations, and grades), depending on the permissions assigned in PowerCampus User
Management.
• Create course templates which should include information about the activities used to calculate
students' course grades, and other grading options, and then assign the templates to one or
more of their department courses.
To maintain a current list of your department heads, you can:
• Add a department head on page 59

• Update information for a department head on page 60
• Remove a department head on page 60
Add a department head
Use the Department head page to name a person as the head of an academic department.
Procedure
1. On the main menu, go to Administration > Instructor > Department head.

2. View the list of current Department heads, and notice that:
Note: An academic department can have more than one department head.
A person can be a department head for more than one academic department.
3. On the Department head page, click Add (the plus button).

Instructor
4. On the Person search window, enter all, or part, of the name or ID of the person you want to
name as a department head, and review the search results.
5. Verify the person displays in the search results, click Select.
If the search results does not list the correct person, repeat the same step to find the person you
are looking for.
6. From the listed Department heads, scroll and find the Department head added. Next to the
Department head added, expand the Department list and select the Department you want to
assign to the Department head person.
Update information for a department head
Use the Department head page to update information about the head of an academic department.
Procedure

2. From the listed Department heads, scroll and find the Department head you want to edit. Next
to the Department, click Edit (the pencil button).
3. Expand the Department list and select the new Department you want to assign to the
Department head person, click Save.
Remove a department head
Use the Department head page to remove a person as head of an academic department.
Procedure
Warning! Before to proceed to the next step, you need to be aware that Self-Service
automatically saves changes after you click Delete (the trash button).
2. From the listed Department heads, scroll and find the Department head you want to delete.
Next to Edit (the pencil button), click Delete (the trash button).

Profile
Profile
You can specify which information to display in a user's profile.
The Profile menu have the following components:
• Address
• Demographic
• Phone number
• Dossier
• Preferred name
Set up the address change form

Specify which types of addresses users can view, update, and which address changes users can
make. You can enable as well, if they require approval from the administrator, a recurring address,
and format addresses according to the U. S. Postal Service's standards.
About this task

Settings will display and take place on user's profile.
Procedure

2. Select the Profile option.
3. Select the Address tab.
4. Set the General, Request Handling and Address Types options.
Option Description
Recurring address Allows users to specify addresses which will
be used again in the future.
Overwrite record Allows users to overwrite their current address
records in PowerCampus Database.
If you do not check this option, PowerCampus

Self-Service saves the users' address
changes as new records in PowerCampus
database to maintain an audit trail of changes.
• The old address becomes inactive.

• The updated address becomes the active
address.

Profile
Option Description
Address formatting Allows PowerCampus Self-Service to enable
format addresses according to the U. S.
Postal Service's standards.
When you enable address formatting:

• Addresses use all capital letters. For
example, 101 MAIN STREET, ANYTOWN,
PA.
• An autofill option displays next to the
Postal Code on the Add Address page.
When a user enters the zip code, and
selects the autofill button, PowerCampus
Self-Service populates the City, State, and
Country fields if the zip code is unique
(only has one entry in the zip code table).
• Abbreviations changes to the full word.
For example, ST changes to STREET.
• PowerCampus Self-Service verify the
Country Code.
Allow edit Allows users to add, edit and delete their

current address.
Approval required Allows to view and approve address changes
entered by users.
• By default, Approval required is Off or

clear. When users enter new addresses
or change their existing addresses,
PowerCampus Self-Service save the new
address in the database.
• When Approval required is On or
check, users can see their address
changes listed as Pending on the Manage
Addresses page, until you approve the
changes on the Address Approval page.
5. Review the list of current Address Types.

6. For each Address type, specify which types of addresses users can view and update on user's
profile.
You can display only Address type with Active status.

Profile
Set up the demographic form

Specify which are the required fields, which fields users can view, edit, and if they require approval
from the administrator.
About this task

Procedure

3. Select the Demographic settings tab.
4. Set the Request handling options.
Field Description
Allow change Allows the Self-Service user (Student, Faculty
or other staff) to edit the Form settings.
If you do not check the option, the user will

only be able to view the Form settings fields.
Require approval Self-Service enables the Require approval,

only if you select the Allow change option. By
selecting the Require approval option, Self-
Service sends an approval to the administrator
for all the Form settings.
5. Set the Form settings.

To select all the fields, use the Visible and Require check box.
a) For each field listed, specify if you want to make the field visible on the user's profile.
b) For each field listed, specify if you want to make the field as required on the user's profile.
Setting Description
Gender Specify whether the Gender field should be
displayed on the Personal Information page,
and if so, whether users require to indicate
whether they are male or female.
Ethnicity Specify whether the Ethnicity field should
be displayed on the Personal Information
page, and if so, whether users are required
to tell you if they are African American, Asian,
Caucasian, and so on.

Profile
Setting Description
Marital status Specify whether the Marital Status field should
page, and if so, whether users are required to
indicate whether they are married, single, and
so on.
Religion Specify whether the Religion field should
page, and if so, whether users are required
to indicate whether they are Baptist, Catholic,
and so on.
Retirement status Specify whether the Retirement Status
field should be displayed on the Personal
Information page, and if so, whether users are
required to indicate if they are retired or not.
Veteran status Specify whether the Veteran Status field
should be displayed on the Personal
Information page, and if so, whether users
are required to indicate if they were in the Air
Force, Navy, Marines, and so on.
Citizenship Specify whether the Citizenship field should
page, and if so, whether users are required to
name the country for which they are a citizen.
Secondary citizenship Specify whether the Secondary Citizenship
required to name another country for which
they are a citizen.
Visa Specify whether the Visa field should be
and if so, whether users are required to
indicate which type of Visa they have.
Country of birth Specify whether the Country of Birth field
should be displayed on the Personal
required to name their native country.
Primary language Specify whether the Language field should be
and if so, whether users are required to name
their first language.
Secondary language Specify whether the Secondary Language
required to name their second language.

Profile
Setting Description
Months in country Specify whether the Months in Country
Information page, and if so, whether foreign
users are required to enter the number of
months they have been in this country.
Phone number settings

Specify which phone type do you want to display on the user's profile.
Procedure

3. Select the Phone number settings tab.
4. For each Phone type, specify if you want to make it visible on the user's profile.
You can display only Phone type with Active status.
Select fields to display on the student dossier

You can view a Student Dossier sample and include any, or all, of the optional fields.
Procedure

3. Select the Dossier tab.
4. Select each of the optional areas you want to make visible on student dossiers.
You can use the visible check box to enable or disable all areas.
Field Description
Address The student's address information.
Release Information Any restrictions there may be on releasing information for
the student. For example, Limited Access, No Release, or
Authorized Personnel Only.
Emergency contact The name and phone number of the student's primary and
secondary emergency contacts.

Profile
Field Description
Association A list of the groups the students join and whether they hold an
office within each group.
Academic Information about the student's coursework for each Year/
Term/Session.
Schedule A list of courses for which the students registered or placed
in their cart, along with the Day, Room, and Time for each
course.
• The academic period groups Traditional Courses.

• A separate Continuing Education heading, lists the not
ended Continuing Education courses.
Phone The student's phone numbers.

Residency Information The student's contact information while living on-campus.
Dorm Campus The campus on which the
student resides.
Building The dorm building in which the
student resides.
Room The room in which the student
resides.
Campus Phone The on-campus phone
number used to contact the
student.
Room Phone The phone number for the
student's dorm room.
5. If you want to change your selections, repeat the same steps.

Setup the preferred name information

Setup the gender identity information. Specify which fields users can view, edit, and if they require
approval from the administrator.
About this task

Procedure

3. Select the Preferred Name tab.

Profile
4. Set the Request handling options.
Field Description
Allow change Allows the Self-Service user (Student, Faculty
or other staff) to edit the Gender Identity
information.
If you do not check the option, the user will

only be able to view the Gender Identity
information.
Require approval Self-Service enables the Require approval,

only if you select the Allow change option. By
selecting the Require approval option, Self-
Service sends an approval to the administrator
for all the three fields (Preferred name,
Gender identity, and Pronoun).
5. Set the Form settings, check those Fields, users can view on user's profile.
You can check all by selecting Visible option.

Set up online forms
Set up online forms

If your institution allows people to submit inquiries online, apply admissions online, then you need to
set up the forms that people will use to submit their information.
Application form
If your institution allows people to apply for admission online, then you need to set up the
Application Form people will use to submit their information.
The Application Form is a process where a series of actions needs to happen first in PowerCampus
and then in Self-Service. After you create and define all the required settings in PowerCampus,
then you need to customize a layout in Self-Service and activate the Application Form, so that
prospective students can select it on the Self-Service Apply page. By default, PowerCampus Self-
Service use the Default Application Layout when you create your first Application Form, or
you can create a new layout and use it for the Application Form.
The below list shows how the Application Form work in PowerCampus Self-Service.
1. Create an Application Form in PowerCampus, see PowerCampus online help, Application Form.
2. Set up all the required fields in PowerCampus, see PowerCampus online help, Application
Form.
3. Create a new layout or customize the default layout of an Application Form in Self-Service.
4. Activate your Application Form in PowerCampus online help, Application Form.
Enable save options for incomplete applications
You can allow applicants to save incomplete applications, and display a message to let them know
they can continue later. As well, you can edit or disable the messages.
Procedure
1. On the main menu, go to Administration > Forms > Application.

2. On the save options section, click Enable saving incomplete application.
The Messages for saving window displays.
3. On the Footer instructions, enter the message you want to display.
Example, You can save you application and complete it later.
4. On the Confirmation message, enter the message you want to display.
Example, Application saved successfully.
5. Optional: You can edit the Messages for saving. On the right side of your messages, click
Edit and enter a new message.
6. Optional: You can disable the save option, click Enable saving incomplete application.

Set up online forms
Add a new layout of an application form
Use the default layout as it is, or create a new layout in which you can customize the labels of fields,
the name of the sections, add instructions, add your institution logo, images or other elements.
Procedure

2. Select Add Form.
3. Enter a form Name and Description to your new Application layout.
For example, you can name the Graduate Application Form layout as Graduate Application.
The name makes it easier for you to distinguish between different layout and their uses.
4. Select Save.
5. You need to save again your settings after you added the name and description.
6. Make any necessary changes to the layout for the application form.
a) Change the text on an application.
b) Change the application policy.
c) Change the order of the fields and sections on an application.
d) Add instructions on an application.
e) Add user defined field to the application layout.
f) Add components in an application.
g) Add a footer on an application.
h) Add a confirmation dialog on an application.
8. See Select the layout for an application form.
What to do next
Continue with the section Change the text on an application.
Change the text on an application
Use the edit button to change the text for headings, field names, instructions, and validation
messages for an application form.
Procedure

2. Select the Application Form you want to edit.

Set up online forms
3. Edit the layout for the application form you want to change by clicking on Edit in any of the listed
sections.
To Change Description
Heading on the Application You can display a different title and description
after you create an Application Form.
You cannot leave the same name after you

click on Edit.
*= Required error message You can change the text displayed in the
Required error message * to indicate a
mandatory field.
For example, in you Personal Information, you
can change the prefixGroup error message
as mandatory.
Section Titles You can edit the names of any of the sections
on the application form.
For example, you can change the heading for

the Contact Information section from Contact
Information to how can we contact you.
Instructions You can add, edit or delete the instructions to

some sections groups of the Application Form.
For example, you can add instructions in the

Field addressInformationGroup - Please
enter your primary address first.
Field Names You can change the name for any of the fields
on the Application Form.
For example, you can change the label in

the Field primaryCitizenshipGroup from
Citizenship to Primary Citizenship.
What to do next
Continue with the section Change the application policy.

Set up online forms
Change the application policy
PowerCampus includes a sample policy statement in the default application layout, so the
prospective students can confirm they provided accurate information on their application forms
before submit them.
About this task

When prospective students reach the end of their application forms, they need to read and accept
your school's Application Policy. When they select the Application Policy link, they will view the
policy statement specified in the application layout.
Procedure

3. Locate the School Policy section, and select it.
4. Edit customPolicyFields to make the necessary changes to the policy statement.
Field Description
School Policy By default, the School Policy section appears
at the end of the application form.
You can change the school policy name, using

the edit button.
Id On the field customPolicyFields, you can

change the PolicyAcceptedText Id. Example
Id= Policy0002
Content On the field customPolicyFields, you can
change the policy statement content. If you do
not specify a text for the PolicyMessage, any
application that uses the layout will not open
for prospective students on the Apply page.
You can add links in the content using [[and]].
You can insert any text between the [[<text> ]]
to correlate your link.
If you are displaying more than one URL in

the content, use | to separate them, and place
the URLs in the order you want them to be
displayed.
Text contains links On the field customPolicyFields, you can

add a link to your policy statement content,
using the check box option.
URL On the field customPolicyFields, you can
add the School Policy URL.

Set up online forms
Field Description
Text Size On the field customPolicyFields, you can
select a text size for your policy statement
content.
Text size: default, h1, h2, h3 or h4.
Color On the field customPolicyFields, you can

select a color text for your policy statement
content.
Default, error (red), primary or secondary

colors (color defined in the theme editor).
Label On the field policyGroup, you can change

the policy accept text label. Example: I accept
terms and conditions.
Size On the field policyGroup, you can select the
size to your policy accept field.
Field size: extra small, small, medium, large or

extra large.
Required error message On the field policyGroup, you can change the
required error message displayed when an
applicant selects Submit before selecting the
"I accept" option.
What to do next
Continue with the section Change order of the fields and sections on an application.
Change the order of the fields and sections on an application
You can change the order of the fields and sections on an application form.
Procedure


Set up online forms
3. Edit the layout for the application form you want to change.
Action Description
Change the order of the fields on the You can move fields within a section, using the
Application up and down buttons.
You can move fields from one section to

another on the application form, using the
move to button.
When you move fields from one section to

another, the data for a submitted application
still remains at the original sections in
PowerCampus, not in the sections in which
you moved the fields.
Change the order of the sections on the You can move sections around the application
Application form, using the up and down arrow buttons.
Delete a Section from the Application You cannot delete a section from Self-
Service. You need to omit the section in
PowerCampus, see PowerCampus online
help, Application Form. You cannot omit all
sections, as some values are mandatory.
Add a new section You can add a new section on the form, using
the Add new step button. Then, you can
move fields from a section to the new section,
using the move to button.
What to do next
Continue with the section Add instructions on an application.
Add instructions on an application
You can add instructions on an application form.
Procedure

3. You can customize the instructions of the following areas to inform applicants how to fill the
application form.
Step Field
Contact Information phoneGroup
Ethnicity and Race Information ipedsGroup

Set up online forms
Step Field
Academic Information programOfStudyGroup
Test Scores testScoreGroup
Emergency Contacts emergencyContactGroup
Employment employmentGroup
Education History educationGroup
What to do next
Continue with the section Add a user defined field to the application layout.
Add user defined field to the application layout
Add uploading fields like text, check box or drop-down fields which exist in the PowerCampus
UserDefinedInd table, or add non-uploading fields which will be only available in Handle
Application, and Self-Servicewill not store them in the database.
Before you begin

If you are adding uploading fields, make sure the field you want to add to the application form
already exists in PowerCampus UserDefinedInd table, see PowerCampus online help,
Application Form.
Procedure

2. Select the Application Form layout in which you want to include user defined fields.
3. Select the step in which you want to include a user defined field.

Set up online forms
4. Expand the step, and select Add new component button at the end of the step, and select
User defined field.
a) Add PowerCampus Id field.
If you are adding an uploading field, the Id needs to match with the Column name used in
PowerCampus.
If you are adding a non-uploading field, assign an Id.
For example, Field001.

b) Add Label field.
Label needs to match with the Window Prompt name used in PowerCampus.
c) Select a size box to display in the Applicant form.
d) Select a type option: check box, drop down list or text field.
e) If you will store the value in the user defined fields for your applicant, select Is uploading?
check box.
If you are adding a non-uploading field, leave the Is uploading? check box empty.
f) Select a data type option: nvarchar, date or time.
Type option needs to match with the Type selected in PowerCampus.
g) Select Is required? check box if you want to make this field mandatory.
h) Add a Required error message for the User defined component.
Example: This information is mandatory.
i) Add Max length field.
Max length needs to match with the Length name used in the User Defined.
j) Add a Out of range error message for the User defined component.
Example: Max characters exceeded.
k) Add a Custom script if you want to add a specific behavior on the component, for example
to initialize the value, or if you want to add a functionality on the component.
l) Save your settings.
What to do next
Continue with Add components in an application.
Add components in an application
You can add components on Application Forms to collect additional information,which enables
Application Handlers to process applications more efficiently.
Procedure

2. Select the Application Form layout in which you want to include user defined fields.

Set up online forms
User defined fields.
Component Description Fields

Image School's logo, or another • Id - Unique Id. Self-
image to display. Service does not detect
duplicate Ids.
• Source path - Image
location path.
• Alternate text - Text
description used when the
image in the web page
does not display.
Divider Text divider used to organize Id - Unique Id. Self-Service

the forms. does not detect duplicate Ids.
Text New field to include in any • Id - Unique Id. Self-
section. Service does not detect
duplicate Ids.
• Content - Text to display
in the form.
• Check box Text contains
links - Used to introduce
a link in your text.
• URL - Reference
to a web address.
Example: http://
www.example.com
• Text size - Text size for
your content.
• Color - Sets a color for the
text.
Email link To insert a clickable link to • Id - Unique Id. Self-

send an email. Service does not detect
duplicate Ids.
• Content - Text to
display for your email.
Example, Contact Ellucian
University.
• URL - Reference to an
email, adding the prefix
mailto: Example,
mailto:university@ellucian.com

Set up online forms

Phone link To insert a clickable link to call
• Id - Unique Id. Self-
to any phone number. Service does not detect
duplicate Ids.
in the form.
• URL - Reference to a
phone number, adding
the prefix tel: Example,
tel:5556987865
Button To insert a clickable button. • Id - Unique Id. Self-

Service does not detect
duplicate Ids.
in the button.
• URL -Reference
to a web address.
Example, http://
www.example.com
Html element To insert html language to • Id - Unique Id. Self-

design the Application form Service does not detect
text. duplicate Ids.
• Value - Html elements to
represent a text with a
desire format.
What to do next
Continue with Add a footer in an application.
Add a footer on an application
Use the footer to add information of your institution at the end of an Application Form layout.
Procedure

2. Open the Application Form layout in which you want to include a footer.
3. On the Application Form layout, expand the Footer option.

Set up online forms
4. Click on the edit button to enter all the required fields in the textId component.
Field Description
Id Self-Service needs to assign a unique Id for
the footer text.
Self-Service does not detect duplicated Ids.

Example Id= Footer0001
Content Self-Service displays the text entered here for

the layout footer.
Use [[and]] to add links in the content. You

can insert any text between the [[<text> ]] to
correlate your link.
Example: Contact admissions for support
Text contains links Check box used to add a link in the footer
layout.
URL Field used to add or edit an URL for the
content of the layout footer.
If you want to display more than one URL in

the URLs in the order you want to display
them.
Text Size Text size for the footer layout content.
Color Color text for the footer layout content.

5. Click on the edit button to enter all the required fields in the emailId component.
Field Description
the designated email.

Example Id= Email0001
your email.
Example: Contact Ellucian University

Set up online forms
Field Description
URL Self-Service displays the URL entered here for
your email. Use the prefix mailto: to display
correctly the email URL.
Example,
6. Click on the edit button to enter all the required fields in the phoneId component.
Field Description
the designated phone number.
Example Id= Phone0001
your phone number.
URL Self-Service displays the URL entered here

for your phone number. Use the prefix tel: to
display correctly the phone number URL.
Example, tel:5556987865
What to do next
Continue with Add a confirmation dialog on an application.
Add a confirmation dialog on an application
Use this section to add a confirmation dialog into an Application Form layout. The dialog should ask
applicants to confirm if they want to proceed with the operation.
Procedure

2. Open the Application Form layout in which you want to include a confirmation dialog.
3. On the Application Form layout, expand the Confirmation Dialog.

Set up online forms
4. Click on the edit button to edit the instructionId component.
Field Description
the footer text.

Example Id= Instruction0001

the layout footer.

Example: Are you sure you want to submit

your application?
layout.

them.

5. Click the edit button to edit the finishId component.
Field Description
the finish dialog.

Example Id= FinishDialog0001
the finish dialog.

Set up online forms
Field Description
URL Self-Service displays the URL entered here to
redirect the applicants to a web page.
Example, ellucian.com
What to do next
Continue with Select the layout for an application form.
Select the layout for an application form
In PowerCampus you need to select a layout for your application form. You can use the default
layout or your customized layout.
Procedure

2. Select the Admissions setflow.
3. From the Tools drop-down list, select Setup.
4. Open the Application Form.
5. From the Select Application Form drop-down list, select the Application Form you want to
update.
6. Select the Layout tab.
7. Specify the name of the layout to display it in the specified Application Form.
Layout Description
Default layout Self-Service comes with a default layout
configured, and you can use it for any
Application Form you create. The default
layout will appear in the Layout tab of
PowerCampus.
Layout name: Default Application
Layout
Your layout If you created a layout for the specified

application form in Self-Service, the new
PowerCampus.
Enter the exact name of the layout.
For example, LawApplicationLayout as

the name.

Set up online forms
Now that you have the name of the layout to display in the application form, make sure this
layout does not get deleted from Self-Service Form page. If PowerCampus cannot find the
layout for an application form in Self-Service, the Apply page will not work properly.
What to do next
Continue with Activate an application form.
Activate an application form
After you set up an application form, you need to activate the form, so that prospective students can
select it on the Self-Service Apply page.
To activate an Application Form, see PowerCampus online help, Application Form.
Inquiry form
If your institution allows people to submit inquiries online, then you need to set up the Inquiry form
people will use to submit their information.
The Inquiry Form is a process where a series of actions needs to happen first in PowerCampus and
then in Self-Service. After you create and define all the required settings in PowerCampus, then
you need to customize a layout in Self-Service and activate the Inquiry Form, so that prospective
students can select it on the Self-Service Apply page. By default, PowerCampus Self-Service use
the Default Inquiry Layout when you create your first Inquiry Form, or you can create a new
layout and use it for the Inquiry Form.
The below list shows how the Inquiry Form work in PowerCampus Self-Service.
1. Create an Inquiry Form in PowerCampus, see PowerCampus online help, Application Form.
2. Set up all the required fields in PowerCampus, see PowerCampus online help, Application
Form.
3. Create a new layout or customize the default layout of an Inquiry Form in Self-Service.
4. Activate your Inquiry Form in PowerCampus online help, Application Form.
Add a new layout of an inquiry form
Use the default layout as it is, or create a new layout in which you can customize the labels of fields,
the name of the sections, add instructions, add your institution logo, images or other elements.
About this task

If you use more than one type of inquiry form, you can copy the default layout file and then create a
different layout file for each of your inquiry forms.

Set up online forms
Procedure
1. On the main menu, go to Administration > Forms > Inquiry.

2. Select Add Form.
3. Enter a form Name and Description to your new Inquiry layout.
For example, you can name the Graduate Inquiry Form layout as Graduate Inquiry.
The name makes it easier for you to distinguish between different layout and their uses.
4. Select Save.
5. You need to save again your settings after you added the name and description.
6. Make any necessary changes to the layout for the inquiry form.
a) Change the text on an application.
b) Change the inquiry policy.
c) Change the order of the fields and sections on an inquiry.
d) Add instructions on an inquiry.
e) Add user defined field to the inquiry layout.
f) Add components in an inquiry.
g) Add a footer on an inquiry.
h) Add a confirmation dialog on an inquiry.
8. See Select the layout for an inquiry form.
What to do next
Continue with the section Change the text on an application.
Change the text on an inquiry form
Use the edit button (the pencil button) to change the text for headings, field names, instructions, and
validation messages for an inquiry form.
Procedure

2. Select the Inquiry Form you want to edit.
3. Edit the layout for the inquiry form you want to change, click Edit in any of the listed sections.
Heading on the Inquiry You can display a different title and description
after you create an Inquiry Form.
You cannot leave the same name after you

click on Edit.

Set up online forms
*= Required error message You can change the text displayed in the
Required error message * to indicate a
mandatory field.
For example, in you Personal Information, you

can change the prefixGroup error message
as mandatory.
Section Titles You can edit the names of any of the sections
on the Inquiry Form.
For example, you can change the heading for

the Contact Information section from Contact
Information to how can we contact you?.
Instructions You can add, edit or delete the instructions to

some sections groups of the Inquiry Form.
For example, you can add instructions in the

Field addressInformationGroup - Please
enter your primary address first.
Field Names You can change the name for any of the fields
on the Inquiry Form.
For example, you can change the label in

the Field primaryCitizenshipGroup from
Citizenship to Primary Citizenship.
What to do next
Continue with the section Change the inquiry policy.
Change the order of the fields and sections on an inquiry form
You can change the order of the fields and sections on an inquiry form.
Procedure


Set up online forms
3. Edit the layout for the inquiry form you want to change.
Action Description
Change the order of the fields on the Inquiry You can move fields within a section, using the
up and down buttons.
You can move fields from one section to

another on the inquiry form, using the move
to button.
When you move fields from one section to

another, the data for a submitted inquiry
still remains at the original sections in
PowerCampus, not in the sections in which
you moved the fields.
Change the order of the sections on the You can move sections around the inquiry
Inquiry form, using the up and down arrow buttons.
Delete a Section from the Inquiry You cannot delete a section from Self-
Service. You need to omit the section in
PowerCampus, see PowerCampus online
help, Inquiry Form. You cannot omit all
sections, as some values are mandatory.
Add a new section You can add a new section on the form, using
the Add new step button. Then, you can
move fields from a section to the new section,
using the move to button.
What to do next
Continue with the section Add instructions on an inquiry.
Add instructions on an inquiry form
You can add instructions on an inquiry form.
Procedure

3. You can customize the instructions of the following areas to inform applicants how to fill the
application form.
Step Field
Address Information addressInformationGroup
Contact Information phoneGroup

Set up online forms
Step Field
Academic Information programOfStudyGroup
Ethnicity and Race Information ipedsGroup
Activity Information activityGroup
Education History educationGroup
What to do next
Continue with the section Add a user defined field to the inquiry layout.
Add user defined field to the inquiry layout
Add uploading fields like text, check box or drop-down fields which exist in the PowerCampus
UserDefinedInd table, or add non-uploading fields which will be only available in Handle Inquiry,
and Self-Servicewill not store them in the database.
Before you begin

If you are adding uploading fields, make sure the field you want to add to the inquiry form already
exists in PowerCampus UserDefinedInd table, see PowerCampus online help, Inquiry Form.
Procedure

2. Select the Inquiry Form layout in which you want to include user defined fields.

Set up online forms
User defined field.
a) Add PowerCampus Id field.
If you are adding an uploading field, the Id needs to match with the Column name used in
PowerCampus.
If you are adding a non-uploading field, assign an Id.
For example, Field0011.

b) Add Label field.
Label needs to match with the Window Prompt name used in PowerCampus.
c) Select a size box to display in the inquiry form.
d) Select a type option: check box, drop down list or text field.
e) If you will store the value in the user defined fields for your applicant, select Is uploading?
check box.
If you are adding a non-uploading field, leave the Is uploading? check box empty.
f) Select a data type option: nvarchar, date or time.
Type option needs to match with the Type selected in PowerCampus.
g) Select Is required? check box if you want to make this field mandatory.
h) Add a Required error message for the User defined component.
Example: This information is mandatory.
i) Add Max length field.
Max length needs to match with the Length name used in the User Defined.
j) Add a Out of range error message for the User defined component.
Example: Max characters exceeded.
k) Add a Custom script if you want to add a specific behavior on the component, for example
to initialize the value, or if you want to add a functionality on the component.
l) Save your settings.
What to do next
Continue with Add components in an inquiry.
Add components on an inquiry form
You can add components on Inquiry Forms to collect additional information,which enables Inquiry
Handlers to process inquiries more efficiently.
Procedure

2. Select the Inquiry Form layout in which you want to include user defined fields.

Set up online forms
User defined fields.

Image School's logo, or another • Id - Unique Id. Self-
image to display. Service does not detect
duplicate Ids.
• Source path - Image
location path.
• Alternate text - Text
description used when the
image in the web page
does not display.
Divider Text divider used to organize Id - Unique Id. Self-Service

the forms. does not detect duplicate Ids.
Text New field to include in any • Id - Unique Id. Self-
section. Service does not detect
duplicate Ids.
in the form.
• Check box Text contains
links - Used to introduce
a link in your text.
• URL - Reference
to a web address.
Example: http://
www.example.com
• Text size - Text size for
your content.
• Color - Sets a color for the
text.
Email link To insert a clickable link to • Id - Unique Id. Self-

send an email. Service does not detect
duplicate Ids.
• Content - Text to
display for your email.
Example, Contact Ellucian
University.
• URL - Reference to an
email, adding the prefix
mailto: Example,

Set up online forms

Phone link To insert a clickable link to call
• Id - Unique Id. Self-
to any phone number. Service does not detect
duplicate Ids.
in the form.
• URL - Reference to a
phone number, adding
the prefix tel: Example,
tel:5556987865
Button To insert a clickable button. • Id - Unique Id. Self-

Service does not detect
duplicate Ids.
in the button.
• URL -Reference
to a web address.
Example, http://
www.example.com
Html element To insert html language to • Id - Unique Id. Self-

design the Inquiry Form text. Service does not detect
duplicate Ids.
• Value - Html elements to
represent a text with a
desire format.
What to do next
Continue with Add a footer in an Inquiry.
Add a footer on an Inquiry
Use the footer to add information of your institution at the end of an Inquiry Form layout.
Procedure

2. Open the Inquiry Form layout in which you want to include a footer.
3. On the Inquiry Form layout, expand the Footer option.

Set up online forms
4. Click on edit to enter all the required fields in the textId component.
Field Description
the footer text.

Example Id= Footer0001

the layout footer.

Example: Contact admissions for support
layout.

them.

5. Click on edit to enter all the required fields in the emailId component.
Field Description
the designated email.

Example Id= Email0001
your email.

Set up online forms
Field Description
URL Self-Service displays the URL entered here for
your email. Use the prefix mailto: to display
correctly the email URL.
Example,
6. Click on the edit button to enter all the required fields in the phoneId component.
Field Description
the designated phone number.
Example Id= Phone0001
your phone number.
URL Self-Service displays the URL entered here

for your phone number. Use the prefix tel: to
display correctly the phone number URL.
Example, tel:5556987865
What to do next
Continue with Add a confirmation dialog on an inquiry.
Add a confirmation dialog on an inquiry
Use this section to add a confirmation dialog into an Inquiry Form layout. The dialog should ask
applicants to confirm if they want to proceed with the operation.
Procedure

2. Open the Inquiry Form layout in which you want to include a confirmation dialog.
3. On the Inquiry Form layout, expand the Confirmation Dialog.

Set up online forms
4. Click on edit to edit the instructionId component.
Field Description
the footer text.

Example Id= Instruction0001

the layout footer.

Example: Are you sure you want to submit

your application?
layout.

them.

5. Click the edit button to edit the finishId component.
Field Description
the finish dialog.

Example Id= FinishDialog0001
the finish dialog.

Set up online forms
Field Description
URL Self-Service displays the URL entered here to
redirect the applicants to a web page.
Example, ellucian.com
What to do next
Continue with Select the layout for an inquiry form.
Select the layout for an inquiry form
In PowerCampus you need to select a layout for your application form. You can use the default
layout or your customized layout.
Procedure

2. Select the Admissions setflow.
3. From the Tools drop-down list, select Setup.
4. Open the Inquiry Form.
5. From the Select Inquiry Form drop-down list, select the Inquiry Form you want to update.
6. Select the Layout tab.
7. Specify the name of the layout to display it in the specified Inquiry Form.
Layout Description
Default layout Self-Service comes with a default layout
configured, and you can use it for any Inquiry
Form you create. The default layout will
appear in the Layout tab of PowerCampus.
Layout name: Default Inquiry Layout
Your layout If you created a layout for the specified

application form in Self-Service, the new
PowerCampus.
Enter the exact name of the layout.
For example, FreshmanLayout as the name.
Now that you have the name of the layout to display in the inquiry form, make sure this layout
does not get deleted from Self-Service Form page. If PowerCampus cannot find the layout for
an inquiry form in Self-Service, the Apply page will not work properly.

Set up online forms
What to do next
Continue with Activate an inquiry form.
Activate an inquiry form
After you set up an inquiry form, you need to activate the form, so that prospective students can
select it on the Self-Service Apply page.
To activate an Inquiry Form, see PowerCampus online help, Inquiry Form.

Requests
Requests
The Requests page allows the user to review, approve or deny submitted changes (demographic,
address and preferred name) to your institutions.
If your institution requires someone to review and approve users’ changes to their address,
demographic or preferred name, you must first enable them on the Profile page. For more
information see Profile section.
Edit unapproved addresses

Self-Service gives the institutions the opportunity to edit any submitted addresses before to record
them in the database.
Before you begin

You must already enabled the option Allow edit on the Profile > Address page.
Procedure
1. On the main menu, go to Administration > Requests > Address.

2. On the filter option, select one of the listed options.
• View all. Lists all existing addresses.

• New addresses. Lists new addresses.
• Address changes. Lists new request address changes. Columns New Address and
Current Address lists new addresses and currently addresses recorded on database
respectively.
3. Identify the address you want to edit and click the Edit button to open the Editing Address
page.
4. Enter the new values you want to modify.
After entered the new values, Self-Service needs to know when to make the new address as the
preferred.
5. Select an Effective date for the new address.
6. Select the Recurring option, if you want to use this address throughout Self-Service.
After saved all your settings, you need to approve the address changes. Changes will take
effect depending on the date selected previously.
8. Select the edited address and click Approve.
9. Repeat the edit procedure for each address you want to modify.

Requests
Approve address changes

If your institution requires to approve new addresses or address changes before to record them in
the database, you need to view and approve users' addresses.
Before you begin

You must already enabled the option Approval required on the Profile > Address page.
Procedure
1. On the main menu, go to Administration > Requests > Address.

2. On the filter option, select one of the listed options.
• View all. Lists all existing addresses.

• New addresses. Lists new addresses.
• Address changes. Lists new request address changes. Columns New Address and
Current Address lists new addresses and currently addresses recorded on database
respectively.
3. Depending on the option selected, view the addresses list waiting for approval.
Column Description
Name Displays the photo or avatar, ID and name of
the person who request the address change.
ID The ID of the person who request the address
change.
Current Address Address submitted for approval or when the
person submits a new address, the current
address is the address recorded on the
database.
New Address The new address for the person.
Edit Allows you to edit unapproved addresses.
Request Date The date on which the person entered the new
address.
4. Select the check box at the left of each person you want to approve or deny. To choose all the
address changes, select the check box in the column heading.

Requests
5. Click Approve or Deny.
Select To
Approve Approve the selected Current Address
or New Address, and record them in the
database.
On the student Profile page, the status of the

addresses changes from Pending Request to
Approved and the student can edit, delete, or
put them as preferred addresses.
Deny Reject the selected Current Address or New

Address.
On the student Profile page, the Status of the
addresses changes from Pending Request to
Request Denied, and the student can edit or
delete them.
Approve demographic changes

Self-Service gives the option to your institution to approve requests from users when updating
demographic information before to record them in the database.
Before you begin

You must already enabled the option Require approval on the Profile > Demographic page.
Procedure
1. On the main menu, go to Administration > Requests > Demographic.

2. View the list of people who did changes to their Profile page.
3. Next to the Request date, click View to open the Request page.
4. Review the current information and Approve the changes, or you can Deny or Cancel the
changes.
Options Action
Approve To approve user's changes and record them in
PowerCampus. The next time user enters to
the Profile page, the changes are visible.
Deny Reject the users' changes. Next time the
user enters to the Profile page, the original
information is still in place without updates.

Requests
Options Action
Cancel Self-Service returns to the list of people who
request changes to their Profile, without
approving or denying the user's change
request.
Approve preferred name

Self-Service gives the option to your institution to approve requests from users when updating
Preferred name information before to record them in the database.
Before you begin

You must already enabled the option Require approval on the Profile > Preferred Name page.
Procedure
1. On the main menu, go to Administration > Requests > Preferred name.

2. View the list of people who did changes to their Preferred name page.
3. Next to the Date of request date, click View to open the Request page.
4. Review the current information and Approve the changes, or you can Deny or Cancel the
changes.
Options Action
Approve To approve user's changes and record them in
PowerCampus. The next time user enters to
the Profile page, the changes are visible.
Deny Reject the users' changes. Next time the
user enters to the Profile page, the original
information is still in place without updates.
Cancel Self-Service returns to the list of people who
request changes to their Profile, without
approving or denying the user's change
request.

Continuing Education
You need to specify different options to set up online Registration for Continuing Education courses
at your institution.
Continuing education defaults

Set the defaults for Continuing Education registration.
Procedure
1. On the main menu, go to Administration > Continuing Education > Defaults.

2. Set all the Continuing Education academic defaults.
Option Description
Program Select the default Program type for Continuing
Education.
Degree Select the default Degree for Continuing
Education (for example, certificate).
Curriculum Select the default Curriculum for Continuing
Education (for example, undeclared, Theatre).
Population Select the default Population of students for
Continuing Education (for example, continuing
education, evening students).
Nontraditional program Select the default Nontraditional Program for
Continuing Education.
Class level Select the default Class Level for Continuing
Education (for example, graduate).
Department Select the default Department for Continuing
Education (for example, Fine Arts).
College Select the default College for Continuing
Education (for example, Nursing).
Application status Select the default Application Status for
Continuing Education (for example, conEd
application, confirmed).
Application decision Select the default Application Decision for
Continuing Education (for example, accepted).

Set options for continuing education

Set the registration period and the course, account creation, and validation options for Continuing
Education Registration.
Procedure
1. On the main menu, go to Administration > Continuing Education > Registration.

2. Enter the Registration time.
Option Description
Registration start Number of days before the course registration
opens.
Registration end Listed options.
• Registration ends before the course start

date.
• Registration ends after the course start
date.
Number of days Number of days before/after the course

registration closes.
3. Select the Account configuration.

The Account configuration is the default email type you want to define.
4. Select the course Options.
Option Description
Show sources Enables the "How did you hear about
us?" option when a new user creates a
PowerCampus Self-Service account.
Waitlist courses during registration Allow students to add their names to closed
courses which are on waitlist.
Students can drop courses Allow students to drop any of their ConEd
courses online.
Drop deadline ends Allow students to:
• Drop courses before the course start date.

• Drop courses after the course start date.
Students can change credit type Allow students to select the credit type for
courses with variable credit type.
Registration of waitlist pending courses Allow students to add courses on waitlist to
their shopping cart.

5. If you want to display a picture when a user register to a ConEd course, select Show course
picture.
a) On the File extension field, select one of the listed options.
b) On the Location field, select one of the listed options.
6. Select the Registration validations options.
Option Description
Time Conflicts Verifies that courses a student selects do not
meet at the same time.
Corequisites When a student selects a course which has
corequisites, verifies if the student also selects
the corequisites.
Prerequisites When a student selects a course, verifies
if the student mets all requirements for the
course. A course may have any, or all, of
these prerequisites:
• The student must take another course
before taking this course.
• The student must earn a minimum test
score to take this course.
When a student selects a course that has a

course prerequisite, verify that either:
• The student has completed the

prerequisite for the course.
• The student is currently enrolled in the
prerequisite. Because the prerequisite is
still in progress (has not been graded yet),
the student will be allowed to register for
the course.
In PowerCampus, the Allow Concurrent
setting is turned on for the course. The
student will be able to register for the course
and the prerequisite in the same session.
Instructor permission request The student must obtain the instructor's

permission to take this course.
Class availability When a student selects a course, Self-Service
verifies the course is available.
Credit limit Self-Service verifies the students do not
attempt to register more credits than the
allowed for the academic period.

Option Description
Cross tally Cross tallying allows different departments
to call the same course by their own unique
course names and course IDs. If you want to
check for cross-tallied courses, make sure
the student is not attempting to register to the
same Continuing Education course more than
once, check this option.
7. To enable assessments, select the Assessment type and Statement type options.
Option Description
Assessment Type Select an assessment type option.
• All term
• Term only
• Session
Statement Type Select an statement type option.
• Term/All sess + Cum

• Term/All sessions
• Term only + Cum
• Term only
• All sessions only
• Academic year
• Fiscal year
8. To enable online payments, select the Online payment options for Continuing Education.
Option Description
Online payment Select Online payment to allow students
to make credit card payments online when
registering to Continuing Education courses.
• Self-Service groups payments entered

through online registration in Batch
MMDDYYYY9991.
• Self-Service groups charges and credits
created through assessment in Batch
MMDDYYYY9990.
• Self-Service groups individual statements
generated through online registration in
Batch MMDDYYYY9984.

Option Description
Require online payment Required online payment when students
register to a course. The Bill me later option
will not be available when students try to
register to a course.
If you do not enable the Require online
payment option, students can select Bill
me later when registering to a course, and
students can pay at your institution's office,
and register the payment inPowerCampus.
Cash receipt code Code displayed on students' receipts for

payments made for their continuing education
courses.
Office Institution's office code used to track
payments for continuing education courses.
Charge current transaction only Used to specify the payment amount when
registering for continuing education courses.
If you do not enable this option, it will specify

the current assessed balance to pay.
What to do next
If you allowed users to pay online, you need to complete these additional steps.
• Set up your currency format for online forms, see Set up your system format.
• Make sure you completed the Online Payment Processing instructions in the PowerCampus
Self-Service Installation Guide.

PowerCampus User Management

Ellucian introduces the PowerCampus User Management application for managing users, and
storing user data related with their roles and site map options for Self-Service.
PowerCampus User Management is an application outside PowerCampus Self-Service to manage

user accounts, roles, assign permissions and customize the navigation for each role.
Application
In the application menu you can view the PowerCampus web applications you are using, and
update the claims catalog.
Claims update
If you perform an upgrade in your identity database, you need to update your claims through the
User Management application.
About this task

You need to execute this process every time you do an update in the identity database to get the
latest claims catalog.
Procedure
1. Log in to User Management.

2. In the main menu, select Application.
3. Select the identity application you want to use as Self-Service.
Example: /PowerCAMPUS
Claim catalog updated with the latest changes.
Users
The Users option allows you to assign roles, create, change password or delete users, only for
Identity provider user registered in PowerCampus.
Before to create or edit any users, consider the following:
• The user for which the account will be created, has a person record in PowerCampus.

• Parameters to consider when you create a user name:
– Max 50 characters.
– Must be unique for each application.
– Required field.
• Parameters to consider when you set a password:
– Minimum 7 characters.
– Must contain at least 1 numeric character.
– Must contain at least 1 alphabetic character.
– Required field.
Create user
You can create users only if you configured in Self-Service the authentication provider as Identity
mode.
Procedure

2. In the main menu, select Users.
3. In the Application drop down menu, select /PowerCampus.
4. Select Create Account.
5. Enter the following information.
a) Select Application= /PowerCAMPUS.
b) PeopleCodeId.
Example: P00000-9083
c) Set a password.
Change user password
You can update Identity user’s password.
Procedure

4. Enter the Username you want to change the password, and click Search.
If you do not enter any Username, the User Management application retrieves all Identity users
found in PowerCampus.

5. Select More and then select Change password.

6. Enter a new password.
To cancel the operation, Close the window.
8. Check if you can access with your new password.
Delete user
You can delete Identity users.
Procedure

4. Enter the user name and then click Search.
If you do not enter any user name, the User Management application retrieves all Identity users
5. Select More and then select Delete.
A confirmation windows appears to confirm if you want to delete the selected user.
6. Select Delete to remove user account.
If you want to cancel the operation, select Cancel.
Assign roles
You can select the roles you want to assign for a user.
Procedure

2. Select Users.
4. Enter the user name and click Search.
If you do not enter any user name, the User Management application retrieves all Identity users
5. Search the user to assign role.
6. Select More and select Roles.
7. Select the roles you want to assign to the user.
You can assign one or more roles to the user.

Roles
Roles option allows you to create, edit, delete, map roles with active PeopleTypes and site map,
only for Identity users registered in PowerCampus.
Parameters to consider when you create a role:
• Max 255 characters (alphanumeric and special characters allowed).

• Role needs to be unique.
• Required field.
Anonymous role
You need to create an anonymous role to specify which sitemap options will be available for
unauthorized users.
Create new roles
You can create new roles.
Procedure

2. Select Roles.
4. Select Add role.
5. Enter a unique role name.
Edit roles
You can edit roles.
Procedure

2. Select Roles.
4. Search the role you want to edit.
5. Select More and then select Edit.
6. Enter a unique role name.

Delete roles
You can delete Identity users.
Procedure

2. In the main menu, select Roles.
4. Search the role you want to delete.
5. Select More, and then select Delete.
A confirmation windows appears to confirm if you want to Delete the selected role.
6. Select Delete to remove role.
If you want to cancel the operation, select Cancel.
User Management application saves automatically your changes.
Record types
To map roles with active RecordType table or People Type.
Procedure

3. Search the role you want to map with the record type.
4. Select More and select Record types.
5. Select one or more Map People Types.
Sitemap options
Assign sitemap options to a role.
Procedure

3. Search the role you want to assign a site map or menu in Self-Service main menu.
4. Select More and then select Sitemap.

5. Assign one or more sitemap options to the selected role.

a) To make the sitemap options (menus) visible in the main menu, select the Show button.
If you select first the show button, the User Management application enables the sitemap
check box automatically.
b) Use the expand button to enable submenu options.
c) Optional: If you want to cancel the operation, select Cancel.
Anonymous role
People without user account or not logged into Self-Service are considered unauthorized users. You
need to assign the sitemap option menu to the unauthorized users or anonymous role.
Procedure

2. Select Roles.
4. Select Add role.
5. Enter the role name anonymous.
What to do next
Continue with sitemap option procedure.
Allowed sitemnap options for anonymous role.
• Admissions
• Planning
• Search
Sitemap
Use the sitemap to organize and customize your Self-Service's menu bar for all different users.
The allowed actions you can do in the site map are:
• Add a custom menu option.

• Add a custom submenu option, inside a current or custom menu.
• Edit submenu options.
• Edit custom menu options.
• Organize sitemap structure.

• Delete custom menu option.

• Delete custom submenu option.
• View the name format category associated to a default submenu option
Note: Before to execute any of the allowed actions or procedures in this section, you need to
update your claims through the User Management application.
You cannot delete default sitemaps and submenus.
Before to create or edit any role, you need to take in consideration the following:
• Text: Max allowed characters: 50.

• External link: Max allowed characters: 2048.
• Link opens in a new tab.
Add a custom menu option
You can add a custom menu option in Self-Service main menu bar.
Procedure

2. In the main menu, select Sitemap.
3. Select Add menu option.
a) Enter a unique sitemap name.
b) Enter an external link.
Example, https://www.example.com
Add a custom submenu
You can add a custom submenu option, inside a current or custom menu.
Procedure

3. Search the sitemap you want to edit.
4. Select View options.

5. Select Add submenu option.

a) Enter a unique name.
b) Enter an external link.
Example, https://www.example-2.com
If you entered an external link in the site map, User Management automatically disables the
link.
Edit submenu options
You can edit submenu options inside a current or custom menu.
Procedure

4. Select View options.
5. Search the custom submenu you want to edit.
6. Select Edit.
a) You can change the name of the custom sub menu.
b) You can change the external link.
Example, https://www.example-format.com
link.
Edit custom menu options
You can edit only custom sitemaps, it is not possible to edit a current sitemaps.
Procedure


4. Select Edit.
a) You can change the name of the site map.
b) You can change the external link.
Example, https://www.example-example.com
link.
Organize sitemap structure
You can organize sitemaps and submenu options using the drag and drop functionality, and move
them into the desired position where you want them to go.
About this task

The selected ordering position will display in Self-Service main menu.
Procedure

3. Search the sitemap you want to move.
4. Move the sitemap option by using drag and drop functionality.
You can drag and drop the submenu option as well.
6. Verify changes applied correctly in Self-Service main menu.
Delete custom menu option
You can delete custom sitemaps or menus. User Management does not allow you to delete default
submenus.
Procedure

3. Search the custom sitemap you want to delete.
4. Select delete.
A confirmation windows appears.
5. Confirm to delete the custom sitemap.

Delete custom submenu option
You can delete added custom submenus in a sitemap. User Management does not allow you to
delete default submenus.
Procedure

3. Search the custom submenu you want to delete.
4. Select delete.
A confirmation windows appears.
5. Confirm to delete the custom site map.
View the name format category associated to a default submenu

option
Use the sitemap option to view the Name format category associated to a default submenu. Each
Name format category use an active Name format. The Name format specify how people's name
displays throughout Self-Service.
Procedure

3. Search the sitemap you want to view.
4. Expand the site map by clicking on the view option button.
5. To view the name format category, click on the edit button of the submenu option.
6. Click Cancel.

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Ellucian's Privacy Statement is available at: www.ellucian.com/privacy.

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Access student photos from a virtual directory..............................................................29

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Set up online forms..................................................................................................................68

PowerCampus User Management.................................................................................... 104

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Change user password.......................................................................................................105

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The website setup menu have the following components:

View your system information

About this task

1. Select the administration tab.

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Set up your theme editor

About this task

1. Select the administration tab.

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Set up your system format

1. Select the administration tab.

a) Set up a people ID format.

Use the #0.00 characters.

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The following settings displays each value:

Currency Date and time Number format

7. Save your settings.

• Order values cannot have same values or be duplicated.

– Does not allow duplicated names.

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Add a name format

About this task

1. Select the administration tab.

• Smith Jr., John Michael

You need to specify the following sort order:

Display Order Name Part Separator Sort Order

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Edit format to display people's names

About this task

1. Select the administration tab.

Note: At least one name format must be active in Self-Service.

8. Save your settings.

Display Order Name Part Separator

Enable or disable name format

About this task

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1. Select the administration tab.

Table 1: Color coding

Set name format categories

About this task

1. Select the administration tab.

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5. Save your settings.

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Get the details from your payment provider

Note: The other parameters (TransactionAmount, TransactionDescription, and MerchantId)

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Set up your payment provider

About this task

1. Select the Administration tab.

Redirect your payment provider back to Self-Service

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