processing enrollment
TRANSCRIPT
Enterprise Information Systems Financial Management + Human Resources + Student Administration
Processing Enrollment Verifications
Business Process Guide
Updates
Date Action Page(s) 10/24/03 Last Update 05/28/04 Combined On Demand with Batch ALL 06/02/04 Added Recurrence Definitions 11 3/21/07 Updated navigation for version 8.9. 8/23/07 Updated screen shots for version 8.9 110
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Table of Contents
Processing Enrollment Verifications Overview.......................................................................................... 1
1.0 Processing Enrollment Verifications.......................................................................................... 2
1.1 Requesting the Enrollment Verification ................................................................................. 2
1.2 Identifying the Recipient of the Verification Letter.................................................................. 4
1.2.1 Send to Requestor ........................................................................................................... 4
1.2.2 Send to an Organization .................................................................................................. 5
1.2.3 Send to a Third Party ....................................................................................................... 6
1.3 Making Notes on the Verification Letter................................................................................. 7
1.4 Printing an On Demand Request .......................................................................................... 8
1.5 Maintaining Begin & End Dates for Nightly Processing........................................................ 10
1.5 Printing Verifications the Following Day .............................................................................. 11
1.6 For Registrar Only: ............................................................................................................. 13
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Processing Enrollment Verifications Overview
An Enrollment Verification form is a printed statement of a student’s academic information that a student can submit to an insurance agency, employer, or other third party who needs to know that the student is enrolled.
In PeopleSoft SelfService, students will be able to print their own unofficial copies of their enrollment verification. In addition, as described below, official enrollment verifications can be printed, as students request them, in order to be sent out by the CWU Records office. Follow the steps below in order to generate official enrollment verification for a student.
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1.0 Processing Enrollment Verifications
1.1 Requesting the Enrollment Verification Home > Records and Enrollment > Enrollment Verifications > Enrollment Verification
Steps for Completing the Requesting the Enrollment Verification Process
1. Enter the student’s CWUID in the ID field, or you can enter any part of the last or first name to locate the student.
2. Click the Search button. If shown in a list, click on the student you are requesting enrollment verification for.
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3. Each time a student requests a verification letter; the request is retained in the system. Therefore, if there is a request already here, you must use the blue plus sign to add another request.
You can review the dates and terms the prior requested was printed for, by whom, when and where it was sent. The status at the top of the page will switch to ‘Completed’ for a request that has been generated and the request will be grayed out.
4. Enter CWUID Institution if available. This should default in. If Academic Institution says Invalid Value it means the student has not yet been term activated. You may still save the request with a blank Institution and a future Print date, and if the student becomes term activated, it will print the verification on the future date.
5. The Date to be Printed will default as the current date. If you need to, you can set this
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to a date in the future, when the nightly process is run, it will then print this verification letter on the date specified.
6. You can enter a From Term and a To Term if desired. The only terms that the system will allow you to enter are those the student has been term activate. Leaving the From and To Term fields blank will print the entire term array for this student. If you wish to print just a single term, enter the same term as the From and To Term.
7. Current Program checkbox will be checked as a default. This indicates that the student’s current program will print on the verification letter.
8. Earned Degrees checkbox will be checked as a default. This indicates that the student’s degrees earned will print on the verification letter.
9. Cum and Term GPA checkbox will not be checked as a default. By checking this, the student’s term and cumulative GPA’s would print on the verification letter.
10. Go to the Address tab.
1.2 Identifying the Recipient of the Verification Letter
Steps for Completing Identifying the Recipient Process
1.2.1 Send to Requestor 11. By checking the Send to Requestor checkbox, the student’s name will populate in the
Send to: field. This may be overwritten when necessary. 12. The Address Type field will appear with the active address types the student has in the
system. Choose the appropriate address type. 13. Once the address type is chosen, the address will populate with what the system has
recorded for the student for that address type. The Send to: address may be overwritten when necessary.
14. Indicate the Number of Copies. This indicates the number of copies going to that specific address.
15. If you need to enter multiple addresses for the verification, then use the plus sign to insert additional addresses.
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16. Go to the Notes tab and step 1.3, if necessary. If not, Save your work. 17. If this is an ondemand request, go to step 1.4 Printing an On Demand Request. If not
go to step 1.5, Processing Enrollment Verification Requests in Batch.
1.2.2 Send to an Organization 18. By checking the Specify External Org ID, the system will allow you to choose from a list
of predetermined external ID’s. If you find yourself entering the same address multiple times, term after term, please speak with your supervisor about having that Organization added to this table.
19. Use the magnifying glass to look up the specific Org ID.
20. You can enter a variety of information to find the Organization you are looking for.
Do not leave all fields blank in the Lookup options; your return will be too large to review.
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21. After you have chosen the appropriate Organization, click on the Locationmagnifying glass to review to location addresses. Choose the appropriate Location.
22. Once this has been done, the address will populate. The Send to: address may be overwritten.
23. Indicate the Number of Copies. This indicates the number of copies going to that specific address.
24. If you need to enter multiple addresses for the verification, then use the plus sign to insert additional addresses.
25. Go to the Notes tab and step 1.3, if necessary. If not, Save your work. 26. If this is an ondemand request, go to step 1.4 Printing an On Demand Request. If not
go to step 1.5, Processing Enrollment Verification Requests in Batch.
1.2.3 Send to a Third Party
27. Enter the name of the recipient in the Send to: field.
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28. Enter the Country code. Once this is done the rest of the address fields will appear. 29. Select link and enter the Address. 30. Indicate the Number of Copies. This indicates the number of copies to this specific
address. 31. If you need to enter multiple addresses for the verification, then use the plus sign to
insert additional addresses. 32. Go to the Notes tab and step 1.3, if necessary. If not, Save your work. 33. If this is an ondemand request, go to step 1.4 Printing an On Demand Request. If not
go to step 1.5, Processing Enrollment Verification Requests in Batch.
1.3 Making Notes on the Verification Letter
34. If necessary, enter an appropriate note to be printed at the bottom of the enrollment verification.
35. If this request has multiple addresses entered on the Address page, then you need to use the lower set of left and right arrows to make sure you are entering the Note for the appropriate address/recipient.
36. Save your work. 37. If this is an ondemand request, go to step 1.4 Printing an On Demand Request. If not
go to step 1.5, Processing Enrollment Verification Requests in Batch.
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1.4 Printing an On Demand Request
Steps for Completing the Printing an OnDemand Request Process
38. From the Enrollment Verification Req tab, click the Print button.
The Date to be Printed should be the current date if you are printing this as an ondemand request.
39. Click the Report Manager link.
40. The Process Type must be set to Crystal. 41. Use the Refresh button to update the Status until it reads Posted. 42. Click the View link.
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43. Click the .PDF link file. 44. Adobe Acrobat will open. Once open you can choose to print it and to what printer.
45. Once you have confirmed the report printed, close Acrobat. Check the checkbox in the Select column for the Enrollment Request that was just printed. Click the Delete button.
DO NOT DELETE ANY OTHER PROCESS REQUESTS THAT ARE LISTED HERE!
46. Click the Go back to Enrollment Verification Req link. The process is complete.
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The following steps are for Record Managers only.
1.5 Maintaining Begin & End Dates for Nightly Processing Home > Records and Enrollment > Enrollment Verification > Enrollment Verification Print
Steps for Completing the Maintaining Begin & End Dates for Nightly Processing
47. Enter ENRL_VERIF as the Run Control ID. 48. Click the Search button.
49. Each month the Begin Date must be set to the beginning of the month and the End Date to the end of the month. Note: When the nightly batch print process is run, the Begin and End Dates on the run control are compared against the Request Date of each Enrl Verification request (not the Date to be Printed) to determine which requests to print. As long as the Date to be Printed is less than or equal to today’s date, then the verification will print.
50. The Unprinted Requests Only checkbox must be checked.
VERIFICATION LETTERS WILL NOT BE PROCESSED IF THE BEGIN AND END DATES ARE NOT UPDATED EACH MONTH.
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51. Click the Save button.
1.5 Printing Verifications the Following Day Home > Reporting Tools > Report Manager
52. When the process completes successfully, in Report Manager you should see report output that says Printing Enrollment Ver.–Bat and it will be dated either late the prior business day or early the following morning.
53. Click the View link.
54. Click the .PDF link file. 55. Adobe Acrobat will open. Once open you can choose to print it and to what printer.
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The following information will print on the Verification letter:
Enrollment Verification as of 6/2/2004 Name: Dever S Ballard ID Nbr: 10319440
Dever Ballard 1900 N Alder St Apt 44 Ellensburg, WA 98926
Current Program of Study Undergraduate Career Academic Program Undergraduate Exp Comp Dt (Blank if student has not applied for graduation yet) Academic Plan Degree Declare Dt Undeclared 09/26/2001 SubPlan (Blank if student does not have one)
Enrollment History Term Career Begin Date End Date Units Status Fall 2001 UGRD 09/26/2001 12/14/2001 10.00 3/4 Time Winter 2002 UGRD 01/03/2002 03/15/2002 7.00 HalfTime Spring 2002 UGRD 03/26/2002 06/07/2002 15.00 FullTime Fall 2002 UGRD 09/25/2002 12/13/2002 7.00 HalfTime Winter 2003 UGRD 01/07/2003 03/21/2003 9.00 3/4 Time
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1.6 For Registrar Only:
56. Due to CWU’s server configuration, this process must be run in twosteps. First select Server PSUNX and check the checkbox on the lefthand side for the COBOL SQL process as shown above. COBOL SQL can only be run on PSUNX.
57. Choose the ENRL_VERIF Recurrence. 58. Click OK that will return you to the Enrollment Verification Print page. 59. Click the RUN button again in order to submit the second part of the process.
60. For the second part of the process, select Server PSNT. This is necessary because the PSNT box is the only place that Crystal jobs can be run. On the lefthand side select the checkboxes for the two Crystal jobs as shown above.
61. Select Type = Web and Format = PDF. 62. Select ENRL_VERIF_NT as the Recurrence and click OK.
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