Questions and Answers
from Campus Solutions Training
Student Self-Service (Student Center)
Q: Does a student have an address type of "Billing"?
A. Yes; it will be used for student billing purposes.
Q: If a student updates his/her mailing address in Campus Solutions Self-Service, will the new address carry over to the HRMS (Human Resources) system, as well?
A. When the Admissions and Campus Community modules go live this July, bio-demo data updated in either Campus Solutions or HRMS will not automatically update the other system. For example, when bio-demo data (i.e. mailing address) is updated in Campus Solutions, that information will need to be manually updated in HRMS, as well. At some future point, an interface will run between the two systems and this duplicate data entry will not be necessary.
Q: Can a "Work" phone type be added for a student?
A: The "Business" or "Other" phone type can be used to store a student's work phone number.
Q: When a phone number moves from PS to ISIS--what happens if the phone number in PeopleSoft has spaces, or is otherwise incorrect?
A: No matter how a phone number is entered, PeopleSoft formats phone numbers in a pre-determined format: nnn/nnn-nnnn. The formatted number then moves to ISIS intact.
Q: When is a student presented with a FERPA screen (to restrict or release directory information)? At first login?
A: Students are not "presented" with the FERPA screen. Students will have to navigate to the FERPA page to either restrict or release directory information. The path to this page is from the Student Center: click on the drop-down arrow in the "Personal Information" section and select "Privacy Settings" from the list.
Q: If a student or employee saves incorrect CC information -- for instance, an address -- as the result of a typographical error, is it necessary to add a new effective-dated row to correct the information? What if a communication needs to go out today -- how can the information be corrected immediately?
A: Yes, it will be necessary to add an effective-dated row for the next day if the record has been saved. It is important to have the record that the address was wrong, even for a short period, and that something might have been sent there. However, a person with Correct History ability (typically Registrar Office staff) could overwrite the incorrect information to get an immediate fix.
Q: Will the "Commuter" housing option be used?
A: No. Only "Off-Campus" and "On-Campus" should be used.
Q: Will we really add an I-20 for each campus for international students on the Visa/Permit Data page?
A: Yes, you need to add an entire new page (row) for each F-1 visa being tracked. If a student applies to two universities, have one page (row) for each F-1 application, AND change the supporting document that is populated as "I20-ID" to the campus-specific I20-ID.
Q: Are Admissions comments permanent, just as 3C comments are permanent? Can they be removed or only appended to? Do Admissions comments become part of a student's permanent record?
A: Admissions comments are removable and may be edited.
Q: When should the UMS-created Application Quick Add be used instead of the regular Application Entry?
A: Use Application Quick Add when adding an application for an individual who does not apready exist in Campus Community.
Q: When is Program Addition used?
A: Program Addition is used to add multiple programs to a single application.
Q: When do you add a Program layer to an existing application?
A: When there is a chnage in the program. When adding a new program row ("layer"), appropriate choices for Program Action and Program Reason should be selected. When viewing an application, the most recent change is displayed.
Q: Is it necessary to effective-date a new program layer for a future date if a layer exists on the same date? In other words, can a program change be made on the same day?
A: A program change can be made on the same day without creating a new effective-dated row.
Q: Will one campus be able to see an Application Summary for an application on another campus?
A: As this PeopleSoft component is delivered--the default--yes.
Q: Will transcripts/reference letters/etc. be sent to the Shared Processing Center?
A: Yes, although at certain times of the year, just before the semester begins, it may be more efficient and service-oriented for the campuses to enter the data into PeopleSoft and then send the credentials to the Shared Processing Center for linking and disposal. The rules around that are being discussed by the Document Management Admissions Team.
Q: What happens when a transcript/reference letter is sent to the Shared Processing Center before the application is received and entered?
A: All documents will get imaged and linked to a person if possible. If the person is not in PeopleSoft, a temporary ID will be assigned in ImageNow, allowing for retrieval later--and assignment of the actual EMPLID--when the application comes in.
Q: Will an application ever be marked as "Complete" in the Student Services Center?
A: No, the completion of application checklists will be handled by each admissions officer. The student will see no missing items in the To Do list if all checklist items are completed.
Q: When all checklist items for an application are marked "Complete," will the applicaiton be automatically marked "Complete?"
A: No, it must be manually checked and unchecked if additional docs are needed after a review determines that new docs are needed.
Q: Can an application be marked "Complete" when checklists are not yet marked "Complete?"
A: Yes.
Q: When test scores are entered manually, will the appropriate items be automatically marked "Complete" on a student's checklist?
A: When manually entering test scores, be sure to check the "Checklist Item Update" box. Then, when a program is run--probably overnight--the particular test score checklist item will be marked as "Complete" on the checklist.
Student Self-Service (Student Center)
Q: Can a student see more information--for instance, the name of the school for which a transcript is required--in the Student Center ToDo section?
A: Yes. An Org ID -- a number which corresponds to a specific external education organization -- can be added to the "High School Transcript" checklist item, or a name can be added to the "Reference Letter" checklist item. Other checklist items may have different fields which can be customized in a similar manner.
Q: Will a student see when an application is marked "Complete" in the Student Center?
A: The student will see no missing items in the "To Do" list if all application-related checklist items are completed.
Q: Will changing the password in PeopleSoft change the LDAP (@maine.edu) e-mail password?
A: The password cannot be changed in PeopleSoft. The @maine.edu e-mail login & password are used to log in to the PeopleSoft portal. To change this password, use the "Change your UNET account password" link on this page: http://mail.maine.edu/.
Q: Can there be links to FirstClass/BlackBoard/WebCT/etc. available to students on the Student Center page?
A: There are currently two links on the Student Center page: a link to WebDSIS and a link to www.maine.edu. Technically, we are limited to three links on the Student Center page so careful consideration must be given to what links are made available.
Q: Will users have "My Favorites" in the Campus Solutions production system?
A: Yes. All employees will have the ability to add to the Campus Solutions "My Favorites" menu item. This will allow quick access to frequently accessed pages.
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June 27, 2006