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Copyright 2009 – University of Nevada, Las Vegas and CedarCrestone, Inc. BPG – Graduate College Adding/Updating Checklists
Student Administration - Admissions
University of Nevada, Las Vegas
Graduate College
Business Process Guide [AD031]
Adding/Updating Checklist Items
DOCUMENT INFORMATION
Module Admissions and Recruitment
Author Laurie Cantwell
eReference
DOCUMENT HISTORY
DATE BY ACTION PAGES
08.04.2009 Laurie Cantwell Final Draft 21
08.25.2009 Laurie Cantwell Final Sign Off 21
Copyright 2009 – University of Nevada, Las Vegas and CedarCrestone, Inc. BPG – Graduate College Adding/Updating Checklists Page i
DOCUMENTATION REVIEW & APPROVAL FORM
Review/Approval History
REVIEW/APPROVAL HISTORY
DATE REVIEWER/APPROVER POSITION ACTION
08.07.2009 Kara Takekawa Janine Barrett
SME – Graduate College Approved
08.04.2009 Katie Collins Module Lead
DOCUMENT PLAN
Audiences
DOCUMENT PLAN
PRIMARY AUDIENCES SECONDARY AUDIENCES
Graduate College
Admission Evaluators
Front Office Staff
Graduate College
Associate Deans
Directors
Associate Directors
Assistant Directors
Document Objectives:
Enable end users to determine initial residency status for applicants
Enable end users to use the PeopleSoft application to perform this process
Provide the basis for End User Training Materials
Document Media (check all that apply for final product)
Bound paper copies
MS Word file of Master Copy on secured drive
PDF file on shared drive
PDF file on Web
Other:
Copyright 2009 – University of Nevada, Las Vegas and CedarCrestone, Inc. BPG – Graduate College Adding/Updating Checklists Page 1
TABLE OF CONTENTS
Topic Page
1 Process Overview ...................................................................................... 2
2 Related Information .................................................................................... 3
2.1 Helpful Hints....................................................................................................................... 3
3 Adding a Checklist and/or Checklist Item to a Person ........................... 5
4 Updating a Checklist Item ....................................................................... 11
4.1 Updating by Person ......................................................................................................... 11 4.2 Updating by Checklist ..................................................................................................... 13
5 Expected Outcomes ................................................................................. 16
6 Appendix A: Rules for Updating Items ................................................... 17
7 Appendix B: Checklist Items ................................................................... 18
Copyright 2009 – University of Nevada, Las Vegas and CedarCrestone, Inc. BPG – Graduate College Adding/Updating Checklists Page 2
1 Process Overview
The 3C’s denote the way we can track and interact with people in the PeopleSoft system. Using the 3C communication methods, we can deliver notifications and communications based on PeopleSoft ID numbers. 3C update/inquiry groups provide user-level security access to 3C functionality. This security provides or restricts the users’ ability to add or edit the 3C data. Checklists are part of the PeopleSoft 3C’s. Checklist management enables users to create lists of items, attach that information to a person or organization and monitor the status of that item(s).
Checklists and checklist items are determined during set up of PeopleSoft and are associated with a specific administrative function (such as Admissions, Financial Aid, etc.). In admissions, checklists are created for different stages in the application cycle (such as Applicant Checklist, Admit Checklist, etc.) or can be used administratively to manage workflow. Users associate a checklist with a person or an organization and that checklist is used to provide an applicant with a list of outstanding application items or tasks. Checklists can be used to control an applicant’s progress through the automated admission cycle in PeopleSoft or manage workflow with a specific application or group of applications. Checklists and checklist items can be summarized, secured during set up to disallow alteration or edits and displayed on student self service.
Checklists and checklist items are added to a person’s record and updated in batch (using a Query Based Update) or manually. This Business Process Guide outlines the steps necessary to add or update checklists and checklist items on a person’s record.
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2 Related Information
PREREQUISITES AND ASSUMPTIONS
PREREQUISITE/ASSUMPTION DETAIL
Training Class User has attended introductory PeopleSoft class.
Need to define what this class is going to be, but I know it will be a prerequisite.
Security User has been granted necessary security to enter application
Search/Match User can perform search/match process
KEY DEFINITIONS
TERM/ACRONYM DEFINITION
Academic Career Grouping of all academic work undertaken by a student that the school accumulates into a single student level (e.g. undergraduate, graduate, law, etc.). A student can have multiple careers.
Academic Program The entity in the university in which an academic plan is housed (e.g. department).
Academic Plan The entity in the university to which a student applies, is admitted and graduates (e.g. degree program).
Academic Sub-plan An area of specialization within an academic plan (e.g. concentration, track)
BPG Business Process Guide
NSHE Nevada System of Higher Education
QBU Query Based Update
2.1 Helpful Hints
√ Buttons appear on many pages in the system to enable you to transfer directly from that page to another page within the same administrative function, to generate or review a comment for the individual or organization whose information you are currently viewing.
√ Refer to the User Default BPG to set user defaults to reduce keystrokes.
√ In this Business Process Guide, a tab refers to the entire page, an area on a page with a brown bar along the top is referred to as a “field.” An area with a blue bar will be referred to as a “table.”
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Table
Tab
Field
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3 Adding a Checklist and/or Checklist Item to a Person
Checklists can be added to a person or organization; however they must be tied to an administrative function. All Admissions checklists will be tied to the Application Data Page by using the administrative function ADMA – admissions application. This section describes the steps necessary to add a checklist or checklist item to a person. Please note, you cannot add an individual item to a person, a checklist must be added.
Step 1 You may navigate to the Checklist page from one of two places. Navigate there after you have completed manually entering an applicant in the system or from sign on to PeopleSoft.
To navigate from the sign on to PeopleSoft, follow the component navigation below.
Component Navigation:
Menu Campus Community Checklists Person Checklists Checklist Management Person
1. Click the Add a New Value tab.
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2. Enter the applicant’s ID in the ID field. To locate the applicant’s ID, refer to the Search/Match BPG.
3. Click Add.
To navigate from an application, click on the Comment Jump Icon in the right corner of the following screens:
Applicant Program Data
Application Data
Applicant School/Recruiting
Applicant Student Response
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Navigating from the Checklist Jump Icon opens in a new window. If you have a Pop Up Blocker enabled on your web browser the new window will not open. Turn off the Pop Up Blocker to allow for the Comments page to open.
Step 2 Tab #1 Checklist Management 1
Checklist Management tab #1 contains information related to the overall checklist. On this page, you will be establishing the overall checklist to be added to the individual.
Data Entry
1. Administrative Function: This field ties the comment to an administrative function. Click on the magnifying glass to the right of the field. This will jump you to a list of administrative functions.
a. If you are adding an Admissions comment – select ADMA: Admissions Application
If you jumped from an application page, make sure you check that the administrative function is set to ADMA. It will pre-populate with a different administrative function code depending on the page from which you came.
Clicking on the appropriate Administrative Function will jump you back to the Person Comment page and populate the field.
You can key in ADMA in the Administrative Function field and hit enter. If a description appears to the right of the field, you may skip navigating to the Administrative Function Look up table (clicking on the magnifying glass).
2. Checklist Code: This field contains the code associated with the checklist you will be adding.
Click on the magnifying glass to the right of the field. This will jump you to a list of checklist codes. Click on the link associated with the appropriate Checklist Code. This will jump you back to the Checklist Management page, and populate the field.
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Checklist Code
Description Admin. Function
Display in Self Service?
Checklist Type
GRAPPL Graduate Applicant ADMA Yes Requirements
GRDEPT Graduate Department ADMA Yes Requirements
GRADMT Graduate Admit ADMA Yes Requirements
GRSUPP Graduate Supplemental ADMA Yes Requirements
3. Status: This field indicates the overall status of the checklist. If any individual checklist items are outstanding on a checklist, the status will reflect those outstanding items. This status drives other processes within PeopleSoft (i.e. Evaluation, Matriculation, etc.). When adding a checklist manually, it is likely the checklist status will be Initiated.
DEFINITIONS
CHECKLIST STATUS DEFINITION
Initiated Checklist has been added to the persons record, all or some items are outstanding
Complete All checklist items in the overall checklist are complete or waived.
4. Due Date: This field allows UNLV to set up a date overall checklist item is due. This is the date by which the entire checklist must be completed for the individual. Due dates vary based on checklist. The Due Date will auto-populate based on the checklist you selected. Do not change this date.
5. Comments: This field contains comments that further define or identify the checklist for the individual. Type in any relevant comments for the checklist you are adding to the individual.
6. Variable Data Button. Variable data is data indicating career, career number, application number and application center. If variable data is required, the Variable Data button is available. Click on the Variable Data button and select the variable data for which the checklist is applicable.
a. Career: This field ties the checklist to a specific career. Click on the magnifying glass to the right of the field and click on the appropriate career.
b. Application Nbr: This field ties the checklist to a specific application for an individual. Enter the application number to which you intend to tie the checklist.
If no variable data is required or allowed for the administrative function, the Variable Data button is unavailable (grayed out).
Step 3 Tab #2 Checklist Management 2
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Checklist Management tab #2 contains the individual items that make up the overall checklist. On this page you will be selecting and adding all checklist items that are added to the overall checklist.
Data Entry
7. Sequence: This field indicates the number of the checklist item you are entering in the list of checklist items for this individual. The system automatically enters the next sequential number for each checklist item that you add. Do not change this number.
Many checklists will have a pre-determined set of items. To view a list of the items associated with each checklist, refer to Appendix A. To add items to the list, continue with steps 8 - 13
8. Item: This field contains the code for the checklist item(s) you are adding to the checklist. The available item codes are from the Checklist Item Functions page for the administrative function
selected. Click on the magnifying glass to the right of the field. This will jump you to a list of checklist items. Click on the checklist item you wish to add to this checklist, you will be jumped back to the Checklist Management 2 page and the field will be populated with the item. Refer to the table below to determine which checklist items are to be added.
9. Status: This field indicates the status of the individual checklist item. UNLV will be marking items in three ways
Initiated Checklist item has been added to the checklist and item is incomplete (information received or task incomplete)
Waived Checklist item has been added and administratively waived based on additional information
Complete Checklist item is complete (item received or task complete)
Select the appropriate status from the pull down menu. 10. Status Date: This field indicates the status date of the checklist item indicating when the status
was added or modified. The field defaults to today’s date, do not change this date.
11. Due Date: This field allows UNLV to set up a date the checklist item is due. This is the date by which the checklist item must be addressed or completed for the individual. This date will auto-populate based on the checklist item you selected. Do not change the date.
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12. Responsible ID: This field indicated who placed the checklist item on the checklist. The default ID is that of the user who created the checklist on the Checklists page. You can manually override the ID to reassign responsibility to your ID. The system displays the name of the individual with that ID.
13. If you need to add additional checklist items, click on the plus icon to in the upper right hand corner of the page. Follow steps 7-12 to add the next item. Continue adding checklist items until the checklist item list is complete.
Click . You are finished adding a checklist.
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4 Updating a Checklist Item
Once a checklist is added to a person, items it can be updated either by checklist or person. To update by person, you must know the Sequence Number of the item you wish to update. If you do not know the sequence number, choose to update by checklist. This section describes the steps necessary to update checklist items.
Refer to the Rules for Updating Items section to determine when to update a checklist item.
4.1 Updating by Person
Step 1 To update a checklist item by person, you will be navigating in from sign on to PeopleSoft.
Component Navigation:
Menu Campus Community Checklists Person Checklists Item Update by Person
There are several steps you can take to locate an applicant’s checklist item from this screen.
1. If you have an applicant’s ID number, enter it into the ID field and click search.
2. If an applicant submitted a social security number on their application, enter their SSN in the National ID field and click search.
3. If the applicant has a name that is distinguishing, enter the first and last name in the Last Name and First Name field and click search.
4. If you know the Checklist Code, Sequence Number or Administrative Function you can enter that information in this field.
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5. If you have tried steps 1 – 4 and are still unable to locate the applicant’s record, open a new window by clicking on the New Window link in the upper right hand of the screen. In the new window, Search for the applicant following instructions from the Search/Match BPG
Step 2 From your search results, choose the checklist item you plan to update based on sequence number. Click on the appropriate sequence number.
Step 3
Data Update
14. Item Status: This field indicated the status of the checklist item. Use the table below to determine the Item Status.
DEFINITIONS
CHECKLIST STATUS DEFINITION
Initiated Checklist item has been added to the checklist and item is incomplete (information received or task incomplete)
Waived Checklist item has been added and administratively waived based on additional information
Complete Checklist item is complete (item received or task complete)
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4.2 Updating by Checklist
Step 1 You may navigate to the Checklist page from one of two places. Navigate there after you have completed manually entering an applicant in the system or from sign on to PeopleSoft.
To navigate from the sign on to PeopleSoft, follow the component navigation below.
Component Navigation:
Menu Campus Community Checklists Person Checklists Checklist Management Person
There are several steps you can take to locate an applicant’s checklist from this screen.
6. If you have an applicant’s ID number, enter it into the ID field and click search.
7. If an applicant submitted a social security number on their application, enter their SSN in the National ID field and click search.
8. If the applicant has a name that is distinguishing, enter the first and last name in the Last Name and First Name field and click search.
9. If you know the Checklist Code or Administrative Function you can enter that information in this field.
If you have tried steps 1 – 4 and are still unable to locate the applicant’s record, open a new window by clicking on the New Window link in the upper right hand of the screen. In the new window, Search for the applicant following instructions from the Search/Match BPG.
To navigate from an application, click on the Comment Jump Icon in the right
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corner of the following screens:
Applicant Program Data
Application Data
Applicant School/Recruiting
Applicant Student Response
Step 3 Navigate to Checklist Management Tab #2
Data Update
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15. Item Status: This field indicated the status of the checklist item. Use the table below to determine the Item Status.
DEFINITIONS
CHECKLIST STATUS DEFINITION
Initiated Checklist item has been added to the checklist and item is incomplete (information received or task incomplete)
Waived Checklist item has been added and administratively waived based on additional information
Complete Checklist item is complete (item received or task complete)
Click . You are finished updating the checklist item.
Copyright 2009 – University of Nevada, Las Vegas and CedarCrestone, Inc. BPG – Graduate College Adding/Updating Checklists Page 16
5 Expected Outcomes
Using this Business Process Guide, users should be able to obtain the following results:
Able to add checklist or checklist items.
Able to update checklist items.
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6 Appendix A: Rules for Updating Items Checklist Items Description When Updated?
ADDAPP Additional Application Item Received or Last Day of Add/Drop
ADVISE Academic Advising After attending mandatory advising session
APPFEE Application Fee Item Received
BANKLT Bank Letter Item Received
DAT Submit DAT Scores Item Received
DATGRD Date of Graduation/Degree Transcript with degree date posted
DPTAPP Grad School Dept. App
ENGPR English Proficiency
FEEBAL Application Fee Balance Due Fee Balance Received
FINCER Financial Certification form
GED GED Test Scores Item Received
GRDPER Grad School Personal Stmt
GRDTST Graduate School Entrance Exams
INTAUD Grad Interview/Audition
INTLCT Certified Translation Item Received
INTLOR International 101 Orientation After attending mandatory international student orientation
INTLXR International SEVIS Transfer
LTREC1 Letter of Recommendation 1 Item Received
LTREC2 Letter of Recommendation 2 Item Received
LTREC3 Letter of Recommendation 4 Item Received
MMR1 Measles Mumps Rubella 1 Immunization Record Received
MMR2 Measles Mumps Rubella 2 Immunization Record Received
NEWAPP New Application and Fee New Application and Fee Received
PERSST Personal Statement Item Received
PRTFLO Portfolio
REQAPP Additional Required Application Departmental Application Received
RESUM Resume for Graduate School
SCHED Class Schedule Item Received
TD Tetanus Diphtheria Immunization Record Received
TRANS Submit Transcript Item Received
TRANSF Transcript - Final Item Received
TRANSP Transcript - In Progress Item Received
WRSMPL Writing Sample
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7 Appendix B: Checklist Items
Use this section of the document to include any additional relevant material for this business process.
Checklist Items
Description Default Value
When Assigned
Whom
ADVISE Academic Advising NO ADMT All UGRD's
DATGRD Date of Graduation/Degree NO ADMT All Applicants
DPTAPP Grad School Dept. App NO ADMT Certain GR Programs
FINCER Financial Certification form NO ADMT International
GRDPER Grad School Personal Stmt NO ADMT Certain GR Programs
INTAUD Grad Interview/Audition NO ADMT Certain GR Programs
INTLOR International 101 Orientation NO ADMT International
INTLXR International SEVIS Transfer NO ADMT International
LTREC3 Letter of Recommendation 4 NO ADMT UGRD/GRAD
PERSST Personal Statement NO ADMT Certain UGRD/GRAD
RESUM Resume for Graduate School NO ADMT Certain GR Programs
TRANSF Transcript - Final NO ADMT UGRD/GRAD
MMR1 Measles Mumps Rubella 1 NO ADMT UGRD/GRAD
MMR2 Measles Mumps Rubella 2 NO ADMT UGRD/GRAD
TD Tetanus Diphtheria NO ADMT UGRD/GRAD
BANKLT Bank Letter NO APPL International
APPFEE Application Fee NO APPL All Applicants
DATGRD Date of Graduation/Degree NO APPL UGRD
ENGPRG English Proficiency NO APPL International (Certain Countries)
FEEBAL Application Fee Balance Due NO APPL Varied
INTLCT Certified Translation NO APPL Varied
NEWAPP New Application and Fee NO APPL Certain UGRD/GRAD
PERSST Personal Statement NO APPL Certain UGRD/GRAD
REQAPP Additional Required Application NO APPL Certain UG Programs (Golf/PDD)
SCHED Class Schedule NO APPL UGRD
TRANS Submit Transcript NO APPL UGRD/GRAD
TRANSF Transcript - Final NO APPL UGRD/GRAD
TRANCC Transcript - Clark County NO APPL UGRD
TRANSP Transcript - In Progress NO APPL UGRD
DAT Submit DAT Scores NO APPL Dental Career
DPTAPP Grad School Dept. App NO APPL Certain GR Programs
GRDPER Grad School Personal Stmt NO APPL Certain GR Programs
GRDTST Graduate School Entrance Exams
NO APPL Certain GR Programs
INTAUD Grad Interview/Audition NO APPL Certain GR Programs
WRSMPL Writing Sample NO APPL Certain GR Programs
Copyright 2009 – University of Nevada, Las Vegas and CedarCrestone, Inc. BPG – Graduate College Adding/Updating Checklists Page 19
PRTFLO Portfolio NO APPL Certain GR Programs
RESUM Resume for Graduate School NO APPL Certain GR Programs
ACTSAT Submit ACT/SAT Scores NO APPL All UGRD's
ACTSTT Transfer Test Scores NO APPL All TRN UGRD
ADDAPP Additional Application NO APPL Certain UG Programs (Health Sciences)
GED GED Test Scores NO APPL GED Applicants
LTREC3 Letter of Recommendation 3 NO APPL GRAD
ACTSAT Submit ACT/SAT Scores YES APPEAL UGRD only
LTREC1 Letter of Recommendation 1 YES APPEAL UGRD only
LTREC2 Letter of Recommendation 2 YES APPEAL UGRD only
PERSST Personal Statement YES APPEAL UGRD only