Viewing Admissions Data Welcome! You are in the right place if you look at admissions data currently in SIS and you want to view Fall 2007 data in PeopleSoft. Note that in SIS you see all the data in the same place… (Student records, admissions, etc. etc.) In PeopleSoft – ADMISSIONS data is separate from Student Records data. Between now and March of 2007, when we go live with the rest of student records, we have a foot in both worlds – Once we go live, you can gain access to the different areas with different security privledges. If you can’t find what you’re looking for after gaining access to the system, contact your admissions office. Slide 1 of 45

Introduction Finding Admissions Data in PeopleSoft Log in Menus Searching View Communications Respond to Customers Set User Defaults Set Favorites FERPA Ongoing Support Next Steps Welcome Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures) Slide 2 of 45

Login To PeopleSoft Open a browser window. Go to my.asu.edu and login with your ASURITE ID and your network password. On the left under Quick Links you will see HRSA which will login you into PeopleSoft. Slide 3 of 45

Introduction Finding Admissions Data in PeopleSoft Log in Menus Searching View Communications Respond to Customers Set User Defaults Set Favorites FERPA Ongoing Support Next Steps Welcome Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures) Slide 4 of 45

Menu THE HOME PAGE The Main Menu is located at the top of the page. On the right is the Home, Add to Favorites and Sign Out links. Slide 5 of 45

Menu Clicking on nested menus (like Academic Information) will reveal more pages to choose from. The underline links at the top are called bread crumbs – they keep track of where you have been. Each link will return you to that page. On the next page we will be working on the search/match page. You can get there by clicking on the link in the fan page, or using the menu on th left (shown on the next slide) Slide 6 of 45

Introduction Finding Admissions Data in PeopleSoft Log in Menus Searching View Communications Respond to Customers Set User Defaults Set Favorites FERPA Ongoing Support Next Steps Welcome Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures) Slide 7 of 45

Search / Match To search for a person in the Admissions data, you use the Search/Match function. You find it under Student Admissions, Applications Entry and then search match. Remember we got here this way by clicking on the triangles – Same route but using the fan page if you had clicke don the words. To find a person, you will put person in the search match and Standard in the search parameter. (you can pick from the lookup link) Then click on Search First click will reveal the list of items that come up when you click on the magnifying glass. Slide 8 of 45

Search / Match The search result code to enter is STDSTU. To search, you can put in as many values as you know about a person. Minimum you must put in at least 1 character in the last name and first name fields to activate the search button. The search will return all matches and all contains. (ie. Searching for Mary Smith will also return Maryn Smithe) To activate the search button, you must put a character in each of the last name and first name and tab or click out of the field. To see all you can enter the % sign. Click on Search. Slide 9 of 45

Search / Match Here’s the list of items that matched the search criteria. PeopleSoft only matches the first 4 characters of the last name. So the more information you know, the fewer names you will see (the tighter the search will be) Click on the Carry ID button to copy their EMPL ID into memory. Note that employee ID is the affiliate ID, Campus ID is the ASU ID, the National ID is the SSN. ASU is moving toward the EMPL ID (Affiliate ID) and away from the Campus ID> Slide 10 of 45

Introduction Finding Admissions Data in PeopleSoft Log in Menus Searching View Communications Respond to Customers Set User Defaults Set Favorites FERPA Ongoing Support Next Steps Welcome Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures) Slide 11 of 45

View Communications It may be necessary for you to see which communications (letters) have been sent to an applicant. In order to do this, you will need to navigate to Campus Community > Communications > Person Communications > Communication Management and you should see a page similar to the following: Put in the values that you know – you can change the middle field from begins with to includes and other values. Some pages (like this one) have several tabs. People Soft calls this a Component – with each tab revealing a separate Page. Slide 12 of 45

View Communications First Click will reveal the table of results: Here you search for your person with all of the data items that you know of. If you have clicked on the Carry ID button before, it will show automatically. Click on the search button. Once you search, you will see a list like this. Clicking any link on a row will lead you to the same page. WHERE DOES THIS DATA COME FROM? Slide 13 of 45

View Communications This is the page you are led to. It will hold a list of the general info and letter details that are associated with this person. WILL THE PERSON SEE A LIST OF COMMUNICATIONS? OR DO THEY HAVE TO PICK A FUNCTION, CATEGORY, METHOD, DIRECTION, STATUS to SEE ANY? Slide 14 of 45

Introduction Finding Admissions Data in PeopleSoft Log in Menus Searching View Communications Respond to Customers Set User Defaults Set Favorites FERPA Ongoing Support Next Steps Welcome Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures) Slide 15 of 45

Respond to Customers This class teaches you how to respond to four customer queries: Application status Education History Academic Test Results Checklist Items First Click will bring up the table: In responding to customers, there are 4 summary pages that will help you: Application Summary Academic Test Summary Education Summary and Checklist summary. We will go through all of them in order. This first one can be seen at: It produces a list of matches – Click on any link to get to that person’s data. Slide 16 of 45

Respond to Customers Application Summary This is the application summary. WHAT DOES THE NOTIFY BUTTON DO? WHAT IS THE LIST (previous, next) is that the list of search results on the previous screen?) Slide 17 of 45

Respond to Customers Application Summary This is the application summary. WHAT DOES THE NOTIFY BUTTON DO? WHAT IS THE LIST (previous, next) is that the list of search results on the previous screen?) Slide 18 of 45

Respond to Customers Test Summary Same as application summary Slide 19 of 45

Respond to Customers Test Summary DO they need to enter a test ID or Test Component to see anything? This lists the academic tests that the student took and their score. This data is either manually entered, or sometimes, depending on the system can be fed in directly. Slide 20 of 45

Respond to Customers Education Summary Same as application summary Slide 21 of 45

Respond to Customers Education Summary DO THEY NEED TO FILL IN THE SEARCH TO SEE ANY DATA? OR WILL THE LIST BE THERE, AND THE SEARCH LETS THEM SEARCH IN THE PRESENTED DATA? Slide 22 of 45

Respond to Customers Checklist Summary Checklists are the activities that are required by the university for an applicant to be admitted. Slide 23 of 45

Respond to Customers Checklist Summary Do they need to fill out the selection criteria to see info? Slide 24 of 45

Introduction Finding Admissions Data in PeopleSoft Log in Menus Searching View Communications Respond to Customers Set User Defaults Set Favorites FERPA Ongoing Support Next Steps Welcome Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures) Slide 25 of 45

Set User Defaults You can set user defaults for your login. These are values that are preset in the fields so that you don’t have to enter them over and over in the search screens. Slide 26 of 45

Set User Defaults You can put in the values that you would normally type over and over, and save them. Then they will show on each search screen. You can delete them, or take them out of your defaults at any time. Slide 27 of 45

Introduction Finding Admissions Data in PeopleSoft Log in Menus Searching View Communications Respond to Customers Set User Defaults Set Favorites FERPA Ongoing Support Next Steps Welcome Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures) Slide 28 of 45

Set Favorites Slide 29 of 45

Set Favorites Slide 30 of 45

Introduction Finding Admissions Data in PeopleSoft Log in Menus Searching View Communications Respond to Customers Set User Defaults Set Favorites FERPA Ongoing Support Next Steps Welcome Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures) Slide 31 of 45

FERPA The Family Education Rights Protection Act governs ASU’s use of personal data. Since you will be viewing such data in admissions, you must pass the online FERPA test before being granted access. To do this: Go to the Blackboard environment Click on the “Organization” tab Search for “OASIS” Click on the “enroll” button Once inside, click on “Online training”, then “FERPA” Online training will be available October 6th. Slide 32 of 45

Introduction Finding Admissions Data in PeopleSoft Log in Menus Searching View Communications Respond to Customers Set User Defaults Set Favorites FERPA Ongoing Support Next Steps Welcome Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures) Slide 33 of 45

Ongoing Support Welcome Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures) Slide 34 of 45

Introduction Finding Admissions Data in PeopleSoft Log in Menus Searching View Communications Respond to Customers Set User Defaults Set Favorites FERPA Ongoing Support Next Steps Welcome Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures) Slide 35 of 45

Next Steps Log in to the production environment with your ASURITE ID and password. Fill out your Security form, have your supervisor sign it, and fax it back. Take FERPA training Wait for “further instructions” via email. Slide 36 of 45