iPOS in PeopleSoft Department Training

Agenda New vocabularyNew vocabulary iPOS FlowiPOS Flow Basic ProceduresBasic Procedures Special CasesSpecial Cases ResourcesResources

New Vocabulary program of studyprogram of study advisorsadvisors chairschairs subplanssubplans etc.etc.

iPOS Flow (ideal case) Student starts iPOSStudent starts iPOS Student IDs AdvisorStudent IDs Advisor Student submits iPOSStudent submits iPOS Academic unit views and approvesAcademic unit views and approves Committee is formedCommittee is formed Academic unit views and approves committeeAcademic unit views and approves committee If petitions are formed, academic unit views and approvesIf petitions are formed, academic unit views and approves graduationgraduation

Basic Procedures Searching for Work (used to be Manage Inbox)Searching for Work (used to be Manage Inbox) View POSView POS View CommitteeView Committee View PetitionsView Petitions Approve POSApprove POS Route POS back to studentRoute POS back to student Changing PlansChanging Plans

Searching for Work (used to be Manage Inbox)

Searching for Work – Navigation ASU Customizations > ASU Academic Advising

New Search Screens Manage Student Search: New Inbox for departmentsNew Inbox for departments Search active students, students with petitions, course changes, and committee changesSearch active students, students with petitions, course changes, and committee changes Search for POS that are pending the Academic UnitSearch for POS that are pending the Academic Unit

New Search Screens Program of Study Intro Edit the Program of Study once it has been initiated by a studentEdit the Program of Study once it has been initiated by a student Program of Study View the Program of Study once it has been initiated by a studentView the Program of Study once it has been initiated by a student POS Quick Search Search for the Student Information page based on ID or Program/PlanSearch for the Student Information page based on ID or Program/Plan

New Search Screens POS Quick Search To Process iPOS from your Inbox: ASU Customizations => ASU Academic Advising => Manage Student Search

To Search for Students with iPOS pending in your department: 1.Fill out the Academic Org 2.Click in the Program of Study Box 3.Select a Status of “Pending in AU”

4. The Results will look like:

5. Clicking the Detail link for any of the students will open the SAS Admin pages for that student:

5. SAS Admin pages for that student:

6. The Approval/History/POS Notes tab: 7.This is where you will approve the Program of Study. 8.To View the Program of Study click the iPOS link.

iPOS page

To Approve the Program of Study 1.View the Program of Study through the iPOS link. 2.Open the Details Tab for a student 3.Go to the Approval/History/POS Notes tab 4.List any Comments in the Comments Box 5.Click the box verifying the Head of the Academic Unit has approved 6.Click Approve

To Return to the Student: 1.View the Program of Study through the iPOS link. 2.Open the Details Tab for a student 3.Go to the Approval/History/POS Notes tab 4.Click Reject to Student

5.You can directions to the student by scrolling to the bottom of the screen:

To View a Program of Study Returned to the Academic Unit: 6.Open the Details Tab for a student 7.Go to the Approval/History/POS Notes tab 8.The Approval Page will show this:

9.The Approval History shows the sequence of events and the return to the Academic Unit along with the Comment entered by the Graduation Office.

An Approved Program of Study An Approved program of Study looks like this:An Approved program of Study looks like this:

An Approved Program of Study An Approved program of Study looks like this:An Approved program of Study looks like this:

An Approved Program of Study An Approved program of Study looks like this:An Approved program of Study looks like this:

To Process Petitions/Committee Change Requests/Course Changes 1.Fill in the Academic Org 2.Click on the appropriate box

3.You will approve these in the same manner as the Program of Study

To Search for All Active Students: 1.Fill in Academic Org This search will allow you to see the Admit term for all Active students, as well as who has and has not filed a POS Any changes made to a newly admitted student will appear on the search results

2.The Results:

The entire list can be sorted based on a column heading, simply click on “Last Name” to list the results in alphabetical order based on last name, etc.

3. To better organize these results and to limit the results use additional criteria on the Manage Student Search page. Use the Program of Study drop down to search for various phases of Approved POSUse the Program of Study drop down to search for various phases of Approved POS Use the Req Term Range to look for students that applied to various termsUse the Req Term Range to look for students that applied to various terms Use the Plan to look at just one plan at a timeUse the Plan to look at just one plan at a time

To Search for just one student: 1.Enter the EMPL ID of the student:

2.Click Search:

To Quickly view a Program of Study: 1.ASU Customizations => ASU Academic Advising => Program of Study

To Quickly view SAS Admin Pages: 1.ASU Customizations => ASU Academic Advising => POS Quick Search 2.With a Submitted POS:

3.Without a Submitted POS:

Special Cases

View POS as the studentView POS as the student What to do if it is routed back to themWhat to do if it is routed back to them What if they don’t Id their committeeWhat if they don’t Id their committee What if today’s May 1, and I want to graduate in May?What if today’s May 1, and I want to graduate in May? What notifications are available.What notifications are available. Look for students w/o POSs. (use search)Look for students w/o POSs. (use search)

Special Cases cont’d. If you’re admitted to fall 07 and you are differed – admissions doesn’t see it.If you’re admitted to fall 07 and you are differed – admissions doesn’t see it. How to find students once you’ve deferred themHow to find students once you’ve deferred them What happens if they request a plan change at different parts in the process?What happens if they request a plan change at different parts in the process? What’s the difference btwn Dual Degrees vs. an admissions mistake (an erroneous double plan)What’s the difference btwn Dual Degrees vs. an admissions mistake (an erroneous double plan)

Interactive Program of Study Student View

To Access the Program of Study log into ASU Interactive at

Tips If you are in a PhD and have an earned Master’s degree, make sure you see the Previous Degree link. If you do not contact Graduate Admissions.If you are in a PhD and have an earned Master’s degree, make sure you see the Previous Degree link. If you do not contact Graduate Admissions.

Tips If you are having difficulty submitting your Program of Study your department may not have cleared the Provisions from your Admission. Have your department contact Graduate AdmissionsIf you are having difficulty submitting your Program of Study your department may not have cleared the Provisions from your Admission. Have your department contact Graduate Admissions

Instructions Click the iPOS linkClick the iPOS link The first page that will open is the welcome page. On this page you will select the degree you will be filing your Program of Study for:The first page that will open is the welcome page. On this page you will select the degree you will be filing your Program of Study for:

If your degree program has different options to fulfill to complete the requirements toward the degree you will select the appropriate requirements for your degree on the second page:

Next, select courses that you have already completed at ASU by clicking the “Select courses from my transcript” link

The courses page looks like this:

You can select individual courses, or select all of them. Save and Continue to move forward You will then select future courses

Select the Campus, Subject are and Range Select Courses off the list, Click Add Courses

Finalize your future courses

Select the Term, Year and Credit Hours for courses You can always cancel the course add by clicking the box

When you have finished, Click save and continue

Confirm the addition of the courses listed Save and Continue

You will now be shown a list of all classes that will count on your Program of Study:

You can Delete courses that you do not want included. You can click ‘Select courses from my transcript’ to add completed courses You can click ‘Select future courses’ to add additional future courses

Once satisfied click Save and Continue.

You will now be asked to list any Transfer courses you would like to include on your Program of Study.

If you are in a PhD program and plan to use the blanket 30 credit hours from an earned Master’s do NOT list them on this link. You should see a Previous Degree link on your menu bar. If you do not see the link contact Graduate Admissions. If you are not transferring courses select No Click Save and Continue If you are transferring courses select yes

A new screen will appear

Select past and future courses to list as Transfer Hours here. Save and Continue when finished

Next Select your Program of Study Advisor After Typing in the name, click search

Click Select by the appropriate Advisor name

The Advisor will then appear on the screen You will only select ONE Advisor

When you have completed this step you have filled out the Program of Study. It will now edit all your data to ensure you have fulfilled the Requirements of the degree program.

The Summary page will tell you if your Program of Study is not ready to Submit It will also show if it is ready to submit

If your Program of Study is not ready to submit click on the Red bar and complete the necessary petitions to make your Program of Study complete.

Check the box and the petition space will appear. Hit save when you have entered all your reasons. You will then be eligible to Submit your POS.

Resources Online committee formOnline committee form Online petition formOnline petition form What is available to your students (places that you can direct them)What is available to your students (places that you can direct them) Who to go to for what (Grad IT, etc.)Who to go to for what (Grad IT, etc.) Applying for IPOS accessApplying for IPOS access