Student Services Center

Student Services Center Business Process Guide For Academic Support Specialists (Advisors)

TABLE OF CONTENTS PURPOSE...2 ACCESS THE SYSTEM...2 QUICK GUIDE...1 HELPFUL HINTS...1 PROCEDURE TO VIEW THE STUDENT SERVICES CENTER...2 STUDENT CENTER TAB...3 ACADEMICS SECTION...4 STUDENT SERVICES SIDEBAR...8 FINANCES SECTION...9 PERSONAL INFORMATION SECTION...13 ADMISSIONS SECTION...14 RESIDENCY SECTION...15 GENERAL INFO TAB...16 ADMISSION TAB...19 INSTITUTION / CAREER / APPLICATION NBR / PROGRAM SECTION...20 EXTERNAL EDUCATION SECTION...21 EDIT EDUCATIONAL DATA...22 TEST SUMMARY SECTION...25 TRANSFER CREDIT TAB...26 ACADEMICS TAB...29 INSTITUTION/CAREER/PROGRAM SECTION...30 TERM SUMMARY SECTION...33 EDIT TERM DATA TABS...34 TERM HISTORY LINK...37 FINANCES TAB...40 NEXT STEPS...41 REVISIONS...42 Student Services Center Page 1 of 42

Purpose The Student Services Center allows you to view information related to students. Depending on your security, you may have view access only or you may be able to edit some of the following information about a student: Academic Advisor Academic status Account and Financial Aid Information Class Schedules and Enrollment Dates GPA Grades Holds and Service Indicators Prior School work Program/plan Residency Status Student Groups To Do Lists Transcripts Transfer Credits Comment [PS1]: QFTR (Question For The Registrar) can we see financial Aid info? Note: To perform this task you must have these roles: SR Standard Student Pages SR Catalog Schedule View For detailed instructions about applying for these roles, consult the Next Steps section at the end of this guide (document?) Access the System Access the PeopleSoft system at the following address: https://hrsa.oasis.asu.edu Log in with you ASURITE ID and Password. Student Services Center Page 2 of 42

Quick Guide Navigation: Campus Community -> Student Services Center There is much information accessible through the Student Services Center. The most common areas of interest are: Student Center Tab - Class Schedule, Program, Plan, Transcript, General Info Tab Student s Group, holds, addresses, phone, email Admissions Tab Test scores, prior school work Transfer Credit Tab Transfer credits (test and course work) Academics Tab Grades, classes, academic status, program/ plan Helpful Hints When viewing pages in PeopleSoft, pay attention to multiple rows of information that might be available to view. If the page you are viewing has rows, row numbers will display in the upper right hand portion of the blue header bar(s): Use the View All, First, Last, and arrow buttons to manage your view of the data. Student Services Center Page 1 of 42

Procedure to View the Student Services Center Navigation: Campus Community -> Student Services Center Enter the search criteria about the student, then click Search. ID: Ten digit Student number (starts with 100, 120) Campus ID: Nine digit campus number (starts with 993, 995, 999) National ID: Social Security Number Results: If your search criteria match more than one student, the results will display in a table. Click on any link in the search results to view the data Tip: Click on the Column Headings to sort results by that column. Use the navigation in the upper right of the table to view additional results. Student Services Center Page 2 of 42

Student Center tab This is a preview of the student center tab. Specific sections of this tab will be shown in greater detail in following pages. Note: Some of the headings have a arrow next to them. Clicking on this arrow causes the information to be visible. Click the arrow and the information will be hidden from view. By default the information is shown, but for purposes of this document they have been minimized. The various sections of this page will be covered in more detail on the following pages. Student Services Center Page 3 of 42

Academics Section The links on this page: My Class This link will display the class schedule with more information. An example Schedule is displayed in the following pages. Wish List ASU will not be using this function at this time. Grades Academic Status Report Unofficial Transcript Test Scores Milestones Transfer Credit Report This Week s Schedule Weekly Schedule You can select a term and see the classes, term GPA and cumulative GPA for the student. The Academic Status Report is a system where instructors can identify students that are underperforming in a class and suggest corrective action. Use this link to see if the student has been identified for any class. Use this link to create a single unofficial transcript for this student. The result is a.pdf that you can print or save. This will show the test scores for the students. (ACT, SAT, etc.) Only scores that have been accepted by the admissions office will display. This may display certain achievements that the student was attempting, like various entrance exams. Clicking will display the Transfer Credit Report. This report shows the ASU classes that the student has been given credit for because of previous class work in other institutions and tests You can access this same information from the Transfer Credit tab. This is a view of the student s schedule listed in alpha order by subject area. If the student is active in multiple careers, enrollment associated with each career will display on this schedule. Clicking on the icon will show drop and withdraw dates for each class. Click on to view. You can modify what data is displayed using the controls on that page. Student Services Center Page 4 of 42

Academic Section (cont.) Click the My Class Schedule link. This will take you a more comprehensive view of the student s schedule than displays by clicking This Week s Schedule. For example, their enrollment status, units, grading, grade, and program. Select a term to view and click Continue. 2 1 This will then display a screen similar to the following: Use the checkboxes to Show Enrolled Classes, and/or Show Dropped Classes (the Waitlisted feature is not used) Clicking on the icon will show important drop and withdraw dates for each class. Also clicking on the Location/Map will allow you to view the location of the class. Student Services Center Page 5 of 42

Academic Section (cont.) Click on the Numeric link under the Section column to view the class detail This page shows greater detail of the class information. Click the Close button to return to the student center. Student Services Center Page 6 of 42

Academic Section (cont.) Click on Grades to view the student s official grades The Official Grades tab includes the student s grade report which displays the course, class name, official grade and units. Also displayed on this page are the term and cumulative GPA s, Grade Points and Unit Totals. You may also view another term by clicking change term. Comment [PS2]: QFTR I want to ask the registrar about Units for GPA and Units not for GPA maybe put a side bar here. Student Services Center Page 7 of 42

Student Services Sidebar Search for Classes - This takes you to a class search page, where you can search the class schedule for classes or browse the catalog. When you search for a class, and view class details, you can also see course edits placed on that class. Holds - If the student has a hold placed on his/her record it will display here. To Do List Displays a list that various campus communities may be using. For example, Admissions, Financial Aid or an academic department may be using to do lists. Enrollment Dates Clicking on Open Enrollment Dates will allow you to select the term, and view the Begins On and Last Date to Enroll columns Advisor- By clicking the link to major, it will display the names of the people in that committee. If the student has been assigned a specific advisor, the advisor s name will display here. College and Major Displays the College, Major and home campus of the student. ASU Contacts The Request Assistance link will take you to the University Registrars Office page with campus contact details. New Tools Class & Catalog Search will navigate you to the Class Search/Course Catalog page to browse or search for classes.

Finances Section Account Inquiry This will display any outstanding account charges on the students account. For example: Comment [PS3]: There are more tabs in a different environ SUP which is a copy of production I think you can use my login to get better screenshots. Student Services Center Page 9 of 42

Finances Section (cont.) Comment [YUN4]: SUP Screens start here. Student Services Center Page 10 of 42

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Finances Section (cont.) QuickPAY This will allow the student to pay for any account charges with a credit card. Direct Deposit Enrollment This link will prompt you for your checking account information to enroll in Direct Deposit for Student Account Refunds. Clicking on the next to the dropdown menu will display Pending Financial Aid, also available from the tab on the Account Inquiry screen on the previous page: Student Services Center Page 12 of 42

Personal Information section This section will display general contact info as well as other student details. Demographic Data link will display the following information: ID Campus ID Gender Date of Birth Birth Country Birth State Marital Status Military Status As well as: National Identification Number Citizenship Information Driver's License Information Visa or Permit Data If any of the information above is incorrect, the student can update the information in the my profile tab of My ASU. Student Services Center Page 13 of 42

Admissions Section Apply for Admission link: This link takes you to www.asu.edu/apply where an application for admission can be submitted. If the student has no pending applications, you may see: Clicking on View Status will prompt the student to log into their MyASU to check the application status. Comment [PS5]: I don t know what to do here because it s a vestige the person looking at this screen is the staff they can t apply for the student. ahhhhh Comment [PS6]: QFTR I want to know the timing of this if the student applies for the fall semester, how long into their ASU career before the staff see this message? Student Services Center Page 14 of 42

Residency Section If a student does not live in Arizona, then their residency status may appear as Non Resident. Note the phone and email contacts listed for help in resolving residency issues. Student Services Center Page 15 of 42

General Info Tab This tab provides general information about the student. Each section will be explored in greater detail on the following pages. Student Services Center Page 16 of 42

General Info Tab (cont.) The shortcuts help you navigate to sections further down the page: 1 2 3 1. Navigation Links: Click any of these links to take you to the same area on the page 2. Collapse All: Minimize the information displayed and only show the headings 3. Expand All: Expand all the information under the headings. You can easily return to the top of the page by clicking the link within each section. Service Indicators Service indicators provide or limit access to services for an individual. They can be holds to prevent an individual from receiving certain services (such as registration) or positive indicators to designate special services to be provided. Click on the edit service indicators button to research details and/or edit service indicators if you have access to edit. When viewing these details it is important to note the number of rows on the page. Each row will show a different indicator If you do not have access to edit service indicators, information on the service indicator pages will be viewable, but grayed out. Student Services Center Page 17 of 42

General Info Tab (cont.) Initiated Checklist This will show any initiated checklists that the student must complete (often used by admissions.) Student Groups This will display any groups or organizations that the student is a member of. Comment [PS7]: QFTR who to contact about using student groups. Milestones This will show Milestones that the student has or has not accomplished. Comment [PS8]: QFTR I want a side bar about milestones here Student Services Center Page 18 of 42

Admission Tab This tab provides information about the student s prior education for admission purposes. Each section will be explored in greater detail on the following pages. Student Services Center Page 19 of 42

Admissions Tab (cont.) Institution / Career / Application Nbr / Program section Text about window Comment [S9]: More text Student Services Center Page 20 of 42

External Education section This section will show education completed prior to ASU. The 2 areas on this page will show you the transcripts that have been submitted, as well as the Education Summary from External Institutions. Comment [PS10]: QFTR I don t understand competencies a side bar, maybe? Click on the edit educational data button. This will now display 6 additional tabs of information for each institution. As shown on the following page. Student Services Center Page 21 of 42

External Education (cont.) edit educational data Note: The navigation in the grey bar controls what school is displayed. The navigation in the blue bar controls the data depending on which tab is selected. External Data tab will tell you what transcripts have been submitted Comment [PS11]: QFTR some things are showing up on the summary school others on the school itself. - - - - -need guidance. External Academic Summary shows ext GPA, Conv GPA, class rank, size and percentile. Comment [PS12]: QFTR what is ext GPA and Conv GPA? side bar? Student Services Center Page 22 of 42

External Subjects tab shows external subject areas and the converted GPA for each. Comment [PS13]: QFTR what are these? Sidebar? External Degrees shows degrees awarded from each institution Student Services Center Page 23 of 42

External Courses shows the course work taken at each institution ASU Competency Calc Comment [PS14]:??? Student Services Center Page 24 of 42

Admissions Tab (cont.) Test Summary section By default the Test Summary only shows 5 tests. Use the navigation to review all of the results. Note: If the student takes a test more than once, and submits the results to ASU all submitted results will be displayed. For placement purposes, the grades associated with the highest comprehensive score will be used This provides details on all the tests taken, the score and the date taken. It shows the ACT and SAT scores. Comment [PS15]: A side bar of the different test components and what they are for ACT and SAT would be neat! The key results are the ones labeled CMPVM in the Test Component column. Student Services Center Page 25 of 42

Transfer Credit Tab This tab will display class credits granted by ASU as a result of prior college course work and/ or test scores (ex: AP, CLEP, IB, etc.) Each institution whose courses resulted in transfer credits displays on the Model tab of the Course Credits section and a summary of the credit transferred from that institution displays on the Statistics tab page. If the student submitted any test scores, there will be a row of data in the test credits section. Click on Detail to show all of the test scores and what transfer credits were granted. Note: If the credit has been posted to the student s record, the Model Status will be Posted. Credits that are not in Posted status do not calculate in the student s earned hours. If Model Status shows as Complete, the credit will be posted when the applicant is admitted. Click on Model or Statistics tabs to view the different information relevant to the student s transfer work - OR - Click on to see a view of Model and Statistics combined. Click on again to return to the original view. Click on Detail to view two additional pages: Transfer Course Entry and Course Credits by Term. Student Services Center Page 26 of 42

Transfer Credit Tab (cont.) Detail View - Clicking Detail next to one of the Course Credits will display information on the transferred course. Comment [PS16]: add note: there is a more compact view of the transfer credits on the first tab. The Incoming Course is the class that was taken elsewhere. The Equivalent Course is the ASU class they were given credit for. Oftentimes there will be more than one page of information, check the page numbers in the top right of the tables for more information. Student Services Center Page 27 of 42

Transfer Credit Tab (cont.) Click the Course Credits by Term tab to view the amount of credit the student has received per semester. Comment [PS17]: need to also show test score detail view do we want to also show the view they can see from the first tab? Student Services Center Page 28 of 42

Academics Tab Preview: This tab shows the student s ASU academic record. Each section will be described in detail on the following pages. Comment [PS18]: You can lop out a few of the courses if you need more vertical space. Student Services Center Page 29 of 42

Academics Tab (cont.) Institution/Career/Program Section The Institution, career, and program information of the student displays on the left side. If the student has multiple careers/programs, there will be multiple links on the left. Clicking on a program in the left column determines the information that displays in the right column. In the example above an Expected Graduation term displays blank. It is important to note that this field will remain blank until the student has applied for graduation. Then the field will be populated with the term for which they have applied to graduate. sigh Clicking on edit program data will allow you to view details. The tabs included are: Student Program Comment [PS19]: I want to show the screens under edit program (and several of the others on this tab sorry~! Student Services Center Page 30 of 42

Academics Tab > Institution / Career / Program (cont.) edit program data Comment [S20]: Slimmer navigation? Student Plan Student Sub-Plan Student Services Center Page 31 of 42

Student Attributes Student Degrees Student Services Center Page 32 of 42

Academics Tab (cont.) Term Summary Section Left Side Institution, career and terms for the student display in this column. You can click on any term in the left column and information relevant to that term displays in the right hand column. Right Side Edit Term Data This link will allow you to view the data throughout the term. This will also allow enrollment limit overrides. Pages 34-36 Level/Load Shows the student s academics grade level (which may be different than the number of terms they have attended asu (due to transfer credits)) and enrollment status. Classes Shows the classes the student is currently enrolled in or has /dropped. Quick Enrollment - This link will allow you to quickly enroll a student into a class Statistics Shows the units and GPA of the student Term History This link will allow you to view GPA/Units statistics. There are five tabs (pages) in the term history. Pages 37-39 Student Services Center Page 33 of 42

Edit Term Data tabs Comment [S21]: Review necessary info Student Services Center Page 34 of 42

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Term History Link Student Services Center Page 37 of 42

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Finances Tab This information will not be covered in this document. Student Services Center Page 40 of 42

Next Steps In order to get view-only access to the student data, you must complete these steps: 1. Complete the on-line FERPA training a. Log in to Blackboard (http://myasucourses.asu.edu) with your ASURITE ID and password. Click on the Courses tab in the upper left corner of the screen. b. In the search field, type in FERPA, and click search c. Available courses will be listed, click on the enroll button on the far right side of the page for the FERPA refresher course. d. Click Submit. e. Click OK. f. This will put you into the FERPA class. g. You must score at least 140 points on the test to get credit for the class. You can take the test multiple times. 2. Apply for access to Peoplesoft; This class makes you eligible for these roles: SR Catalog Schedule View SR Standard Student Pages View Be sure to include specific information about your job responsibilities, your department, and college, so the data trustee will have the necessary information to approve your request. Link to request access to PeopleSoft: https://www.asu.edu/go/oasis/addsecurityrequest/ Link to manage your request for access to PeopleSoft: https://www.asu.edu/go/oasis/managesecurityrequest/ Step-by-step instructions for requesting access to PeopleSoft: http://help.asu.edu/node/254 Step-by-step instructions for viewing your current roles in PeopleSoft. http://help.asu.edu/node/140 Student Services Center Page 41 of 42

Revisions Date of Updated Changes Change Editor Page(s) Redesign, Update Content/Screenshots 11/1/2009 R. Scott Ruggles 42 Next Review Date Document Owner Version Number 11/01/2010 Paul Stoll 2 Student Services Center Page 42 of 42