Setting Up Self-Service Student Records

This chapter discusses how to:

Set up self-service features for Student Records.
Set up self-service Student Center.
Set up self-service Faculty Center.

Setting Up Self-Service Features for Student Records

To set up self-service Student Records, use the Student Records component (SSR_SS_ENRL_OPT) and the Weekly Schedule Time Period component (SETUP_TIME_PERIODS).

This section discusses how to:

Define Student Records setup.
Define class search setup.
Set up weekly schedule time periods.

Pages Used to Set Up Self-Service Student Records

Page Name	Object Name	Navigation	Usage
Student Records Setup	SSR_SS_ENRL_OPT	Set Up SACR, Common Definitions, Self Service, Student Records	Enable self-service features and define behavior for self-service Student Records functionality.
Class Search Setup	SSR_SS_CLSRCH_OPT	Set Up SACR, Common Definitions, Self Service, Student Records	Define optional setup parameters for self-service class search.
Weekly Schedule Time Periods	SETUP_TIME_PERIODS	Set Up SACR, Products Related, Student Records, Enrollment	Define the times that define ranges of time the system displays on the Weekly Schedule page (for both instructors and students). PeopleSoft delivers a set of time periods for every hour in a 24–hour period. You can modify or add to these values to meet your business requirements (for example, you can add half-hour intervals).

Defining Student Records Setup

Access the Student Records Setup page.

Additional Fields

Note

Enter a note. This field is for informational purposes only.

Wish List

Allow Validation	Select this check box to enable the Validation feature. The Validation feature enables self-service users to validate their Wish List entries against a subset of edits from the Enrollment Engine. You can select which edits the Enrollment Engine runs. The options are time conflicts, repeats, requisites, and unit limits. If you select this check box, you must select at least one of these options. Clearing this option hides all references to validation in the system.
Time Conflicts	Select this check box if you want the Enrollment Engine to check time conflicts while validating Wish List entries.
Repeats	Select this check box if you want the Enrollment Engine to check repeats while validating Wish List entries.
Requisites	Select this check box if you want the Enrollment Engine to check requisites while validating Wish List entries.
Unit Limits	Select this check box if you want the Enrollment Engine to check unit limits while validating Wish List entries.
Allow During Enrollment Appt (allow during enrollment appointment)	Select this check box to enable users to validate their Wish List entries during their enrollment appointment. If you select this check box, the Validate Selected button appears in the Wish List during the student's enrollment appointment. If you clear this check box the Validate Selected button is not available in the Wish List during the student's enrollment appointment. This prevents you from having to set up validation appointments that parallel your enrollment appointments.
Enable What If	Select this check box to enable students to view a degree progress report to see what degree requirements the selected classes fulfill. If you select this check box, the following text appears on the Wish List: “What degree requirements will the selected classes fill?” Also, the Click here to find out link appears.

Enrollment Features

Use Wait Listing	Select this check box to enable wait listing. If you clear this check box, the system hides all references to wait listings in self-service. Also, if you clear this check box, the system selects the Swap option by default and makes the Enroll with Drop if Enroll and Swap fields unavailable for edit.
Enroll with Drop if Enroll	Select this check box to enable Drop if Enroll processing for self-service swaps. If you select this check box, when a student swaps a class on the self-service Swap page the Enrollment Engine only drops him from the class he wants to swap when he is enrolled into his preferred class. The Enrollment Engine will not drop him if he is only put on the wait list. Also, the Enrollment Engine processes the Swap To class with an enrollment action of Enroll.
Swap	Select this check box if you want normal swap enrollment action processing on your self-service Swap page. The Enrollment Engine drops students from the unwanted class when the student is successfully enrolled or put on the wait list in the preferred class.

Enrollment Preferences

Enrollment Requisites	Select this check box to display enrollment requisite information on the self-service Enrollment Preferences page during the enrollment process.
Class Notes	Select this check box to display class notes information on the self-service Enrollment Preferences page during the enrollment process.
Consent	Select this check box to display consent information on the self-service Enrollment Preferences page during the enrollment process.
Class Meeting Information	Select this check box to display class meeting information on the self-service Enrollment Preferences page during the enrollment process.

Defining Class Search Setup

Access the Class Search Setup page.

Class Search Optional Self-Service Criteria Fields

Select the search criteria fields that you want available in self-service class search for students/visitors and for instructors. For example, if you select Session for Instructor Self Service, then when instructors are using class search in self-service they will be able to use session as a search criteria.

Class Detail Optional Self-Service Fields

Select the fields that you want to appear on the self-service Class Detail page for students/visitors and for instructors. For example, if you select Enroll Rqmt: Requisite (enrollment requirement: requisite) for students/visitors, then when a student or visitor clicks on a class to view the Class Detail page, the system will show the enrollment requirement requisite information for that class. Clear these check boxes if you do want to provide this information on the self-service Class Detail page.

Setting Up Weekly Schedule Time Periods

Access the Weekly Schedule Time Period page.

Time

Enter a range of time values to define the periods of time you want to display on the self-service weekly schedule. PeopleSoft delivers a set of time periods for every hour in a 24–hour period. You can modify these values.

Setting Up Self-Service Student Center

To set up the student center, use the Student Center component (SSS_STDNCTR_OPT).

This section provides an overview and discusses how to define self-service Student Center options.

Understanding Defining Student Center Setup Options

The Student Center is a self-service page that provides students a single entry point from which to begin navigation to student related transactions. It also presents to students, in one location, the information that is important to them, such as their class schedule, enrollment dates, and account information.

Using the Student Center Options page in conjunction with security setup, you can configure the Student Center to control the user experience for your students. On the Student Center Options page, you can decide which major sections appear on the Student Center. You can also use the student Center Options page to configure some of the individual items that are displayed on the Student Center. Using security setup you can limit your students' access to self-service transactions. You must use the Student Center Options page in conjunction with security setup to mold the experience you want your students to have. For example, if your institution uses the enrollment functionality in PeopleSoft Student Records, but does not use swap functionality, you can show the Academics section by selecting the Show Academic Section on the Student Center Options page, but not grant your students access to the Swaps page using security. In this case, the Academic section would appear on the Student Center but the swaps functionality would not appear. Also, if you do not display a feature on the Student Center, this does not remove it from the left side navigation. To remove a feature from the left side navigation you must do so through security.

Page Used to Define Student Center Setup Options

Page Name	Object Name	Navigation	Usage
Student Center Options	SSS_STDNCTR_OPT	Set Up SACR, Common Definitions, Self Service, Student Center	Define, by installation, the sections that you want to appear in the self-service Student Center for your students.

Defining Student Center Setup Options

Access the Student Center Options page

Note

Enter a note. This field is for informational purposes only.

Major sections to be displayed on the Student Center

Show Academic Section	Select this check box to show the Academic Section on the self-service Student Center page. This section contains links to My Class Schedule, Wish List, enrollment, and other Student Records functionality.
Show Finances Section	Select this check box to show the Finances Section on the self-service Student Center page. This section contains links to PeopleSoft Student Financials and PeopleSoft Financial Aid functionality, such as Account Summary and View My Financial Aid.
Show Personal Info Section	Select this check box to show the Personal Info Section on the self-service Student Center page. This section contains links to biographical information features, such as addresses, phone numbers, email address, emergency contacts, and user preferences. If you select this check box the fields in the Personal Information Section group box become available for edit.
Show Admissions Section	Select this check box to show the Admissions Section on the self-service Student Center page. This section contains links to PeopleSoft Recruiting and Admissions functionality, such as applying to another academic program, requesting admissions information from your institution, or checking on the status of an application. If you select this check box, the fields in the Admissions Section group box become available for edit.
Show Holds Section	Select this check box to show the Holds Section on the self-service Student Center page. If you select this check box, the fields in the Holds Section group box become available for edit.
Show To Do List Section	Select this check box to show the To Do List Section on the self-service Student Center page. If you select this check box, the field in the To Do List Section group box becomes available for edit.
Show Enrollment Dates Section (show enrollment appointment section)	Select this check box to show the Enrollment Dates Section on the self-service Student Center page. This section contains enrollment appointments, validation appointments, and open enrollment dates.
Show Advisor Section	Select this check box to show the Advisor section on the self-service Student Center page. This section displays academic advisors and committees assigned to the student. Within the Advisor section, students click on the Details link to go to the View My Advisors page.
Show Links Section	Select this check box to show the Links Section on the self-service Student Center page. If you select this check box, the fields in the Links Section group box become available for edit.

Personal Information Section

Address Box 1 (left) and Address Box 2 (right)	Enter address types to display in the Personal Section on the Student Center page. Only address types that are set up on the Type Control page as Display Only, Edit - No Delete, or Full Edit are available.
Address Box 1 Link Label and Address Box 2 Link Label	Enter the label to be displayed for the address links on the Student Center page.
Display Phone	Select this check box to display the students phone number on the Student Center page.
Type	Enter a phone type to display. Only phone types that are set up on the Type Control page as Display Only, Edit - No Delete, or Full Edit are available.
Phone Link Label	Enter the label to be displayed for the phone link on the Student Center page.
Display E-mail	Select this check box to display the students email address on the Student Center page.
Type	Enter email types to display. Only email types that are set up on the Type Control page as Display Only, Edit - No Delete, or Full Edit are available.
Email Link Label	Enter the label to be displayed for the email link on the Student Center page.
Privacy settings link	If you do not use FERPA, enter a URL to your institution's privacy site. When you enter a URL in this field (starting with http://) a Privacy Settings hyperlink displays on the self-service Student Center page and will direct your users to the website you defined. If your institution uses FERPA, leave this field blank and just give your self-service users access to the FERPA self-service page. In this case the users access FERPA from the Personal Information prompt by selecting the Privacy Settings option.

Admissions Section

Display Action Column	Select this check box to display the Action column in the Admissions section on the Student Center page. The Action column can display the What's missing link and the Accept/Decline link.
Display what's missing link	Select this check box to display the What's missing link, which takes users to the to do list.
Display Accept or Decline link	Select this check box to display the Accept/Decline link, which takes users to the Accept Admissions page.

Holds Section

Show <> holds at a time	Select the number of holds that you want to display at one time. You can display all or from 1 to 10 holds. The system sorts holds by date on the Student Center page, most current to oldest.
Display monetary value	Select this check box to display the monetary value of the holds on the Student Center page.

To Do List Section

Show <> To Do's at a time

Select the number of to do items that you want to display at one time. You can display all or from 1 to 10 to do items. The system sorts to do items by earliest due date on the Student Center page.

Advisor Section

Show advisor phone number

Select this check box to display the phone number of the student's advisor on the Student Center.

Links Section

Use this group box to define hyperlink sections on the Student Center page. By defining sections and URLs, you can provide links to institution websites such as University Library, Campus Directory, University Home Page, FAFSA, and others. You can define three sections with a maximum of three URLs per section.

Setting Up Self-Service Faculty Center

To set up the faculty center, use the Faculty Center component (SSS_FACCNTR_OPT).

This section provides an overview and discusses how to define self-service Faculty Center options.

Understanding Defining Faculty Center Options

The Faculty Center is a self-service page that provides faculty a single entry point from which to begin navigation to faculty related transactions. Faculty can also view their class schedule from the Faculty Center.

You can configure the Faculty Center to show the Learning Management Systems tab, allow faculty to search for a faculty member from the Faculty Center and enter up to six websites that can then easily be accessed from the Faculty Center page. However, the Faculty Center Options page only configures items displayed on the Faculty Center. Other self-service setup pages could impact your view of the Faculty Center. To maximize the value of Campus Self Service, you should carefully evaluate your self-service needs in relation to all of the self-service setup pages.

Page Used to Define Faculty Center Setup Options

Page Name	Object Name	Navigation	Usage
Faculty Center Options	SSS_FACCTR_OPT	Set Up SACR, Common Definitions, Self Service, Faculty Center	Define whether you want to show the Learning Management Systems tab in the Faculty Center, allow users to search for a faculty member from the Faculty Center and allow faculty members to enter up to six of their favorite websites.

Defining Faculty Center Setup Options

Access the Faculty Center Options page.

Show Learning Management

Select this check box if you want the Learning Management Systems tab to appear in the Faculty Center.

Show Locate Faculty Member

Select this check box if you want the Locate Faculty Member button to appear on the Faculty Center page. Instructors will be able to search for another instructor's class schedule.

Show My Favorite Websites

Select this check box if you want the My Favorite Websites group box to appear on the Faculty Center page. Instructors can add up to six websites that can then be accessed from the Faculty Center page.

Show Learning Management	Select this check box if you want the Learning Management Systems tab to appear in the Faculty Center.
Show Locate Faculty Member	Select this check box if you want the Locate Faculty Member button to appear on the Faculty Center page. Instructors will be able to search for another instructor's class schedule.
Show My Favorite Websites	Select this check box if you want the My Favorite Websites group box to appear on the Faculty Center page. Instructors can add up to six websites that can then be accessed from the Faculty Center page.