(NLD) Managing Studielink

This chapter provides an overview of Studielink functionality for the Netherlands and discusses how to:

• Set up Studielink.

• Receive messages from Studielink.

• Post Studielink messages to application tables.

• Review and update Studielink information.

• Manage outbound messages.

• Change student status using Studielink.

Understanding Studielink

From 2006, participating higher education institutions in the Netherlands must enable their student information system (SIS) to communicate with Studielink, the new centralized admissions and enrollment system. For participating institutions, Studielink replaces the CBAP (Centraal Bureau Aanmelding en Plaatsing) admissions process.

Studielink requires constant communication between the institution and the Studielink system. This communication extends beyond the admissions application process to the student’s annual re-enrollment while matriculating at their institution. Electronic messages are defined for all interactions between the institution and Studielink. As the status of the student’s application and matriculation changes, the institution must immediately update the Studielink system; as the student reports status changes directly to Studielink, the Studielink system must send messages to update the institution. There are approximately 30 distinct electronic messages that can be shared between Studielink and the institution.

This diagram provides an overview of the process:

Studielink information process flow

Communication between Studielink and the institution is in the form of individual XML messages. Specifications for each message type are available from the Studielink website.

See www.studielink.nl

PeopleTools 8.48 Integration Broker is the application used to facilitate the transmission of messages between Studielink and the institution. You must upgrade to this version of PeopleTools in order to connect to Studielink.

Setting Up Studielink

This section discusses how to:

• Activate Studielink functionality.

• Set up academic programs for Studielink.

• Set up academic plans for Studielink.

• Set up BRINcode and institution cross-references.

• Set up civil and marital status cross-references.

• Set up visa permit types and visa cross-references.

• Set up Search/Match data.

• Set up Studielink address usage.

• Set up Studielink message load parameters.

• Set up Studielink Search/Match parameters.

• Set up program action reason codes.

• Set up Studielink message equations.

• Set up Integration Broker to communicate with Studielink.

Note. Institutions are expected to complete the current existing setup necessary to support NLD Higher Education functionality within the PeopleSoft Campus Solutions application. Administrators must also perform the required registration and setup necessary to access the Studielink system.

See Also

(NLD) Defining Dutch Academic Structure

Pages Used to Set Up Studielink

Activating Studielink Functionality

Access the Academic Institution 6 page.

Select the Studielink Participant check box to activate all online Studielink behavior.

Setting Up Academic Programs for Studielink

This section discusses how to :

• Map education codes to academic programs.

• Assign campus and campus location codes.

• Set up home campus NLD values.

Mapping Education Codes to Academic Programs

The Education Type Code that is contained in many of the Studielink messages identifies the academic program of the student within PeopleSoft Campus Solutions. In order for the appropriate academic program to be assigned to the student, the Studielink education code must be mapped to the valid academic program.

First, the CIP Code Table (Classification of Instructional Programs Code Table) (CIP_CODE_TABLE) component must be used to store all of the Studielink education code values. Institutions should request a complete list of education codes from Studielink. Next, use the Academic Program Table (ACADEMIC_PROG_TBL) component to assign the appropriate CIP code to the academic program that the code represents. Once completed, the Studielink posting process assigns the correct academic program when creating the student’s admissions application. This setup is required. Institutions that have implemented CBAP functionality were required to perform the same setup tasks.

Assigning Campus and Campus Location Codes

Each academic program has a campus defined on the Taxonomy/Campus page in the Academic Program Table component. The assigned campus must have an associated location code. The location code must be defined for the correct SetID where the address information is complete. Studielink uses the location assigned to the campus to determine the city location for reporting to Studielink.

Setting Up Home Campus NLD Values

On the Home Campus NLD page, use the Campus group box to define the BRINcode and Sub Institute numbers assigned to each campus where each academic program is offered. In the Campus Academic Load group box, enter the approved academic load values for your campus. You must define this information for all Studielink eligible academic programs. When applications for enrollment are sent to the institution from Studielink (Message 03), the posting process uses this information to verify that the program is offered at the institution at the requested location.

Access the Home Campus NLD page.

The Sub Institute field supports Studielink processing. Like BRINcodes, the Dutch Ministry of Education assigns sub institutes to each institution.

See Also

Modifying CIP and HEGIS Codes

Setting Up Campuses

Defining Programs, Plans, and Subplans

Setting Up Academic Plans for Studielink

Access the Academic Plan Table page.

Institutions that participate in Studielink are required to create academic plans that have the same value as the Studielink Alternative Program code values. The Studielink posting process uses the alternative program code value for the default academic plan. If no alternative program code is specified in the message, or if a matching plan is not defined, the system uses the default academic plan assigned for the academic program.

Setting Up BRINcode and Institution Cross-References

Access the BRINcode/Institution Cross-reference page.

The Dutch Ministry of Education requires that institutions use their assigned BRINcode in all official communications. Each BRINcode is specific to an institution and a location. Therefore, each institution can have multiple BRINcodes.

The Studielink posting process requires that the valid BRINcodes for each institution are defined in order to correctly identify messages. Messages that contain BRINcodes not defined in this component are not posted to the application tables. Assign the student’s institution based on the BRINcode that is received.

Setting Up Civil and Marital Status Cross-references

Access the Civil Status/Marital Status Cross-reference page.

When student bio-demographic data is updated from Studielink, the civil status that is reported must be mapped to an appropriate PeopleSoft Campus Solutions value. If not, the component interface that updates the PeopleSoft Campus Community tables will fail if it encounters a value that cannot be translated.

Setting Up Visa Permit Types And Visa Cross-References

Access the Resident Status/Visa Permit Type Cross Reference page.

Studielink reports Dutch resident statuses for all applicants. There are 32 resident status values. Because these values may not be the same values used in the PeopleSoft Campus Solutions Visa Permit table, a cross-reference table is provided to allow the incoming value to be converted to an acceptable internal value. The table also defines how the internal visa permit value is converted to an acceptable resident status value accepted by Studielink.

Following are examples of Studielink values that are converted to PeopleSoft values:

1. Studielink sends a resident status of 09. This is translated to a visa permit type of WP1.

2. Studielink sends a resident status of 11. This is translated to a visa permit type of VD1.

3. The institution sends a visa permit status of WP1. This is translated to a resident status of 10.

Setting Up Search/Match Data

Studielink users must create their own Search/Match rules and search parameters for the posting process. The posting process uses the Search/Match process to determine if an existing EmplID exists for admission application messages received from Studielink.

The following table lists the fields on the admission application Message 03 that are used for executing the Search/Match process. The corresponding search field is defined to assist you to create your institution’s Search/Match rules and parameters.

This section discusses how to:

• Set up Search/Match rules.

• Set up search parameters.

• Set up search permissions.

Setting Up Search Match Rules

Access the Search/Match Rule page.

Several Search/ Match rules will probably need to be created to ensure that the Studielink application records are properly evaluated. You must define all your Search/Match rules before you create the search parameters.

See Searching for Records and Using Search/Match.

Setting Up Search Parameters

Access the Search Parameters page.

Enter the search fields in the appropriate search order.

Setting Up Search Permissions

Access the Search Permissions page.

Select the Full Access check box. Enter SAD_SL_LOAD_PARMS in the Component Name field.

This allows the system to select search parameters from the Studielink Load Parameters component and create the Studielink message posting parameter settings.

Setting Up Studielink Address Usage

Access the Studielink Address Usage page.

The three address types that can be communicated between an institution and the Studielink system are billing, mailing and permanent. The system uses PeopleSoft Campus Community address usage functionality to provide a flexible method for identifying the address type to update when information is received from Studielink. This also controls the address that is sent in messages originating from the institution.

See Also

Establishing Address Usages

Setting Up Studielink Message Load Parameters

Access the Studielink Load Options page.

The page is used to store the settings used by the posting process to process all messages that are loaded in the staging tables. You must create settings for every academic career at the institution where students are eligible to participate in Studielink.

Career Options

These options must be created for each academic career that participates in Studielink.

Setting Up Studielink Search/Match Parameters

Access the Studielink Search/Match Setup page.

Assign the Add, Update, or Suspend settings for the search parameters.

When multiple matches occur for the same rule, the system suspends the record.

Setting Up Program Action Reason Codes

You must set up several program action reason codes for Studielink admissions and enrollment processing. The values are assigned by the managing of Studielink messages by the posting process, or by users as they update a student’s admissions application or enrollment status. These codes provide you with more meaningful descriptions when data is modified within the Application Maintenance (ADM_APPL_MAINTNCE) component.

See Setting Up Admissions Program Actions and Program Action Reasons.

The following table lists program action reason codes used in Studielink processing that must be set up by the school:

Failure to enter the listed reason codes will not cause any Studielink processes to fail, but the information will not be made available to the user.

Setting Up Studielink Message Equations

An optional process using the Equation Engine determines whether the system should transmit a message to Studielink. Use the Studielink Equation Setup page to assign an equation to perform the evaluation for the desired Studielink message.

Note. Some messages will not require an equation.

See Understanding Message Equations.

Access the Studielink Equation Setup page.

Studielink Message	Enter the Studielink message that the equation process should evaluate.
Equation Name	Enter the equation that will perform the evaluation.

Setting Up Integration Broker to Communicate with Studielink

PeopleSoft Integration Broker is used to establish connectivity with the Studielink system. Once connection is established, messages are transmitted between the institution and Studielink automatically. As messages are received from Studielink, they are automatically loaded in the staging tables. When the institution generates messages to Studielink, they are automatically sent after the data has been staged. The Integration Broker application provided in PeopleTools 8.48 is required for Studielink communications.

See Also

Enterprise PeopleTools PeopleBook: Integration Broker

Receiving Messages from Studielink

This section discusses how to:

• Receive Studielink messages.

• View staging table data.

• View student messages.

Pages Used to View Studielink Messages

Receiving Studielink Messages

Institutions must register on the Studielink website before they can receive Studielink messages. Once the institution has been registered, has provided their setup information, and their internet connectivity has been established, messages are sent to the institution automatically as students begin to use the Studielink website. Any messages sent to the institution are automatically loaded into staging tables prior to being posted into the application.

Viewing Staging Table Data

The Studielink Message Data (SAD_SL_STAGE) component allows you to view the data of every message that has been loaded into the staging tables. The search record of the component provides selection criteria fields to allow you to search for the records that you require.

Note. A unique page exists for each Studielink message number, based on the data required in each message.

Message 03 is the message sent from Studielink to the institution to communicate all of the data related to the application of a student.

Access the Message 03 page.

Academic Details, Address, Foreign Address, and Enquiry

Click to access additional information about the student.

Viewing Student Messages

The following table lists the Studielink messages that are transmitted between the institution and Studielink:

Posting Studielink Messages to Application Tables

This section provides an overview of the Studielink posting process and discusses how to:

• Post Studielink messages.

• Resolve messages that suspend.

• View a Studielink posting report.

Understanding the Studielink Posting Process

The role of the posting process is to review incoming messages that have been loaded into the Studielink staging tables and to move the data from the message into the PeopleSoft Campus Solutions application tables for the corresponding student. When the data is loaded into the application tables, it can be reviewed and modified based on the institution’s business requirements. Each message is processed based on the particular business process it represents. Some messages are specific to the admissions process, some messages are relevant only after the student has been enrolled, and other messages are independent of the student’s admission or enrollment status.

Before a message can be loaded into the application tables, the posting process must determine the load parameters that need to be applied to the message. For most messages, this involves verifying that the reported BrinCode is valid for the institution (based on finding a valid BRINcd/Institution Xref setting), and then deriving the academic institution and career from the education block fields of the message and using that information to find the matching Studielink load parameter setting. For some messages, Studielink load parameters are not required, and therefore this check is not performed. Messages will suspend if either of the two checks fail.

If the message passes the first checks, the process must next identify the student recipient of the message. In most cases, the Studielink ID number, contained in most of the messages, is used to identify the student in the database. In the case of Message 03 (application for enrollment), however, if the student cannot be identified using the Studielink ID then Search/Match is also used. For all other messages for which the Studielink ID fails to identify the student, the system suspends the record and it must be resolved manually.

After the student has been identified, the posting process then validates the information contained in the message. For most messages, this involves verifying that the information contained in the education block section of the message is valid for either the institution or the student. For Message 03, the BRINcode, CIP Code (program), sub institute number, and enrollment manner must be valid for the institution (this is set up in the Academic Program Table on the Taxonomy/Campus and Home Campus NLD pages). If invalid, the message suspends. Otherwise, the system creates an admissions application for the student. For other messages that provide the education block fields, the posting process verifies that the field values match those of the student before the message can be loaded. If any message cannot be loaded properly, the system suspends it and displays the reason so that you can decide on the corrective action necessary to process the message information.

Pages Used to Post Studielink Messages to Application Tables

Posting Studielink Messages

Access the Post Studielink Messages page.

Search, Match and Post	For all other messages, the EmplID is determined by matching the student’s Studielink ID number. If a match is found, the system posts the message into the application tables. For Message 03 records, if the Studielink ID number is not found, the Search/Match process then attempts to identify the EmplID. Once a positive match occurs, or a new EmplID is required to be created, the message then posts to the application tables.
Post Only	For Message 03 records, all records that have been identified or assigned to an EmplID post to the application tables. The Search/Match process is not used. For all other messages, the system attempts to match the EmplID to student’s Studielink ID. If a match exists, the message posts into the application tables.
Search and Match only	This option applies to Message 03 records only. The process attempts to identify the EmplID using the Search/Match process. The transaction status is updated to Partial. No messages are posted to the application tables. All other message types are ignored.

The Studielink Inbound application engine process (SAD_SL_IN) moves the data from the staging tables to the application tables. The message type determines how the system processes the data.

The following table describes how each incoming message is processed and the reasons that the message may not load and is suspended:

All messages that are posted result in a new message action row in the Student Transaction Summary page.

Resolving Messages that Suspend

There may be circumstances in which the message received from Studielink cannot be posted to the application tables. This is likely to occur in most cases with Message 03, since it is usually the first message received by the institution and generally results in the creation of the student and application records. When a message is unable to post, the system updates the transaction status of the message. At the same time, the system writes suspense information to a separate table.

This section discusses how to:

• Determine the transaction status of a message.

• Use suspense management data.

• Resolve search errors for Message 03.

• Resolve suspend errors.

Determining the Transaction Status of a Message

The transaction status of a message is always updated as the posting program processes the message.

The transaction status values are:

To view the transaction status for all inbound messages, use the search record for the Studielink Message Data page to select and view all messages containing a fixed transaction status.

Using Suspense Management Data

The Studielink Suspense Management page displays the information stored in the suspense table and is designed to explain why the message did not post and to allow you to resolve certain suspense conditions. Because the system writes all messages that suspend (or are partially processed) to a suspense table, the Suspense Management page is the primary method for reviewing messages with potential problems.

Because each message can have distinct reasons for suspending, the page is designed to provide the relevant tools necessary for resolving the suspense reasons for each message.

Access the Studielink Suspense Management page.

The section of the page below the Suspense Reason information and above the Message Data link displays high-level information about the student. The system loads this information directly from the actual message. Student identification fields are displayed to assist in identifying the student in the database and can be used to resolve search match errors with message 03. For all other messages, the ID field will display the student’s EmplID if the Studielink number is already in the database. The fields in the Education Block Fields group box are used to identify the data load parameters that the posting process applies for the record, and to determine the student’s program of study. Use the Message Data link to access the staging table pages and view all the information contained in the message.

Depending on the type of message suspended, additional fields appear below the Message Data link. They can help resolve the suspend conditions of the message. Depending on the reason for the suspension (as with Message 03), enter the appropriate information to allow the message to be processed.

When the posting process cannot determine which admissions application of the student to update with the message data (as with Messages 08, 19, and 39) because the student has multiple application records, you must assign the correct admissions application to update.

When the posting process cannot determine which academic career of the student to update with the message data (as with Message 25) because the student has multiple active academic programs, you must assign the career and career number to update.

The following table lists possible suspend messages and the appropriate resolution instructions:

Use this table to determine what the corrective action is required for the suspended message. For Message 03, there is additional functionality provided on the page to resolve Search/Match errors.

Resolving Search Errors for Message 03

For Message 03, you can manually set the Studielink posting action to override the posting process. This method can be used when you want to override the Search/Match process and manually assign the EmplID (or force the creation of a new EmplID).

Resolving Suspend Errors

The Suspend Message and Resolution instructions table describes the conditions that may cause the message to suspend. View the Suspense Reason on the page to see the specific reason. Next, use the table to determine how to resolve the problem. If you determine that any message should be loaded, update the transmission status to either skip or manually resolved, as appropriate for the situation. The posting process will then ignore these suspended records in the future.

Viewing a Studielink Posting Report

Access the Studielink Posting Report page.

After selecting your report parameters, click the Run button to generate a report to identify Studielink messages that have been posted. You can also use the report to monitor recently posted messages.

Reviewing and Updating Studielink Information

This section discusses how to:

• Review admissions information.

• Review regional Studielink information.

• Review higher education details.

• Review external system IDs.

• Review academic progress.

• View prior education information for a student.

• Send text messages to students through Studielink.

Pages Used to Review and Update Studielink Information

Reviewing Admissions Information

This section discusses how to review:

• Application program data.

• Other application information.

Reviewing Application Program Data

Access the Application Program Data page.

Warning! Academic program is a key to the Studielink student tables. Changing the student’s academic program after it has been saved may cause orphan rows in the message tables.

Reviewing Other Application Information

Access the Application Regional page.

Higher Education Additional Information and Admission Verification

These group boxes display Studielink application information. When you review the application, you can change the values of the fields in accordance with the institution’s business process. When a change must be sent to Studielink immediately, select the Transmit check box to send the appropriate message.

Payment Information

Lot Drawing

Reviewing Regional Studielink Information

Access the Regional page.

Studielink Number

The External System ID page populates the Studielink Nbr (Studielink Number) field.

Reviewing Higher Education Details

Access the Administer Student Higher Education page.

Consent Statement

Indicate whether the student has given consent for the institution to release information to Studielink and IBG. Values are: J: Yes (consent granted) N: No X: Unknown

The GBA Verification via Studielink information is used to report the verification of the student’s identification.

Reviewing External System IDs

Access the External System ID page.

The student’s unique Studielink identification number is stored as an external system ID. This is updated when posting messages 03 and 30 (if a Studielink ID change is reported), and is provided when sending messages to Studielink.

Note. This value should not be confused with the ANZ StudyLink external system value.

Reviewing Academic Progress

Access the Academic Prog Higher Education page.

Studielink Status	Displays the student’s current reported status.
Comments	Click to view comments from Message 25. The link appears only if comments exist.
Student Messages	Click to access the Student Messages page, where you can send messages to the student via Studielink.
Detail	Click to view Studielink education block information.

The Studielink Payment Information group box appears if the value in the Progr Action Higher Education field is ENRL (to display any payment information reported in Message 25) or PAYM (to allow entry of payment information).

Viewing Prior Education Information for a Student

Access the Student Prior Education Information page.

A student can enter prior education information during the request for admission or at a later time as a separate option within Studielink. Institutions can also update a student’s prior education information and then send the updated information to Studielink.

Prior Education

Subject data

Sending Text Messages to Students Through Studielink

Messages for students can be sent to Studielink so that they appear when the student logs into the Studielink website.

Access the Student Messages page.

Set the Message Status to Ready to automatically send Message 22 the next time that messages are generated.

Once the message is generated, the system changes its status to Sent and the message cannot be altered.

Managing Outbound Messages

This section provides an overview of generating messages and message equations and discusses how to:

• Review pending outbound messages.

• Override outbound message transmissions.

• Send outbound messages to Studielink.

• Determine outbound messages.

Understanding How Messages to Studielink Are Generated

After a student becomes part of the Studielink system (either by receiving an admission application or by the institution registering its current enrolled students), changes to the student’s information must be reported to Studielink. In some cases, students initiate changes (for example, changes to personal information and requests for re-enrollment) by logging on to the Studielink website. In other cases, institutions report changes to Studielink in the form of specific electronic transactions. This section discusses messages that must be sent from the institution to Studielink.

The messages that can be sent to Studielink fall into several categories: those that can only be sent as part of the admissions application process, those that can only be sent after the student has been matriculated and enrolled, and those that are not dependent on either condition.

You can initiate messages to Studielink in several ways. When you determine that information should be sent to Studielink, you can indicate the messages to be sent by manually setting the Transmit check box on the Application Regional page for the information to be sent directly from the admissions maintenance component.

You can also use the Student Transmission Override page to set the transmit status for the appropriate messages that you want to send. If you select the appropriate transmission check box, the system will generate a message and send it to Studielink when the Generate Studielink Message process is run. When using the override page, you are responsible for ensuring that the data to be transmitted for each message has been correctly set in the source data pages.

Alternatively, you can use the Studielink Message Evaluation process to automatically determine if a message should be sent. This process uses the Equation Engine to allow you to define the conditions for determining whether to send a particular message. This process determines whether a particular message should be transmitted; if it should, the system selects the appropriate transmission override check box – the same check boxes that you can set manually. The process is not designed to cancel messages marked to be sent – it cannot clear any of the transmission check boxes. When the Generate Studielink Message process runs, these messages are then generated and transmitted.

It is expected that institutions will use a combination of methods to initiate the transmission of messages to Studielink. Institutions should develop the business processes that they will use to meet the conditions of the messages that they want to transmit. This analysis should indicate whether a message will be initiated manually, by equation process, or both.

Once messages have been updated to send, you can run the Studielink Outbound process. This process populates the necessary message data into the staging tables, creates the physical messages, and then transmits them to Studielink. Once a message has been successfully generated, the process updates the transmit status check boxes to a blank value and the record of the transaction appears in the Student Transaction Summary page.

The following table describes the expected user actions that would trigger the transmission of the Studielink message:

* Automatically generated.

Understanding Message Equations

Instead of manually setting messages to be generated and sent to Studielink, you can use the functionality of the Studielink Message Evaluation process to automatically perform this action. This process utilizes PeopleSoft Equation Engine to allow you to define your business rules to initiate a message to be sent to Studielink.

The design of the equation process allows a separate equation to be assigned for any message type. The equation should be written to evaluate whether a student meets the criteria of the message and return a Pass/No Pass result. When the equation is executed, any equation that passes causes the appropriate check box in the Studielink Transmissions page to be selected. Equations can only be used to identify messages to be sent. They cannot be used to cancel the sending of a message already queued.

PeopleSoft provides the basic equations for most messages. You can customize the delivered equations to meet the needs of your institution.

Note. To create custom equations, instead of modifying the existing equation, you should copy the equation using a new equation name and then modify the new equation. This preserves your equations from upgrades.

See Also

Setting Up Studielink Message Equations

Reviewing Delivered Equations

Pages Used to Manage Outbound Messages

Reviewing Pending Outbound Messages

Access the Studielink Transmissions page.

This page enables limited access users the ability to see which messages are queued for transmission. Users have access to update the Evaluate Student check box.

The Evaluate Student check box is used to identify those records that will be eligible to generate messages to Studielink. This check box becomes active when either Message 03 is loaded, or when an application is entered manually for a Studielink applicant. When the message creation and evaluation process runs, the process selects only those records for processing. Clearing the check box stops all communication to Studielink.

If any of the message check boxes are selected, this indicates that the message will be generated and sent to Studielink the next time that the Generate Studielink Message process runs. The Transmit Date column indicates the last time that the corresponding message was sent.

Overriding Outbound Message Transmissions

Access the Studielink Transmission Override page.

If you have access, you can manually select messages to be generated. Select the appropriate check boxes to indicate which messages you want to send to Studielink for a student.

Warning! You should be careful when manually setting a message to send. Ensure that the student’s information has been updated so that the message is generated with the correct information.

Sending Outbound Messages to Studielink

Access the Generate Studielink Messages page.

Enter the academic institution for which you want to generate outbound messages. The system will create the appropriate XML messages and send them to Studielink

When the Generate Studielink Message process runs, the system does the following:

1. Selects the records for the academic institution with messages selected in the Studielink Transmission page.

2. Assembles each message in the XML staging tables.

   You can view these messages in the Studielink Message Data component. These messages have a blank Transaction Status value.

3. For each student where a message is to be generated, a row appears in the Student Transaction Summary component.

   The system automatically transmits messages to Studielink as they are generated.

Once the institution has established a connection with Studielink, messages are transmitted. For each message sent, a response record returns to the institution to acknowledge the receipt of the message. The system continues to attempt to send the message to Studielink until the message is successfully received. At this point the Transaction Status value in the Studielink Message Data component is set to P - Processed. If an error occurs during the transmission, the Transaction Status value is set to E - Transmission error.

Determining Outbound Messages

Access the Studielink Message Evaluation page.

Institution	Enter the institution for which the message evaluation process will be run.
Academic Year	Enter the academic year for those equations that require the academic year passed to the evaluation. Refer to the list of provided equations to determine which equations use this value. Note. This field is not used as a selection criterion.

When the process runs, the system does the following:

1. Selects for processing all student records for which the Evaluate Student check box has been selected (PS_SAD_SL_TRANSMIT.SAD_SL_EQTN_STAT = ‘Y’) and where the student has been assigned a Studielink ID number.

2. Executes all the equations that have been set up.

3. If the equation passes (the conditions are met), the corresponding Message Status field becomes Y.

   This appears as a selected check box on the Studielink Transmission Status page.

4. If the equation fails (the conditions are not met), nothing happens.

5. If a message is currently activated for transmission, the process does not run the equation.

The process log that is generated will list each student record that has passed any equations. If any messages are queued to be generated, the Generate Studielink Message process can now be run to generate and transmit these messages.

Changing Student Status Using Studielink

This section discusses the process by which Studielink manages changes to a student’s status at the institution, the steps that must be taken to ensure the proper communication between the institution and Studielink, and how to:

• Process student re-enrollment requests.

• Confirm re-enrollment.

• Process student withdrawal requests.

• Convert existing students to Studielink.

Pages Used to Change Student Status Using Studielink

Processing Student Re-enrollment Requests

Students must re-enroll each academic year at their institution. Students who are registered with Studielink must initiate this process directly with Studielink. After the student has notified Studielink of their re-enrollment request, a Message 25 is generated and sent to the institution. This is the institution’s official notification of the student’s re-enrollment. When the institution has ensured that the student has met the re-enrollment requirements, it sends a Message 31C to Studielink to report the status. Students who choose not to re-enroll must also notify Studielink of their decision. Studielink also need to notify the institution of this status change.

A student is considered re-enrolled when two rows exist in the Student Program NLD page for the upcoming academic year. One is a RENR row which indicates the request for re-enrollment. The second is a PAYM row, which indicates that the student has made payment for the upcoming year.

Processing Re-enrollment Requests from Studielink

For the institution, the process begins with the receipt of Message 25 from Studielink. The message automatically loads into the staging tables. When the posting process runs, the Studielink ID identifies the student and the re-enrollment information loads into the application. The system adds a new row to the Acad Prog Higher Education page where the Program Action Higher Education value is set to RENR – Re-Enrollment. All re-enrollment information contained in the message loads into the page, including payment information, if present, in the Studielink Payment Information group box.

Access the Academic Prog Higher Education page.

If the student has requested a change in manner (academic load) in Message 25, this will also cause a new row to be inserted in the student’s academic program to reflect the change.

To complete the re-enrollment process, the student must pay their fees for the new year. Insert a new row in the page to verify that the student’s payment has been accepted. The Program Action Higher Education value is set to PAYM – Payment.

Confirming Re-enrollment

Access the Studielink Transmission Override page.

Once the student’s re-enrollment process is complete, the institution must send Message 31C to Studielink to notify them of the decision. Message 31C can be initiated manually by using the Studielink Transmission Override page and selecting the Confirm Re-enrollment (31C) check box and setting to appropriate re-enrollment year, or use the Studielink Equation process to automatically identify the student and initiate the message.

Processing Re-enrollment Cancellation Requests from Studielink

Students can request to not re-enroll for the following year. This is also communicated in Message 25. If this occurs, a new row is added to the Acad Prog Higher Education page where the Progr Action Higher Education value is set to NRNR – No Re-Enrollment. No response to Studielink is required.

Processing Student Withdrawal Requests

Students who want to withdraw from the institution in which they have been enrolled, or withdraw their application for admission, must initiate the process through Studielink. Once the request has been made, Studielink submits to the institution Message 35, which contains the withdrawal request. When the message posts, the system checks to see if the student has been admitted to the institution for the requested program. If the student is not yet admitted (Program Status is set to AP), the application is automatically cancelled during the posting process. You are not required to take any action. If the student is already admitted or matriculated, the cancellation request can be viewed in the Studielink Cancellation Request component. This component contains a list of all students with a cancellation or withdrawal request that has not been completed. As each student record is evaluated and processed by the administrator, the record is deleted from the component.

The following table lists what you must do to complete the review of cancellation requests received in Message 35:

Access the Studielink Cancellation Requests page.

Process Status	The current status of the staff review of the student’s cancellation request. This should be updated by the reviewer when appropriate. Values are: Complete: The review of the student’s request is complete. All records have been updated. In Process: The review process has begun but is not completed. Skip: The record will not be reviewed. Unprocessed: The default status that is set when the Message 35 is loaded.
Request Status	Indicates the decision status of the withdrawal request. Values are: Undetermined: No decision has been made. This is the default value. Allowed: The institution approved the withdrawal request. Not Allowed: The institution denied the withdrawal request.
Academic Year	The year in which the withdrawal is requested.
End Date	The stop date of enrollment.
End Reason	The stop reasons reported to Studielink. Values are: Students Suspended, Article 7.42.1.a, Article 7.42.1.d, Article 7.42.1.c, HE and RP 1996, Article 7.42.1.b, Post Exam, Death of Student, and Article 7.42.e.. For a complete definition of the field values, see Berichten specificaties Studielink2 2006, Koppelvlak - A,Versie 1.0, Status Definitief, Document ID : 60172.2.4.4.3-01
Request Refund	Indicates whether a tuition refund will be granted to the student.
Explanation	Free form text to Studielink.
Application Data	Click to access the Admissions Application Maintenance page and view information about the student's application.
Student Program/Plan	Click to access the Student Program/Plan page and view further information about the student's record.
Message Data	Click to access all of the fields contained in Message 35.

Resolving Withdrawal Requests for Matriculated Students

If the student has already been matriculated, the academic records staff process the student’s withdrawal request and the student’s academic program status becomes updated. In Studielink, when a matriculated or enrolled student requests a cancellation or withdrawal, the institution must report whether the request has been approved or declined. When a withdrawal request is denied, the record must be updated on the Withdrawal/Cancellation Request page. Document the explanation for the denial on the page and send it to Studielink in Message 31D. The system automatically sends it when the process status for the record is set to Complete and the request status is set.

When a withdrawal request is approved, you must update the student’s academic program. You must also update the end date and the reason for the approval, and indicate whether tuition restitution will be granted in the Withdrawal/Cancellation Request page. The information is then ready to be sent to Studielink in Message 31E.

When a withdrawal request is not approved for a student, update the decision in the Studielink Cancellation Request page and generate Message 31D.

Resolving Withdrawal Requests in the Admissions Maintenance Pages

Admissions staff must update the status of students who have been admitted, but not yet program activated, at the time they request a cancellation of their admission. If approved, the staff must cancel the student’s application and update the Studielink Cancellation Request page. If denied, update the Studielink Cancellation Request page to reflect the decision. The system generates either Message 31D or 31G when the page is updated.

Converting Existing Students to Studielink

Institutions are required to register their current student population with the Studielink system. Institutions register their current students by generating a specially formatted application Message 34 for their eligible students and transmitting the message to Studielink. Studielink, in activating the student, issues a Studielink ID to each student.

A separate process enables you to generate this special conversion message, which is internally referred to as Message 34C. The process selects any active students (PS_ACAD_PROG.PROG_STATUS = ‘AC’) using the selection criteria defined in the run control page. If there is enough information necessary to generate a complete Message 34C, the system creates a message and sends it to Studielink.

Access the Generate Studielink Conversion Messages page.

Academic Institution	Enter the institution from which the process will select student records to process. This field is required.
Academic Year	Enter the academic year of the records that you want to process. The academic year is defined in the Student Records Higher Education NLD page. This field is required.
Academic Career	Enter the academic career of the records that you want to process. This field is required.
Academic Program	Enter a value to restrict the selection to a specific academic program. This field is optional.
Student Override	After you enter the required fields, select this check box to select individual student records for conversion. You can select only records that meet the selection criteria.

Running the Conversion Process

The conversion process attempts to create a complete Message 34C from the student’s PeopleSoft Student Records information. If the information is complete, the system creates the message and makes it available in several Studielink pages throughout PeopleSoft Campus Solutions:

1. The Student Studielink Transaction Summary page shows that the Message 34C was created and sent. From this page you can view the data contained in the message.

2. The system inserts a new row into the Academic Prog Higher Education page to indicate the creation of the conversion process for the student and to assign the student’s current Studielink status of I - Enrolled.

   The system also assigns a new Program Action Higher Education code of SLCN – Studielink Conversion.

3. Once Studielink receives the conversion message, it assigns a unique Studielink number to the student and sends the information back to the institution in Message 30 (Studielink ID change).

Once the ID is assigned, the student is now considered an active Studielink participant. You can access the Studielink Education Block Information from the Detail link on the Academic Prog Higher Education page.

Resolving Cases when a Conversion Message Cannot be Generated

When the conversion process does not have enough information to generate a complete conversion message, the system writes missing data elements in the process message log for each student. Each missing data element requires a specific corrective action. When you correct all errors for a student, the process then generates and transmits the complete Message 34C.

The following table lists error messages and the required corrective action: