Managing Participation Data

This chapter provides an overview of participation data and discusses how to:

Enter honors and awards data.
Enter licenses and certificates data.
Enter membership data.
Enter publications data.
Enter athletic participation data.
Enter extracurricular activities data.

Understanding Participation Data

You can enter information in your database to indicate the types of accomplishments achieved by individuals at your institution, as well as their association memberships. You can enter data about their athletic participation, extracurricular activities, the licenses and certificates that they hold, the honors and awards that they receive, and the articles or books that they have published.

You can use the codes in your system to identify athletes at your institution and track their athletic participation and eligibility. Some codes for levels of involvement are delivered with your system. You can create additional codes to identify the levels of involvement in athletic teams and events at your institution.

You can also enter data about the books and articles that individuals at your institution have published.

Note. PeopleSoft Enterprise Campus Self Service, which is licensed separately, provides self-service components for participation data.

See Using Self-Service Participation Data.

Prerequisites

Before entering participation data, you must set up codes and tables to use.

See Setting Up Participation Data.

Entering Honors and Awards Data

You can enter data about internal and external honors and awards received by individuals at your institution. You can track the external honors and awards of interest to your institution. You can include internal awards on transcripts and for setting up graduation.

See Tracking Honors and Awards.

Page Used to Enter Honors and Awards Data

Page Name	Object Name	Navigation	Usage
Honors and Awards	HONORS_AWARDS_CS	Campus Community, Personal Information, Accomplishments, Honors and Awards	Enter internal and external honors and awards received by individuals at your institution.

Entering an Honor or Award

Access the Honors and Awards page.

Honors/Awards Detail

Internal/External

Select the type of honor or award that the individual received. Values are:

Internal

External

Honor/Award

Select the honor or award that was received. The available honors and awards are from the Honors/Awards Table page.

Career, Academic Program, Academic Plan, Term, and Tran Level (transcript level)

These fields appear when you select Internal. The transcript level that was set on the Honors/Awards Table page for the selected honor or award appears as the default value in the Tran Level field. You can override it to select a different transcript level on which to include this honor or award.

Enter values in the other fields as required by your institution for internal honors and awards.

See Setting Up Honors and Awards.

Entering Licenses and Certificates Data

You can enter data about the credentials and certifications earned by individuals at your institution. You can also indicate whether the license or certificate requires renewal, and if so, when.

This section discusses how to enter license and certificate data.

Page Used to Enter License and Certificates Data

Page Name	Object Name	Navigation	Usage
Licenses and Certificates	SCC_LICENSE_CERT	Campus Community, Personal Information, Participation Data, Accomplishments, Licenses and Certificates	Enter license and certificate data to track the permits, licenses, and certifications held by an individual.

Entering Licenses and Certificates Data

Access the Licenses and Certificates page.

License/Certificate Detail

License/Certificate Code	Select the code for the license or certificate to track for the individual.
Issue Date	Enter the date on which the license or certificate was officially issued.
License #	Enter the license number or other unique identification number assigned to the specific license or certificate by the issuing agent.
Issued By	Enter the name of the agency or authority that issued the license or certificate.
Expiration Date	Enter the date on which the license or certificate is scheduled to expire.
License Verified	Select to indicate that your institution has verified that this individual holds this license or certificate.
Renewal in Progress	Select to indicate that the individual is in the process of renewing this license or certificate.

Issued In

Country	Specify the country in which the license or certificate was issued.
State	Specify the state or province in which the license or certificate was issued.

Entering Memberships Data

You can select from the organizations in your database to indicate an individual's association with that organization. If the individual belongs to an organization that is not in your database, you might want to add the organization on the Membership Table page so that you can track the individuals at your institution who belong to it.

This section discusses how to enter memberships data.

Page Used to Enter Memberships Data

Page Name	Object Name	Navigation	Usage
Memberships	SCC_MEMBERSHIPS	Campus Community, Personal Information, Participation Data, Accomplishments, Memberships	Enter memberships data to identify the organizations of which an individual is a member.

Entering Membership Data

Access the Memberships Page.

Organization and Description

Select the code for the organization of which this individual is a member.

Membership Date

Enter the date on which the individual's membership began.

Mandate, Mandate Position, Mandate Begin Date, and Mandate End Date

Enter data to describe the organization's mandate or purpose of membership.

Entering Publications Data

This section discusses how to enter publications data.

Page Used to Enter Publications Data

Page Name	Object Name	Navigation	Usage
Publications	LS_PUBLICATIONS	Campus Community, Personal Information, Participation Data, Accomplishments, Publications	Enter publications data for an individual.

Entering Publications Data

Access the Publications page

Publication Detail

Publication Number	The number of this publication in the list of publications for this individual. The system enters the next sequential number for each publication that you add. You can override the number to reorder the list of publications.
Publication Type	Specify the type of publication, such as article, book, presentation, record, thesis, or video. Values for this field are delivered with your system as translate values. You can modify these translate values.
Author Type	Specify the type of this individual's authorship participation in the publication, such as author, co-author, or editor. Values for this field are delivered with your system as translate values. You can modify these translate values.
Publication Title	Enter the title of the publication.
Publication Name	Enter the name of the magazine, journal, book, or other, in which the publication appeared.
Publisher	Enter the name of the publisher of the magazine, journal, book, or other medium in which the publication appeared.

Publication Information

Date Format For PowerPlay	Select to indicate whether the value in the Date field must be selected from the calendar feature or entered in a valid date format. If you do not select this check box, the value in the Date field can be any value or format of up to 10 characters.
Date	Enter the date of the publication.
Volume	Enter the volume, if any, of the magazine, journal, book, or other medium in which the publication appeared.
Issue	Enter the issue, if any, of the magazine, journal, book, or other medium in which the publication appeared.
Page Number(s)	Enter the page numbers, if any, of the magazine, journal, book, or other medium in which the publication appeared.
Notes	Enter notes or comments to further identify or describe the publication by this individual.

Entering Athletic Participation Data

This section discusses how to enter athletic participation data.

Page Used to Enter Athletic Participation Data

Page Name	Object Name	Navigation	Usage
Athletic Participation	ATHLETES	Campus Community, Personal Information, Participation Data, Athletic Participation	Enter athletic participation data to help track an individual's participation at your institution.

Entering Athletic Participation Data

Access the Athletic Participation page.

Sport

Sport

Select the sport in which this individual participates.

Values for this field are delivered with your system as translate values. You can modify these translate values.

Athlete Information

Athletic Participation	Indicate the level or status of the individual's participation in the specified sport, such as active participant, manager, not recruited, or recruited.
Current Participant	Select to indicate that this individual currently participates in this sport.
NCAA Eligible	Select to indicate that the individual is eligible to participate on an NCAA (National Collegiate Athletic Association) team for this sport.
Comments	Enter comments to further identify or describe the individual's level or status of participation in the specified sport.

Entering Extracurricular Activities Data

You can use the codes in your system to identify extracurricular activities and track participation in them. Some codes for levels of involvement are delivered with your system. You can create additional codes to identify the levels of involvement in athletic teams and events.

This section discusses how to enter extracurricular activities data.

Page Used to Enter Extracurricular Activities Data

Page Name	Object Name	Navigation	Usage
Extracurricular Activities	LS_EXTRA_ACTVTY	Campus Community, Personal Information, Participation Data, Extracurricular Activities	Enter extracurricular activities data to track internal or external student activities for an individual.

Entering Extracurricular Activities Data

Access the Extracurricular Activities page.

Internal/External

Specify whether the activity in which the individual participates, is within or outside of your institution.

Activity

Select the activity code, from the Extracurricular Activities Table page, which represents the activity in which the individual participates.

Description

The system displays the description associated with the specific activity code on the Extracurricular Activities Table page.

Note. You can manually enter an activity description without selecting a code. However, to be sure that the activity will be included in FERPA and other processes that depend on the codes, you should consider setting up the activity on the Extracurricular Activities Table page.

Start Date

Enter the date on which the individual's participation in this activity is scheduled to begin. The default start date is the system's current date. You can override this date.

End Date

Enter the date on which the individual's participation in this activity is scheduled to end.

Interest

Select to indicate that the individual expresses an interest in participating in this activity while at your institution.

Years Involved

Select the appropriate check boxes to indicate the years during which the individual participated in this type of activity.

Academic Institution

The system displays the academic institution of the student, unless the student has more than one, in which case you must select the relevant institution.

Academic Career

The system displays the academic career of the student, unless the student has more than one, in which case you must select the relevant career.

Term

Specify the term during which this individual is scheduled to participate in this activity.

Activity Type

The system displays the activity type associated with the specified activity code on the Extracurricular Activities Table page.

Office Held

Specify the office, if any, that this individual holds in this activity, such as captain, EIC, president, treasurer, or vice president.

Values for this field are delivered with your system as translate values. You can modify these translate values.

Time Unit 1 and Time Unit 2

Enter the amount of time that the individual devotes to this activity. Enter the number in the first field and select a time period in the second field. Values for the second field are:

Days/Month

Hrs/Week

Wks/Year

The default value is Hrs/Week.

If you specify the number of hours per week in theTime Unit 1 field, you should also specify the number of weeks per year that the individual devotes to the activity in the Time Unit 2 field.

Comments

Enter comments to further identify or describe the individual's participation in this activity.

Organization and Description	Select the code for the organization of which this individual is a member.
Membership Date	Enter the date on which the individual's membership began.
Mandate, Mandate Position, Mandate Begin Date, and Mandate End Date	Enter data to describe the organization's mandate or purpose of membership.

Internal/External	Specify whether the activity in which the individual participates, is within or outside of your institution.
Activity	Select the activity code, from the Extracurricular Activities Table page, which represents the activity in which the individual participates.
Description	The system displays the description associated with the specific activity code on the Extracurricular Activities Table page. Note. You can manually enter an activity description without selecting a code. However, to be sure that the activity will be included in FERPA and other processes that depend on the codes, you should consider setting up the activity on the Extracurricular Activities Table page.
Start Date	Enter the date on which the individual's participation in this activity is scheduled to begin. The default start date is the system's current date. You can override this date.
End Date	Enter the date on which the individual's participation in this activity is scheduled to end.
Interest	Select to indicate that the individual expresses an interest in participating in this activity while at your institution.
Years Involved	Select the appropriate check boxes to indicate the years during which the individual participated in this type of activity.
Academic Institution	The system displays the academic institution of the student, unless the student has more than one, in which case you must select the relevant institution.
Academic Career	The system displays the academic career of the student, unless the student has more than one, in which case you must select the relevant career.
Term	Specify the term during which this individual is scheduled to participate in this activity.
Activity Type	The system displays the activity type associated with the specified activity code on the Extracurricular Activities Table page.
Office Held	Specify the office, if any, that this individual holds in this activity, such as captain, EIC, president, treasurer, or vice president. Values for this field are delivered with your system as translate values. You can modify these translate values.
Time Unit 1 and Time Unit 2	Enter the amount of time that the individual devotes to this activity. Enter the number in the first field and select a time period in the second field. Values for the second field are: Days/Month Hrs/Week Wks/Year The default value is Hrs/Week. If you specify the number of hours per week in theTime Unit 1 field, you should also specify the number of weeks per year that the individual devotes to the activity in the Time Unit 2 field.
Comments	Enter comments to further identify or describe the individual's participation in this activity.