Managing Enrollment and Validation Appointments

This chapter provides an overview of enrollment and validation appointments and discusses how to:

• Set up enrollment and validation appointments.

• Create student appointment blocks.

• Create enrollment and validation appointments.

• Assign enrollment and validation appointments in batch.

• Assign and maintain appointments for individual students.

• Create appointment communications in batch.

• View appointments through self service.

Understanding Enrollment and Validation Appointments

Enrollment appointments enable you to manage and prioritize class enrollment processing for your students. Student Records offers you the flexibility to assign enrollment appointments in mass through a process that you can run multiple times within the same term or to assign enrollment appointments on a student-by-student basis.

Validation appointments function similarly to enrollment appointments. If your institution has licensed PeopleSoft Enterprise Campus Self Service, your students can use the self-service enrollment and academic planning functionality to store the classes in which they plan to enroll in a staging area, before they are allowed to enroll. They can then validate their selection against a subset of Enrollment Engine edits. So in essence, students can plan their schedules before they can enroll by choosing several combinations of classes and checking to see if the enrollments will be successful. When students validate their schedules, the system calls the Enrollment Engine. Therefore, it might be necessary to assign students appointments during which they can validate their schedules, to prevent a prohibitively large number of students from hitting the system at once. The process for assigning validation appointments is the same as for assigning enrollment appointments.

To create enrollment or validation appointments:

1. If you want to assign validation appointments, you must select the Allow Validation check box and at least one edit option on the Student Records Setup page.

2. (Optional) Define on the Appointment Limits Table page all of the possible appointment limit IDs and their corresponding part-time and full-time maximum unit limits for each session of a term at your academic institution.

3. Define student appointment blocks on the Student Appointment Blocks page.

4. Define appointment blocks for enrollment appointments on the Enrollment Appointment page in the Appointment Table component. An appointment block is a block of appointment numbers.

5. Define appointment blocks for validation appointments on the Validation Appointment page in the Appointment Table component.

6. Assign validation or enrollment appointments to students in batch by merging an appointment block, a student appointment block, and appointment limits on the Assign Appointments page, or assign a single student an enrollment or validation appointment on the Student Enrollment Appointment page.

7. Review and update the enrollment or validation appointments for individuals as necessary through the Student Enrollment Appointment page.

You can run the Assign Students Appointment process as many times as needed within the same term and session, either adding new appointments or deleting existing appointments. Each time you run the process, it produces a hardcopy report for you. When the Create Communications check box is selected, the process also populates the communication table, providing you with the option to generate enrollment appointment notification mailers for your students.

Note. Each time you run the process with the check box selected, the system puts a new entry in the communication table. Only use this option when you are sure your appointments are final.

Setting Up Enrollment and Validation Appointments

This section provides and overview and discusses how to define enrollment appointment limits.

Understanding Enrollment and Validation Appointment Setup

This section discusses the following:

• The Validation feature.

• The Appointment Limit table.

The Validation Feature

To have access to the Validation feature, your institution must have:

• Licensed PeopleSoft Enterprise Campus Self Service.

• Enabled the Validation feature on the Student Records Setup page.

  See Defining Student Records Setup.

The Appointment Limit Table

Set up the Appointment Limit table if you want to be able to reuse appointment limits across terms and sessions. You do not need to set up the Appointment Limit table if:

• You want to define appointment limits each time you assign individual appointments.

• You want the Enrollment Engine to only enforce academic program term and session enrollment limits—set up on the Enrollment page in the Academic Program Table component—and you do not want to define limits specifically for the appointment.

When checking enrollment unit limits, the enrollment engine first checks the academic program's term limits. If the student meets the enrollment unit limits for the term, the enrollment engine checks the enrollment limits for the session, as defined on the Enrollment page of the Academic Program Table component, if units limits have been defined for the session. If the student meets the enrollment limit requirements for the session—or if no limits were defined for the session—the enrollment engine checks the enrollment unit limits for the appointment, if the open enrollment date has not been reached. Appointment enrollment unit limits only apply prior to the open enrollment period.

Page Used to Set Up Enrollment and Validation Appointments

Defining Enrollment Appointment Limits

Access the Appointment Limits Table page.

Appointment Limit ID	Enter an appointment limit ID for every group at your academic institution that has varied enrollment unit restrictions. For example, each appointment limit ID that you define might have different full-time and part-time maximum and minimum units.
Full Time Max Total Units and Part Time Max Total Units	Enter the maximum number of units that a full-time and part-time student can enroll in during the specified enrollment appointment.
Full Time Max No GPA Units (full time maximum number grade point average units) and Part Time Max No GPA Units (part time maximum number grade point average units)	Enter the maximum number of units that a full-time and part-time student can enroll in with a non-GPA grading basis during the specified enrollment appointment.
Full Time Max Audit Units and Part Time Max Audit Units	Enter the maximum number of units that a full-time and part-time student can audit during the specified enrollment appointment.
Full Time Max Wait List Units and Part Time Max Wait List Units	Enter the maximum number of wait-list units that a full-time and part-time student can take during the specified enrollment appointment.

Example

For example, the registrar at PSUNV wants to create enrollment appointments on a ranking basis: seniors with a higher GPA enroll first, then seniors with a lower GPA. This same pattern works down to the freshman level. Graduate students can enroll any time. In addition, PSUNV limits the number of units in which a freshman can enroll. All other undergraduates require the same unit limit.

At least two appointment limit codes are required to represent the variable maximum units. In our example, it is not necessary to create an appointment code for graduate students because they can enroll at any time and because we have set the open enrollment date early enough on the Session Table page for the graduate academic career. Thus, we would create one appointment limit ID for freshman that specifies the appropriate unit limits, and a second appointment limit ID for all other undergraduates that specifies the appropriate unit limits. The mass enrollment appointment process handles the GPA ranking.

Creating Student Appointment Blocks

This section provides an overview and discusses how to

• Define student appointment blocks.

• Define processing priorities for student appointment blocks.

Understanding Student Appointment Blocks

When you define a student appointment block you are selecting criteria—such as academic career, academic program, cumulative GPA, and academic level—that will constitute a particular population of your student body for whom you want to assign enrollment or validation appointments. For example, you might want to assign appointments based solely on academic level, so your freshmen, sophomore, junior, and seniors have different appointments, or you might want to assign particular appointments to all senior undergraduate honors students with a cumulative GPA of 3.5 or better. You can define as many appointment blocks that you want on the Student Appointment Block page and reuse them term after term.

You can also create a custom student appointment block by selecting specific student IDs for the block.

You use student appointment blocks when assigning appointments in batch on the Assign Appointments page. On this page, you select an appointment block—created on the Enrollment Appointment or Validation Appointment pages—and then you a select a student appointment block. The Assign Students Appointment process assigns the appointment numbers from the appointment block to the students who fit the criteria of the student appointment block. The processing priorities that you define on the Processing Priorities page for the student appointment block determine the order in which the system assigns students appointment numbers.

Pages Used to Create Student Appointment Blocks

Defining Student Appointment Blocks

Access the Student Appointment Block page.

Student Appointment Block and Description	Enter a name, up to six characters, and a description for this student appointment block.
Use Custom Selection	Select this check box if you want to create this student appointment block by selecting individual student IDs. The ID field appears.
ID	Add individual students, by ID, to this student appointment block. All students within this academic career are available.
Academic Program	Select an academic program to limit this student appointment block to students who are active in this academic program. If you do not select an academic program, the available options in the academic level fields includes all levels for all programs in this career. This enables you to select all freshman in this career, for instance, regardless of their academic programs.
Add Programs	Select to choose particular programs for this student appointment block. The Add Programs page appears. When you add programs, the academic level fields will include all of the levels for every program that you select. Note. All academic programs might not contain all the same academic levels. When selecting multiple programs and levels for an appointment block, be sure to validate that the expected population was included in your block.
Academic Level - Projected	Select a projected academic level to limit this student appointment block to students with this projected academic level. Only the levels for the academic program that you selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available.
Academic Level - Term Start	Select a value to limit this student appointment block to students who are assigned this academic level at the start of the term. Only the levels for the academic program that you selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available.
Academic Level - Term End	Select a value to limit this student appointment block to students who are assigned this academic level at the end of the term. Only the levels for the academic program that you selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available.
Student Group	Select a student group to limit this student appointment block to students who are assigned to this student group. Assign students to student groups on the Student Group page.
Cumulative GPA From	Enter a value to limit this student appointment block to students who have at least this cumulative GPA on the CUM_GPA table.
Cumulative GPA To	Enter a value to limit this student appointment block to students who have up to this cumulative GPA on the CUM_GPA table.
Cumulative Units From	Enter a value to limit this student appointment block to students who have at least this amount of cumulative units on the TOT_CUMULATIVE table. When you navigate out of this field the Include in Progress Units check box appears.
Cumulative Units To	Enter a value to limit this student appointment block to students who have up to this amount of cumulative units on the TOT_CUMULATIVE table. When you navigate out of this field the Include in Progress Units check box appears.
Include in Progress Units	Select to include in progress units in the cumulative unit totals. Selecting this check box adds the TOT_INPROG_GPA and TOT_INPROG_NOGPA records to the calculation.
Term	Select a term to determine how many students fit this student appointment block criteria for a specific term.
Get # Students in Block	Click to run an ad hoc query to determine how many students fit this student appointment block for the selected term. This functionality is available to assist you in assigning appointments appropriately.

Defining Processing Priorities for Student Appointment Blocks

Access the Processing Priorities page.

Priority Ranking 1, Priority Ranking 2, and Priority Ranking 3

Define ranking priorities for this student appointment block. The Assign Appointment process obeys these rankings when assigning enrollment appointments to students. You can override these values on the Assign Appointments page. Choose from: Units Completed: The Assign Students Appointment process uses a student’s total cumulative units (TOT_CUMULATIVE) as found on the student’s career term record (STDNT_CAR_TERM). This includes a student’s total transfer credit (TOT_TRNSFR), total other credit (TOT_OTHER), and total test score credit (TOT_TEST_CREDIT). Cumulative GPA: The Assign Students Appointment process uses a student’s total cumulative GPA (CUM_GPA) as found on the student’s career term record. Inclusion of transfer credit, test credit, and other credit depend on how your institution sets up these various types of credit. Academic Level - Projected: The Assign Students Appointment process uses a student’s projected academic level as found on the student’s career term record. Academic Level - Term End: The Assign Students Appointment process uses a student’s academic level at term end as found on the student’s career term record. Academic Level - Term Start: The Assign Students Appointment process uses a student’s academic level at term start as found on the student’s career term record.

If you leave these fields empty, or when multiple students are ranked the same, such as when multiple students have the same cumulative GPA, the system sorts those students by ID. A simple randomization feature loads the students into a temporary table and randomly assigns them a sequential number. Then, the system assigns the students appointments based on their number. This prevents a student from receiving an undesirable appointment every term based on their ID

Creating Enrollment and Validation Appointments

This section provides an overview and discusses how to:

• Select an appointment control session.

• Create enrollment appointment blocks.

• Create validation appointments.

Understanding Enrollment and Validation Appointments

An appointment consists of an appointment number, a start and end date, and a start and end time. In Student Records, appointments are organized into appointment blocks. An appointment block is a group of appointments. Since you can define multiple appointment blocks you can set up a variety of appointment types. For example, you can create one block with many appointments in 15 minute increments, and another with appointments in hourly increments. And you can create another block that contains appointments with varying lengths of time. You can also create multiple appointment blocks to allow the some or all of the same students to have more than one appointment.

To create an appointment block you can manually enter appointment numbers, dates and times, or you can use a variety of criteria to generate appointments in batch. We provide functionality that enables you an immense amount of flexibility and control in defining when appointments will begin and end, and how long they will last. Additionally, you can easily define the maximum number of students in each appointment and you can see how many students are actually assigned to a particular appointment. The system updates the number of students actually assigned to an appointment when the Assign Students Appointment process assigns an appointment to a student, when you assign an appointment to an individual student on the Student Enrollment Appointment page, or when you delete a student appointment.

You create validation appointments the same way that you create enrollment appointments. Like enrollment appointments, validation appointments use appointment blocks, and you can create appointments in batch using the flexible start, end, and number of students per appointment criteria, or manually. The Validation Appointment page only appears if you have enabled the Validation feature on the Self Service Options page in the Academic Career Table component.

You create appointment blocks by session. You can reuse the appointment blocks that you created for one session for another session by selecting the first session as the appointment control session. When you select an appointment control session, the Enrollment Appointment and Validation Appointment pages become unavailable for that session.

Pages Used to Create Enrollment and Validation Appointments

Selecting an Appointment Control Session

Access the Appointment Table page.

Appointment Control Session	Enter a session to which you want to point this session's appointment information. This enables a student to register in both sessions with a single appointment. For example, by pointing the appointment control session for a 12-week session and a 6-week session to a regular session, the appointment information defined for the regular session becomes valid for both the 12-week and 6-week sessions. When you select an appointment control session, the Enrollment Appointment and Validation Appointment pages for this session becomes unavailable for edit. Note. This field is only available for entry if this session has no students assigned to it. If there are no students assigned to the session for which you are setting an appointment control session value, the appointments from the session will be deleted
Enrollment Appointments	Select this check box if you want the system to display the enrollment appointments for this session in self-service pages. Clear this check box if you want to add and delete appointments and test the results of different enrollment appointment criteria before enrollment appointments are visible in self-service pages.
Validation Appointments	Select this check box if you want the system to display the validation appointments for this session in self service. Clear this check box if you want to add and delete appointments and test the results of different validation appointment criteria before enrollment appointments are visible in self service. This field is available if you selected the Enable Validation Feature check box on the Self Service Options page for this academic career.

Session Dates

These dates appear as defaults from the Session Table page. They appear here to assist you when assigning appointment date ranges on the Enrollment Appointments page.

Note. Appointment start and end dates must be within the first day and last day to enroll date range set up on the Session Table page.

Creating Enrollment Appointment Blocks

Access the Enrollment Appointments page.

Appointment Blocks

Create Appointments

Appointments Start - Date/Time Range

Appointments Start Every

Appointments End

Additional Elements

Appointments

The system populates this grid when you click the Create Appointments button. You can also manually add and delete appointments here.

Note. You cannot delete an appointment in which students are already assigned.

Creating Validation Appointments

Access the Validation Appointments page.

Create validation appointments the same way you create enrollment appointments. This page is available if you selected the Enable Validation Feature check box on the Self Service Options page for this academic career.

See Also

Creating Enrollment Appointment Blocks

Assigning Enrollment and Validation Appointments in Batch

This section provides an overview, lists prerequisites, and discusses how to assign appointments in batch.

Understanding Assigning Appointments in Batch

The Assign Students Appointment process (SRAPPT.sqr) assigns or deletes enrollment or validation appointments in batch for a career, term, and session. The process:

1. Identifies the students that fit the criteria of the student appointment block.

2. Ranks the students according to the priority rankings set up on the student appointment block, or, based on the override rankings selected on the Assign Appointments page.

3. Ranks the students further, if necessary, based on a simple randomization feature that loads the student IDs into a temporary table and then randomly assigns them a number.

4. Assigns the students, based on their ranking, an appointment number and unit limit information.

   The process stores this data on the Student Appointment table (STDNT_ENRL_APPT).

If your institution has licensed PeopleSoft Enterprise Campus Solutions Self Service, students can view their appointments online as soon as you assign them, so long as you have enabled appointments to be displayed in Campus Self Service on the Appointment Table page for this session.

Assigning or deleting appointments using the Assign Students Appointment process updates the Number of Students Assigned field for the assigned appointments on the Enrollment Appointments or Validation Appointments pages.

Prerequisites

The Assign Students Appointment process can create communications giving you the option to generate enrollment appointment notification mailers for your students. Each time you run the Assign Students Appointment process, with the Create Communications check box selected, it creates a new communication. for the affected students. Before you run the Assign Students Appointment process, you must define enrollment appointment mailers on the communications tables. We deliver an example enrollment appointment mailer that you can use as a model.

Note. Only select the Create Communications check box if you are ready to create communications.

To set up an enrollment appointment mailer:

Note. The system uses the STRM Administrative function and the APPTMR communication key. You must define an appointment communication key in the STRM Administrative Function for your institutions.

1. In the Build Community - Communications menu, use the Standard Letters page to create a standard letter for the enrollment appointment mailer, such as an APP letter.

2. Use the Communication Context page to define a communication context for the enrollment appointment mailer, such as APPT1.

   In the Communication Context Method group box, select in the Letter Code field the standard letter that you have defined for the enrollment appointment mailer, which in this example is APP.

3. Use the Communication Categories page to set up a communication category for Student Records, such as SREC.

   In the Communication Context group box, insert a row for the communication context that you have defined for the enrollment appointment mailer, which in this example is APPT1.

4. Use the Communication Speed Keys page to set up the administrative function for the enrollment appointment mailer, such as STRM.

   In this example, you would set the Category field to SREC, the Context field to APPT1, and the Letter Code field to APP. Alternatively, you can create appointment communications in batch by institution career and term after you have assigned all of your appointments through the Appointment Communications page.

See Also

Managing Communications

Pages Used to Assign Enrollment and Validation Appointments in Batch

Assigning Appointments in Batch

Access the Assign Appointments page.

Academic Institution, Academic Career, and Term	Enter the academic institution, academic career, and term for which you want to assign enrollment appointments to students.
Process Mode	Select Add Appointments to have the Assign Students Appointment process find students based on the criteria that you specify and assign them the selected appointments. Select Delete Appointments to have the Assign Students Appointment process find students based on the criteria that you specify and delete those students' appointments. Added and deleted appointments will be correctly reflected in the Number of Student Assigned field on the Enrollment Appointments page. Note. Because the Process Mode field is on level one, deleting appointments deletes all appointments for all rows on this page. If you want to delete just one student appointment block, add that student appointment block to a new run control.
Create Communication	Select this check box to record appointment information to be able to later generate enrollment appointment notifications for students. When you select this check box, the Assign Students Appointments process populates the communication table with an administrative function of APP and records for each affected student the action of add or delete, the appointment type of enrollment or validation appointment, and the student block and appointment block. See Creating Appointment Communications in Batch.
Session	Select the session for which you want to assign enrollment appointments to students.
Do not Allow Multiple Appts (do not allow multiple appointments)	Select this check box to prevent the system from assigning multiple appointments to a student who meets the criteria of multiple student appointment blocks. Note. To ensure students receive the best appointment possible, organize your run control so that the most favorable student appointment block runs first.
Student Appointment Block	Select the student appointment block for which you want to create appointments. Define student appointment blocks on the Student Appointment Block page.
Override Block Priorities	Select this check box to override the priority ranking set up for the student appointment block on the Processing Priorities page.
Priority Ranking 1, Priority Ranking 2, and Priority Ranking 3	These fields become available when you select the Override Block Priorities check box. Use these fields to override the priority ranking set up for the student appointment block on the Processing Priorities page. The Assign Appointment process obeys these rankings when assigning enrollment appointments to students. Choose from: Units Completed: The Assign Students Appointment process uses a student’s total cumulative units (TOT_CUMULATIVE) as found on the student’s career term record (STDNT_CAR_TERM). This includes a student’s total transfer credit (TOT_TRNSFR), total other credit (TOT_OTHER), and total test score credit (TOT_TEST_CREDIT). Cumulative GPA: The Assign Students Appointment process uses a student’s total cumulative GPA (CUM_GPA) as found on the student’s career term record. Inclusion of transfer credit, test credit, and other credit depend on how your institution sets up these various types of credit. Academic Level - Projected: The Assign Students Appointment process uses a student’s projected academic level as found on the student’s career term record. Academic Level - Term End: The Assign Students Appointment process uses a student’s academic level at term end as found on the student’s career term record. Academic Level - Term Start: The Assign Students Appointment process uses a student’s academic level at term start as found on the student’s career term record.
Appointment Type	Indicate whether the appointments you are assigning are enrollment or validation appointments.
Use Program Term/Session Limit	Select this check box if you want the Enrollment Engine to enforce term/session limits for the students you are assigning appointments based on the limits of the students' academic programs. You must select this check box or enter an appointment limit ID.
Appointment Limit ID	Assign an appointment limit ID to the students to whom you are assigning appointments. The Enrollment Engine will enforce appointment limits set up for the appointment limit ID. Only those appointment limit IDs for this academic career will appear in the search dialog. You must select the Use Program Term/Session Limit check box or enter an appointment limit ID.
Appointment Block	Select the appointment block to which you want to assign students. Use the Appointment Table to create appointment blocks.
Appointment Number From	Select the appointment number within the specified range of appointment numbers to further narrow where you want the process to begin its assignment of appointments for students that meet the processing parameters of this row of the request.
Appointment Number To	Select the appointment number within the specified range of appointment numbers to further narrow where you want the process to end its assignment of appointments for students that meet the processing parameters of this row of the request.
Find Appointment From and Find Appointment To	Click to search for appointments. The Assign Appointments - Search for an Appointment page appears.

Run the Assign Students Appointment process as needed. The process produces a hardcopy report for you that displays each student's appointment number, the time and date range of each appointment, the student’s name, and the student’s ID. The process also populates the communication table with students for whom you have generated appointments so that you have the option to generate enrollment appointment notification mailers to inform your students. The mailer contains the date, student's name and address, salutation, enrollment appointment information, and instruction on how the student can enroll in classes during appointment time. You can make changes to the mailer.

Assigning and Maintaining Appointments for Individual Students

This section discusses how to assign and maintain appointments for individual students.

Pages Used to Assign and Maintain Appointments for Individual Students

Assigning and Maintaining Appointments for Individual Students

Access the Student Enrollment Appointment page.

Session Limits

Enrollment Appointments

Select Limits for Appointment

Indicate how you want to enforce appointment limits for this individual.

Validation Appointments

This group box appears if you select the Enable Validation Feature on the Self Service Options page for this academic career.

Creating Appointment Communications in Batch

This section discusses prerequisites and discusses how to create appointment communications in batch.

Prerequisites

The Create Appts Communications process populates the communications tables, providing you with the option to generate enrollment appointment notification mailers for your students. Each time you run the Create Appts Communications process, it repopulates the communication tables with the newest enrollment appointment information for the affected students. Before you run this process, you must define enrollment appointment mailers on the communications tables. We deliver an example enrollment appointment mailer that you can use as a model.

Page Used to Create Appointment Communications in Batch

Creating Appointment Communications in Batch

Access the Appointment Communications page.

When you run the Create Appts Communications process, the process uses the administrative function STRM and populates the communication tables with the letter code APP for every student within the selected institution, career, and term who has been assigned an appointment. In addition to the letter code of APP, the process records for each affected student the action of add or delete, the appointment type of enrollment or validation appointment, and the student block and appointment block.

Once you have populated the communication tables, you can generate enrollment appointment notification mailers for students.

Viewing Appointments Through Self Service

If your institution has licensed PeopleSoft Enterprise Campus Self Service, your students can view their enrollment and validation appointments directly over the web. Advisors can also view enrollment and validation appointment information over the web.

See Also

Using Academic Advisement Self Service