PeopleSoft Quick Reference Guide by benbenzhou

VIEWS: 69 PAGES: 21

									                                Somerset Community College
                              PeopleSoft Quick Reference Guide
This quick reference guide was developed to provide assistance for the faculty and
adjunct faculty of Somerset Community College to utilize PeopleSoft for advising
students, obtaining class rosters, tracking student attendance, and inputting grades.
You may or may not have access to all items listed in this quick reference. PeopleSoft
is now web based and easily accessible from any computer that has internet access.

Advisee List ............................................................................................................................... 2
Advising Transcripts ................................................................................................................. 3
Class Attendance ....................................................................................................................... 4
Class Roster (in Alphabetic Order) ............................................................................................ 5
Class Roster (with student e-mail addresses & phone) ............................................................ 5
Class Schedule Search ............................................................................................................... 6
Defaults ..................................................................................................................................... 7
Employee Self Service ............................................................................................................... 8
Enrolling Students into Classes (Drop/Add) .............................................................................. 9
Entering Final Course Grades .................................................................................................. 10
Favorites .................................................................................................................................. 11
Granting Self Service Enrollment Access ................................................................................ 12
Legacy System Academic Records (LSAR) Grades ................................................................... 14
Legacy Transcripts ................................................................................................................... 15
Logging On & Off ..................................................................................................................... 16
Search...................................................................................................................................... 17
Service Indicators .................................................................................................................... 18
Terms ...................................................................................................................................... 19
Test Scores .............................................................................................................................. 20
Troubleshooting ..................................................................................................................... 21




                                                                                                                                                   Page 1
Advisee List
KCTCS Student Administration
KCTCS Student Records
Advisors
Advisees

1. In the ACADEMIC ADVISOR field put your Emplid number (this is your nine digit employee id
number and starts with 00…)

2. Put in the current term (See the section titled Terms for the current term number)

3. Click SEARCH

OR if you use the Academic Name field:

1. In the ADVISOR NAME field put in your last name comma first name with NO spaces

2. Put in the current term

3. Click SEARCH

OR if you use your social security number, then:

1. In the NATIONAL ID** field put in social security number with NO separators (- /)

2. Put in the current term

3. Click SEARCH

**For the protection of students, faculty and staff, the use of social security numbers (National ID) to access
PeopleSoft data is strongly discouraged. The use of employee ID numbers or student ID numbers (aka emplid) is the
preferred method for accessing data in PeopleSoft.




                                                                                                                  Page 2
Advising Transcripts
Records and Enrollment
Transcripts
Transcript Request

Click on Add a New Value (bottom left)
Enter Institution - KCTCS
Enter Transcript Type – Adv
Output Destination - Page
Click on the Request Detail tab
Input Id of student and tab out of the field. Student’s name should appear.
Click on the yellow Process Request button
Click yellow Print Button
After processing has finished, click on the Report Manager link (in blue)
Click on the yellow Refresh button several times until the Status field changes to Posted
Click on the Details link to the right of Posted
Click on SR777---######.PDF link
The transcript will appear on the screen, click on the printer icon or <File> <Print>.




                                                                                            Page 3
Class Attendance
Curriculum Management
Attendance Roster
Attendance Roster by Class

Enter the Academic Institution (KCTCS), Term (see the section titled Terms) and the Class Number.

Click on OK.

When the class comes up for the first time, click the yellow Generate button. This will create the
class rosters for each meeting. If you are teaching a 16 week course that meets twice a week, you
should see 32 class meetings. The date for each class will be displayed under the Attendance Date
column.

Click on the yellow View button to the left of the meeting. When the roster comes up on the screen
you can deselect anyone who is absent. Click on OK at the bottom of that screen and then click the
Save button on the bottom of the opening screen. To print click on <File> <Print>

To update the rosters after the drop/add period and during the semester:
Click the radio button for Update Attendance/Active Only and change the Attendance From Date to
today’s date. Once again click the Generate button on the right-hand side of the screen. This will
add or drop students that have added or dropped from that class.




                                                                                              Page 4
Class Roster (in Alphabetic Order)
Curriculum Management
Class Roster
Class Roster

Enter the Academic Institution (KCTCS), Term (see the section titled Terms) and the Class Nbr. Leave
all other fields blank.
Click on Search.

Change the value in the Enrollment Status dropdown box to determine which students to see in the
list. For example, to see only students who are currently enrolled in the class, change the value to
Enrolled. To see all students (including those who have dropped the class), change the value to All.

To print the roster, click on the printer icon or <File> <Print>




Class Roster (with student e-mail addresses & phone)
KCTCS Student Administration
KCTCS Student Records
Advisors
Class Rosters

Enter the Class Nbr and Term (see the section titled Terms).
Leave all other fields blank.
Click on Search.

To print the roster, click on the printer icon or <File> <Print>




                                                                                              Page 5
Class Schedule Search
KCTCS Student Administration
KCTCS Student Records
Advisors
Class Schedules

Enter the Campus (SCC), Term (see the section titled Terms), and
Subject Area (example: ENG, MT)
Course Number (example: 101, 150)
NOTE: For Subject Area and Course Number, change the drop down list from “begins with” to
“contains.”

Leave all other fields blank.

Click Search

Look at the field “Description”, and click on the row that matches the location where the classes will
be held. (Examples: Somerset Community College, SMC Clinton County Center). A grid will display
listing all the offerings of the class at the specified location.

The data in this grid can be sorted by clicking on the column heading you wish to sort by.




                                                                                               Page 6
Defaults
Set Up SACR
User Defaults

To limit data entry, you may set up default values that are entered automatically into the
appropriate fields. Defaults should be used whenever data is entered repeatedly. When a default
appears in a field, you may use it as it appears or you may replace with a different value as needed.
Since the user controls the defaults, they may be changed at any time.

You should set user defaults only for fields where the data is not likely to change from one student to
another. Changing defaults not listed below may result in unexpected and unwanted results and is
not recommended.

User Defaults 1 page:

• A Term may be set. You must enter an Academic Career before a Term may be selected.




                                                                                                Page 7
Employee Self Service
Employee Self Service

Click on the different links to view your personal information, job history, paycheck, leave balances,
and direct deposit.




                                                                                                Page 8
Enrolling Students into Classes (Drop/Add)
Records and Enrollment
Enroll Students
Quick Enroll a Student

On the tab “Find An Existing Value”:
Enter the student’s EMPLID, then click SEARCH
or
Enter the student’s *LAST NAME and *FIRST NAME, then click SEARCH

*If you only know some of the name, use a percent sign (%) with it. This symbol serves as a wildcard
to search for all.
or
Enter the student’s NATIONAL ID** (Social Security Number) – just numbers, no hyphens, then click
SEARCH

Also, put in the correct term (see the section titled Terms) and click on Add.

**For the protection of students, faculty and staff, the use of social security numbers (National ID) to access
PeopleSoft data is strongly discouraged. The use of employee ID numbers or student ID numbers (aka emplid) is the
preferred method for accessing data in PeopleSoft.

In the Class Enrollment panel, make sure the Action is Enroll and enter the class number in the Class
Nbr field and tab out of that field. If the student is taking more than one class, click on the plus (+)
on the left of the Action box and input the next class number. After all classes are put in, click
Submit. You should get a Success message. If you don’t get a Success message and get an Error
message instead, click on the error message to view the message and correct the error.

To drop a student from a class, click on the plus (+) to add a new row, choose the appropriate drop
action, enter the class number and click Submit.

To print a student schedule after enrolling a student, click Student Services Center at the bottom of
the Quick Enroll panel. When the schedule comes up, do <CTRL> P and change the Preference to
print Landscape to allow the entire schedule to print.

If there is any type of problem and you cannot enroll the student into a class, you will have to send
the student to Admissions.




                                                                                                          Page 9
Entering Final Course Grades
Curriculum Management
Grading
Grade Roster

Enter the Academic Institution (KCTCS), Term (see the section titled Terms), and the Class Nbr.
Leave all other fields blank. Click on Search. If the Class Number is unknown:

From the Curriculum Management menu page, click on “Schedule of Classes” then “Class Search”.
Select the term and click “GO”. Type in the catalog number (eg .101ENG) (You can choose to show
open or all classes by checking/unchecking the appropriate boxes). Click on “Additional Search
Criteria” and choose “Somerset Community College” as the campus, then click “Search”.

On the “Grade Roster Type” tab, select “Final Grade” in the dropdown list for Grade Roster Type.

Select “Override Grade Roster” to override the previous roster to update student drop/adds and
withdrawals. Click on the yellow “Create” button.

Select the “Grade Roster” tab. Notice that the grade roster is now populated, and students that
have withdrawn from the course have automatic grades of “W” assigned by the system.

Enter the student grades in the spaces provided. Please note: The system will not accept a grade of
“I”. If you need to assign an “I”, the Registrar will assign the “I” grade in the system for you once the
“Report for Assignment of Incomplete Grades” form has been completed and returned to the
Academic Dean’s Office.

Click the “Save” button at the bottom of the screen when finished. Note this does not “Post” the
final grades. This step only saves your grade entry work to this point.

After all grades are entered and final, go to the “Grade Roster Type” tab and change the “Approval
Status” drop-down box from “Not Reviewed” to “Approved.” The “Grading Status” column should
change from “Grade Input Allowed” to “Ready To Post”.

Click on the yellow “Post” button to complete the process. To print a copy, select the “Grade
Roster” tab and print out a copy of the screen by using the “Print” option in your web browser. Be
sure to pick up this printout as soon as possible. Student grades are sensitive material and should
not be left out on printers where others may have access to them.

 If you have grades to enter for another class, click on “Return to Search” at the bottom of the
screen.




                                                                                                 Page 10
Favorites
You have the ability to “bookmark” pages that you use often, so you can get to them quickly and
easily. When you get to a PeopleSoft page that you will use often, look in the upper right corner,
and click on the Add to Favorites link. This will add a link to that page under My Favorites in your
menu. The next time you log in to PeopleSoft (from any computer), if you wish to go to that page,
you can simply click on its link that you’ve added under My Favorites, so you don’t have to
remember how to navigate to it again. As long as you’re logged in as yourself, no matter what
computer you’re using, you will see your favorites under My Favorites.




                                                                                               Page 11
Granting Self Service Enrollment Access
        Home
        KCTCS SA Reports
        KCTCS SR Reports
        Advisors
        Self service enroll permission




        Enter the EMP ID of the student to which access should be granted.




        Enter the Term (4076 for Spring 08) for which you wish to grant/remove on-line access
        Check the Authorized Box to grant access
        Uncheck the Authorized Box to remove access
        DO NOT CHECK the Manual Override Box for ANY reason
        Insert additional rows to add terms
        SAVE




                                                                                       Page 12
             Spring 2008 (Term 4076)
  Total                Allow             Allow
Cumulative            Enroll           Enroll End
  Units             Begin Date            Date
                     11/8/2007         1/11/2008
       10            11/5/2007         1/11/2008
       20           10/31/2007         1/11/2008
       30           10/26/2007         1/11/2008
       40           10/23/2007         1/11/2008
       50           10/18/2007         1/11/2008
       60           10/15/2007         1/11/2008




                                                    Page 13
Legacy System Academic Records (LSAR) Grades
KCTCS Student Administration
KCTCS Student Records
Advisors
LSAR Grades

On this screen, input either:
        Enter the student’s EMPLID, and click on SEARCH
        OR
        Enter the student’s LAST NAME and FIRST NAME, and click on SEARCH
        OR
        Enter the student’s NATIONAL ID ** (the Social Security Number – just numbers, no
        hyphens), and click on SEARCH


NOTES:

1. In the PS POST column, if there is an I, then the grade is included in CUMM GPA. If it is blank,
then the grade is NOT included in the CUMM GPA.

2. If the student has multiple legacy records from different schools, use the NEXT IN LIST icon at the
top toolbar to go to the next school, and PREVIOUS IN LIST icon to return to the previous school.

3. If you only know some of the name, choose “begins with” or “contains”, and input the partial
name.

**For the protection of students, faculty and staff, the use of social security numbers (National ID) to access
PeopleSoft data is strongly discouraged. The use of employee ID numbers or student ID numbers (aka emplid) is the
preferred method for accessing data in PeopleSoft.




                                                                                                              Page 14
Legacy Transcripts
KCTCS Student Administration
KCTCS Student Records
LSAR
Legacy System Acad Records
Enter either the student’s National ID ** (Social Security #) or their Lastname,Firstname (no space
after comma) and click on SEARCH.

Multiple records for the same name or social security number may appear. A letter on the end of a
social security number indicates that the student has an academic record at more than one KCTCS
college. You should view all of those academic records.

When the student's record comes up, click on the Transcript button to print the transcript. Click the
Report Manager link. If the transcript Status is not Posted, click the Refresh button. If it is still not
Posted, wait a few seconds, and click the Refresh button again. Once the Status is Posted, click the
View link. This will open up a new window. Click the second link in the list. Do NOT click the
Message Log link. Select File, then Print or click the printer icon. If you need to landscape the
orientation, you must go through the File Menu option. Click the OK button. The transcript should
print from your local printer.

**For the protection of students, faculty and staff, the use of social security numbers (National ID) to access
PeopleSoft data is strongly discouraged. The use of employee ID numbers or student ID numbers (aka emplid) is the
preferred method for accessing data in PeopleSoft. However, since this page doesn’t allow the input of the emplid,
exercise due prudence and security with social security numbers!




                                                                                                              Page 15
Logging On & Off
Open the web browser on your computer.
Go to https://kctcs.mycmsc.com/ and click on STUDENT ADMIN PRD on the left.

Bookmark this page for easy access.

Your PeopleSoft username and password is the same as your E-mail username and password. Click
on Sign In.

To log off, click on Sign out (upper right-hand corner), or click on the red X in the top right-hand
corner.

To change your password:
If you are on campus: <Ctrl> <Alt> <Delete> and click on Change Password




                                                                                                 Page 16
Search
If you need to get to a page in PeopleSoft, and you aren’t sure how to navigate to it, enter the page
name or a few keywords in the Search box. (For example, you can enter Class Roster in the Search
box.) The Search box is located at the top of the Menu. After you enter the words in the Search box,
either press Enter, or click on the button.

If PeopleSoft finds any pages based on the words you enter, it will take you to another page with a
list of links to the page(s), along the navigation to each page listed below each link. Click on the
appropriate link to go directly to the page. (Then, if you wish, you can add the page to your
favorites, so that you can get to it easily under My Favorites the next time you log on.)




                                                                                              Page 17
Service Indicators
Service indicators are used to flag a record to give information or to limit access to services. A
negative service indicator is one that limits or prohibits services and may indicate that there is
some problem with the record. A positive service indicator may indicate that a student, person,
or organization has received some special recognition or should receive enhanced services.
Positive service indicators are used most often for informational purposes such as with the
advising plan service indicator. For example, the ADM service indicator is a negative service
indicator.

Campus Community
Service Indicators (Student)
Service Indicator Data

On this screen, input either:
        Enter the student’s EMPLID, and click on SEARCH
        OR
        Enter the student’s LAST NAME and FIRST NAME, and click on SEARCH
        OR
        Enter the student’s NATIONAL ID ** (the Social Security Number – just numbers, no
        hyphens), and click on SEARCH




                                                                                             Page 18
Terms
The first number will always be 4.
The two middle numbers are the academic year starting in July through the following June.
The last number is the term:
2 – Summer
4 – Fall
6 – Spring

4044 – Fall 2004 (classes starting July – December 31, 2004)
4046 – Spring 2005 (Jan. 1 – April 2005)
4052 – Summer 2005 (May – July 2005)
4054 – Fall 2005 (classes starting July – December 31, 2005)
4056 – Spring 2006 (Jan. 1 – April 2006)
4062 – Summer 2006 (May – July 2006)
4064 – Fall 2006 (classes starting July – December 31, 2006)
4066 – Spring 2007 (Jan. 1 – April 2007)
4072 - Summer 2007 (May – July 2007)
4074 – Fall 2007 (classes starting July – December 31, 2007)
4076 – Spring 2008 (Jan. 1 – April 2008)
4082 - Summer 2008 (May – July 2008)
4084 – Fall 2008 (classes starting July – December 31, 2008)
4086 – Spring 2009 (Jan. 1 – April 2009)
4092 - Summer 2009 (May – July 2009)
4094 – Fall 2009 (classes starting July – December 31, 2009)
4096 – Spring 2010 (Jan. 1 – April 2010)
4102 – Summer 2010 (May-July 2010)
4104 – Fall 2010 (classes starting July-December 31, 2010)
4106 – Spring 2011 (Jan.1 – April 2011)
4112 – Summer 2011 (May-July 2011)
4114 – Fall 2011 (classes starting July – December 31, 2011)




                                                                                            Page 19
Test Scores
KCTCS Student Administration
KCTCS Student Records
Advisors
PS Student Information


On this screen, input either:
        Enter the student’s EMPLID, and click on SEARCH
OR
        Enter the student’s LAST NAME and FIRST NAME, and click on SEARCH
OR
Enter the student’s NATIONAL ID ** (the Social Security Number – just numbers, no hyphens), and
click on SEARCH

These panels are called the advisor panels and contain valuable information for advising students.

Click on the Test Scores tab to view test scores such as the ACT scores and Compass scores.

**For the protection of students, faculty and staff, the use of social security numbers (National ID) to access
PeopleSoft data is strongly discouraged. The use of employee ID numbers or student ID numbers (aka emplid) is the
preferred method for accessing data in PeopleSoft.




                                                                                                              Page 20
Troubleshooting
If you receive an error while working in PeopleSoft, delete your temporary Internet files and
cookies. Do the following in Internet Explorer: Click on the Tools menu, and click on Internet
Options. Click the General tab.
(Instructions from here vary slightly depending on the version of Internet Explorer being used.) For
Internet Explorer 6, click the button to delete temporary internet files; do the same with the button
to delete Cookies. If Internet Explorer 7 is being used, click Delete under the Delete Browsing
History section. Click “Delete files…” under Temporary Internet Files section. Click “Delete Cookies”
under Cookies section. These actions may take a few minutes to finish. When the deletions are
complete, click “OK”. Close out of Internet Explorer completely and then reopen Internet Explorer.
Log back into PeopleSoft.




                                                                                              Page 21

								
To top