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Training - PeopleSoft Student Administration

This service is for: 
Faculty & Staff

Training is available for the Student Administration suite of modules in PeopleSoft. This training is offered in either online and/or instructor-led classroom formats.

See below for detailed information on Student Administration class offerings, online learning, and documentation.

Training on all other PeopleSoft suites (i.e. Finance, Supply Chain Management, and HR) is offered by the Business Process and PeopleSoft System Training team. For detailed information on their offerings, visit the Business Process and PeopleSoft System Training website.

User Guides: 

Student Administration User Guides

Submitted by lriscald on Wed, 11/05/2014 - 2:59pm

Academic Advising

Academic Review

Academic Review includes the set-up and assignment of Academic Review and associated processes and the set-up and assignment of Honors/Awards (Dean's Lists) rulings.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Training Guides

Academic Review Training Guide
Synergize for Word Documents - Training Guide

Synergize is a process whereby documents can be stored electronically in the Electronic Document Management System (EDMS).  Synergize for Word Merge Letters is a process which allows documents to be saved in a batch process to student files rather than saving each one individually.  This process can be used in the Academic Review to save letters to student files (e.g. Placed on Probation, Probation Cleared).

Admissions

Admissions manages the University of Calgary's admission process for applicants to undergraduate and graduate programs. For job aids related to graduate programs, consult the Graduate Programs section found below.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

 Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Course Manual

Admissions

Job Aids

Search/Match - Create, Save, and Delete*
Create or Update Prospects
Create Manual Application with New ID (UGRD)
Create Manual Application with Existing ID (UGRD)
External Education (UGRD)
Add New Program to Existing Application

Important Documents

Changes of Program CF1
Changes of Program CF2
Changes of Program CF3
Training Guide - Quota Processing
Training Guide - Change of Program
Changes to the Program Plan and Summary Page

Exam Scheduling

Exam Scheduling, found within Curriculum Management, is used for any examination scheduling elements.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

 The documents below are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Submitting an Exam Request
Viewing Final Examination Scheduling Requests
Final Exam Seating Lists - Unassigned
Scheduling Common Exams
View Final Examination Timetable

Faculty Centre - Grading

Faculty Centre is used to manage all class related activites which includes viewing teaching schedules and class rosters, enter and approve grades and evaluate prospective students.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

 Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Course Guide

Faculty Centre - Grading Training Guide

Instructors & Grade Administrators

Class Roster Download & Print*
Emailing Students from the Class Roster*
Manual Grade Entry
Setting Your Browser for PeopleSoft Downloads
Upload Grades
Upload Grades from Excel
Where did my grade roster go?

Approvers

Approve Grades
Grade Entry and Approval for Course Instructors who are also Approvers
Online Grade Change*

Frequently Asked Questions

Frequently Asked Questions

Need Additional Help?

For additional information, please click the links below:

Grading Info & Important Deadlines
Help for D2L Users
Enrolment Services Links for Faculty and Staff

Graduate Programs

Student Admissions is used to maintain applications and administrative requirements.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

 Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Creating Milestones for Graduate Students*
Graduate Students Approaching Program Completion*
Graduate Students Exceeding Completion Query*
Graduate Students on a Leave of Absence*
Graduate Students Who Failed to Register Report*

Student

FGS Annual Progress Report
Registration Initialization

Supervisor/Co-Supervisor

FGS Annual Progress Report

Graduate Program Director

FGS Annual Progress Report

Graduate Program Administrator

FGS Annual Progress Report
Reassign the Annual Progress Report

Graduate Program Officer

FGS Annual Progress Report
Waive/Reinstate the Annual Progress Report

Graduation

Convocation/Graduation outlines all aspects of the student portion of convocation after the student has applied for their degree through self-service.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.   

Guides

Listing of Graduating Students (report)
Reviewing/Denying Students (manually)
Making Program Changes for Minors/Concentrations
Approving Students (manually)
Graduation Report (mass updates)
Graduation Summary

Medicine

Documents in this section are specific to Student Administration users in the Faculty of Medicine.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

 Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Admissions for Medicine
MD Deferral of Admission
Medicine Admissions - Leaders in Medicine Program
Using the Rotation Table*
Reset of Statistics for Law and Vet Medicine

Processing Online Web Applications

Documents in this section are specific to Student Administration users who process online applications for admission.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.   

 Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Referee Job Aids

Referee Instructions (Using the PDF Form)
Referee Instructions (Using the Online Reference Form)

Evaluator Job Aids

Evaluator Instructions*
Setting Your Browser for PeopleSoft Downloads

Job Aids

HTML for Online Web Applications
Online Reference Form*
Sync WebApp Table*
Translate Table Definitions for Online Reference Form
Using a Reporting Query for Processing Applications*
Web Application Data Alerts
Web Application Search/Match Alerts
Web Application Summary

Graduate Program Director Job Aids

Evaluating Applications - Graduate Program Director Instructions

Graduate Program Administrator Guides

Online Reference Form Training Guide for GPAs

Graduate Program Administrator Job Aids

GPA Online Application Configuration*
Using a Reporting Query for Processing Applications*
Viewing an Application*
Uploading Documents to an Application*
Assigning Evaluators*
Assigning Evaluators with Committee Ratings*
Reviewing Evaluations for Admitting and Denying Prospective Students*
Tracking Test Results
Updating/Changing Institution Names in External Education

Faculty of Law Job Aids

Admit or Deny Prospective Applicant*
Faculty of Law Online Application Configuration
*
Viewing an Application

Open Studies Job Aids

Open Studies Online Application Configuration*
Open Studies Admit or Deny Applicant*
Open Studies Web Application Summary*
Viewing an Application*

Faculty of Veterinary Medicine Job Aids

Faculty of Veterinary Medicine Online Application Configuration*
Viewing an Application*

Registration

Documents in this section are specific to student registration and enrollment.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

 Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Important Documents

Course Demand Inquiry Page
Troubleshooting Waitlists

Change of Program Job Aids

Admission Assessment Rules for Change of Program*
Communication Speed Keys for Change of Program*
COP Batch Process for Admissions*
COP Course Requirements & Attaching to a Program Plan Combination*
COP Manually Denying a Student*
COP Manually Evaluate an Application*
COP Query - Students with Blank Grades*
Editing Message Catalog for Change of Program Emails*
Exclusion Table for Change of Program*
Student Assessment Query for Change of Program*

Registration Job Aids

Important Information About Allow Actions
Allow Actions*
Browse Catalog*
Class Roster
Customizing the Enrollment Request Search
Enrollment Fix
Enrollment Request (Enroll Students)
Enrollment Request History*
Enrollment Request Search
Loading Student Blocks
Manual Term Activation
Override Maximum Unit Load*
Quick Enrollment*
Quick Enrollment Request Withdrawal*

Search for Classes*
Setting User Email Defaults
Summary of 'Allow' Actions Performed
Summary Report of Student Enrollment*
Swap Classes on the Student's Behalf
Swap Just the Lab/Tutorial on the Student's Behalf

Additional Information

Enrollment Control Transactions

Schedule of Classes - Timetabling

Schedule of Classes - Timetabling includes the setup and maintenance of courses in the Student Administration system.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Course Guide

Timetabling Guide

Additional Resources

Schedule of Classes Requisites Training Guide
2014/15 Fall and Winter Timetable PS Help
Instructor Checklist
Timetabling Checklist
Frequently Asked Questions

 The documents below are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Adding Instructors to the Instructor/Advisor Table
Adding New Lecture/Lab Sections
Cancelling a Class
Combining and Uncombining Sections
Maintain Schedule of Classes
Print Detailed Class Schedule Report
Scheduling a New Course
Scheduling Alternate Week Patterns

Need Additional Help?

For additional information, please click the link below:

University of Calgary Calendars

Student Administration Basics

Student Administration Basics encompasses personal data related to the student information system (i.e. EmplID assignment, name, addresses, and email).

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Course Guide

Student Administration Basics Guide
Student Administration Glossary of Terms

 The documents below are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Search/Match - Create, Save, and Delete
Create/Maintain Name
Create/Maintain Address
Correct History Address Information
Create/Maintain Phone and Email
Create/Maintain Identification (Student)
Entering Language
Postal Email Extract
Checklists: Update by Person, Summary, and Detail
Checklists: Add, Remove, Manage
Communication Management
Comment Management
Service Indicators: Add/Remove/View
Setting Up Communication Speed Keys
Setup User Default (SACR)
Transcript Request
Queries
Updating Visa Study Permit

Need Additional Help?

For additional information, please click the links below:

Enrolment Services
Search for Classes

Student Groups and Student Services Centre

The Student Groups component can be used to categorize and track students for reporting purposes.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Job Aids

Student Groups Training Guide
Student Groups Checklist - Graduate
Student Groups Checklist - Undergrad

The Student Services Centre provides a detailed view for administrative personnel similar to what the student can view in the Student Centre.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available. 

 Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Printing Receipts
Student Services Centre*

Training: 

Student Administration Training

Submitted by lriscald on Mon, 11/10/2014 - 2:20pm

Instructor-Led Training

Instructor-led training is offered to staff and faculty. Since Student Administration has many date-driven processes, specific classes are offered during these time-sensitive periods. Workshops where individuals can obtain assistance in production are also offered during time-sensitive periods. Check our training calendar often to view the current offerings for Student Administration training. Classes offered include:

  • Student Administration Basics
  • Schedule of Classes (Part A & B)
  • Schedule of Classes (Requisites)
  • Faculty Centre (Grading)
  • Processing Online Applications for Admission

Online Training

The online learning tool used for Student Administration training, known as the User Productivity Kit (UPK), can be used four different ways:

  • See-It! View the tutorial without interruption
  • Try-It! Simulate the navigation required to complete the required steps to complete a process in the Student Administration Suite
  • Know It! This is a competency test and currently not setup
  • Do It! View the online learning tool concurrently while using the Student Administration Suite in production

Note: When viewing online learning tutorials, pressing Esc (Escape) at any time will stop the tutorial.

In addition to online learning, feel free to reference the user guides listed below that compliment the available tutorials.
Despite the ever-growing list of tutorials, please note that not all modules in the Student Administration Suite have online learning tutorials available at this time.

Click here to launch the UPK online learning tool.

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