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CUNYfirst Admissions Reference Guide

Last Updated: 6/18/2013 CUNYfirst Admissions

Campus Solutions

CUNYfirst Admissions

Reference Guide


Last Updated: 6/18/2013 CUNYfirst Admissions 2

Table of Contents

How to use this Reference Guide ........................................................................... 6

Introduction to CUNYfirst Student Admissions Module ....................................... 7

Module Objectives ............................................................................................................ 7

Unit I: Foundations of Student Admissions .......................................................... 8

Unit Introduction ................................................................................................................ 8

Unit Objectives .................................................................................................................. 8

Chapter 1: Modules of Campus Solutions ............................................................. 9

Chapter Objectives ........................................................................................................... 9

Topic 1 - Modules of Campus Solutions ...........................................................................10

Topic 2 - “A” Student’s Record in Campus Solutions: .......................................................12

Chapter 2: Understanding Academic Structure .................................................. 13

Chapter Objectives ..........................................................................................................13

Topic 1 - Academic Structure: ..........................................................................................14

Topic 2 - Academic Structure & a Student Record ...........................................................16

Chapter 3: Overview of Student Admissions ...................................................... 20


Topic 1 - Overview of Student Admissions .......................................................................21

Unit II: CUNYfirst Student Admissions ................................................................ 22

Unit Objectives: ................................................................................................................22

Chapter 1 - Review CAS & ASTA Application Results ........................................ 23


Topic 1: Review CAS Application Summary ................................................................24

Topic 2: Review ASTA Application Summary ..............................................................28

Chapter 2 – Search/Match in CUNYfirst ............................................................... 32


Topic 1: Conduct Search/Match ...................................................................................32

Chapter 3 – Add New Application ......................................................................... 41


Topic 1: Add New Application ......................................................................................42

Topic 2: Add New Application – Second BA ................................................................59



Chapter 4 – Maintain Applications ....................................................................... 60


Topic 1: Update Bio/Demo Information - General ........................................................60

Topic 2: Update Bio/Demo Information – Names .........................................................63

Topic 3: Update Bio/Demo Information – Addresses ...................................................70

Topic 4: Update Program/Plan .....................................................................................79

Topic 5: Update External Education .............................................................................80

Chapter 5 – Update Applicant Program/Action Status ....................................... 91


Topic 1: Accepts Admission .........................................................................................92

Topic 2: Defers Admission ...........................................................................................93

Topic 3: Declines Admission ........................................................................................94

Topic 5: Matriculate an Applicant - Single ....................................................................95

Topic 6: Matriculate an Applicant - Batch .....................................................................96

Chapter 6 – View Additional Applicant Data ........................................................ 99


Topic 1: View Application Summary Page ...................................................................99

Topic 2: View Applicant Progression .......................................................................... 101

Topic 4: View Academic Test Summary..................................................................... 105

Topic 5: View Test Results ........................................................................................ 106

Topic 6: View Unofficial Transcripts ........................................................................... 109

Chapter 7 – Non-Degree Students ...................................................................... 113

Chapter Objectives ........................................................................................................ 113

Topic 1: Non-Degree Students without EMPL - Quick Admit...................................... 114

Topic 2: Non-Degree Students with EMPL – Program/Plan Stack ............................. 124

Chapter 8 – Readmit, Reactivate, Reallocate .................................................... 127


Topic 1: Readmitting Students (General Steps) ......................................................... 127

Topic 2: Reactivate Students ..................................................................................... 130

Topic 3: Reallocation ................................................................................................. 131

Unit II: CUNYfirst Campus Community for Admissions ................................... 133

Unit Introduction ............................................................................................................. 133



Unit Objectives ............................................................................................................... 133

Chapter 1 – Student Services Center ~ Overview ............................................. 134


Topic 1: Student Services Center: Student Center Tab .............................................. 135

Topic 2: Student Services Center: General Info Tab .................................................. 140

Topic 3: Student Services Center: Academics Tab .................................................... 144

Topic 4: Student Services Center: Admissions Tab ................................................... 147

Topic 5: Student Services Center: Transfer Credit Tab .............................................. 150

Topic 6: Student Services Center: Finances Tab ....................................................... 153

Chapter 2 – Add & Update Student Data ............................................................ 154


Topic 1: Add a Person ............................................................................................... 155

Topic 2: Update Bio/Demo Information – Names ....................................................... 161

Topic 3: Update Bio/Demo Information – Addresses ................................................. 169

Topic 4: Enter Ethnicity Data for a Student ................................................................ 178

Topic 5: Enter Languages Information for a Student .................................................. 179

Topic 6: Enter Decedent Information ......................................................................... 181

Topic 7: Enter Emergency Contacts Information for a Student ................................... 182

Topic 8: Enter External System ID Information for a Student ..................................... 186

Chapter 3 – Residency & Citizenship ................................................................ 187


Topic 1: Entering Residency Information ................................................................... 188

Topic 2: Entering Citizenship Information .................................................................. 194

Topic 3: Entering Visa/Permit Information .................................................................. 196

Chapter 4 – Managing Service Indicators .......................................................... 199


Topic 1: Manually Assign a Service Indicator ............................................................. 200

Topic 2: Manually Release a Service Indicator .......................................................... 205

Topic 3: Edit a Service Indicator ................................................................................ 206

Topic 4: View Service Indicator Audits ....................................................................... 207

Topic 5: Assign Service Indicators in Batch ............................................................... 210

Chapter 5 – Student Groups ............................................................................... 212




Topic 1: Add Student to Student Group ..................................................................... 213

Topic 2: Inactivate a Student in a Student Group ....................................................... 216

Topic 3: View Students in Student Group .................................................................. 219

Topic 4: Create a New Student Group ....................................................................... 221

Chapter 6 – Managing FERPA............................................................................. 223


Topic 1: Use FERPA Quick Entry .............................................................................. 224

Topic 2: View FERPA Display .................................................................................... 229

Chapter 7 – Additional Campus Community Student Services ....................... 231


Topic 1: Health Services ~ Overview ......................................................................... 232

Topic 2: View/Update Immunization Records ............................................................ 235

Topic 3: Disability Services ~ Overview ..................................................................... 237

Topic 4: Enter/Update Disability Data ........................................................................ 238

Topic 5: Veterans Affairs ~ Overview ......................................................................... 245

Topic 6: Update Military Status Information ............................................................... 248

Chapter 8 – Three C’s .......................................................................................... 251


Topic 1: Three C’s Overview ...................................................................................... 252

Topic 2: Assign Communications to an Individual ...................................................... 254

Topic 3: View an Individual Communication Summary ............................................... 260

Topic 4: View an Individual Communication Detail ..................................................... 262

Topic 5: Assign a Checklist to a Person ..................................................................... 264

Topic 6: View a Person Checklist Summary .............................................................. 268

Topic 7: View a Person Checklist Detail..................................................................... 270

Topic 8: Update a Checklist Item (By Item) ................................................................ 271

Topic 9: Update a Checklist Item (By Person) ........................................................... 273

Course Summary ........................................................................................................... 274

Appendix: CEMLI Search - Repository .............................................................. 275

Appendix: Readmit Student - Scenarios ............................................................ 280

Program Action: RADM (Readmit) ...................................................................... 280



How to use this Reference Guide This reference guide l contains sections that include information on business processes related to Student Financials. The first section is the introduction of the module. It is followed by Chapter and Topic sections which include a step summary, detailed information, field definitions and screen shots.

Below is a description for each section type contained in the reference guide.

Introduction

The Introduction contains conceptual information on Student Financials. It also describes the business processes that are used in Student Financials.

Module Objectives

The Module Objectives contain a bulleted list of the learning objectives for the module.

Unit

The Unit information consists of a high-level explanation of a single content area of a module.

Chapter

The Chapter information includes introductory concepts that are needed for understanding the business processes that are presented in the chapter.

Chapter Objectives

The Chapter Objectives contain a bulleted list of the learning objectives for the chapter.

Topic

Topics instruct the user on executing a specific business process.

Step Summary

Step Summary consists of the high-level steps needed to complete a business process.

Detailed Information

Detailed information contains a complete narrative of a business process, including screenshots and tables of items (field names) with their definitions and/or selection criteria.

Appendix

Appendix may contain the following types of information:

Running Reports Step-by-step guide to running reports and processes in CUNYfirst



Introduction to CUNYfirst Student Admissions Module CUNYfirst Admissions allows for basic application processing to handle a student’s acceptance of admission, matriculate them into a program, and share the information with the CUNYfirst Student Records module. The implementation of CUNYfirst Admissions will occur in two distinct phases. In the first phase, CUNY will use interfaces to import admissions data from UAPC into CUNYfirst. The second phase will consist of the full implementation of CUNYfirst Admissions functionality. This training guide provides instruction for the first phase of CUNYfirst Admissions.

CAS Interface The CUNYfirst Admissions module is designed to work collaboratively with existing CUNY applications and new interface feeds to process important application information. CUNY’s existing Undergraduate Applications Processing Center (UAPC) will remain in place for the initial evaluation of the application. The information is then moved into CUNYfirst Admissions via the CUNY Admissions System (CAS) interface feed for undergraduates.

ASTA Interface The Advanced Student Transfer Admissions (ASTA) interface will be used for Transfer students and possibly additional applicant populations.

Disclaimer: Please note that even though select images and fields are masked, the student data in this guide is fictional.

Module Objectives Upon completion of this course, learners will be able to:

Understand the modules of Campus Solutions

Understand CUNYfirst Academic Structure

Describe the Admissions process from Application to Matriculation

Review CAS/ASTA results

Conduct search/match in CUNYfirst

Add new applications

Maintain applications

Update application status

View student data

Add non-degree applications

Readmit, Reactivate, and Reallocate students

Navigate the student services center

Update residency

Update citizenship

Manage service indicators

Manage student groups

Understand the Three C’s



Unit I: Foundations of Student Admissions

Unit Introduction Student Admissions components consist of the managing of processes and maintenance and data relating to admission activity, including:

Applying for Admission

Acceptance of Admission (Pre-Matriculation)

Updating Residency

Updating External Education

Placement in Student Groups

Placement of Service Indicators

Matriculating

The Foundation of Student Admissions provides an overview of key concepts and terminology used throughout the CUNYfirst Student Admissions module. It provides a basic understanding of functions within the module, and the types of processing used to manage and maintain the student’s academic record.

In addition to managing a student’s data using Student Admissions ds module, users will also be

able to view and use specific student’s integrated data through Campus Community functionality, which is reviewed in Unit III.

Unit Objectives Upon completion of this unit, learners will understand the following:

Modules of Campus Solutions

Academic Structure

Student Admissions Overview



Chapter 1: Modules of Campus Solutions Campus Solutions is a tool specifically designed for activities related to higher education.

Chapter Objectives Upon completion of this chapter, learners will be able to:

Understand Modules of Campus Solutions.

“A” Student’s Record in Campus Solutions.



Topic 1 - Modules of Campus Solutions While this chart below shows each module as separate and equal, in reality the different sections of Campus Solutions interrelate, and overlap.

.

• Admissions Module: This module establishes a core record for a potential student. Once the student matriculates, the maintenance of the student’s information becomes the responsibility of Student Records. Admissions Module :

• Creates and maintains applicant data • Creates most student records which Includes prospective students and applicants • Contains core data such as demographics, test scores, and program information • Tracks the applicant’s record through the entire admissions process, including the

final decision (admit, deny or withdrawal) • Matriculate or formally admit the student

Information entered in the Admissions module carries over to Student Records.

• Student Records Module: Information about the student’s program, course enrollment,

grades, and advisors is in the Student Records module. The Student Records module enables you to:

• Tracks a student’s career through graduation, transfer, or withdrawal • Contains information about the student’s program, course enrollment, grades, and

advisors. • Automates/tracks registration functions • Houses course catalog and class schedule information.



• Financial Aid Module: Supports the awarding of federal/local need-based aid, departmental

aid, and scholarship funds • Financial Aid module also awards and deposits the aid to a student’s records

• Student Financials Module: Provides functionality to maintain financial account information for all students the functionality for maintaining financial account information includes calculating tuition and fees, receivables, and processing refunds. The Student Financial Module:

• Calculates tuition & fees • Tracks student disbursements, charges, and both third party and collection payments • Calculates refunds based on both university and government refund policies • Provides current picture of a student’s account, including account history

• Campus Community Module: The core of PeopleSoft Campus Solutions System. It provides a single source of data that is shared by offices across the campus

• Stores data common to any person associated with CUNY which includes Bio/Demo (Biographic/Demographic) data:

• Student Services Center • Update Bio-Demo Information • Residency/Citizen • Service Indicators • Student Groups • FERPA • Health Services • Veteran’s Affairs • Disability Services

• Self Service: Self Service through the Student Center, the Faculty Center, and the Advisor Center enables users to manage a wide range of activities:

• Student Center: Add or drop classes, check grades, view class schedules, and view and pay bills.

• Faculty Center: Obtain class rosters, track attendance, and submit grades. • Advisor Center: View a student’s academic progress and enroll students



Topic 2 - “A” Student’s Record in Campus Solutions: Following is a representation of “a” student record in relation to all the Campus Office and Campus Solutions Modules that view and update it. In terms of a student’s record across the campuses, each office has inroads into Student Records Module, each office provides information that helps in completing the entire career cycle for a student i.e. admissions, registration, graduation etc. A student’s record is the core of all the activity: information is added or updated to a student’s record and viewed by these units to complete their business processes.

Admissions Office admits and matriculates students using Admissions Module.

Registrar Office maintains the catalog, manages enrollment, updates academic statistics and runs reports using Student Records Module.

Bursar Office records a bill that was paid using Student Financials Module

Financial Aid Office updates the student’s record with monies that were received from a disbursement using Financial Aid Module.

Faculty and Advisors track attendance assign grades and evaluate student progress using Faculty Center and/or Advisor Center from Self Service Module. Students enroll in classes, view their academic information, request transcripts and apply for graduation using Student Center from Self Service Module.

Campus/Administrative Offices view student’s record and apply stops/holds as needed using Campus Community Module.



Chapter 2: Understanding Academic Structure This chapter will provide an overview of all of Academic structure from both student and institutional perspectives. Academic Structure can be understood as two interrelated parts, the structure that defines a student’s program of study (campus, college or school, major) and the structure that defines courses and classes and the departments that own them.

Chapter Objectives Upon completion of this chapter, learners will understand the following:

The Components of Academic Structure

The relationship between a Student Record and Academic Structure



Topic 1 - Academic Structure: Academic Structure can be understood as two interrelated parts, the structure that defines a student’s program of study (campus, college or school, major) and the structure that defines courses and classes and the departments that own them. Student Structure: The key terms within Academic Structure as it relates to a student’s plan of study are Academic

Institution, Academic Career, Academic Program, Academic Plan, and Academic Sub--‐plan.

Academic Institution is an independent entity that has its own set of rules and business processes. At the CUNY, each campus is an academic institution.

Academic Career is a grouping of all academic work undertaken by a student at a campus that the school groups into a single academic record, for example Undergraduate, Graduate, Law.

Academic Program is an academic entity to which a student applies, is accepted, and from which the student graduates. For example, Undergraduate-Degree, Undergraduate-Non-Degree is considered academic programs.

Academic Plan is an area of study (major) within a career or a program. Plans resulting in degrees are directly associated to the program. Other types of plans (such as minors or certificates) may be associated to the Career or to the Program, depending on how they are offered.

Academic Sub-plan is an area of further specialized studies directly within an Academic Plan, for example, a concentration.

Following is a partial view of Queens College’s Academic Structure as it relates to a student’s program of study



Course/Class Structure: The key terms within Academic Structure that define courses and classes and the departments that own them are Academic Organization, Academic Group, Subject Area, Course, and Class.

Academic Organizations are units that define how an academic institution is organized from an administrative perspective, and are organized in a tree structure. Subject areas and courses are attached to Academic Organizations, and Academic Organizations are used to structure security for the course catalog.

Academic Groups are the highest-‐level division within an Academic Institution for administering courses. Academic groups are used to define schools and divisions.

Subject Areas are the specific areas of instruction within a particular Academic Organization in which courses are offered.

Courses are the instruction a student receives in a particular subject area. Courses represent what is being taught, the structure for reporting, the credit awarded for successful study, and how it will be presented.

Classes are specific instances of a course at a defined time and place within a particular term. Students enroll into classes.

Following is a partial view of Queens College’s complete Academic Structure.



Topic 2 - Academic Structure & a Student Record Academic Structure as it relates to Student Records can be understood via student’s perspective and institutional perspective. Student’s Perspective of Student Records: From a Student's perspective, here is an illustration of how an individual's academic record is built and tracked through Student Records. Once matriculated, a student is admitted to an academic career and an academic program within that career:

The student then declares an academic plan (major and/or minor) and, possibly, an academic sub-plan (specialization/concentration of study):

The student then enrolls in terms/sessions for classes to fulfill requirements to obtain a degree, or possibly a non-degree-related certificate:



The student brings coursework, test credit, and other transfer credit taken outside of the College, which is integrated into the student's academic record. Transfer credit is recorded in the student's career term records. From a student perspective, the structure of CUNYfirst Student Records looks like the diagram shown below:



Institutional Perspective: From an Institutional perspective, the structure of CUNYfirst Academic Structure looks like the diagram shown below. The Academic structure and its elements are the building blocks for CUNYfirst Campus Solutions:

We have multiple academic institutions at CUNY and in CUNYfirst they are defined uniquely for example QNS01 stands for Queens College and KCC01 stands for Kingsborough Community College

Academic programs are a part of academic careers and the academic institutions.

Subject areas are part of academic organizations and the academic institutions.

Academic plans and academic sub-plans are subdivisions of academic programs.

Degree records are directly linked to academic plans.

Courses and classes are subdivisions of subject areas and are directly linked to terms/sessions:



Chapter 3: Overview of Student Admissions Student Admissions components consist of the managing of processes and maintenance and data relating to students’ admission activity.

Chapter Objectives Upon completion of this chapter, learners will understand the basics of the following processes:

Applying for Admission

Acceptance of Admission (Pre-Matriculation)

Updating Residency

Updating External Education

Placement in Student Groups

Placement of Service Indicators

Matriculating

Admissions Process

xxxx



Topic 1 - Overview of Student Admissions Diagrams and flow here



Unit II: CUNYfirst Student Admissions Unit Introduction This course provides instruction on how to

Unit Objectives: Upon completion of this course, the learner will be able to:

set up Term Values

create a new term, associated



Chapter 1 - Review CAS & ASTA Application Results The CAS and ASTA Application Summary View pages are customized pages designed specifically to meet CUNY’s needs. These pages capture data elements that are required to complete daily admissions business processes at CUNY. The CAS Search Match and Post Process, run by UAPC, populates data on these pages. When provided by the applicant, the CAS and ASTA interfaces will create the following Bio Demo data on the application:

Names

Contact Information

Ethnicity

Languages

External System ID

Residency Data

Military Status

Citizenship

Visa Permit Data

Education information

Chapter Objectives Upon completion of this chapter, individuals will be able to:

Review CAS pages

Review ASTA pages



Topic 1: Review CAS Application Summary The business process for all freshman applicants who have been processed via UAPC involves automatically creating an admissions application in CUNYfirst. The CAS interface will insert an application program status of “Admitted” with a corresponding program action reason “UAPC”. Periodic updates to the application will be indicated by a program action of “DATA” with a corresponding program action reason “UAPC”.

The CAS Search Match Post process creates an application record for all applicants that are not suspended. Suspended records are reviewed and resolved at UAPC. Application records that are posted after the CAS Search Match Post process should be reviewed by the campus.

The ASTA interface process will insert an application program status of “Admitted” with a corresponding program action reason “UAPC”. Periodic updates to the application will be indicated by a program action of “DATA” with a corresponding program action reason “UAPC”. The ASTA Search Match Post process creates an application record for all applicants that are not suspended. Campuses should also review the application data.

.



Step Summary

To review the CAS Application Summary View pages, navigate to: Student Admissions > Application Maintenance > Application Summary View > CAS Application Summary View

1. On the CAS Student Data Load page, enter search criteria to locate and select the desired record.

2. Review applicant choices and admission offers on the CAS Student Choice/Allocation page.

3. Review data collected for Institutional Research at CUNY on the CAS Institutional Research page.

4. Review specific academic information on the CAS Educational Information page.


The CAS Student Choice/Allocation page The Student Choice section shows the order in which an applicant ranked their choices of CUNY institutions. The Allocation section shows the institutions that have accepted the applicant.



The CAS Institutional Research page

The CAS Institutional Research page was designed to meet CUNY’s data collection needs. This page holds information pertaining to nationality, birthplace, and language.



The CAS Educational Information page

The CAS Educational Information page collects information regarding specific academic subjects, Teachers’ Academy, Regents exams, and the CUNY Honors program.



Topic 2: Review ASTA Application Summary The business process involves automatically creating an admissions application in CUNYfirst for all Transfer Applicants who have been processed via UAPC, along with other student applicant populations that will be determined throughout CUNYfirst admissions implementation.

The ASTA interface process will insert an application program status of “Admitted” with a corresponding program action reason “UAPC”. Periodic updates to the application will be indicated by a program action of “DATA” with a corresponding program action reason “UAPC”.

The ASTA Search Match Post process creates an application record for all applicants that are not suspended. Campuses should review the application data. The ASTA Search Match and Post Process, run by UAPC, populates data on the ASTA Application Summary View pages.

Step Summary

To review the ASTA Application Summary View pages, navigate to: Student Admissions > Application Maintenance > Application Summary View > ASTA Application Summary View.

1. On the ASTA Student Data Load page, enter search criteria to locate and select the desired record. 2. Review applicant choices and admission offers on the ASTA Student Choice/Allocation page. 3. Review data collected for Institutional Research at CUNY on the ASTA Institutional Research page. 4. Review specific academic information on the ASTA Educational Information page.




The ASTA Student Choice/Allocation page The Student Choice section shows the order in which an applicant ranked their choices of CUNY institutions. The Allocation section shows the institutions that have accepted the applicant.



The ASTA Institutional Research page

The ASTA Institutional Research page was designed to meet CUNY’s data collection needs. This page holds information pertaining to nationality, birthplace, and language.



The ASTA Educational Information page

The ASTA Educational Information page collects information regarding GPA, credits attempted, credits earned, credits in progress, and admissions average.



Chapter 2 – Search/Match in CUNYfirst

Chapter Objectives Use the CUNYfirst Search/Match feature to search through the database for students, applicants, and employees. The Search/Match component uses a number of search criteria to identify existing individuals in the database. The integrity of the database is maintained by taking measures to minimize duplicate or multiple records. Searches can be conducted using any amount of data values.

The Search/Match process must be run before adding an individual to CUNYfirst.

Topic 1: Conduct Search/Match

Step Summary

The Search/Match page can be found by navigating to: Student Admissions > Application Entry > Search/Match. Alternate Path: Campus Community > Personal Information > Search/Match

To conduct a Search/Match: 1. Navigate to the Search/Match component

2. Select Person for the Search Type. NOTE: “Person” is the correct Search Type to select for a student. The value “Applicant” will only be used by Human Resources, as it refers to an employee applying to CUNY.

3. Select the Search Parameter for Admissions: PSCS_ADMISSIONS.

4. Click Search to access the Search Criteria Page.

5. Select the Search Results Parameter for Admissions: PSCS_ADM_RESULTS

6. Enter desired Search Criteria in select Search Fields. Note that you must tab out of the last field you enter in order to access the Search button. Click Search to access results of a match or potential match.

7. If a potential match is not found, a message will appear with this information. The new applicant can be added to CUNYfirst. If a potential match is found, note that the Search Results grid might include the same ID multiple times. If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered.

8. Click the Results Tabs, Additional Information Tab, and Detail link for more information about a particular search/match result.




When the Search button is clicked, CUNYfirst searches only for the data specified. It filters the search orders defined for the Search Parameter selected on the Search/Match page. For example, if Search/Match finds at least one potential matching ID at search order number 10, it will stop the search and display the results obtained at search order number 10. (An example of search order might be: First, Last, Birthday, ID). If no potential matching IDs are found, the search continues to the next search order number. The Selective Search button will allow searches for a specific order number.

Always begin by conducting a Search/Match to determine if a record already exists for an applicant before creating anything new. An individual might already exist in CUNYfirst as an applicant, student, alumni, employee, instructor (or some combination of any/all). To avoid duplicate records, Search/Match must always be used prior to adding any new individuals to the database. For this reason, Search/Match is a very important step in maintaining the integrity of the CUNYfirst database. If duplicate records are found, further identification is needed to determine if the duplicate records need to be deleted or if a new record should be created.

It is advantageous to enter as much information as possible into the Search Criteria page. Search/Match will use all the possible search orders to find a match in the database.

Use the MMDDYYYY format for the Date of Birth.

Most searches use the First Name and Last Name fields. Note: Do not search using only the First Name. When uncertain of the correct spelling, enter a partial value. For example, enter only the first few letters of the name.

Enter the Social Security Number without hyphens in the National ID field.

Carry ID If the record exists, select the ID to automatically carry the ID forward to the following CUNYfirst pages in order to review or update the record. When the Carry ID button is selected, the Empl ID is carried over to the next search page accessed. If the record does not exist, the person does not currently exist in CUNYfirst.

The Search/Match page The Search/Match search page is different from a standard search page in CUNYfirst. Search/Match permits definition of search parameters that administrators can use to identify potential duplicate IDs.

The Search Type should be set to: Person. There will be more than one Search Parameter listed in the system, each for different purposes. For instance, setting the search parameter to: “CS_Admissions”, brings up standard search fields such as First Name, Last Name, DOB, and ID types.



The following table describes the fields on the Search/Match page of the Application Entry component:

Field Description

Search Type CUNYfirst is configured to use the Person search type for admissions applicants.

Search Parameter

The set of search parameter fields selected become the Search Result Rule on the next page. If desired, further specify: Begins With: - The value must begin with this

data. When selecting this value, the Start Position field begins with a default value of 1, which cannot be modified. The Number of Characters fields are available to define.

Contains: - The value must contain this data and can be preceded or followed by other data. The Start Position and Number of Characters fields follow the same rules as above.

Equals: The value must be exactly equal to this data.

Ad Hoc Search This functionality will not be used in Admissions until Wave 3.

Description CUNYfirst allows search by descriptive words. If searching using this field, the best practice is to enter uniquely descriptive words or phrases.



The Search Criteria page - Search Criteria area The Search Criteria section will display each of the fields associated with the parameters selected on the Search Criteria page. To enable the Search button at the top of the page, enter the first few letters of the First and Last name, DOB or National ID and tab out of the field. Selective Search buttons become available when Tab is used to exit a field.



The following table describes the fields on the Search Criteria page of the Application Entry component:

General top Search Criteria area

Field Description

Search Result Code This code dictates the criteria for displaying the results of this search.

User Default Use this tool to set up code as default item.

Search The Search button will only become available when data is entered into a search field and the user TABS out of the field.

Clear All This button will clear all data from search fields.

Carry ID Reset Click the Carry ID Reset button at the top of the page if the wrong person has been selected. This will prevent that particular ID from being carried forward into subsequent pages.

Search Fields Enter data into desired field to conduct search match.

Search by Order Number area

CUNYfirst searches only for the data specified. It filters the search orders that are defined for the Search Parameter selected on the Search/Match page. For example, if Search/Match finds at least one potential matching ID at search order number 10 (example: search order 10 searches by First, Last, Birthday, and ID), it will stop the search and display the results obtained at search order number 10. If no potential matching IDs are found, the search continues to the next search order number, (example: search order 20 searches by SSN only). To search using a narrow Search Order number, use the Selective Search button for that order number. The search orders are listed below. They are also listed at the bottom of the Search Criteria page.

These Selective Search buttons search by the following information:



Field Description

Search Order 10 Name, DOB, External Sys Num, and SSN.

Search Order 20 SSN Only.

Search Order 30 External ID Num Only.

Search Order 40 Name, and DOB.

Search Order 50 Name Only.

The following table describes the fields on the Search Criteria page of the Application Entry component:

Field Description

Search Result Code This code dictates the criteria for displaying the results of this search.

Carry ID Reset Click the Carry ID Reset button at the top of the page if the wrong person has been selected to prevent their ID information from being carried forward into subsequent pages.



The Search Results page The Search Results page will retrieve all potential matches. In the image below, the Search has retrieved 45 ID’s under “Name Only”. CUNYfirst will look for a match in the first three letters of the first name and the first five of the last name. The search result code contains all of the information regarding how to display the IDs retrieved by Search/Match. It also contains data that will help determine whether an ID already exists for the designated person.

The Search Results page displays the search results, details of records returned in the search, and offers the click Carry ID option. This instructs the system to carry the ID forward through different pages.



The Number of ID's found field displays the number of IDs that met the search criteria. This number may be smaller than the number of rows returned in the Search Results grid because the grid might include the same ID multiple times. If the name field is included in the search result code selected, he search returns rows for each name type and effective date that match the search criteria entered. For instance, one row could show an individual’s primary name and another row could show their preferred name, but both are the same individual with the same ID. If the National ID field is included in the search result code, the search returns rows for each national ID entered for the record matching the search criteria. The Search Order Number field indicates the search order number at which results were found and indicates how precise the search was—the lower the number, the more restrictive the search and the greater the chance of having found duplicate IDs. This number can be used as an indicator of how close the returned IDs match the criteria entered. After viewing the personal information, navigate back to the original browser window where the Search Results page is displayed. The following table describes the fields on the Search/Results page of the Application Entry component: The Results tab

Field Description

Number of ID's Found Displays the number of IDs that met the search criteria. This number may be smaller than the number of rows returned in the Search Results grid because the grid might include the same ID multiple times. If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered. If the National ID field is included in the search result code, the search returns rows for each national ID entered for the record matching the search criteria.

Search Order Number Indicates the search order number at which results were found. Also indicates the precision of the search – the lower the number, the more restrictive the search and the greater chance of having found duplicate IDs.

Detail link The Detail link appears if the selected search result code was configured to provide the user with a link to a page for more information about an ID.

The Additional Information tab

Field Description

Person Organizational Summary link Click the Person Organizational Summary link to access the Person Organizational Summary page and review the status of this person's record.



Field Description

Relations With Institution link Click the Relations With Institution link to access the Campus Solutions Relations With Institution Detail page to determine the type of relations that the individual has with the institution and verify search result accuracy. Note that the Relations With Institution link appears only if Student Administration or Contributor Relations is selected on the Installation Table (INSTALLATION_TB1) page.



Chapter 3 – Add New Application The Add Application (UGRD) process involves bypassing the CAS method and permits direct entry of an admissions application using the CUNYfirst Application Entry functionality.

When an applicant submits an application to CUNY and pays the required application fee, a Search/Match must be performed to determine if the applicant already exists in CUNYfirst, or if this is a new student that will be assigned an EMPLID. If the applicant does exist in CUNYfirst, then the current record should be updated with the proper information.

If the applicant does not exist in CUNYfirst, then a new record can be created using the Application Entry component. Once the application record is saved, CUNYfirst assigns the student an EMPLID. The record exists within the Admissions components until the student is matriculated. From this point on, the information is moved into the Student Records components. Any updates to student data must occur in the Application Maintenance component or other areas of Student Records and Campus Community.

Please note that CUNYfirst refers to a student as a “Person”, which is the correct value to select when entering a student application. The value “Applicant” refers to a potential employee of CUNY, not a student application.

Note: In some cases, campuses may want to use the Add Application functionality to add Non-Degree students to CUNYfirst. Since Quick Admit creates a record, but does not create an application, institutions may wish to have the applications on record for data reporting. In this case, these instructions for Adding an Application should be followed and the correct Non-Degree values should be selected for Program, Plan, and Student Groups.


add applications manually



Topic 1: Add New Application

Step Summary

The Add Application Person Information page can be found by navigating to: Student Admissions > Application Entry > Add Application.

To manually add an application: 1. Retain the Application Number of 0000000. Please be certain you DO NOT enter an

application number! CUNYfirst will automatically generate the appropriate number.

2. Retain the default ID NEW. Once the application is saved, “NEW” will become the EMPLID.

3. Select the Academic Institution and the Academic Career. For Senior Colleges, Academic Careers should be UGRD or GRAD. Community Colleges will have a UGRD value. For instruction in adding Non-Degree/Direct Admit students, please refer to the Non-Degree Student chapter.

4. Click the Add button. This will bring the user to the first application page: Biographical Details.

5. On the Biographical Details Page, add Personal Information, Biographical History, National ID, Contact Information, and Citizenship.

6. On the Regional Page, select pertaining to country code, ethnic group, and military status.

7. On the Application Program Data Page, select data relevant for Program, Action/Reason, Plan/Sub-Plan, and Application Center/Type/Method.

8. On the Application Data page, select the Application Center, Admit Type, Academic Level, and Application Method. The record can be saved after entering all relevant data on the Application Data page, since the Application School/Recruiting page does not have any fields that are required by the system. The record cannot be saved prior to entering the relevant data on the Application Data page.

9. On the Application School/Recruiting Page, enter data relevant to Last School Attended and Graduation Date if desired. (Note that this page is not being officially used by Admissions in Wave 1).

10. Click Save. Once the record is saved, the student is assigned an Empl ID. Note: A warning may appear if the information closely matches another record in CUNYfirst. If a Search/Match has not been done, open a new window and navigate to the Search Match component to verify that the student does not have a record in CUNYfirst. If a Search/Match has been performed and it has been established that this is a new student, click OK to ignore warning and proceed with saving.

11. Although the application has been saved, there are additional steps needed to complete the application process. When information is available, the following areas should be updated:

a. External Education Updates

b. Student Group placement

c. Service Indicator placement

d. Residency Update




The first two pages in the Add Application component store personal information regarding the applicant (the Biographical Details and Regional pages). This data is shared between all applications for the applicant. Updating biographical data on these pages will update the information throughout the system. The last three pages in this component (the Application Program Data, Application Data and Application School/Recruiting pages) are application-specific pages. Though they share biographical data, each also contains information unique to that respective area.

As discussed in the Search/Match chapter, always search CUNYfirst for an existing record before adding an application.

Once it has been determined that the application can be entered into CUNYfirst, begin by creating the applicant with biographical and demographical data. The Application Entry page

NOTE: In adding a new application for a student who does not have an EMPL ID, we must retain the default “00000000” Application Number and “NEW” ID. After saving the application, these values will automatically change to an assigned application number and EMPL ID.

The following table describes the fields on the Biographical Details page of the Add Application component:

Field Description

Application Nbr This numeric value is automatically generated by the system when a Course Offering is saved. Although this number can be modified, end users should NOT change this value. To do so will have a negative impact on the entire system.



Field Description

ID If the student does not yet have an ID, the key dialog prompt says NEW in the ID field to indicate the addition of a new person as well as a new application. If the student is found through a search/match and the Carry ID option is selected, key dialog prompt lists that person’s ID. If the student exists in the database, check to see if an application has already been entered. Do not enter a duplicate application. Navigate to the Maintain Applications component to determine if the person has any current applications.

Academic Institution Indicates the specific college within the CUNY system.

Academic Career The academic level of the course, such as undergraduate, graduate, professional, etc.

Note: At this time, Academic Careers should be UGRD or GRAD. Non-Degree students will be processed through Quick Admit.



The Biographical Details page

Use this page to enter the applicant's basic biographical and demographical data.



The following table describes the fields on the Biographical Details page of the Add Application component:

Person Information group

Field Description

Effective Date Enter an effective date for the application to this academic program if different from the default date.

Note: If the application is being entered after the start date of the admit term, backdate the effective date to a date prior to the start date of the admit term. This is necessary in order to Term Activate

the student once they are matriculated.

Person Information Please note that CUNYfirst refers to a student as a “Person”, which is the correct value to select when entering a student application. The value “Applicant” refers to a potential employee of CUNY, not a student application.

Enter the person’s Prefix, First Name, Last Name, Middle Name, Suffix and Date of Birth.

Date of Birth Enter student’s date of birth.

Birth Information Link Although the system will save the application record without the Date of Birth, this information must be entered as per CUNY business processes. If the student is international, either the offices of Admissions or SEVIS can enter the data. CAS/ASTA will populate the Birth Country but not the Birth Location (city). For International Students, this data will need to be manually entered for the DS 2019.

Campus ID This field is not being used at this time.

Effective Date Refers to the effective date of this row of information. i.e.: Marital Status and Gender.

Biographical History If the information is available, enter the applicant’s Marital Status and Gender.

National ID This is the student’s Social Security number. If an incorrect SSN is entered, the row should be deleted

before attempting to rewrite and save.



Contact Information group

Field Description

Address Type An address must be entered in each of the four address types used by CUNY in order to be consistent with the CAS/ASTA interface. The interfaces are populating the following four address types: Mailing, Home, Permanent and Billing.

The address may be the same in each area, except in the case of International students. For these students, Mailing refers to the U.S. address and Permanent refers to their International address. Apartment numbers can be entered in the Address 1 field.

Effective Date Refers to the effective date of this row of information.

Status Indicates whether the address is Active or Inactive.

Country Indicates Country of that particular address.

Address Links to additional page for address detail entry.

Phone - Type Phone type includes a range of values, such as Business, Campus, Home, Cell, etc.

Country/Preferred These fields are not being used at this time.

Email – Type Email type includes a range of values, such as Business, Campus, Dorm, Home, and Other.

Visa/Permit Data – Link Enter all information pertaining to Visa type. Detailed information reviewed in SEVIS course

offering.

Citizenship – Link Enter all information pertaining to Citizenship. Detailed information reviewed in SEVIS course

offering.



Visa/Permit Data page – Link from Biographical Details page

The following table describes the fields on the Visa/Permit Details page linked to the Biographical Details page:

Field Description

Country USA

Type Select the appropriate Visa Type.

Status The default status is “Applied”. SEVIS will change the status to “Granted” at the appropriate time.

Note: Additional fields are not being used at

this time.



Citizenship page – Link from Biographical Details page

The following table describes the fields on the Citizenship page linked to the Biographical Details page:

Field Description

Country Enter USA unless student is an International applicant. In this case, use the look-up tool to select the appropriate country code.

Citizenship Status If this is an International Applicant, two citizenship rows must be created. One must indicate their citizenship status in the USA. The additional row must indicate their country of originating citizenship.

All citizenship status selections that are being populated via CAS/ASTA are detailed below.

Citizenship Status – Native Enter for a US citizen

Citizenship Status – Alien Permanent Enter for Parolee, Refugee, Granted Asylum

Citizenship Status – Alien Temporary Enter for Student Visa

Citizenship Status – Permanent Resident Enter for Permanent Resident non-citizen

Citizenship Status – Not Indicated Enter if citizenship was not answered

Citizenship Status – Temporary Visa Holder Enter if a Temporary Visa holder, H-1, H-2, H-3, H-4

Citizenship Status – Undocumented Enter for undocumented students

Citizenship Status – Expired Visa Enter for students with an Expired Visa



Passport Information These fields are not being used at this time.

The Regional page Use this page to add region specific information pertaining to country code, ethnic group, and military status.

The following table describes the fields on the Regional page of the Add Application component:

Field Description

Regulatory Region Enter the regulatory region. USA is the default value.

Ethnic group Select the appropriate value for the applicant’s ethnic group. Values for the default Regulatory Region of ‘USA’ are stored on the Ethnic Groups page. These values are shared between HR and CS. They are configured and maintained by HR. If the student is Hispanic or Latino, check the checkbox and select the appropriate Hispanic/Latino ethnic group. CAS/ASTA will populate the checkbox, when appropriate, but will not deliver the Hispanic/Latino ethnic group. Information regarding gathering this data from current students will be delivered at a later date.

Primary Check the primary box to indicate primary ethnicity.



Field Description

IPEDS/Percentage CUNY is not using these fields at this time.

History Section CUNY is not using this section at this time.

The Application Program Data page Use this page to enter the applicant's program of interest and related information. Much of the data on this page comes from user defaults. This page is also be used to matriculate an applicant. All applications must be tied to an academic career and program. Lower level tracking is contingent upon each institution’s business process.

NOTE: The default value for Program Action of “APPL” must be changed to “ADMT” (see red box) for all applicants. The APPL program action is not being used for CUNY admission processing.

The following table describes the fields on the Application Program Data page of the Add Application component:

Program Data group



Field Description

Effective Date Enter an effective date for the application to this academic program if different from the default date. If entering the application after the start date of the admit term, backdate the effective date to a date prior to the start date of the admit term in order to term activate the student once they are matriculated.

Admit Term If the student has been admitted, enter the admit term in which the applicant is expected to enroll. Define admit terms on the Term Table page. This is a user default field.

Expected Graduation Term Enter the term in which the student is expected to graduate.

Academic Program Enter or update the academic program to which the person is applying. The available programs pertain each CUNY Academic Institution.

After matriculating the applicant, CUNYfirst copies the application program data to the Program/Plan tables in CUNYfirst Student Records.

Campus Enter or update the campus to which the person is applying within the academic institution. At this time, “MAIN” is the appropriate selection for all campuses.

Academic Load Select the academic load that the applicant will be taking on if admitted. Values for this field include Full-Time and Part-Time.

Joint Program Select the Joint Program check box if the applicant is applying to a joint program.

Dual Program This field becomes available when the Joint Program check box is selected. Enter the joint academic program. Define dual programs on the Academic Program page.

Program Status Group

Field Description

Status This field automatically displays “Applicant” for a new application.

Action Date The default for the action date is the date the action was entered into CUNYfirst.

Program Action This field automatically displays “APPL” - Application - for a new application. This value must be manually changed from “APPL” to “ADMT”. The APPL program action is not being used for CUNY admissions processing.



Field Description

Action Reason When action reasons are associated with the selected program action, choose the appropriate reason value. Action reasons permit a brief explanation of the program action. For example, for the action WADM (Administrative Withdrawal), could include a reason of Incomplete Application.

Evaluation Link This link is not being used at this time.

Career Number Available if the Program Action field contains the value Readmit Application. To readmit this applicant into an existing career, select the proper career number here. An admit type must be identified when the Readmit Processing Required check box has been selected on the Admit Type Table page. CUNYfirst readmits the applicant into the career that corresponds to the career number selected.

Plan Data group

Field Description

Academic Plan Enter the academic plan identified within this application. An academic plan can be any major area of study. The available plans pertain to each CUNY institution and program.

Sub-Plan If a subplan (concentration) exists for the academic plan, enter the subplan here.

Transfer to area – (Additional Values are not in use for Wave 1.)

Field Description

Education Transfers user to the Education Page.

Test Results Transfers user to the Test Results Page.

Residency Transfers user to the Residency Page.

Application Maintenance Transfers user to the Application Maintenance component.



The Application Data page Use this page to enter additional application data, such as the application date, application center, admit type, academic level, and application method. CUNYfirst stores data on this page at the application level, as opposed to storing it under a person or academic program. This data is relevant to all academic programs within this application.

The following table describes the fields on the Application Data page of the Add Application component:

Field Description

Application Center Enter the application center that will process this application. This information helps track the office managing specific applications. All CAS/ASTA interface records will show “UAPC” for the application center.

Admit Type Enter the Admission Code (Admit Type) for this application (First-Year, Transfer, Readmit, etc.).



Field Description

Application Date The default for the application date is CUNYfirst date that the application was received.

Academic Level Select the academic level to which the applicant is applying for admission. (First Year, Lower Freshman, Upper Freshman, etc).

Created On The default is the CUNYfirst system date on which this application record was created.

Notification Plan Specify whether this student should be on a regular or special notification track. Values include Early Admit, Regular, and Rolling.

Prior Application Select this check box if this applicant previously applied to this career.

Application Method For manual entries, select “Hardcopy”.

Additional Information, File Information, and Application Fee Information

CUNY is not using these fields at this time.

Transfer To Use this link to access additional student data pages.



The Application School/Recruiting page Use this page to record all of the applicant's last-school-attended data.

NOTE: The new application record must be SAVED after data entry on this page. It should not be saved prior to this page or after this page. If a Search/Match warning appears after clicking “Save”, click Cancel and open a new window to conduct a Search/Match prior to saving the application record.



The following table describes the fields on the Application School/Recruiting page of the Add Application component:

School Information group

Field Description

Last School Attended Use the look-up tool to select the external organization (high school) from which the student has graduation or will graduate from. When searching for external organizations, it is helpful to enter part of the description, city and state (if known) to help identify the appropriate institution.

Graduation Date Enter the known or anticipated graduation date.

Recruiting Information group

Field Description

Recruiting Information This area is not being used by CUNY at this time.

Recruiting Categories This area is not being used by CUNY at this time.

Note: A warning may appear if the information closely matches another record in CUNYfirst.

If a Search/Match has not been done, open a new window and navigate to the Search Match component to verify that the student does not have a record in CUNYfirst.

If a Search/Match has been performed and it has been established that this is a new student, click OK to ignore the warning and proceed with saving.



Note that upon saving, CUNYfirst generates the EMPL ID:

Please remember that although the application has been saved, these additional steps needed to complete the application process. When information is available, the following areas should be updated:

a. External Education Updates

b. Student Group placement

c. Service Indicator placement

d. Residency Update



Topic 2: Add New Application – Second BA All applications follow the process detailed in Topic 1, but there are a few distinctions to make when adding an applicant for a second Bachelor’s Degree.

Please select the following values to add this type of application:

Admit Term – First Term of Second BA Application Data Tab – Select Admit Type “3” Application School/Recruiting Tab – Select the appropriate External Org ID for the Last School Attended Add student to Student Group - PDBA

Next steps follow standard business process: Matriculate, Residency Update, Term Activate, Transfer Credit Evaluation, Enrollment Appointments, etc.

Please refer to the Student Records Reference Guide for instruction in these areas. As always, refer to campus policies for any additional procedures and requirements.



Chapter 4 – Maintain Applications


update general bio-demo Information

update name changes and types

update addresses

update program/plan information

update education information

Topic 1: Update Bio/Demo Information - General

Step Summary

The Add Application Person Information page can be found by navigating to: Student Admissions > Application Maintenance > Maintain Applications

To update an application: 1. Enter the appropriate Search criteria. The Academic Institution must be selected to

proceed.

2. Click the Include History checkbox. Note: Include History display all rows of data: current, future, and history. Users can add new data to an existing record. Correct History provides access to existing rows of data in the database and display all effective-dated rows. Users can add new data and update all rows, including history rows. Security access to Correct History may be limited.

3. Select the appropriate record. Update the appropriate information on desired tabs/pages. Note: Remember to use the Add a New Row icon (+) in order to preserve historical data and use effective dating for new information.

4. Edit Personal Information, Biographical History, National ID, Contact Information, and Citizenship on the Biographical Details page.

5. Enter country code, ethnic group, and military status on the Regional page.

6. Enter program data on the Application Program Data page.

7. Enter additional application data, such as the application date, application center, admit type, and application method on the Application Data page

8. Record all of the applicant's last-school-attended data on the Application School/Recruiting page.

9. The Application Student Response page and the Program Addition page are not being used at this time.

10. Click Save.

11. Note: For detailed information on updating Names and Address, please refer to that specific topic in this document. For more detailed instruction on updating other Bio/Demo information, please refer to the Campus Community Reference Guide.



.


After an application has been entered and saved, the Application Maintenance component must be used for updates. Data in this component is stored at the application level, as opposed to the applicant or program level. This data is relevant to all academic programs applied to with this application. An application must first be entered into the system through the Application Entry component before it can be edited or modified in the Application Maintenance component.

Search Page



The Maintain Application component uses all of the same pages reviewed in the Add Application chapter, with the inclusion of a Names link (to edit/add names), a separate Addresses page, and an arrow icon to show more pages.

All pages and fields in this component are defined in the Add Application chapter.



Topic 2: Update Bio/Demo Information – Names Step Summary - To Change an Existing Name Navigate to: Campus Community > Personal Information (Student) > Biographical Information (Student) > Names.

1. Enter Search Criteria, click the Include History checkbox and click Search. If multiple results are returned, select the appropriate record.

2. In the Current Name area, click the Name History link.

3. Click the Add a New Row Icon.

4. Within the new field (note the effective dated row), click the Edit Name link.

5. Enter the new name information.

6. Click OK. Review new name information in the area correctly associated with the new effective date. Click OK again.

7. Click Save.


The Names link on the Biographical Details page



Name History is used to edit an existing Name Type

Add a New Row to add data and preserve history



The Names Detail page is used to make name changes.



The Name Type History page contains name history with associated effective dates.

New Primary Name information appears on main Names page.



Step Summary - To Add a New Name Type Navigate to: Campus Community > Personal Information (Student) > Biographical Information (Student) > Names.


2. To add a new Name Type, use the Add/Change a Name area.

3. Use the pull-down menu to select a Type of Name. Enter the name information.



6. Click Submit.

7. Review the new name type, which now appears in the Current Name section. Click Save.


Type of Name drop-down menu permits selection of new Name Type.



Names Page permits entry of new Name Type information.



Clicking Submit moves new data to Current Names section.



Topic 3: Update Bio/Demo Information – Addresses

Step Summary – To Add a New Address Type The Bio/Demo page can be found by navigating to: Student Admissions > Application Maintenance > Maintain Applications.

Alternate navigation: Campus Community > Personal Information (Student) > Biographical Information (Student) >Addresses/Phones > Address

To Add A New Address Type 1. Enter Search Criteria, click the Include History checkbox and click Search. If multiple

results are returned, select the appropriate record.

2. To add a new Address type, select the Address Type checkbox appearing under the Add Address Types column.

3. Click the Edit Address link in the Add Address area.

4. Enter address information. If applicable, click the Override Address Verification checkbox.

5. Click OK.

6. Review the new address information in the Add Address area.

7. Click Submit. Note the new address type now exists in the Current Address section.

8. Click Save.




To Add a New Address – Select a Type and click the Edit Address link

Enter Address Page



New address information appears. Click Submit to finalize process.



New address information has been entered and saved.



Step Summary – To change an existing address Navigate to Campus Community > Personal Information (Student) > Biographical Information (Student) >Addresses/Phones > Address . To Change an Existing Address:


2. To view address history or make changes to an existing address, click the Edit/View Address Detail link.

3. Click the Add a New Row icon.

4. Enter address information.

5. Click OK. Review the new address information associated with the new effective date.

6. Click OK and click Save.


Click the Address link or tab to access the Address page. Please note that on this page, only the first two rows of address data will display until the View All button is clicked.



Screen after clicking Edit/View Address Detail. Add a New Row to enter new address data.



Select the Update Address link associated with the new Effective Date.

Add the new address info



Review the new address information in the correct effective dated row.

New address information is saved upon clicking OK and previous address has been retained.



Topic 4: Update Program/Plan When an applicant decides to change their intended Academic Program and/or Plan, a new effected dated row must be added on the admissions program stack. Note that there is a different navigation and process for changing a Program/Plan once a student has been matriculated. This functionality exists within the Student Records component. Please refer to the Student Records Reference Guide for detailed information.

Step Summary

The Application Program Data page can be found by navigating to: Student Admissions > Application Maintenance > Maintain Applications

To change a program/plan:

1. On the Maintain Applications search page, enter search criteria to locate the correct record.

2. On the Application Program Data page, click the Add a New Row icon.

3. Update the Program Action field to PRGC (Program Change) or PLNC (Plan Change).

4. Use the Look-Up Tool to select the appropriate admission code (admit type).

5. Click Save.


The Application Program Data page



Topic 5: Update External Education

The Education pages enable users to view, enter or a range of data related to previous degrees, courses and/or subjects.

Details regarding which tabs/fields are used by CUNY at this time are associated below with the appropriate screen images.

Step Summary

The Education page can be found by navigating to: Student Records > Transfer Credit Evaluation > External Education.

Alternate Navigation Path: Student Admissions > Application Maintenance > Maintain Applications > Application Program Data Page > Transfer To: Education.

To Update the External Education Pages:

1. Follow the designated navigation to the External Education pages.

2. Use the External Education page to view school details and enter information regarding external careers, courses, and subjects.

3. Use the Courses and Degrees page to enter external course defaults and additional information regarding external courses and degrees.

4. Click Save.




The External Education Page Use the External Education Page to view or update information from external institutions. This image below shows the data that is populated from a CAS load.

The following table describes the fields for School Details, Career Data and Transcript Status on the External Education page.

Field Description



Field Description

External Org ID The source of the external data. The system automatically populates this field from the initial add of Last School Attended on the Prospect School/Recruiting page or the Application School/Recruiting page if a value is entered. You can edit this field.

Note: Many colleges and universities have both a 4 and 6-Digit ATP Code. The 6 digit code is only for External Organization with career equals to ‘High School’, which indicates they grant GED diplomas. Use the 4 digit code for college-level course work.

Checklist Item Update Select this check box to indicate that the checklist that relates to this row of external data (or transcript) is updated when you run the Checklist Item Update Automated process. If you enter a value of Received in the Action field in the Transcript Status group box, this check box is automatically selected when you save the page.

School Details, School Characteristics, School Codes

Click the arrow to the left of School Details to view information about the external organization. This data is populated from the Organization Table page and the Organization School Data page.

Term Type Select the term type that is used by the external organization. Values for this field are delivered as translate values. Example: semester.

Term Year Enter the term year that is relevant to this external data entry.

External Term Enter the external term to which this data relates. For example, if this is a Fall transcript, enter FALL in the External Term field. The available values depend on what you enter in the Term Type field. Define external terms on the External Term Table page.

This field is optional; leave it blank until you are ready to enter transfer credit information.

Academic Level Select the academic level of the person at the time the external data was collected or issued. This value might be different from the current academic level.

From/To Date Enter the dates of attendance for the career data

Comment Link Click to access the External Education Comment page and enter transcript comments.

Transcript Status: Action Desired appears by default. Select the appropriate action for the transcript. Available values are Desired and Received. Leave the value as Desired if you are entering data for a transcript that was requested. Select a value of Received if the data is for a transcript that has been received.

Transcript Date Enter the date that the transcript was issued.

Date Received Enter the date that your office received the transcript.

Transcript Type Select a transcript type.

Transcript Status Select a transcript status.

Data Source Select the data source.

Data Medium Select the format in which the data was received.



Transcript Status

CAS transcript status load generally populates as “Desired” action.

This value should be updated to “Received” by UAPC or the campus when the appropriate documentation has been received.

Transcript Summary region: Term Tab, GPA/Units Tab, Rank Tab

This area is not being populated by the interfaces at this time, but the details below are provided for informational purposes.

Use the Transcript Summary region to enter GPA (grade point average), units, and rank details for this data, which can be reported on a transcript, self-reported, or reported from another source. Multiple transcripts (or similar data) can be entered under an external organization.

One or more summaries can be created for a single transcript. The summary GPA, units, and rank of a person’s entire academic career can be entered here, or new rows can be inserted to create individual summaries that capture data for various segments of a person’s academic career. Enter as many summary types as desired. This structure permits entry of the GPA, rank, and units for each year of school, in addition to the overall summary, on one transcript.

Transcript Summary: Term Tab

The following table describes the fields for the Transcript Summary: Term Tab on the External Education page.

Field Description

Summary Type Select the summary type from the following values: Comp, Grade 9, Grade 10, Grade 11, Grade 12, HS Overall.



Field Description

External Term, Ext Year Select the external term and year relevant to the summary

Acad Level Select the student's academic level at the time that this information was current, which may not be the student's current academic level.

Institution Values include all CUNY institutions.

Transcript Summary: GPA/Units Tab

The following table describes the fields for the Transcript Summary: GPA/Units Tab on the External Education page.

Field Description

Summary Type Defaults from Term tab.

GPA Type Select the GPA type that is used by the external organization.

Ext GPA Enter the external GPA from the reported information. If the external GPA values for this GPA type have been defined on the GPA Type Table page, those values will appear here. Otherwise, enter the appropriate GPA value.

Conv GPA If the GPA conversion rules have been defined, the system automatically converts the GPA based on the External GPA entered. If the GPA conversion rules have not been defined, the value entered in the External GPA field is copied to the Conv GPA field.

Unit Type Select the appropriate Unit Type, such as No Credit, Units, Vocational, etc.

Attempted Enter the number of units that the student attempted.

Completed The value in the Completed field is automatically populated from the value in the Attempted field. It can be overridden. Enter the number of units that the student completed if it is different from the number of units attempted.

Transcript Summary: Rank Tab

The following table describes the fields for the Transcript Summary: Rank Tab on the External Education page.

Field Description



Field Description

Summary Type Defaults from Term tab.

Rank Type Select Rank Type, which includes Weighted and Unweighted.

Class Rank. Class Size Enter the student's rank in their class and the size of the class.

Percentile The system automatically calculates the percentile based on the values entered in the Class Rank and Class Size fields.

External Subjects region: GPA Tab, Subject Totals Tab, Extended Detail Tab

External subject information can be reported on a transcript, self-reported, or reported from another source. Storing this data is useful for grouping subjects. For example, if subject area requirements are tracked but not all of the external courses that a student has taken, the course level, number of courses, units, external GPA, and converted GPA details about external subject areas can be recorded. External subject areas are defined on the External Subject Table page. Multiple rows can be added to enter external subject data.

External Subjects: GPA Tab

The following table describes the fields for the External Subjects: GPA Tab on the External Education page.

Field Description

External Subject Area Select the subject area.

Course Level Select the course level taken in this area. Values include high school and college levels.

Institution Select the CUNY institution.

GPA Type Enter the GPA type for the school that the student attended.



Field Description

External GPA Enter the external GPA from the reported information. If the external GPA values for this GPA type have been defined on the GPA Type Table page, those values will appear here. Otherwise, enter the appropriate numeric GPA value.

Converted GPA If the GPA conversion rules have been defined, the system automatically converts the GPA based on the External GPA entered. If the GPA conversion rules have not been defined, the value entered in the External GPA field is copied to the Conv GPA field.

External Subjects: Subject Totals Tab

CAS populates the following information on the Subjects Totals tab:

The following table describes the fields for the External Subjects: Extended Detail Tab on the External Education page.

Field Description

External Subject Area Select the subject area.

Courses Attempted Enter the number of courses that the student attempted.

Courses Completed Enter the number of courses that the student completed if it is different from the number of courses the student attempted

Units Attempted Enter the number of units that the student attempted.

Units Completed Enter the number of units that the student completed if it is different from the number of units that the student attempted.




The Courses and Degrees Page Use the Courses and Degrees page to enter data relevant to courses completed at external institutions. Note that many fields on this page will pre-populate from the data entered on the External Education page. At this time, CAS does not load courses, but does populate external degree information.

The following table describes the fields for the External Defaults on the Courses and Degrees page.

Field Description

Data Number If the courses entered are linked to a row of transcript data on the External Education page, enter the data number from that page. When navigating out of this field, the system automatically populates a number of the remaining fields with the data that is linked to this data number. If the courses entered are not linked to a data number, do not enter a value in this field but complete the remaining fields.

Data Source Select appropriate data source.

Acad Level Select appropriate academic level from the available values. (11th grade,

freshman, doctoral, etc.)

Institution Select the CUNY institution.



Field Description

Course Type Select the appropriate course type from the available values. (Course, equivalent, event, etc.)


Grading Scheme Select the grading scheme to convert the grading scheme of the external school to CUNY standards. Define grading schemes on the Grading Scheme Table page.

External Career Select the appropriate career:: Grad, HS, Law, Med, Undergrad.

Term Type If the value Other is selected, the Begin Date and End Date fields become available. If any other value is selected, the External Term and Term Year fields become available.

Begin Date/End Date

Enter dates of external education. These fields appear for high school and GED external education.

External Term/ External Career

Enter dates of external education. These fields appear for post-secondary external education.

Course Level Select the course level taken in this area. Values include high school and college levels.

Units Taken Enter the number of units taken.

Grading Basis Select appropriate value for grading basis.

Apply Defaults Button

Click to populate the default values to the first row of the External Courses group box. These defaults will then be applied to subsequent rows.

The defaults only need to be applied once. If another data number is entered the default data is changed, do not select the Apply Defaults button again. The new defaults will automatically apply to subsequent rows of course data entered.

External Degrees: Degree Tab

This tab is an example from an ASTA load. ASTA does not populate courses or subjects, but of course includes degree information.

The following table describes the fields for the External Degrees: Degree Tab on the Courses and Degrees page.

Field Description

Degree Select appropriate degree from the available values.

Description If a value is entered in the Degree field, the Description field is populated. If a degree value is not available, enter a description.



Field Description

Degree Date Enter the date that the degree was or is being granted.

Data Source Select appropriate data source.

Degree Status Complete appears by default.

Honors Category Select appropriate Honors value for degree: Cum Laude, Magna Cum Laude, Summa Cum Laude, None.

External Degrees: Field of Study Tab

The following table describes the fields for the External Degrees: Field of Study Tab on the Courses and Degrees page.

Field Description


External Subject 1

Field of Study 1

External Subject 2

Field of Study 2

External subject information is entered, field of study information appears. If a subject area value is not available, enter the field of study information.

External Degrees: Transcript Tab

The following table describes the fields for the External Degrees: Transcript Tab on the Courses and Degrees page.

Field Description




Field Description

External Career Select the appropriate career from the available values: Grad, HS, Law, Med, Undergrad.

Data Number If this degree data is related to a specific transcript or source of information, select the data number of the transcript or other source. The system populates this field from the External Education page.



Chapter 5 – Update Applicant Program/Action Status


update applicant program/action status

The CAS/ASTA interface process will create the initial application program status of “Admitted” with a program action reason of “UAPC”. CAS/ASTA interface also sends updates to applications, which add rows to admissions program stack with a program action of “DATA” and a program action reason of “UAPC”. This topic covers a variety of scenarios for updating an applicant’s admissions status. Please note that the same functional steps apply to all value choices, but campus business process for some may differ. Refer to your campus policy for detailed information surrounding each status selection.



Topic 1: Accepts Admission Once the applicant has communicated to the Admissions office an acceptance of admission offer, a new effective dated row must be added to the admissions program stack. This will update their program status to ‘prematric’.

Step Summary – Accepts admission


To update an application for Accepting Admission:

1. On the Maintains Applications Search Page, enter search criteria and select appropriate record. Selection will lead directly to the Application Program Data Page.

2. Click the Add a New Row icon to insert a new effective dated row.

3. Update the Program Action field to DEIN (Intent to Matriculate)

4. Click Save.


Program Status – Intent to Matriculate



Topic 2: Defers Admission When an applicant has communicated to the Admissions office an acceptance of admission offer and then chooses to defer their admission to a future term, a new effective dated row must be added to the admissions program stack. The admit term also must be updated to reflect the term change.

Step Summary – Defers Admission


To update an application for Deferring Admission:



3. Update the Program Action field to DEFR (Defer Enrollment)

4. Update the Action Reason field with the appropriate admission code (admit type).

5. Update the Admit Term field with the new enrollment term for this applicant.

6. Click Save.


Program Status – Defers Enrollment



Topic 3: Declines Admission When an applicant declines admission either through notification or due to no response, a new effective dated row must be added to the admissions program stack.

Step Summary – Declines Admission


To update an application for Declining Admission:



3. Update the Program Action field to WAPP (Applicant Withdrawal).

4. For students who notify the institution of their decision not to attend, update the Action Reason field with DNC (Do Not Contact). For students who did not notify the institution, select the Action Reason of NRSP (No Response).

5. Click Save.


Program Status – Declines Admission



Topic 5: Matriculate an Applicant - Single

This process should be followed when the decision has been made to matriculate the application of a single student and the application program status is “prematric”.

Step Summary

The Application Program Data page can be found by navigating to: Student Admissions > Application Maintenance > Maintain Applications


To Matriculate a Single Applicant: 1. On the Maintains Applications Search Page, enter search criteria and select appropriate

record. Selection will lead directly to the Application Program Data Page.

2. Click the Add a New Row icon to the Program Data section.

3. Update the Program Action field to MATR (Matriculation)

4. Update the Action Reason field with the appropriate admission code (admit type).

5. Click the Create Program button to create the Program/Plan stack.

6. Click Save.

Application Program Data page – Matriculated Program Action Pre-matriculated

Matriculated



Topic 6: Matriculate an Applicant - Batch The batch matriculation process will mass update the Program Action and Action reason (if required) for applicants that have been admitted. It will add a Program Action of MATR and the appropriate action reason as necessary. A program will be created for applicants and ownership of the students will be released to Student Records. Batch Matriculation contains three actions:

Run the Mass Change Definition

Run the Application Program Update process

Run the Activate Applicant process

Step Summary – Mass Change Definition

The Run Mass Change page can be found by navigating to: Student Admissions > Processing Applications > Mass Change > Run Mass Change

To Run Mass Change Definition: 1. Click Add a New Value on the Run Mass Change page to create a new Run Control ID.

This step can be skipped once a Run Control ID for Mass Change has been created.

2. Under Run Mass Change Type, click Execute Mass Change Group

3. Under Execution Parameters, navigate to Mass Change Group ID. Use the look-up tool to find the institution’s mass change group.

4. Click Run.

5. Click OK.

6. Click on Process Monitor to check on the status of the process.

7. The Process List tab will indicate Success, Error, or Queued. When the latter two values appear, contact the Help Desk. When the value Success appears, proceed to the Run Application Program Update process.

Run Mss Change to Batch Matriculate



Step Summary – Run the Application Program Update process

The Application Program Update page can be found by navigating to: Student Admissions > Processing Applications > Update Applications > Application Program Update

To Run the Application Program Update process: 1. Click Add a New Value on the Application Program Update page to create a new Run

Control ID. This step can be skipped once a Run Control ID for Mass Change has been created.

2. Click Run.

3. Click OK.

4. Click on the Process Monitor to check on the status of the process.

5. The Process List tab will indicate Success, Error, or Queued. When the latter two values appear, contact the Help Desk. When the value Success appears, proceed to the Run Activate Applicant process.

Step Summary – Run the Activate Applicant process

The Activate Applicants page can be found by navigating to: Student Admissions > Processing Applications > Update Applications > Activate Applicants

To Run the Activate Applicant Process:

1. Click Add a New Value on the Application Program Update page to create a new Run Control ID. This step can be skipped once a Run Control ID for Mass Change has been created.

2. Update the fields for Institution, Career, and Admit Term.

3. Click Run.

4. Click OK.

5. Click on the Process Monitor to check on the status of the process.

6. The Process List tab will indicate Success, Error, or Queued. When the latter two values appear, contact the Help Desk. When this step is complete, the record is ready for Term Activation.



Chapter 6 – View Additional Applicant Data In addition to student data available through the application and CAS results pages, additional information is available for viewing.

Note: Depending upon security access, links to most of these pages are accessible through the Student Services Center.


View Applicant Summary Page

View Applicant Progression

View Educational Summary

View Academic Test Summary

View Test Results

View Unofficial Transcripts

Topic 1: View Application Summary Page The application summary page displays key admissions data for applicants with hyperlinks to the core admissions records within CUNYfirst.

Step Summary

The Application Summary page can be found by navigating to: Student Admissions > Applicant Summaries > Application Summary

To view the Application Summary page: 1. Enter Search Criteria and click Search.

2. Use the Application Summary page to view a list of all applications for an individual applicant, along with associated application numbers, institutions, career, program, term, admit type, and status.

3. Click the Application Data link to review the application’s Application Program Data page. This link opens a new window to the Maintain Applications component.

4. Close the Application Program Data window to return to the Application Summary page.

5. Click the Application Detail page to view select details of a specific application, including program action (matriculated), action reason (entering freshmen), and evaluation date.

6. Click Return to return to the Application Summary page.

.


The Application Summary page



The Application Data link brings users to the Application Program Data page of the application.

The Application Detail link brings users to the following sub-page:



Topic 2: View Applicant Progression The applicant progression page displays program status progression from prospect to matriculant (student), displaying key admissions data. Only the most current program status, program action (with action reason if applicable) and action date display. To view all historical program status, use the Maintain Application component.

The Applicant Progression page can be found by navigating to: Student Admissions > Applicant Summaries > Applicant Progression

To view the Application Progression page: 1. Enter Search Criteria and click Search.

2. Review the Applicant Progression page to view a summary of an application through prospect, applicant, and student stages. These fields cannot be modified.


The Application Progression page



Topic 3: View Education Summary The education summary pages display information from the applicant’s academic transcript. This data has been received either via the CAS/ASTA interface or by manual entry.

Step Summary

The Education Summary pages can be found by navigating to: Student Admissions > Applicant Summaries > Education Summary.

To view the Education Summary pages: 1. Enter desired criteria and click Search. Note that the Academic Institution field is required.

2. If multiple results are retrieved, select appropriate record.

3. On the External Academic Summary tab, use the Select Academic Data section and the corresponding Search button to review any existing data.

4. Click the Academic Data Detail link to data for GPA type, class rank, and related data. Click Return to return to the External Summary page.

5. Click the Sort Academic Data by pull-down menu to sort results by a variety of criteria.

6. Click on the External Subject Summary tab. Use the Select Subjects By section and the corresponding Search button to review any existing data. Note that only the first five rows of data will be displayed

7. Click on the External Subject Summary tab. Use the Select Subjects By section and the corresponding Search button to review any existing data. Note that only the first five rows of data will be displayed.

8. Click the Academic Subject Detail link for data regarding GPA Type, Unit Type, Total Units and Courses Attempted. Click Return to return to the External Subject Summary page.

9. Click the External Degree Summary to review data related to external degrees. Use the Sort Degree drop-down to organize results, if desired.

10. Click the External Course Summary tab to review any data related to course level, subject, and term.

11. Use the Sort Courses By pull-down menu to sort results by a variety of criteria.

12. Click the Transcript Data link to review any existing data regarding transcripts.

13. Click Return to move back to the External Course Summary page.

14. Click on the Course Detail link to review more data regarding course level, type, and dates.

15. Click Return to move back to the External Course Summary page.




External Academic Summary tab

External Subject Summary tab



External Degree Summary tab

External Course Summary tab



Topic 4: View Academic Test Summary The Academic Test Summary page displays test information for applicants. These tests can be either internal to the institution or external. The data had come in either from the CAS/ASTA, SKAT interfaces or manual entry. Viewing these tests is contingent upon row-level security access.

Step Summary

The Academic Test Summary page can be found by navigating to: Student Admissions > Applicant Summaries > Academic Test Summary

To view Academic Test Summary pages: 1. Enter search criteria and click Search. If there are multiple results, select the desired student

record. If multiple results are retrieved, select appropriate record.

2. On the Academic Test Summary Page, the first 6 test scores will be displayed. If there are more than 6, then click the right arrow in the blue bar to scroll to the next available scores in groups of 6. Alternatively, you can click on View All to see the entire list.

3. Use the Test Summary by ID/Component and the Sort By/Search button to narrow test results. Review data for Test Scores, Percentile placement, and related Testing information.


The Academic Test Summary page



Topic 5: View Test Results When available, test scores and related information will populate students’ records through the CAS interface. Follow the steps below to view test information.

Step Summary – View Test Results

Navigate to Student Admissions > Application Entry > Application Information > Test Results. Alternate navigation: Records and Enrollment > Transfer Credit Evaluation > Test Results. Note that this page is also accessible by using the Go links on the Application Maintenance page.

Note: Test Scores are also available in the Student Services Center. Refer to the relevant chapter for detailed information.

1. Enter search criteria and click Search. Note: Academic Institution is a required field.

2. View desired information on the Test Results page.

3. Use Row Navigation to view all test results. Use the View All link to view all testing data on one page.

4. End of Procedure.


The Test Results Page Use the Test Results Page to view and edit testing details for new and continuing students.



CAS updates the following fields on the Test Results page:

Field Description

The CAS and ASTA Load Process will create the following test results if data is present.

GED

Regents

SAT

TEOFL

The following table describes the fields on the Test Results page.

Field Description

Test ID Select the appropriate Test ID from the available values. Values are configured and stored on the Test Tables page.



Field Description

Checklist Item Update Select this check box to indicate that the checklist related to this row of data is updated when the Checklist Item Update Automated process is run. When the page is saved, the system selects this check box automatically. To clear this check box, save the page, clear the check box, then save the page again.

Test Date Select the date on which this test was taken. The value you enter here populates the corresponding field in the bottom region of the page.

Data Source Select how this test information was reported. For example, the data could have been self-reported or received from a testing agency. The value you select here populates the corresponding field in the bottom region of the page.

Acad Level Select the applicant’s academic level at the time this test was taken. This level can be different from the applicant’s current level. The value you enter here defaults to the corresponding field in the bottom region of the page.

Component Enter the first test component. Values for this field are determined by the test ID entered. Define test components on the Test Component Table page and link them to tests on the Test Tables page.

Score Enter the score for this test component.

Percentile Enter the percentile for this test component.

Test Date The system automatically populates this field from the value entered in the Defaults for Components group box. The date can be edited if necessary.

Data Source The system automatically populates this field from the value entered in the Defaults for Components group box. The value can be edited if necessary.

Acad Level The system automatically populates this field from the value entered in the Defaults for Components group box. The value can be edited if necessary.

Letter Score Enter a letter score for this test component, if applicable.

Date Loaded The default for the loaded date is your system date. Edit this field if necessary. If this information is electronically loaded, this field is automatically populated with the system date the day the data is loaded.

Index The LSAT 3-Year Test Index appears if this information has been loaded.

Stnd Admin The system selects this check box by default, which indicates that this test was administered in a standard way. Clear this check box if the test was administered in a nonstandard or non-timed way.



Topic 6: View Unofficial Transcripts Though course history, term history, grades, and GPA can all be found in the Student Center, Unofficial Transcripts can be printed through the Advisor Center. Note that access to the Advisor Center is contingent upon security.

Step Summary

The Advisor Center can be found by navigating to: Self Service > Advisor Center > Advisee Student Center.

To view Unofficial Transcripts: 1. Enter search criteria and click Search. If multiple results are retrieved, select appropriate

record.

2. In the Academics section, use the pull-down menu to select Transcript: View Unofficial.

3. Use the pull-down menus to select the Institution and Report Type: Student Unofficial Transcript.

4. Click the View Report link.

5. Review Report information and click the View Report link again.

6. A new window will open with the Transcript. Please note that if you have pop-up blockers, the transcript may not open.

7. View or Print Unofficial Transcript.




The Advisor Center



Selection of Institution and Transcript Type (only Unofficial is available)

Final Step (click View Report) to access Transcript



Sample Excerpt of Unofficial Transcript



Chapter 7 – Non-Degree Students The process of admitting Non-Degree applicants does not involve UAPC processing of CAS/ASTA files and can be processed directly in CUNYfirst by using the Quick Admit and Program/Plan functionality.

For students who do not already possess an EMPL ID in CUNYfirst, Quick Admit functionality can be used to create a record without creating an application. Quick Admit enables campuses to rapidly add a new student’s personal data record to CUNYfirst and to activate that student into an academic career, an academic program, and a specific term. Applicants admitted via the Quick Admit functionality do not have applications created in CUNYfirst, but will have a student record with a program/plan stack.

If needed, an application can be added at a later date for these students by using the Add Application component or applying through UAPC. For a manual entry, the EMPL ID would be entered on the Add App page. The Bio-Demo information from the record would be rolled into the application. The admissions administrator would then enter the appropriate data into the remaining application-specific pages.

After saving the student’s biographical data and activating the student into the term, the student is eligible for class enrollment. The Quick Enroll a Student component is available to enroll students into the term. CUNYfirst carries forward the key information (ID, academic institution, academic career, and term) and automatically opens the Quick Enroll a Student component for the given student.

For Non-Degree students who already possess an EMPL ID, the Program/Plan stack instruction should be followed. Students may have an EMPL ID because they have been enrolled at a CUNYfirst institution or because they are employees in any CUNY institution. In such cases, we are simply adding a new layer of academic program information to the existing student record.

Note: In some cases, campuses may want to use the Add Application functionality to add Non-Degree students to CUNYfirst. Since Quick Admit creates a record, but does not create an application, institutions may wish to have the applications on record for data reporting. In this case, instructions for Adding an Application should be followed and the correct Non-Degree values should be selected for Program, Plan, and Student Groups.


Use Quick Admit to admit Non-Degree students (without EMPL ID)

Use the Program/Plan stack to admit Non-Degree students (with EMPL ID)



Topic 1: Non-Degree Students without EMPL - Quick Admit This process should be used only for students who do not already have an EMPL ID, either as a student or a CUNY employee. Please refer to the next topic for instruction on admitting Non-Degree students who already possess an EMPL ID.

Step Summary

The Quick Admit page can be found by navigating to: Records and Enrollment > Enroll Students > Quick Admit

To Quick Admit a Student: 1. Perform the Search/Match process to determine if a record (and EMPL ID) already exists.

Access to this component now exists on the Quick Admit Page. Please refer to the Search/Match chapter for detailed instruction on the Search/Match process.

a. If there is no record, continue with these instructions.

b. If there is a record, follow the instructions in Program/Plan stack.

2. Navigate to the Quick Admit component: Records and Enrollment > Enroll Students > Quick Admit.

3. Retain the default ID “NEW”. Select the Institution.

4. Select UGRD for Undergraduate career or GRAD for Graduate Career.

5. Enter the Term.

6. Click the Add button.

7. On the Biographical Details Page, enter all of the appropriate Personal Information.

8. On the Regional Page, enter Ethnicity details.

9. On the Program/Plan Page, select the appropriate value for Academic Program-Primary:

a. NDEG (Non-Degree value at Community Colleges) for UGRD career. or

b. NDEGU (Non-Degree value at Senior Colleges) for UGRD career or

c. NDEGG (Non-Degree value for Senior/Grad programs) for GRAD career.

10. On the Program/Plan Page, enter:

a. PERMIT – UG plan (undergraduate) or

b. PERMIT – GR plan (graduate) for the Academic Plan.

11. Click the Residency link. On the Residency Official page, enter the Admit Term (Effective Term), Residency, and the current date for Residency date.

12. Click the OK icon.

13. Click Save. Once the record is saved, the student is assigned an Empl ID and activated. However, there are two more important steps to complete this process.

14. Update Status with an MATR row:

a. Upon saving, Quick Admit has automatically matriculated the student record. However, a new row must be added with the Program Action of MATR to facilitate student’s claiming of accounts.

b. Navigate to the Program/Plan stack in Records and Enrollment.



c. Click the Add a New Row icon.

d. Select the MATR Program Action. This value will enable IMS to recognize the student and allow the account to be activated.

e. Click Save.

15. Placing E-Permit students in the appropriate Student Group is essential for subsequent processes, including tuition calculation and enrollment, to run effectively:

a. E-Permit student groups are coded as follows: “PIxx”. The “PI” refers to “permit in” and the “xx” refers to the 2 digit code from legacy for each college. Ex: PI02 = Permit in from Baruch College.

b. Enter Student Group Start Date. For Student Financials billing to run effectively, this Student Group must be active by the first day of classes for a particular term. The status must be set to ACTIVE.

c. Add a new row to enter Student Group End Date. The future effective date must expire on or after the last day of finals. The status must be set to INACTIVE.

d. Click Save.

e. NOTE: Permit-Out students will be served by the Registrar’s Office, but for informational purposes Admissions should know that they are coded with a Permit-Out student group.

16. Please refer to the Student Records Reference Guide for detailed instruction in the following next-steps for E-Permit Students including:

a. Setting Enrollment Limits

b. Setting the Enrollment Appointment

Once this process is complete, students are eligible to enroll through the Quick Enroll process. CUNY campus policies may require additional steps (immunization, testing) prior to enrollment.


The Quick Admit a Student page



The following table describes the fields on the Quick Admit a Student page of the Quick Admit a Student component:

Field Description

ID In add mode, CUNYfirst defaults the student’s ID to New. Retain this value. This default value will allow CUNYfirst to assign the ID.

Academic Institution Enter the appropriate academic institution.

Academic Career Enter the appropriate academic career. CUNYfirst will display academic programs based on the selected academic career.

Term Enter the appropriate term. After entering the required data for a student and clicking the Save button, CUNYfirst activates the student into the specified term. This functionality works for both new and continuing students.

To use the Quick Admit feature for a specific term, the academic term calendar for the academic programs within that term must have been defined.

Add Click to open component with specified key values.



The Biographical Details page Use this page to enter and update the known biographical and demographic data for an applicant.

The following table describes the fields on the Biographical Details page of the Quick Admit a Student component:



Person Information group

Field Description

Effective Date Enter an effective date for the application to this academic program if different from the default date. If entering the application after the start date of the admit term, back-date the effective date to a date prior to the start date of the admit term in order to term activate the student once they are matriculated.

Person Information Enter the person’s Prefix, First Name, Last Name, Middle Name, Suffix and Date of Birth. NOTE: Only enter data on the Birth Information link for International students.

Effective Date Refers to the effective date of this row of information. I.e.: the Marital Status and Gender.

Biographical History group

Field Description

Effective Date Enter an effective date for this information if different from default date.

Marital Status/As of Select a value for marital status.

Gender Select a value for Gender.

National ID group

Field Description

National ID CUNY is using this field for the Social Security number. If an incorrect SSN is entered, the row should be deleted before attempting to rewrite and

save.

Contact Information group

Field Description

Address Type An address must be entered in each of the four address types used by CUNY in order to be consistent with the CAS/ASTA interface. CUNY is using four types: Mailing, Home, Permanent and Billing. Enter the apartment number in the Address 1 field.

Effective Date Refers to the effective date of this row of information.

Status Indicates whether the address is Active or Inactive.

Country Indicates Country of Residence

Address Links to additional page for address detail entry.



Field Description

Phone - Type Phone type includes a range of values, such as Business, Campus, Home, Cell, etc.

Country/Preferred These fields are not required.

Email – Type Email type includes a range of values, such as Business, Campus, Dorm, Home, and Other.

Visa/Permit Data - Link Enter all information pertaining to Visa type. Detailed information reviewed in SEVIS course offering.

Citizenship - Link Enter all information pertaining to Citizenship. Detailed information reviewed in SEVIS course offering.

The Address link leads to a new page for address data entry.

The Regional page Use this page to enter or update a student’s information according to regional data requirements.



The following table describes the fields on the Regional page of the Quick Admit a Student component:

Field Description

Regulatory Region Enter the regulatory region. USA is the default value.

Ethnic group Select the appropriate value for the applicant’s ethnic group. Values for the default Regulatory Region of ‘USA’ are stored on the Ethnic Groups page. These values are shared between HR and CS. They are configured and maintained by HR.

Primary Check the primary box to indicate primary ethnicity.

History Section CUNY is not using this section at this time.

The Program Plan page For new students, select the primary academic program and enter other program stack information.



The following table describes the fields on the Program Plan page of the Quick Admit a Student component:

Field Description

Academic Program Primary (academic program primary)

Select the appropriate Non-Degree value for the program. CUNYfirst prompts with academic program values specific to the selected academic career.

Campus Enter the appropriate campus.

Academic Plan Select the appropriate Non-Degree value for the plan.

Admit Term Non-Degree students are usually entering in the current term, which will be the default field.

Requirement Term The requirement term informs CUNYfirst which term’s degree progress requirements apply to the student for their primary academic program. CUNYfirst, by default, sets this value to the Admit Term value.

Expected Graduation Term Not relevant for Non-Degree students.

Residency Click to display the Residency Official page and record residency information that has been verified by the college.

(NZL) Funding Source Not being used by CUNY.

(AUS) Mode of Attendance Not being used by CUNY.



Field Description

Quick Enrollment This links to the Quick Enroll component, where enrollment transactions are processed for the student.

Enrollment Appointments This links to the Appointments component, where enrollment appointments are processed for the student.

Student Program Plan This links to the Student Program/Plan component where any changes to a new or continuing student’s program stack information are processed after the student data has been saved to CUNYfirst.

Residency Official Page

The following table describes the three fields CUNY is currently using on the Residency Official page:

Field Description

Effective Term Effective date of this record’s data.

Residency Indicates residency: In-State, Out-of-State, In-City, Pending

Residency Date Date as of when the applicant’s residency is official.

Viewing Program Stack Data After Saving the Component



When updating a new or continuing student’s records, only the following fields appear:

Field Description

Student Career Nbr (student career number) Please note that Career Number is NOT associated with a Career level. It indicates number of programs that exist within a career. For example, there will be one Career for an Undergraduate degree but two Career Numbers for a first and second BA.

Prim Prog (primary program) CUNYfirst displays the primary academic program associated with the student career number. The primary academic program that appears is the academic program into which CUNYfirst activates the student for the specified term.



Topic 2: Non-Degree Students with EMPL – Program/Plan Stack This process will be used for non-degree applicants who already possess an EMPL ID. Following are two different scenarios regarding individuals with EMPL ID’s.

Students who already possess an EMPL ID as a student from another CUNYfirst institution. These students already have a record with a Program/Plan stack, but will need a new row of Non-Degree enrollment data.

CUNY employees will have an EMPL ID but will not have a Program/Plan stack. These individuals must have their first Program/Plan stack created.

Step Summary

To Add a Non-Degree Applicant with an EMPL ID:

1. Navigate to the student record: Records and Enrollment > Career and Program Information > Student Program/Plan.

2. Enter the appropriate Search criteria. The Academic Institution must be selected to proceed. Check the Include History checkbox and click Search. Select the appropriate record.

3. If a student has a Program/Plan page, select the most recent record (highest number). On the Student Program Page, click the Add a New Row icon.

4. If a student does not have any data on the Program/Plan page, go to the Add a New Value tab.

a. Copy the EMPL ID into the appropriate field.

b. Select the appropriate level.

c. Retain the Career number “0” to create this first Program/Plan stack and click the ADD button on the bottom of the page.

5. Select the ACTV (Activate) value in the Program Action field.

6. Select the Action Reason (2) for “entering freshmen of grad degree or non-degree”.

7. Select the Institution.

8. Select the appropriate value on the Student Program tab for Academic Program:

a. NDEG (Non-Degree value at Community Colleges) for UGRD career. or

b. NDEGU (Non-Degree value at Senior Colleges) for UGRD career or

c. .NDEGG (Non-Degree value for Senior/Grad programs) for GRAD career.

9. On the Student Plan tab, enter the appropriate Non-Degree value for Academic Plan (ex: non degree permit, Non-Degree UG, Permit UG, etc.).

10. Select the appropriate values for Admit Term and Campus.

11. Retain Admit Term information.

12. Click Save. Please note that the next steps are essential for subsequent processes to run effectively.



13. Update Residency information. On the Residency Official page, enter the Admit Term (Effective Term), Residency, and the current date for Residency date.

14. Click Save. Once the record is saved, the student is assigned an Empl ID and activated. However, there are two more important steps to complete this process.

15. Update Status with an MATR row:

a. Upon saving, Quick Admit has automatically matriculated the student record. However, a new row must be added with the Program Action of MATR to facilitate student’s claiming of accounts.

b. Navigate to the Program/Plan stack in Records and Enrollment.

c. Click the Add a New Row icon.

d. Select the MATR Program Action. This value will enable IMS to recognize the student and allow the account to be activated.

e. Click Save.

16. Placing E-Permit students in the appropriate Student Group is essential for subsequent processes, including tuition calculation and enrollment, to run effectively:

a. E-Permit student groups are coded as follows: “PIxx”. The “PI” refers to “permit in” and the “xx” refers to the 2 digit code from legacy for each college. Ex: PI02 = Permit in from Baruch College.

b. Enter Student Group Start Date. For Student Financials billing to run effectively, this Student Group must be active by the first day of classes for a particular term. The status must be set to ACTIVE.

c. Add a new row to enter Student Group End Date. The future effective date must expire on or after the last day of finals. The status must be set to INACTIVE.

d. Click Save.

e. NOTE: Permit-Out students will be served by the Registrar’s Office, but for informational purposes Admissions should know that they are coded with a Permit-Out student group.

17. Please refer to the Student Records Reference Guide for detailed instruction in the following next-steps for E-Permit Students including:

a. Setting Enrollment Limits

b. Setting the Enrollment Appointment

Note regarding Effective Dating: The effective date on the ACTV row of the Student Program/Plan must be prior to or equal to the term begin date. A student cannot be active in a program plan unless the date is prior to or equal to the term begin date. This also applies to any program/plan changes for which rows are inserted during a current term.



Student Program page

Student Plan page – Academic Plan selection



Chapter 8 – Readmit, Reactivate, Reallocate


Readmit students

Reactivate students

Reallocate students

Topic 1: Readmitting Students (General Steps) Students seeking readmission must have received a Program Action of Discontinued by the Registrar’s office prior to the Readmission process. If a student does not have the DISC Program Action, Admissions representatives should add a row with an ENRM Program Action prior to reactivating the record. Please refer to campus policies for any additional requirements and steps regarding the readmission process.

There are additional steps in readmitting students who are resuming the same plan and those entering with a new plan. See below for details.

Step Summary – Readmit Student with same Program/Plan

1. Navigating to the Student Program page through Records and Enrollment > Career and

Program Information > Program/Plan.

2. Enter the appropriate Search criteria, check the Correct History Checkbox and Search.

3. On the Student Program page, note the current Program Action.

a. If the student has a DISC (Discontinued) row, click the Add a New Row (+) icon and continue to step 4.

b. If the student does not have a DISC row, click the Add a New Row (+) icon and use the Program Action look-up tool to select DISC with an Action Reason of ENRM (No Enrollment). Once this is done, click the Add a New Row (+) icon again and proceed to step 4.

c. Note: The DISC date must be appropriate to term activity – after the last active term and prior to the new active term. The DISC row must also have the same admit terms and requirement terms as in the initial Program/Plan record.

4. Navigate to the appropriate Program/Plan stack for your institution. Use the Program Action look-up tool to select RADM (Readmit).

5. Use the Action Reason look-up tool to select Readmitted (4). There is ONE exception to this: When a student is being readmitted solely for the purpose of graduating without taking classes, the Action Reason is (9).

6. For Admit Term, enter the term into which the student is being Readmitted.

7. For the Requirement Term, follow your campus policy regarding retaining the original term or the new Admit Term.



8. Click Save. Note: When you either Save or click a different tab within this component, the Requirement Term will automatically update to match the Admit Term. If you have chosen to retain the original Requirement Term, you must correct the auto-update after saving. If you need a reminder of the original date, please remember that it exists on the initial Program/Plan page.

Step Summary – Readmit Student with new Program/Plan

If the Readmit has indicated a plan change, follow the same steps as above with the following exception:

9. On the Plan tab, change the Requirement Term to the new term into which the student is being admitted. Since this is a new plan (major), the student will follow the curriculum corresponding to their new Admit Date.

10. Change the Declare Date to the current date.

11. Click Save. Note: When you either Save or click a different tab within this component, the Requirement Term will automatically update to match the Admit Term. If you have chosen to retain the original Requirement Term, you must correct the auto-update after saving. If you need a reminder of the original date, please remember that it exists on the initial Program/Plan page.


Navigate to: Records and Enrollment > Career and Program Information > Program/Plan. Verify DISC row



Update Program Page

Update Plan Page

For additional scenarios regarding RADM (Readmit) students, please refer to the appendix.



Topic 2: Reactivate Students Appropriate for a student who was admitted and matriculated to the college but never enrolled.

Since the student to be reactivated already has a Program/Plan stack, we must insert a new row with a program action and action reason.

Step Summary – Reactivate Student

1. Navigating to the Student Program page through Records and Enrollment > Career and Program Information > Program/Plan.

2. Enter the appropriate Search criteria, check the Correct History Checkbox and Search.

3. On the Student Program page, note the current Program Action.

a. If the student has a DISC (Discontinued) row, click the Add a New Row (+) icon and continue to step 4.

b. If the student does not have a DISC row, click the Add a New Row (+) icon and use the Program Action look-up tool to select DISC with an Action Reason of ENRM (No Enrollment). Once this is done, click the Add a New Row (+) icon again and proceed to step 4.

c. Note: The DISC date must be appropriate to term activity – after the last active term and prior to the new active term. The DISC row must also have the same admit terms and requirement terms as in the initial Program/Plan record.

4. Navigate to the appropriate Program/Plan stack for your institution. Use the Program Action look-up tool to select RADM (Readmit).

5. In the Action Reason field, select the appropriate value: 2 or 3.

6. For Admit Term, select the term into which the student is being Readmitted.

7. Though it is likely you will update the Requirement Term to the Admit Term, please follow your campus policy regarding retaining the original or new term.

8. If the student is being readmitted into a different plan, go to the Plan tab and change the Requirement Term to the new term into which the student is being admitted. However, if it is your institution’s policy to retain the original term as the Requirement Term, then retain the original term.

9. If the student is being readmitted into a different plan, update the Declare Date to the current date.

10. Click Save. Note that when you either Save or click a different tab within this component, the Requirement Term will automatically update to match the Admit Term. If you have chosen to retain the original Requirement Term, you must correct the auto-update after saving. If you need a reminder of the original date, please remember that it exists on the initial Program/Plan page.

11. End of Procedure.



Topic 3: Reallocation When an applicant has been reallocated to a different institution, there are steps that can be taken at both institutions.


Step Summary – Reallocation from the originating institution


To update an application for Reallocation to a Different Institution: Take the following actions for the originating institutions’ application -



3. Update the Program Action field with WAPP (Applicant Withdrawal).

4. Update the Action Reason field with REAL (Reallocation).

5. Click Save.

Program Status – Withdrawal for Reallocation



Step Summary – Reallocation for the new institution



3. Update the Program Action field with ADMT (Applicant Admit)

4. Update the Action Reason field with REAL (Reallocation).

5. Click Save.

Program Status – Admission for Reallocation



Unit II: CUNYfirst Campus Community for Admissions

Unit Introduction This course provides instruction on the various Admissions activities which utilize Campus Community functionality.

Unit Objectives Upon completion of this section learners will be able to Add, Update and Manage:

Student data in the Student Services Center

Bio-Demo Information

Residency Information

Citizenship Status

Service Indicators

Student Groups

FERPA Control

Health Services data

Veteran’s Services data

Disability Services data

Basic Three C functionality



Chapter 1 – Student Services Center ~ Overview

The CUNYfirst Student Services Center provides a comprehensive view of student information. The ability to update information or simply view data is determined by security access. The pages associated with Student services Center provide a similar view to the Student Center, which is accessed by students using Self Service.

The Student Services Center is a collection of the following components:

Student Center - Displays most of what the student sees in Student Center self service

General Info – Contact Information, Service Indicators, Student Groups

Admissions - Current Status, Previous Education, and Program/Plan

Academics - Academic Program, Term, GPA, and Enrollment data

Transfer Credit - Transfer Courses, Test Credit and other types of Credit

Finances - Student Billing/Account & Financial Aid Information

Chapter Objectives Upon completion of the Student Services Center topics, learners will be able to:

Locate relevant data on each tab of the SS Center

Identify links to update student data



Topic 1: Student Services Center: Student Center Tab The student center tab provides administrator with a 360 degree overview of a specific student. Here they can view details of the advisee’s class schedule, service indicators, initiated checklists, enrollment appointments, and personal information.

Step Summary

Navigate to: Campus Community > Student Services Center

1. Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name

2. Click the Search button.

3. Use the sections detailed below of the Student Center to locate student record details.



Detailed Information ~ Student Center page

Search for Classes: This takes the viewer to a class search page, where you can search the class schedule for specific class offerings. When you search for a class, and view class details, you can also see class notes, department or instructor add consent required or pre- or co-requisites placed on that class. This data is located within the Class Notes, Add Consent Enrollment Requirements section on Class Details. Holds : Positive and negative service indicators list with links to details of institution, start term and/or date, end term and/or date, amount and department that placed the hold.



To Do List: Checklists relevant to this particular student that various units in the campus community may be using appear here. For example, Admissions, Financial Aid or an academic department may be using “to do” lists. Enrollment Dates: Information regarding enrollment dates and student enrollment appointments will appear here. In addition, you can click on “details” where you can view enrollment dates by session and term enrollment limits for this student. From the details page you may also choose to “change” to view enrollment dates for another term. Advisor: Iif assigned, this displays a student’s assigned advisor. If populated, you can click on “details” for link to the advisor’s email address.

Academics Section

In the Academics section:

Clicking on will lead to a weekly view of the class schedule

Clicking on My Class Schedule will lead to another view of the student's schedule that includes additional information than displayed in This Week's Schedule.

Clicking on My Planner will lead to a view of the student’s Planner. Students may use the planner to list classes of interest until it is time to enroll for a particular term. Note: The planner will NOT automatically enroll students in classes at any time!



My Class Schedule

Click the other academic dropdown box icon to select any of the following:

Course History: Course History displays a grid of all courses a student has previously taken (including transfer or test credit) plus units and grades.

Exam Schedule: Shows student’s exam schedule for the selected term.

Grades: You can select a term and bire the classes, term GPA and cumulative GPA for the student.

Transfer Credit - Report information: This report displays the classes for which the student has been given credit from other institutions and tests. This same information exists on the Transfer Credit tab.

To view the selected information, click the Go icon.



The Finances Section Finances section provides a quick snapshot/summary of student’s account as well as their financial aid information. Account Summary lists current term balance as well as any future balances due based on the due date; this does not reflect anticipated aid. Account Inquiry permits a view of of all student financial activity. Financial Aid permits a view of current financial aid as well as any prior year financial aid received. Once you click on the aid year, the student’s financial aid is displayed by the year then by each term. In the Finances section, click the other financials dropdown and then select any of the following:

Account Activity: Shows all of the account activity that has transpired over a fixed period of time. Account activity can include any transactions that have been posted to the student's account, including charges, cash, checks, or credit card payments, financial aid and refunds.

Charges Due: Shows all of student’s outstanding charges and deposits incurred to date, including charge details.

Payments: Shows all of the payments posted to student’s account.

Pending Financial Aid: Shows pending or anticipated aid that has yet been posted to student’s account. Pending financial aid amounts may be viewed by all terms or by specific terms

To view the selected information, click the Go icon. Personal Information In the Personal Information section:

Demographic Data : Clicking on “Demographic Data” takes you to a page that displays the student's demographic information (if known) including ID number, gender, date of birth, birth country, birth state, marital status, ethnic group, military status, last four digits of national ID number (SSN), citizenship information, visa or permit data.

Contact Information: A variety of information displays here that may include addresses, phone numbers and email addresses.

Emergency Contact: Click here to view student Emergency Contact info, if the student has entered it.



Topic 2: Student Services Center: General Info Tab The general info page displays detailed personal information for a student. This information includes: service indicators, initiated checklists, student groups, personal data, and national ID. Contact information including addresses, phone and email addresses is also shown.

Step Summary




3. Use the General Info tab to locate student record details.


General Info tab

On the Advisee General Info tab view links to summary details related to:

Service Indicators: If the student has a current active service indicator(s) they will display here.

Initiated Checklists: If the student has a checklist(s), it will display here.

Student Groups: If the student is associated with a student group it will display here. Also displayed is current status (active/inactive) in the student group along with the associated effective date.

If a student needs changes made to the (Personal Data, National ID, Name, Address, Phone and Email Address) they may contact the Office of the Registrar for assistance.

Click the Expand All button to expand all sections.



General Info tab – upper portion Note that the Edit Service Indicator link will bring the user to the Manage Service Indicator pages. Access to this link will be determined by campus security access.



General Info tab – middle portion Note that the Edit Student Groups link will bring the user to the Manage Student Groups pages.



General Info tab – lower portion Note that Bio-Demo updates are generally managed between the student and the Registrar’s Office.



Topic 3: Student Services Center: Academics Tab The academics tab contains an overview of Institution/Career/Program section. Also the Term Summary section with details of academic level and load, classes and statistics displays.

Step Summary




3. Use the Academics tab to locate student record details.


Academics tab

View the Academics tab that displays: :

Institution/Career/Program section: o Left Column: Institution, active career and program information displays in this

column. If the student has multiple careers/programs, clicking on a program in the left column determines the information that displays in the right column. In many cases, the Expected Graduation Term for a student will be blank. It is important to note that this field will remain blank until the student has applied for graduation. Then the field will be populated with the term for which they have applied to graduate. Requirement Term is similar to the Catalog Year for the student’s requirements.

o Right Column: General information about the student's program & plan, including status, admit term, expected graduation date, approved load, load determination & level determination displays in this column.

Term Summary section: o Left Column: Institution, active career information and terms for which the student

has been term activated displays in this column. You can click on any term in this column and information relevant to that term displays in the right hand column.

o Right Column: General information relevant to the selected term displays here, including whether or not the student is eligible to enroll (in an active program), their primary academic program for that term and their academic standing. In addition you can view level/load information, classes for which they are enrolled (if any) and term statistics (including GPA information).If you have access to “quick enroll” (See Enrollment : Quick Enroll page for detailed information about this function), there is a link available at the bottom of the “classes” section.



Academics tab – Upper portion



Academics tab – lower portion



Topic 4: Student Services Center: Admissions Tab The admissions tab page displays information including: Institution/Career/Application Number/Program, External Education and Test Summary.

Step Summary




3. Use the Admissions tab to locate student record details.

Admissions tab

View the admissions tab that displays:

Institution/Career/Application Nbr/Program: If an application is on file with admissions, this information will display including Applicant Progression. Click the Edit Application Data link (green bar) to access the Application pages.

External Education: Displays institution(s) attended by the student. Click triangle icon to see further information. Click the External Education link (green bar) to access the External Education pages.

Test Summary: If test information (ACT, CPE, SAT, ACT, CPI, TOEFL, GED, REGENTS) is available on the student, a summary of each Test ID will display here. Click the Test Summary link (green bar) to access the Test data pages.


Following are screen-shots of the Student Center Admissions sections and the pages available through links.



Admissions tab - Upper section Click the Edit Application Data page to access the Maintain Applications component. Note that access to this link will depend upon security permissions.

Admissions tab – Applicant Progression

.



Admissions tab – External Education section

The Edit Education Data link leads to the External Education pages.

Admissions tab – Test Summary section

The Edit Student Tests link leads to the Test Results page



Topic 5: Student Services Center: Transfer Credit Tab The transfer credit tab shows the classes that the student has been given credit for because of prior class work in other institutions and tests.

Step Summary




3. Use the Transfer Credit tab to locate student record details.


Transfer Credit tab

View the Transfer Credit tab that displays:

Course Credits: An overview of transfer credit appears in this table. Each institution attended displays on the Model page. A summary of the credit transferred displays on the Statistics page. If the credit has been posted to the student’s record, the Model Status will be posted. If it shows as Complete, the credit will be posted when the applicant is admitted and matriculated. Credits that are not in Posted status do not calculate in the student’s earned hours.

Test Credits: Test credits (AP, CLEP, IB) will display if the test credit has been equated to a course.

Other Credits: Other credits will display exemptions or Life time Achievement credit.



Student Services Center – Transfer Credit page

The Detail in the Course Credits area leads to the Transfer Course Entry pages.

The Detail in the Test Credit area leads to the Test Credit Entry pages.

:



Student Services Center – Transfer Credit page

The Detail in the Other Credits area leads to the Other Credit Detail pages (which includes Exceptions).



Topic 6: Student Services Center: Finances Tab The Student Services Center Finances Tab provides administrators with an overview of a specific student’s financial information with easy access to financial transactions.

Step Summary




3. Use the Finances tab to locate student record details.


Finances tab

View the Finances tab that displays:

Tuition Calculation Summary: o Left Column: Institution, active career and program information displays in this

column. If the student has multiple careers/programs, clicking on a program in the left column determines the information that displays in the right column.

o Right Column: General information about the student's finances, including Last Date/Time Tuition was Calculated, Primary Program, Tuition Group, Total Tuition and Fees and Total Waiver displays in this column.

Term Summary section: o Left Column: Campus/Institution displays in this column.

o Right Column: Detailed information about student’s finances, including Account

Total Balance, Deposit Due, Anticipated Aid, 1098-T data form, Detailed Due Charges, Refunds, Refundable Credits, Bills, Payment Plans and Credit History and Collection displays in this column.



Chapter 2 – Add & Update Student Data A student record is created for every individual who is added to CUNYfirst. Upon saving a new student record, CUNYfirst automatically assigns an EMPL ID to the individual.

Before adding an individual to the system users should always run the Search/Match process to determine if a record already exists for that individual. It is essential that campus administrators prevent the creation of duplicate records for the same individual. Each individual’s biographical and demographical information is tied to a single record which can be accessed throughout the different modules in CUNYfirst.

Chapter Objectives Upon completion of the Add/Update student data topic, learners will be able to:

Update bio-demo data for a student

Preserve history of data via effective dating mechanisms



Topic 1: Add a Person If it is necessary to enter an individual into CUNYfirst prior to completion of their application process, a designated administrator can create a record in CUNYfirst. Follow these steps to enter an individual’s biographical details, including their name, contact information, and ethnicity/regional information. Note that a Program/Plan stack will NOT be created, as this is not an application process.

Step Summary

The Add/Update a Person component can be found by navigating to: Campus Community > Personal Information > Add/Update a Person

To enter personal information: 1. Conduct a Search/Match to ensure the individual does not already have a CUNYfirst record

and EMPL ID!

2. To Add a Person, click on the Add a New Value tab. (ID defaults to NEW). Click the Add button.

3. The Add/Update a Person Page opens to the Biographical Details tab.

4. Enter the relevant Biographical information for the new record.

5. Click the Regional tab to enter/update ethnicity information.

6. Click Save. An EMPL ID is created upon saving.


Name/Biographical Data – Add New Value Page

Use the Add a New Value page to create a new person record for an individual who does not have an existing person record in the database.



Name/Biographical Data Page

Use the Name/Biographical Data page to add an individual’s biographical details.

The following table describes the fields on the Biographical Details page of the Add/Update a Person component:



Personal Information

Field Description

Effective Date The effective date is the date when the person's record is effective. The default for the Effective Date field is the current system date.

Format Using Select English.

Prefix Select the prefix from the drop-down box.

First Name Enter the individual's first name in this field.

Middle Name Enter the individual's middle name in this field.

Last Name Enter the individual's last name in this field.

Date of Birth Enter the individual's date of birth in this field.

Date of Birth Enter the individual's date of birth in this field.

Birth Information Click the Birth Information link to access the Birth Information Detail page, where the individual's birth location, country, and state can be entered.

Biographical History

Field Description

Effective Date Use the Effective Date field in the Biographical History section to enter the date from which the marital status and gender is valid in the system. This field defaults to the system date.

Marital Status Specify the individual's marital status (such as single, married, or divorced)

As of Select the date (if known) on which the associated status became effective.

Gender Select the individual's gender from the drop-down menu.

National ID

Field Description

Country Enter the country of this individual's national ID. Select "USA" to add a corresponding for a US Social Security number.

National ID Type Select "Social Security Number" from them drop-down.

National ID Enter the individual's social security number.

Addresses

Field Description

Address Type CUNY is using four address types: Home, Business, Permanent or Mailing. The system displays Home as the default address type. Enter the address for each type. When the individual is using just one address, enter this address under Home type, click Add a New Row (+) to select the next CUNY address type and save. The Home address will copy here. Repeat for all four types.



Effective Date The effective date is the date when the address for the selected address type is effective. The default for the Effective Date field is the current system date.

Status The Status field is set to either Active or Inactive.

Country The system formats the address entry fields based on in the country entered in this field.

Edit Address Link Click the Edit Address link to be taken to the Edit Address page. Refer to the Update Address section for details on using this link.

Edit Addresses Page Use the Edit Address page to edit an individual's address data. Please see specific topic in this guide for detailed instruction on editing addresses.

The following table describes the fields on the Edit Addresses page of the Add/Update a Person component:

NOTE: To be consistent with the CAS and ASTA loads the user should create four addresses. The types are Home, Mailing, Billing and Permanent.

Field Description

Address 1 Enter the street address in the Address 1 field.

Address 2 The apartment or suite number should be entered after the street address to be consistent with the CAS and ASTA loads.

City Enter the city in this field.

State Enter the state in this field.

Postal Enter the postal or zip code in this field.

Country Enter the country in this field

County Enter the county in this field.

Override Address Verification The address validation tool will verify that the address being entered is a valid address and is correctly formatted. Click the checkbox to



override the address verification functionality if the address being entered does not appear on the list of address that are suggested by the tool and a valid address.

Regional Page



Note that upon saving, the addresses appear on their own tab for viewing and editing. The EMPL ID also appears, along with a link to view/update Names.



Topic 2: Update Bio/Demo Information – Names

Step Summary – Change an existing name

The Name/Biographical Data page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical Information (Student) > Names.

To change an existing name:

1. Enter Search Criteria, click the Include History checkbox and click Search. If multiple results are returned, select the appropriate record. Note: Include History display all rows of data: current, future, and history. Users can add new data to an existing record. Correct History provides access to existing rows of data and displays all effective-dated rows. Users can add new data and update all rows, including history rows. Security access to Correct History is limited.

2. In the Current Name area, click the Name History link.

3. Click the Add a New Row Icon.



6. Click OK. Review new name information in the area correctly associated with the new effective date. Click OK again.

7. Click Save.




The Names link on the Biographical Details page

Name History is used to edit an existing Name Type

Add a New Row to add data and preserve history



The Edit Name link selected should be associated with the current effective date.

The Names Detail page is used to make the actual name data changes.



The Name Type History page contains name history with associated effective dates.

New Primary Name information appears on main Names page.



Step Summary – Add a New Name Type

The Name/Biographical Data page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical Information (Student) > Names

To add a new name type: 1. Enter Search Criteria, click the Include History checkbox and click Search. If multiple

results are returned, select the appropriate record.

2. To add a new Name Type, use the Add/Change a Name area.

3. Use the pull-down menu to select a Type of Name. Enter the name information.



6. Click Submit.

7. Review the new name type which now appears in the Current Name section. Click Save.


Type of Name drop-down menu permits selection of new Name Type.



Names Page permits entry of new Name Type information.

Clicking Submit moves new data to Current Names section.



Clicking Save retains the information and updates the user identification and date/time stamp.



Topic 3: Update Bio/Demo Information – Addresses

Step Summary – Add a New Address

The Address page can be found by navigating to Campus Community > Personal Information (Student) > Biographical Information (Student) >Addresses/Phones > Address

To Add A New Address Type:


10. To add a new Address type, select the Address Type checkbox appearing under the Add Address Types column.

11. Click the Edit Address link in the Add Address area.

12. Enter address information. If applicable, click the Override Address Verification checkbox.

13. Click OK.

14. Review the new address information in the Add Address area.

15. Click Submit. Note the new address type now exists in the Current Address section.

16. Click Save.




To Add a New Address – Select a Type and click the Edit Address link



Enter Address Page

New address information appears. Click Submit to move the data up to Current Address.



Click Save to retain new data and update the user identification and date/time stamp.



Step Summary – Change an existing address

The Address page can be found by navigating to Campus Community > Personal Information (Student) > Biographical Information (Student) >Addresses/Phones > Address

To Change an Address:


8. To view address history or make changes to an existing address, click the Edit/View Address Detail link..

9. Click the Add a New Row icon.

10. Enter address information.

11. Click OK.

12. Review the new address information associated with the new effective date.

13. Click OK.

14. Click Save.


Click the Address link or tab to access the Address page. Please note that on this page, only the first two rows of address data will display until the View All button is clicked .



Now we can see all four rows of address data.

Screen after clicking Edit/View Address Detail. Add a New Row to enter new address data.



Select the Update Address link associated with the new Effective Date.

Add the new address info



Review the new address information in the correct effective dated row.

New address information is saved upon clicking OK and previous address has been retained.



Topic 4: Enter Ethnicity Data for a Student Ethnicity data is recorded on the regional tab. This data can be used for regulatory state and federal reporting. Intuitions can collect more detailed ethnicity information than may be required by state or federal agencies if there is an internal need for this information.

Step Summary

The Regional Tab page can be found by navigating to: Campus Community > Personal Information (Student) > Add/Update a Person > Regional Tab

To enter Ethnicity Data: 1. Click the Regional tab.

2. If the student is Hispanic or Latino, check the correct checkbox. In this case, continue to select the correct Ethnic Group from the associated pull-down menu.

3. If a student has multiple ethnicities click the Add button and repeat.

4. Click the Primary checkbox to identify the person’s primary Ethnicity.

5. Click Save.


Use the Regional Tab page to enter Ethnicity Data



Topic 5: Enter Languages Information for a Student The Languages page is used to indicate an individual’s proficiency in speaking, reading and writing in foreign languages.

Step Summary

The Languages page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical (Student) > Personal Attributes > Languages

To enter languages information: 1. On the Languages search page, find the student’s record by entering relevant

search criteria and click Search.

2. Select the correct Student on the Search Results page

3. Enter a Language Code.

4. Click Native Language Checkbox, if applicable.

5. Click the Add button to enter additional languages.

6. Click Save


Use the Languages Page to indicate an individual’s proficiency in speaking, reading and writing in languages other than English.



The following table describes the fields on the Languages page of the Languages component

Field Description

Language Code Enter the language code in this field.

Check Boxes There are three check boxes available for each language entered. • Native: Select this check box to indicate that this is the individual's native or primary language. • Translator: Select this check box to indicate that the individual can translate or interpret this language. • Teacher: Select this check box to indicate that the individual can teach or has taught this language.

Speak, Read, Write Select the level of proficiency, such as high, medium, or low, with which the individual can speak, read, and write this language.

Evaluation Date Enter the date on which the individual's levels of proficiency in this language were evaluated, reported, or entered.

Set Preferred Communication Language The Set Preferred Communication Language appears only if the Support Multiple Languages check box is selected on the Installation Default - CC (installation default - Campus Community) page. Click this link to access the Communication Preferences page where the language in which the student prefers to receive communications can be specified.



Topic 6: Enter Decedent Information The appropriate administrators information relevant for this component, such as date and place of death and the death certificate number. When the date of death is recorded on the Decedent Data page, the system displays the word “deceased” on each page related to that individual in the database.

Step Summary

The Decedent Data page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical (Student) >Personal Attributes > Decedent Data

To enter phone information: 1. On the Decedent Data search page, find the student’s record by entering relevant

search criteria and click Search.

2. Select the correct Student on the Search Results page.

3. Enter the Date of Death (Required)

4. Enter Place of Death (Optional)

5. Enter Death Certificate Nbr (Optional)

6. Click Save

.


Use the Decedent Data page to enter decedent information.

The following table describes the fields on the Decedent page of the Decedent component:

Field Description

Date of Death Enter the date the decedent died. This is a required field.

Place of Death Enter where the decedent died. This field is optional.

Death Certificate Nbr Enter the death certificate number. This field is Optional



Topic 7: Enter Emergency Contacts Information for a Student Campuses can enter the names, addresses, and telephone numbers of people to contact when an individual has an emergency situation.

Step Summary

The Emergency Contacts page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical (Student) > Emergency Contacts

To enter emergency contacts information: 1. On the Emergency Contacts search page, find the student’s record by entering

relevant search criteria and click Serach.

2. Select the correct student.

3. Enter the Contact Name and select the Contact’s relationship with the person.

4. Check the Primary Contact checkbox for one of contacts (required).

5. If the Contact has the same address and/or phone number as the student complete

Steps 6 If not proceed to Step 7.

6. If relevant, check the Same Address/Same Phone as Individual checkbox.

7. If relevant, click the Edit address link and enter the appropriate information.

8. Click Save.


Use the Emergency Contacts page to enter emergency contact information.



The following table describes the fields on the Emergency Contact page of the Emergency Contact component:

Field Description

Contact Name Enter the contact’s name. This is a free form field.

Relationship Select the relationship to the individual from the drop down list.

Primary Contact Select this checkbox next to the contact who the individual identifies as their primary contact.

Same Address as Individual Select this checkbox if the contact has the same address as the individual. If this checkbox is not checked then the contact’s address can be entered by clicking the edit address link.

Same Phone as Individual Select this checkbox if the contact has the same phone number as the individual.

Address Type Select the address type from the drop down list.

Individual’s Current Address Displays the contact’s address.

Individual’s Phone Displays the contact’s phone number.



Edit Addresses Page

The following table describes the fields on the Edit Addresses page of the Emergency Contact component:

Field Description

Address 1 Enter the street address, including apartment or suite number, in the Address 1 field.

Address 2 Enter any related address information not contained in Address 1.

City Enter the city in this field.

State Enter the state in this field.

Postal Enter the postal or zip code in this field.

Country Enter the country in this field

County Enter the county in this field.

OK Click to return to the Emergency Contact page.

Override Address Verification The address validation tool will verify that the address being entered is a valid address and is correctly formatted. Click the checkbox to override the address verification functionality if the address being entered does not appear on the list of address that are suggested by the tool and a valid address.



Use the Emergency Contact Other Phones page to enter additional phone numbers for the emergency contact.

The following table describes the fields on the Decedent page of the Decedent component:

Field Description

Contact Name Displays the emergency contact’s name.

Relationship Displays the emergency contact’s relationship to the individual.

Primary Contact Will be checked if this contact is the individual’s primary emergency contact.

Phone Type Select the phone type from the drop down list.

Phone Enter the contact’s phone number.

Extension Enter the contact’s phone number extension.



Topic 8: Enter External System ID Information for a Student Campuses can enter and track IDs from external systems and correlate them to individuals or organizations in CUNYfirst.

Step Summary

The External System ID page can be found by navigating to: Campus Community > Personal Information (Student) > Identification (Student) > External System ID

To enter External System Id information: 1. On the External System ID search page, find the student record by entering relevant

search criteria.

2. Click Search

3. Select an External System from the drop-down list.

4. Enter Effective Date ( Defaults to current date)

5. Enter the External System ID.

6. Click Save.


Use the Users External System ID page to enter and track IDs from external systems and correlate them to individuals or organizations in CUNYfirst.

External System ID Page

Field Description

External System Select the external system that created the ID on the External System drop-down.

Effective Date Use the Effective Date field in the External System ID section to enter the date from which the External System ID is valid in the system. This field defaults to the system date.

External System ID Enter the individual's External System ID in this field.



Chapter 3 – Residency & Citizenship Official residency should be entered and maintained through the Residency Data component. Note that the Term Activation process is dependent upon updated residency information.

The CUNYfirst citizenship functionality can be used to identify an individual's country of citizenship, the current status of that citizenship, when citizenship was issued, and when citizenship expires. These pages can hold data regarding multiple countries of citizenship.

Chapter Objectives Upon completion of this section, learners will be able to:

View Residency determination for a student

Update Residency status (for individuals with security access):

View or update United States Citizenship

View or add additional Citizenship data



Topic 1: Entering Residency Information

Step Summary

The Residency page can be found by navigating to: Campus Community > Personal Information (Student) > Identification (Student) > Residency Data To Enter Residency for a Student:

1. Enter Search Criteria, click the Include History checkbox, and click Search.

2. If Residency information exists, click the Add a New Row icon to enter new data.

3. Use the Residency Official 1 page to enter official residency data for an individual. Select the Institution, Term, and Residency value from the drop-down list. (Additional Residency Data section values will default in).

4. In the Residency Date field, enter the date that the individual established or reported the residency. If applicable at this time, select values for Admission and Financial Aid fields.

5. Use the Residency Official 2 page to enter additional official residency data and location information.

6. Use the Residency Appeal page to record residency appeal information. For example, a student may have been entered as Out of State for tuition and he or she wants to submit additional information to qualify for in-state tuition.

7. Use the Residency Self-Report page to enter unofficial, unverified residency information that an individual reports to your institution.

8. Click Save.




Residency Official 1 page Use this page to identify residency status: In-City, In-State, Out-Of-State, Pending.

The following table describes the fields on the Residency Official 1 page of the Residency Data component:

Field Description

Academic Career Displays the student’s academic career.

Institution Enter the applicable institution.

Effective Term Enter the term when the individual’s residency status becomes active.

Residency Select the residency status from the drop down list.

Residency Date Enter the date that the individual’s residency data was entered.



Additional Residency Data

Field Description

Admissions Select the student’s residency status for admissions purposes from the drop down list. The value that is entered here is defaulted into the Federal Residency, State Residency and Tuition fields.

Fin Aid Federal Residency Select the student’s residency status for federal residency purposes from the drop down list.

Fin Aid State Residency Select the student’s residency status for state residency purposes from the drop down list.

Tuition Select the student’s residency status for tuition purposes from the drop down list.

Admission Residency Exception Select the applicable residency exception for admission purposes from the drop down list. The value that is entered here is defaulted into the Federal Residency, State Residency and Tuition exception fields.

Fin Aid Fed Residency Excpt Select the student’s residency exception for federal residency purposes from the drop down list.

Fin Aid State Residency Excpt Select the student’s residency exception for state residency purposes from the drop down list.

Tuition Residency Exception Select the student’s residency exception for tuition purposes from the drop down list.



Residency Official 2 page Use this page to add residency information related to address.



Residency Appeal page Use this page for data related to appeals including date, status and comments.



Residency Self-Report Use this page to identify residency data reported by a student.



Topic 2: Entering Citizenship Information

Step Summary

The Citizenship page can be found by navigating to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Citizenship and Passport

To enter Citizenship information:

1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Citizenship and Passport.

2. Enter Search Criteria, click the Include History checkbox, and click Search.

3. If a record already exists for Citizenship click the (+) Add button under the Citizenship section to create an additional record and follow the steps below. Please note that the addition of rows enables campuses to record citizenship status in multiple nations. If no records exist, continue with the steps below.

4. Select values for Country and Citizenship Status. Note that Status values exist only for United States Citizenship. Other countries of citizenship can be entered on new rows, but should only have an associated status value of Self-Reported.

5. CUNY is not using the Passport Information section at this time.

6. Click Save and the OK button.




Use the Citizenship Detail page to enter citizenship/passport information.

The following table describes the fields on the Citizenship section

Field Description

Country Enter the individual's country of citizenship.

Citizenship Status Enter the status of this individual's citizenship in the specified country, for example, native, naturalized, or alien permanent.



Topic 3: Entering Visa/Permit Information CUNYfirst has the capactity to retain visa and/or permit data for students or employees who are not citizens of the United States. The Visa Permit Page can also be used to track the supporting documentation needed to establish visa status.

Step Summary

The Visa Permit page can be found by navigating to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Visa Permit Data

To enter Visa/Permit information: 1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student)

> Citizenship > Citizenship and Passport.

2. Enter Search Criteria and click Search.

3. If a record already exists for Visa/Permit Data click the (+) Add button in the Visa/Permit Data section to create an additional record and follow the steps below. If no records exist, continue with the steps below.

4. Select values for Country and Citizenship Status

5. Enter information relevant to Country and Visa/Permit type.

6. Click the Get Supporting Documents button to retrieve the supporting document IDs and descriptions from the Visa/Permit Table page for the visa or permit type specified in the Type field.

7. Enter information relevant to the dates, status, issuing authority, and documents. Click Save.

8. Click on the Port of Entry Data Tab. If an existing row of information is present for the Port of Entry Data tab, then click on + hyperlink and perform the steps below. If there is no information present, then continue with the steps below.

9. Enter data relevant to Port of Entry, including any comments in the Remarks field.

10. Click Save.




Use the Visa Permit page to enter or update Visa/Permit data.

The following table describes the fields on the Visa Permit Data page of the Citizenship component:

Field Description

Country Enter the country that issued the visa or permit.

Type Enter the type of visa or permit possessed by the individual. This value is dependent on the country that was selected.

Get Supporting Documents Click the Get Supporting Documents button to retrieve the supporting document IDs and descriptions from the Visa/Permit Table page for the visa or permit type specified in the Type field.

Effective Date Enter the date on which the visa or permit is effective or the date on which the information should become effective in the database. The effective date defaults to the current system date, but can be changed if needed.

Number Enter the issuance number from the individual's official visa or permit in this field.

Status Select the status of the official visa or permit from the drop-down list. Valid values are: Applied, Granted, Renewal, and Renewed.

Status Date Enter the date the status became effective at the institution. The default is the system's current date, but this can overridden if needed.

Issue Date Enter the date of issuance from the individual's official visa or permit.



Duration; Duration Type Enter specify the length of time during which the visa or permit is valid. Enter the number in the first field, and in the second field specify the period, such as days, months, terms, or years.

Date of Entry into Country Enter the official date on which the individual entered the institution's country.

Expiration Date Enter the date on which this individual's visa or permit expires. The system calculates the expiration date based on the specified duration and the date of entry into the country. The system-calculated date can be overridden.

Issuing Authority Enter the name of the agency or authority that issued the official visa or permit.

Issue Place Enter the name of the location where the official visa or permit was issued.

Supporting Documents Needed Enter the dates that the documents were requested and received.

Request Date Enter the date that the request for supporting documentation was made.

Date Received Enter the date that the supporting documentation was received.

Port of Entry Data Enter the location the individual used to enter the country.



Chapter 4 – Managing Service Indicators Service indicators can be used to provide or limit access to services for a student. Service indicators can be used as holds to prevent a student from receiving certain services, or positive indicators to designate special services to be provided. Service indicators consist of one or more impact values that identify the types of specific services that are restricted or provided.

Service Indicators can be either positive or negative. Negative service indicators are equivalent to holds. Negative service indicators can impact many services including barring enrollment, withholding transcripts and suspending library privileges. Positive service indicators indicate special services to be provided. For example, Student Financial Services might choose to use a positive service indicator to indicate when a student has given authorization to speak to their parents. The service indicator Active Date is the date the service indicator goes into effect, and service indicators can be set to expire at the end of a term or on a specific date.

The negative or positive service indicator buttons display on every page in CUNYfirst that displays student data.

: Negative Service Indicator

: Positive Service Indicator

If a user clicks on one of the Service Indicator buttons on a student record, a summary page opens in a new window. This page displays any service indicators associated with the student. Click the Detail hyperlink to see more detailed information regarding the service indicator.

Chapter Objectives Upon completion of the Service Indicator topics, learners will be able to:

Manually assign service indicators

Manually release service indicators

Edit service indicators

View service indicator audit information

Assign service indicators in batch.



Topic 1: Manually Assign a Service Indicator Service indicators can be used to provide or limit access to services for a student. Service indicators can be used as holds to prevent a student from receiving certain services, or positive indicators to designate special services to be provided. Service indicators consist of one or more impact values that identify the types of specific services that are restricted or provided.

When a service indicator is assigned to an individual, the corresponding negative or positive service indicator button appears on all pages that display the student data. One button can represent one or several service indicators. Click the buttons on any of those pages to navigate to the appropriate details page that display which service indicators and service impacts apply to the individual.

The Manage Service Indicators page can be found by navigating to: Campus Community > Service Indicators > Person > Manage Service Indicators

To view and add service indicators: 1. Enter Search criteria and select the appropriate student.

2. Select an Effect from the drop-down list. The default ALL can be retained. Select an Institution and Click the Refresh button.

3. View the information or click the + or Add a New Service Indicator link to add a new indicator. Click OK.

4. To add a new service indicator, select the appropriate Institution.

5. Select the Service Indicator Code. The viewer will only have access to the specific service indicators associated with their security set-up.

6. Select the relevant Service Indicator Reason Code.

7. Select the appropriate dates for this Service Indicator: Start Term, End Term, Start Date, End Date. A Start Term and Start Date are required. An End Term and Date are not required but are advised in certain situtations, such as with Permit students who will depart the college by the end of a term.

8. Note that the department associated with the service indicator will default to Department field. This does not reflect security access, as individuals outside of that department can have access to manage a particular indicator.

9. It is not necessary to use the following fields: Contact ID, Contact Person. The Place Person ID will automatically populate to reflect the identity of the user applying the Service Indicator.

10. Enter Comment, if desired. Click the OK button. End of Procedure.




When a service indicator is assigned to an individual, the corresponding negative or positive service indicator icon appears on all pages that display that individual’s student data. One icon can represent one or several service indicators. Click the icon on any of those pages to navigate to the appropriate details page which displays the service indicators and associated details.

User ID security determines which service indicators a user can place, remove or view. Service indicators can be placed and removed in batch using Population Selection and other automated processes.

Note: CUNYfirst automatically records the Placed Person ID (EmplID), Placed By (Name), and Department of the person who placed the service indicator.

The Manage Service Indicators Search page

The following table describes the fields on the Manage Service Indicators Search page of the Service Indicators component:

Field Description

ID Enter the student’s EmplID in this field.

Campus ID Enter the student’s campus in this field.

National ID Enter the student’s social security number in this field.

Last Name Enter the student’s First Name in this field.

First Name Enter the student’s Last Name in this field.

Case Sensitive Click this box to execute a Case Sensitive search.



The Manage Service Indicators page Use the Manage Service Indicators page to add, remove or view service indicators assigned to an individual.

Field Description

Service Indicator Code Enter the code for the service indicator to assign to the individual. For example, the service indicator “HON” is used for honors students.

Service Ind Reason Code Enter the reason that you are assigning this service indicator to the individual. Only reason codes that are associated with the specific service indicator on the Service Indicator Codes page are available.



Effective Period A Start Term and Start Date is required for saving the Service Indicator. The dates can be past/future dated, if necessary. End Term/Dates are adviseable in cases such as Visiting/Permit students who will leave the college upon the end of the term.

Field Description

Effective Period and Start / End Term Service impacts associated with a service indicator can be term-based or date-based. They are applied or released based on the start and end information that you enter.

Assignment Details

Field Description

Assignment Details section CUNYfirst will default the department that “owns” this Service Indicator. This linkage does not reflect security access to add, update, or remove the indicator.

Contact ID This is NOT necessary to populate, but it can be used to enter the ID and name of the person to contact with questions about this service indicator.

Placed Person ID Automatically defaults to the ID of the person who created the service indicator.



Comments & Identification

Field Description

Comments This field is currently not mandated to be used by CUNY.

Service Impact Description Use the Service Impact Description page to view details about the impact. Click a code link in the Impact column to access the Service Impact Description page.

Time/User Stamp Upon saving the Service Indicator (Apply/OK), CUNYfirst will update the Date/Time and the EMPL/Name of the User performing this activity.



Topic 2: Manually Release a Service Indicator Individuals can release service indicators if given the appropriate security access. If the “Release” button does not appear on the Service Indicator page, an individual does not have access to perform this task.

Navigate to: Campus Community > Service Indicators (Student) > Manage Service Indicators

NOTE: When working on any page associated with a student, their service indicator icon will appear on the top of the page. Clicking directly on that icon will bring the user to the Mange Service Indicator page.

Step Summary

To release service indicators: 1. Enter Search Criteria for desired student. Click Search.

2. If desired, select Effect field and Academic Institution to narrow results. Click Refresh for this action to take effect.

3. Click on the appropriate Code to access data for the desired service indicator.

4. On the Edit Service Indicator page, click the Release button. Note: The Release button will only appear if the user has security access to remove that specific service indicator.

5. Click OK. End of Procedure.


Edit Service Indicator page – Release Button



Topic 3: Edit a Service Indicator Service Indicators can be edited at any time. A common reason to edit a service indicator would be to add an expiration date by using the End Term and End Dates fields.

Step Summary

To edit service indicators: 1. Follow the above navigation and enter the desired information into the Empl ID field.

2. Click the Search button and select the appropriate student.

3. Select the Service Indicator for editing.

4. Add or update the relevant data.

5. Click OK. End of Procedure.




Topic 4: View Service Indicator Audits CUNYfirst maintains an audit history that indicates who applied which service indictors to which individuals, including add, change, and delete history. Use the Service Indicator Audits page to view a history of the service indicators that a person has assigned to records in your system.

Step Summary

The Audit Service Indicators page can be found by navigating to: Campus Community > Service Indicators (Student) > Audit Service Indicators

To audit service indicators: 1. Follow the above navigation to reach the Audit Service Indicators page.

2. Enter the ID or use any of the desired search criteria fields to find the appropriate person.

3. Click the Search button to view all service indicators applied to that person.


The Audit Service Indicators Search page Use the Audit Service Indicators page to view an individual's service indicator history, including the date and time when a service indicator was added or deleted and the ID that added or deleted it.



The Audit Service Indicators - Assignment tab



The following table describes the fields on the Audit Service Indicators page of the Service Indicators component:

Field Description

Service Indicator Code The short code that applies to the action taken on this service indicator. I.e.: NC is for Non-Compliant

Immunizations. Action The short code that applies to the action taken on

this service indicator. I.e.: A is for Add.

Audit Service Indicators – ID Data tab

Audit Service Indicators – Date/Time tab

Note: Clicking the expand symbol next to Date/Time will show data from all tabs in one line.



Topic 5: Assign Service Indicators in Batch

Step Summary

The Mass Assign Service Indicators page can be found by navigating to: Campus Community > Service Indicators (Student) > Mass Assign

To Mass Assign Service Indicators: 1. Navigate to the Mass Assign page.

2. Click Add a New value to create a new run control ID. If one has already been created, skip this step and click on Preview Selection Results prior to running this query.

3. Check the Population Selection box.

4. Use the PS Query Selection Tool.

5. Enter prompt criteria for the query in Edit Prompts including Institution, Student Indicator Code, Reason.

6. Check System Date field if current date is starting date of Service Indicator.

7. Enter Start Term (0000) – service indicator will take effect as soon as assigned.

8. Enter Start Date if not using the Check System Date field.

9. Department will default from Service Indicator setup.

10. Option to click on Preview Selection Results to view students who will receive this service indicator.

11. Click the Run icon.

12. Click OK.

13. Click on the Process Monitor Tab to check the status

14. The Process List Tab should eventually show the status Success. If a process status of Error or Queued appears for a long time, contact the Help Desk.




The Mass Assign Page



Chapter 5 – Student Groups

The Student Groups functionality permits grouping of students based upon a common criteria (ex: students with disabilities, honor students, college now students). Correct placement in a Student Group is essential as many key processes are run on the basis of a student group, such as assigning enrollment appointments and calculating tuition.

Once students are assigned to a group, they will have associated student groups pages throughout their career at CUNY. Though their status may change from Active to Inactive, the student group record will remain available.

Campus administrators, faculty, and staff must be provided access to specific student groups in order to add and edit a student’s relationship to that group. A student may be assigned to multiple groups at multiple colleges. A batch process is available to assign students to groups via an uploaded file.

Chapter Objectives Upon completion of the Student Group topics, learners will be able to:

Add student to student group

Inactivate a student in a student group

View students in a student group

Create a new student group



Topic 1: Add Student to Student Group Individuals must have access to specific student groups to be able to add and update student groups.

Step Summary

The Student Groups page can be found through the following navigation paths:

Student Admissions > Application Entry > Academic Information > Student Groups

Records and Enrollment > Career and Program Information > Student Groups

Campus Community > Student Services Center > General Info Tab

Please note that the following Student Groups may be imported from the CAS data load.

Field Description

The CAS Load Process will create the following Student Groups if data is present.

CLIP (Immersion)

ESL

SEEK

CD

DAY

EVE

WKDN (weekend)

To add a student group to a student: 1. Follow the navigation above to access the Find an Existing value page.

2. Search by Academic Institution and ID and select the appropriate student.

3. Enter the appropriate data for the student including Academic Institution, Student Group, Effective Date, Status (defaults to active), and Comments.

4. Click Save.

5. Last Update Date/Time, Updated By, and Type will be populated.

6. If necessary, click the Add a New row button next to Academic Institution and repeat.


Student Groups will be maintained throughout the student's tenure at the college. There may come a time when a student is no longer a member of a group. To indicate that the student is no longer in the group, use the Add a Row button to add an effective dated row and change the status to Inactive.



The Student Groups page Use this page to activate, inactivate, or delete a student from a student group.

Note that the top portion of this page shows there are two pages of data, which means this student belongs to two student groups.

The two pages of data in the lower portion are related to the status of this particular group. Please refer to Inactivating a Student Group for instruction in this area.



This page (2 of 2) shows the information pertaining to the second student group for the same student. The area below is associated with this student group.

The following table describes the fields on the Student Groups page of the Application Entry component:

Field Description

Student Group Enter the appropriate student group for this student.

Effective Date Enter the date the assignment to the group takes effect.

Status Enter Active or Inactive.

Comments Enter comments for reference about the student group.

Last Update Date/Time Displays the date and time the record was updated.

Updated By Displays the user ID responsible for updating the student group.

Type Indicates whether the record was processed manually or by mass update. When updated through the mass process, the program name appears.



Topic 2: Inactivate a Student in a Student Group It is a best practice to add an effective dated row and inactivate a student’s membership in a student group to preserve student group history.

Step Summary

The Student Groups page can be found by navigating to: Student Admissions > Application Entry > Academic Information > Student Groups

To inactivate a student group for a student: 1. Follow the navigation above to access the Student Groups page.

2. Enter the appropriate Search Criteria, click the Include History checkbox, and click Search.

3. Select the appropriate Student Group to inactivate.

4. Click the Add a New Row icon in the lower portion of the Student Groups page. The top portion of the Student Groups page enables individuals to add a new Student Group to the student’s record.

5. Enter the Effective Date for Inactivation

6. Use the status pull-down menu to select the Inactivate Status.

7. If desired, enter relevant Comments.

8. Click the Save button.




This page shows the student as Inactive at a future date.

The following table describes the fields on the Student Groups page of the Academic Information component:

Field Description

Student Group Displays the student group to which the student is assigned.

Effective Date Displays the date the assignment to the group takes effect.

Status Select Inactive from the drop down list.

Comments Displays comments about the student group.

Last Update Date/Time Displays the date and time the record was updated.

Updated By Displays the user ID responsible for updating the student group.



Field Description

Type Indicates whether the record was processed manually or by mass update. When updated through the mass process, the program name appears.



Topic 3: View Students in Student Group Use this page to display all students in a particular student group. Note that users will only view groups to which they have been given access.

Step Summary

The View Student Groups by Student page can be found by navigating to: Records and Enrollment > Career and Program Information > Student Groups

To view students in a student groups: 1. On the View Student Groups by Student search page, enter the appropriate search criteria.

2. Click Search.

3. Select the Institution and Student Group.

4. If desired, narrow results using the Select Effective Dates field or the Range Selection field.

5. If the additional fields were used, click the Get Results button.

6. Select the Details link to view student group details for a single student.


The View Student Groups by Student



Search Results

The following table describes fields on the View Groups by Student page:

Field Description

Select Effective Dates Enter the type of effective dates to view. Values are:

All: Returns all student groups and displays all effective-dated rows for each group.

Most Current (Any Status): Returns all student groups and displays only the most current effective-dated row, regardless of status.

Most Current Active: Displays the most current active student group row.

Most Current Inactive: Displays the most current inactive status for a student group row.

Get Results Click to view the list of student groups that match the selected effective date search criteria.



Topic 4: Create a New Student Group Please refer to campus leaders for policy relevant for creating a new student group.

Step Summary

The Student Group Table page can be found by navigating to: Set Up SACR > Common Definitions > Student Group Table

To setup a student group: 1. Follow the navigation above and select the Add a New Value tab.

2. Enter the Academic Institution and new code for the Student Group.

3. Enter the Effective Date and Status.

4. Enter a Description and Short Description.

5. Click the Save button.


The Student Group Table page Use the Add a New Value page to identify the new student group.



Use the Student Group Table page to set up a new student group, or view/update an existing student group definition.

The following table describes the fields on the Student Groups page:

Field Description

Student Group Enter the student group to which the ID should have access.

Inquiry Indicator Select to allow the user to view this student group.

Update Indicator Select to allow the user to view and modify this student group.

The system automatically selects the Inquiry Indicator when the Update Indicator check box is selected.



Chapter 6 – Managing FERPA Under FERPA regulations, institutions can release directory information about a student, provided that the student has reasonable opportunity to prohibit, in writing, the disclosure of such information.

When students exercise rights under FERPA, they identify information that they do not want the institution to release. The FERPA control must be applied to identify this information and prohibit the release of restricted information across the institution. Students have the option of permitting the institution to release any of the restricted information to specific internal publications.

FERPA regulations define which items qualify as directory information; however, each college must identify and make known which of those items it plans to publish or share as directory information.

Chapter Objectives Upon completion of the FERPA topics, learners will be able to:

View FERPA settings for a student



Topic 1: Use FERPA Quick Entry

Step Summary

The FERPA Quick Entry page can be found by navigating to: Campus Community > Personal Information > Biographical > Person FERPA> FERPA Quick Entry

To use FERPA quick entry:

1. Follow the navigation above and enter the desired information into the ID field.


3. Use the FERPA Quick Entry page to apply or release FERPA restrictions to selected data for an individual.


When students exercise rights under FERPA, they identify personal information that they do not want the institution to release. FERPA control must be applied to identify this information and prohibit the release of restricted information. Students have the option of permitting the release any of the restricted information to specific internal publications.

Under FERPA, students can prohibit the release of directory data about themselves. With the CUNYfirst FERPA functionality, students can restrict data but they can also grant permission to release some or all of that restricted data for inclusion in specific internal publications.

When FERPA control is applied to restrict data for a student, CUNYfirst attaches a FERPA window shade privacy button to that student’s records. The FERPA privacy button can be clicked on a student’s page to quickly determine the information that is legally available to others at the institution or to third-party vendors. This information can also be accessed through the FERPA Display inquiry pages.

The FERPA Quick Entry page (1)



The FERPA Quick Entry page (continued)



The following table describes the fields on the FERPA Quick Entry page of the Person FERPA component:

Field Description

Restrict All Fields and Release All Restrictions Click the Restrict All Fields button to select or clear the Restrict option for all fields in all categories on the entire page.

Release to Publication Use the Release to Publication page to specify or review publications to which restricted data may be released.

Publication Categories There are two options. • All Community Directories The student gives permission to release the otherwise restricted information for inclusion in all of the institution's internal community directories. • Student Community Directory: The student gives permission to release the otherwise restricted information for inclusion in the institution's internal student directory only.



Topic 2: View FERPA Display

Step Summary

The FERPA Bio Demo page can be found by navigating to: Campus Community > Personal Information > Biographical > Person FERPA> Review FERPA Display

To view FERPA display:

1. Follow the navigation above and enter the desired information into the ID field.


3. Use the FERPA Bio Demo page to determine releasable biographical data about an individual, including gender, marital status, and names.


Determine releasable information about an individual two ways:

• Click the FERPA (privacy shade) button on a page about an individual to display the Releasable FERPA Directory Information page.

• Navigate directly to the FERPA Display pages to review all releasable information about an individual.

Field names appear on the Releasable FERPA Directory Information page and on any of the Review FERPA Display pages only if that type of data is releasable. If a field is releasable but no data exists for it, the field name appears but with no field value. For example, if the individual's birth location is releasable but data for it is not in CUNYfirst, the field name Birth Location appears on the page, but the field value box beside it is empty.

Use the FERPA Display pages to review all releasable information about an individual.

The FERPA Bio Demo page



Example of Restricted Message

The following table describes the fields on the FERPA Bio Demo page of the Person FERPA component:

Field Description

FERPA Addresses tab Determine releasable address data for an individual.

FERPA Phones tab Determine releasable phone data for an individual.

FERPA Email Addrs tab Determine releasable email data for an individual.

FERPA Activities tab Determine releasable extracurricular activity data for an individual.

FERPA Photo tab Determine if a photo of the individual is releasable.



Chapter 7 – Additional Campus Community Student Services

Although security access to the Campus Community functionality discussed in this section is primarily reserved for Health, Veteran’s and Disability administrators, familiarity with these processes could be helpful to Admissions officers in admitting, advising and processing incoming students.

The Campus Community Student Services in this section includes the following:

Health Services: The CUNYfirst health services functionality includes processing, tracking, communications, and maintenance of student immunity information and records. Proof of immunization is reviewed, entered and tracked within the CUNYfirst system by the Health Center at the student’s home campus.

Disability Services: Designated campus Disability administrators can make updates to the three Disability pages used to track Disability type and Accommodation requests. Veteran’s Services: Designated campus Veteran’s Affairs (VA) representatives can make updates to students’ Military Status, and employees will report their Military Status updates to their designated HR representative. A student who is also an employee will be responsible for providing the appropriate updates to both campus and HR representatives

Chapter Objectives Upon completion of this chapter, learners will understand how to:

View and update a Student’s Immunization Record

Track Disability Accommodation requests

Record Disability Type

Record CUNY provided and personal Accommodations

Update Military Status information



Topic 1: Health Services ~ Overview The CUNYfirst Campus Community component includes functionality for updating Health Records, which is primarily being used to track immunization status. Overall, the CUNYfirst Health Services activities occur within three Campus Community areas:

Three C’s (checklists and communications)

Service Indicators

Immunization and Health Test pages

The ASTA interface (transfer students) will import immunization data from UAPC and populate immunization health records. Immunization data includes test status, completion dates, and any exemption status for the following immunizations: measles, mumps, and rubella. Please note that while ASTA is designed to populate immunization fields, if there is no immunization data in the interface file, nothing is populated. The CAS interface (new students) will not provide any immunization information at this time.


The following information outlines CUNYfirst process for managing student immunizations.

Checklists and Communications The immunization business process leverages the CUNYfirst checklists and communications functionality to streamline CUNY’s immunization tracking for all students across all CUNY institutions. The immunization business process also allows individual institutions to maintain flexibility with regards to their specific student populations and submission deadlines. Once students have been admitted and matriculated into a program at CUNY, CUNYfirst runs a check against each student’s immunization record for any missing immunization information. Once the process has been triggered, CUNYfirst will automatically assign the Health checklist to any student’s record that is missing immunization information. This communication can also be managed manually. Within the Health checklist, there are two checklist items which will be displayed in the student’s self-service as a To-Do list:

Meningitis Acknowledgement Form

Immunization Documents

Upon assigning the Health checklist, an automated e-mail communication is sent to the student’s campus e-mail, notifying them of the health requirements. Approximately two weeks after the start of the term (actual date is determined by each college’s Health Services office) a second communication will be sent out of CUNYfirst to students who are still out of compliance with the health requirements. Upon sending this communication, the CUNYfirst system will update these students’ checklist items to a status of ‘Notified’. The Health Services department is responsible for triggering this communication and checklist update process.



Overall, updating a student’s immunization is an on-going process, as these documents come into the Health Services office over the course of several months. As student health records are updated, the Health checklist status is also updated. CUNYfirst will update checklist statuses hourly. Service indicators will be updated based on the checklist status (see below). The system will process these updates at intervals to be determined by each institution; however, Health Services personnel can do this manually should the need arise.

Service Indicators After CUNYfirst has assigned the Health checklist and the initial e-mail communication is sent, a Service Indicator should be assigned based on pre-defined criteria. The mass assignment of service indicators will be maintained and scheduled by each institution’s Health Services office. Two of the Health Services Service Indicators have been configured with registration holds:

NC (non-compliant with immunization)

MEN (missing meningitis form)

It is the student’s responsibility to submit the appropriate health and immunization documentation. Immunization proof can be supplied via mail or in-person. As the information comes in, the Health Services department at each institution is responsible for entering the information into the system.

Immunization and Health Test pages CUNY is using the Immunization page to track submission of all required immunization documents. The documentation itself is either processed via paper in the Health Services Office, though the Meningitis Acknowledgment Form (MAF) can also be submitted on-line.

Online Self-Service Acknowledgement Form Students are required to submit the meningitis acknowledgement form prior to enrolling in classes. A service indicator is placed on the student’s record, restricting enrollment activity, until the form has been submitted. A page in student self-service allows CUNY to provide information to students about meningococcal meningitis and allows students to submit the meningitis acknowledgement form. The Student Self-Service page has two checkbox fields for the MAF:

Students acknowledge that they have received the meningitis information and will not obtain immunization at this time.

Students acknowledge that they have received the meningitis information and have received the immunization and indicate the date the immunization was received.

At the bottom of the page, there will be a submit button that, once selected, will update the student’s health information with the appropriate meningitis immunization code, complete status, date received (submission date), and date taken (if applicable). The submission will also trigger the removal of the meningitis service indictor, thereby allowing the student to register for courses. Students receive training in this process via the Student Self Service Training sessions and/or materials.

The Meningitis Acknowledgement Form (MAF) can be submitted one of four ways: online via CUNYfirst self-service, mail, fax, or in person. If the student submits the MAF in person, via mail, or fax, the Health Services department at each institution is responsible for updating the student’s immunization record. If the student wishes to submit the MAF via self-service, the student’s immunization record will be automatically updated with the submission of the online MAF. The



submission of the online MAF will also remove the MEN registration hold allowing the student to enroll in classes (provided they have no outstanding immunization documents). Further instruction and images of the Immunization and Health pages are in the following topic.

Registrar Activities As per current practice, the Registrar’s office manages the following activities which impact students who have not submitted their Immunization documentation:

Term Activation

WA Grades

Term Activation Prior to each term start, the Term Activation process is run. This process flags students as being eligible to enroll. Those colleges that allow registration up to 5.5 credits will also run a custom process to apply an enrollment limit of 5.5 credits to their students who are missing immunization documents. CUNYfirst will then enforce the 5.5 credit limit as students enroll in classes. This additional process will run immediately following the Term Activation process. The Registrar’s Office is responsible for managing this process in collaboration with the Health Services department.

WA Grades After 30 days from the start of the term (45 days for students who are from out-of-state), a communication is sent to students who are still out of compliance to notify them that they are no longer permitted to attend class and will be issued a ‘WA’ as a grade (irreversible at the end of the term), will be responsible for tuition charges, and their Financial Aid will be suspended or cancelled (if applicable).

Upon sending this communication, the CUNYfirst system will update these students’ checklist items to a status of ‘Second Notification’. The Health Services department is responsible for triggering this communication and checklist update process. The ‘WA’ grades will be assigned by running a custom mass grade assignment process. The Registrar’s Office will be responsible for triggering this process in collaboration with the Health Services department.

At this same time in the term, a service indicator of ‘NC’ is assigned to the non-compliant students’ record, blocking them from all future registration eligibility until they become compliant with the health requirements. The Health Services department is responsible for the placement of service indicators.

Approximately a week after the ‘WA’ grades have been assigned, the Registrar’s Office will post a term withdrawal for those students receiving a ‘WA’ grade. The posting of term withdrawal will place a ‘withdrawn’ code, as well as a last date of attendance, on the student’s record which is then used by the Financial Aid office and impacts the Return to Title IV process. If necessary, the last date of attendance will be manually overridden by the Registrar’s Office to equate to the date the ‘WA’ grades were assigned to the student’s record.

According to CUNY policy, students have until the last day of the term to remove the ‘WA’ grade and receive a letter grade. In order to have the ‘WA’ grade removed; students must complete the following tasks:

Show proof of immunization to the Health Services department

Obtain signed approval from all of their current instructors Students must bring the signed approval to the Registrar’s Office for removal of ‘WA’ grades, and request reinstatement of Financial Aid (if applicable) from the Financial Aid office. Once the last day of the term is past, the ‘WA’ grades are irreversible and become a permanent grade on the student’s transcript.



Topic 2: View/Update Immunization Records Use the CUNYfirst Immunization and Health Test pages to enter and track an individual's immunization and general health test data

Step Summary

To review Immunization and Health pages, navigate to: Campus Community > Personal Information (Student) > Health Information (Student) > Immunization and Health

1. On the Immunization and Health search page, enter search criteria to locate and select the desired record.

2. Review and/or update immunization Information on the Immunization page. 3. Review and/or update health test information on the Health Test page. 4. Click Save after any changes have been made.


The Immunization page User the Immunization page to enter information for immunizations, including dates and status. CUNY is using the area in the red box. The smaller red box illustrates the number of rows which exist, each corresponding to a different immunization.



The following table describes the fields on the Immunization page of the Health Information (Student) component:

Field Description

Immunization Enter type of immunization. See below for chart of immunization values and descriptions.

Immunization Number Immunizations can be identified by this number, which has no impact in other CUNYfirst areas.

Date Taken, Expiration Date, Date Received Enter all dates relevant for this immunization.

Immunization Status Indicates Complete, Partial, or Unknown

Comment Enter any relevant comments

Immunization Criteria Section Not being used at this time.

Sample Immunization Listing



Topic 3: Disability Services ~ Overview A prospective student can make an initial request for accommodation to the Office of Services for Students with Disabilities at his or her individual college and provide appropriate supporting documentation. Disability data is used by CUNY to meet the needs of students with disabilities, as well as for the following purposes:

The data is used by each disability service coordinator/director on campuses to generate an annual report for central administrative offices at CUNY. This is done not only to understand data for fiscal planning purposes at the University, but also to examine trends for legislative campaigns, donation requests, policy adjustments and modifications, policy creation, service delivery, and to generate strategies for recruitment purposes.

Directors of disability services often use the data gathered through this mechanism to acquire campus and external resources. Disability services also uses this data to provide various intervention related services to students who may or may not be on academic probation or are believed to be a risk for academic probation.

This data is also intended to help campuses in making decisions regarding assistive technology purchases, requesting electronic textbooks from higher education publishers, and to generate reports to comply with the higher education electronic textbook legislation in New York State.



Topic 4: Enter/Update Disability Data Before the Disability Services Coordinator can use the CUNY First system to track disability data the person must exist in the system. The Disability Services Coordinator uses the Search/Match process to investigate if the person exists in the CUNY First system.

Perform a Search/Match to locate any existing record. If a ‘match’ is found the coordinator can proceed to enter disability data.

If no match is found the coordinator should direct the prospective student to submit or check the status of their application. The University Application Processing Center (UAPC) interface will populate (create) the person in the CUNY First system. The campus-based Admissions Office can also enter the application manually.

If not match is found and the prospective student is requesting pre-admission services, the Disability coordinator should contact the Registrars’ office to have the student added to the CUNYfirst. Once the prospective student exists in the database and has been assigned an EMPL ID, the Disability Coordinator can assign the student a pre-admission accommodation type. The business process may vary across CUNY campuses.

Step Summary

The Accommodation Request can be found by navigating to: Campus Community > Personal Information > Disability > Disability

To Enter/Update Student Disability Data:

1. Run a Search/Match for existing name and address in CUNYfirst. 2. Select the existing student record to be updated (or if not found, see pre-admit note below) 3. Enter or update the Accommodation Request (Disability Type). 4. Enter or update any Accommodation Options. 5. Enter or update the Accommodation Job Task, if applicable.




The Accommodation Data page Use this page to search for the appropriate record.

The following table describes the fields on the Accommodation Data – Find an Existing Value page of the Disability component:

Field Description

ID Search by the person’s ID number.

Campus ID Search by the person’s Campus ID number.

National ID Search by the person’s National ID number.

Last Name Search by the person’s Last Name.

First Name Search by the person’s First Name.



The Accommodation Request page Use this page to enter and track an individual's accommodation request.

The following table describes the fields on the Accommodation Request page of the Disability component:

The Accommodation Request Details group

Field Description

Accommodation ID The number of this request on the list of this individual's accommodation requests.

The system displays the next sequential number for each accommodation request that you add. The number can be changed to reorder the list of accommodation requests.

Comment Enter comments that further identify the accommodation request for this individual.

Responsible ID Enter the ID of the individual managing this request.

Pending, Accepted, or Undue Hardship Select one of these options to indicate whether the request is pending, evaluated and accepted, or evaluated and denied due to an undue hardship on the department or institution.



Field Description

Request Status Date Enter the date that the request was changed to a status of pending, accepted, or denied.

The Disability group

Regulatory Region Enter the code for the country whose regulations apply to this request.

Disability Code Enter the disability code that describes the illness or disability for which accommodations have been requested.

Description Displays the description that is associated with the diagnosis code.



The Accommodation Option page Use this page to enter and track options for an accommodations request.

The following table describes the fields on the Accommodation Option page of the Disability component:

Field Description

Option ID The system displays the number of this option request in the list of options for this accommodation request.

The system displays the next sequential number for each option that you add. You can override the number to reorder the list of options.

Employer Suggested Option Select this check box to indicate that a staff person suggested this option.

Currency Code Enter the currency in which the cost is expressed.

Type Enter the type of accommodation (from the Accommodation Type Table page) that is recommended as part of this option.



Field Description

Cost Enter the cost of this type of accommodation.

Description Enter comments to further describe or identify the item or service suggested in this option.

Accommodation Status and Status Date Enter the status of this option, (such as accepted, approved, consider, offered, or rejected), and the date of the status.

The Accommodation Job Task page Use this page to enter and track the employee location and job task that is accommodated by honoring the request.

The following table describes the fields on the Accommodation Job Task page of the Disability component:

Note: Information displayed in these fields is shared with the CUNYfirst HRMS module (Human Resources Management System).

Field Description



Field Description

Business Unit Business units are logical units that are used to track and report specific business information. CUNYfirst uses Business Unit to designate specific colleges (Queens College, Queensborough Community, etc).

Job Code In HRMS, jobs are identified jobs by job codes, referring to the specific job that a person holds.

Location Code This field is used to indicate the physical location of the person.

Job Task This field indicates any special job task required of a job, for example: fluency in American Sign Language.



Topic 5: Veterans Affairs ~ Overview Designated campus Veteran’s Affairs (VA) representatives can make updates to students’ Military Status, and employees will report their Military Status updates to their designated HR representative. A student who is also an employee will be responsible for providing the appropriate updates to both campus and HR representatives.

Campus VA representatives can manually update Military Status information, apply VA Student Groups, and apply VA Service Indicators. The Student Records, Student Financials, and Financial Aid modules are all in agreement with this process.

Veterans may be eligible for discounted and/or different fee structures within Student Financials depending on their military status. A Veteran’s Student Group will be used to capture this information.

When a student has a qualifying “Active” value for Military Status, a Veteran’s Service Indicator will be applied to that student.

The following information relates to CUNY policies and procedures for Veteran Students. Students Called to Active Duty A student who is called to active duty in the armed forces of the United States after having attended regularly thirteen or more weeks or having completed eighty-five percent of the term's work through

acceleration may be given full credit for each course in which he or she has a grade of C or better. The final grade in each course credited in accordance with the foregoing provision shall be the grade at the time of his or her leaving for military service. The appropriate committee or other designated authority shall be empowered to grant the remaining number of credits required for graduation to a member of the graduating class who lacks not more than twelve credits in elective courses to complete the requirements for the degree and who is called to active duty in the armed forces of the United States. Such credit may, however, be denied to a student who, under existing regulations, has received credit for uncompleted courses. It shall be University policy for colleges to encourage students who enter military service to maintain their status as students by availing themselves of such opportunities as may be offered them (by the colleges, by other accredited colleges, and/or by service agencies) to continue their studies while in the armed forces.

Admissions and Readmission

The colleges should accept every veteran who applies and qualifies for admission. A veteran presenting fourteen of the sixteen units required for admission who is deficient in not more than three of the prescribed units, provided he or she is otherwise qualified, may be admitted and may receive credit towards his or her degree for the work he or she takes in college to satisfy his or her entrance conditions. Veterans, whose secondary school preparation has been inadequate in terms of scholarship, entrance units, or both, should be considered for admission as non-matriculated students and should be matriculated subsequently, if the record of achievement in the college justifies such action. Readmission with a probationary or non-matriculate program should be granted to the veteran who was a former student with an unsatisfactory scholastic record.

Evaluating Criteria

College credits may be allowed up to a maximum of eighteen in specific subject matter areas for the satisfactory completion of USAFI courses. Furthermore, efforts should be made to set up facilities in



the colleges to test competence and allow credit therefore when requested by those students who have not had an opportunity to submit to the USAFI examinations. Credit for educational experiences in the armed forces may be evaluated in terms of the degree toward which the veteran is working, and may be awarded for courses offered in the curriculum of any accredited college as well as areas that might be considered part of a potential curriculum of an accredited college. The stated course requirements for the degree may be modified in the case of the veteran. Such adjustments should be made in consideration of the special justification in the individual case and without weakening the essential import of the degree or certification for which the veteran is a candidate. A maximum allowance of twelve credits for military experience may be granted the veteran who has been in the service for six months or more, and a maximum allowance of six credits for the veteran who has been in service for more than 90 days but less than six months. The granting of this credit shall not deprive the veteran of taking the total number of credits required for his or her degree. The acceptance of credit for both educational and military experience should be permissive with the veteran.

Special Registration Procedures

The veteran who re-enters at any time during the term should be given the opportunity to audit courses without credit. Fees will be waived except for non-matriculated students. The veteran who returns after the completion of the normal registration period may be permitted to enroll without late fee for credit either in regular courses or in special tutorial courses, or a combination of both.

Admission of Veterans Matriculation Procedures

All student veterans whose high school averages qualified them to enroll as matriculated students, but who were enrolled as non-matriculated students because of their failure to meet the previous admissions application deadlines are to be fully matriculated effective.

Late Admission All veterans of the U.S. Military Service with no previous college experience will be permitted to file matriculation applications at any time prior to the date that registration is scheduled to begin and that the normal University-established dates for filing such applications shall not apply. In the event the filed application is lacking in supporting data at the time of scheduled registration, the veteran, subject to space limitation, shall be admitted as a conditional matriculant pending receipt of such supporting data, provided, however, that the veteran has presented evidence of a high school diploma or equivalent. Upon receipt of the supporting documentation to complete the application, the veteran shall be placed in full matriculation if he or she meets the admission requirements of the college or if he or she has met the college's academic standards for continued matriculation at the end of the aforementioned semester. Veterans admitted in accordance with the foregoing resolutions will forfeit their matriculated status if they should fail to provide the documentation required by the college in order to complete the admissions application or if they fail to meet the college's academic standards for continued matriculation.

Reinstatement Without Penalty



With reference to students in good standing whose enrollment is interrupted by military service or by absence from college due to refusal to serve in the armed forces, the University will continue its long-established policy of readmitting students without prejudice arising from such absence.

Graduate Work for Veterans

The following procedures are designed to assist the man or woman now in the Armed Forces who wish to commence or resume studies on the graduate level upon return to civilian life. Subject to approval of the appropriate graduate authority to be designated by the President of each college, a senior may be admitted provisionally as a graduate student, including in the program of study some courses that will count toward the Bachelor's degree and others that will count toward the Master's degree. Admission to the graduate course of study will be confirmed as soon as the Bachelor's degree is confirmed. If there is a reasonable likelihood that the requirements for the Bachelor's degree have been completed, a veteran may be permitted to commence graduate studies, pending the evaluation of work completed while in service. Subject to the approval of the appropriate graduate authority, courses prerequisite to the Master's degree may be completed through the Armed Forces Institute and the colleges cooperating with the Institute program. Likewise, appropriate work completed in a formalized educational program in the Armed Services may be used to fulfill such requirements. Corresponding courses completed through the Armed Forces Institute and in cooperating colleges may be credited toward the Master's degree up to a maximum of six credits, subject to the approval of the appropriate graduate authority. It is recognized that in some fields of study fewer than six credits will be acceptable or even that no credit will be allowed. On the basis of graduate work taken elsewhere the appropriate graduate authority may excuse the veteran from earning in residence as much as one half of the course credits required for the Master's degree. This provision is not to be construed as exempting the veteran from other requirements for the degree. A thesis or a comprehensive examination or both will be required of all candidates. The veteran who is unable to obtain a full graduate program at any one city college because of insufficient course offerings shall be permitted to round his or her program at one of the other city colleges with courses approved by his or her graduate authority.

Admission and Fees for Enlisted Military Personnel Enlisted personnel in the Armed Forces of the United States shall be admitted to courses given in the colleges provided there is a vacancy in the course desired and provided also that the applicant has completed the prerequisites for that course. The Board of Trustees shall extend to such military personnel the same privileges in respect to fees as those granted residents of the City of New York.

Fees for All Military Personnel and their Families, Stationed in New York State For the purposes of calculating tuition and fee charges, members of the Armed Services of the United States stationed in New York State, their spouses, and their dependent children, are to be considered as residents of New York State.



Topic 6: Update Military Status Information The CAS and ASTA interfaces will populate military status on the Veterans Information page. Veteran’s status will be indicated with the value “5” (veteran). If a student self-reports a change in their military status by bringing the appropriate documentation to their campus Veterans Affairs representative, manual changes must be made to the students’ record. The Veteran’s Information page will be available to coordinators and certifying officers in the Veterans’ Affairs Office. VA students who have a service related disability and are in need of accommodations or wish to have their disability on file with the college should be directed to the Disability Services Office. Disability/Accommodation pages are available exclusively to the Disability Services Office. The “Service Connected” checkbox is purely informational.

Step Summary

The Veteran’s Information page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical (Student) > Veteran Information

To update Veteran’s Information:

1. Navigate to the Veteran Information search page to locate and select the appropriate record.

2. Update military data on the Veteran Information page. 3. Click Save.




The Veteran Information page

The following table describes the fields on the Veteran Information page:

Field Description

Effective Date Date information was entered onto Veterans Information pages.

Military Status Indicates Status of Duty including:

Active Duty, Active Reserve, Inactive Reserve, Retired Military Veteran, Vet/Reservist with no GI Bill, Veteran.

Start Date Date of origin in military.

Discharge Date Date of military discharge, if applicable.

Branch of Service Includes: Air Force, Army, Coast Guard, Marines, National Guard, Navy, Reserves.

Currently Serving Indicates current serving status.

Branch Current Indicates current branch of service (same values as Branch of Service field).

Chapter Indicates relevant unit of service.



Field Description

Service Connected Informational only – indicates military related disability. Student must communicate with the Disability Services Office for information and accommodations.

Spouse/Child VA Benefit Indicates if this is a spouse/child of a Veteran receiving VA benefits.



Chapter 8 – Three C’s CUNYfirst 3Cs refers to Communications, Checklists, and Comments. The 3Cs provide a flexible way to track and analyze correspondence, lists of requirements, and notes about the students, staff, constituents, and organizations in CUNYfirst.

Please note that significant updates will be made to the 3 C’s Training Materials as CUNY continues to make decisions regarding use and management of this functionality. The following information is generic and will be revised with CUNY-specific usage at the appropriate time.

Chapter Objectives Upon completion of the Three C’s topics, learners will understand the basic functionality of the following:

assign communication to an individual

view an individual communication summary

view an individual communication detail

assign a checklist to a person

view a person’s checklist summary

view person’s checklist detail

update checklist item by item

update checklist item by person .



Topic 1: Three C’s Overview This chapter provides an overview of the 3Cs, otherwise known as: Communications, Checklists, and Comments.

Communication management includes contacts inside and outside of CUNY.

Checklist management permits the creation of requirement lists and monitoring of status.

Creating Comments enables individuals to attach remarks about individuals and organizations

Communications, checklists, and comments can be entered manually throughout CUNYfirst. CUNYfirst can also automatically add communications, add comments, and add or update checklists for individuals or organizations automatically from within your business processes through the use of events and triggers. The Population Selection process can also be used to select a specific population for the 3C engine to assign items to.

Buttons for each of the 3Cs display on many pages of the CUNYfirst pages. Use these buttons, which are displayed below in each section, to transfer directly to another page within the same administrative function to generate or review a communication, checklist, or comment regarding the individual or organization under review.

Communications

Use the Communications Management page to review or create communications for an individual or organization. Communications include letters, phone calls, meetings, emails, and faxes.

This component enables CUNY to track and analyze contacts with students, staff, constituents, and organizations inside and outside the institution, including the following:

all incoming and outgoing communications

all types of communication—letters, emails, phone calls, personal contact, facsimiles

communications generated by other offices that impact your office

all staff involved with a communication

Transfers you to the appropriate Communications Management page, where you can review or create communications for the individual or organization. Communications include letters, phone calls, meetings, emails, and faxes.

Checklists

Use the Checklists Management page to review or create checklists for an individual or organization. Checklists may be lists of steps that must be performed, a list of documents that must be provided, or communications that are planned to occur.

To create checklists, you must set up checklist items. You can assign a responsible person, a status, and a due date to each checklist item. You can then relate multiple checklist items to a specific checklist and assign a due date for the overall checklist.



Checklist items can be associated with an administrative function and used to enter items as a subset of a larger, more comprehensive checklist with its own overall due date. In addition, several checklists can be combined into one monitoring unit called a tracking group.

When a checklist item has been associated with a particular administrative function, additional checklist items can be added. When you have set up checklist function items, you can set up tracking groups.

A tracking group provides a logical connection between the checklists attached to an individual.

Transfers you to the appropriate Checklists Management page, where you can review or create checklists for the individual or organization. Checklists may be lists of steps that must be performed, or documents that must be provided, or communications that are planned to occur.

Note: The timing of the initial checklist assignment is dependent upon the mass matriculation process. Students need to be matriculated in order to have checklists assigned to their record.

Comments

As noted earlier, detailed policy and procedure information for Three Cs will be provided when CUNY finalizes decisions in this area. Comments instruction will be updated at that time.

Transfers you to the appropriate Comments page, where you can review or enter comments about the individual or organization.



Topic 2: Assign Communications to an Individual

Step Summary

The Person Communication page can be found by navigating to: Campus Community > Communications > Communications Management

To assign communications to an individual: 1. Follow the navigation above and click the Add a New Value page. 2. Enter the desired information into the ID field and click the Add button.

3. Use the Person Communication page to assign communications to individuals. Note: If a user transfers to this page by clicking the Communication button on another page, the Academic Institution, administrative function, and related data will transfer as well.


Communications can be assigned to individuals manually or through the 3C engine to automatically assign communications to individuals based on defined rules and conditions.

The form of communication can be noted (phone, letter, email, in-person meeting, etc.) If the communication is a letter or an email, the variable data and enclosures that should be included can be managed. Comments can also be entered that are or are not included in the text.



The Person Communication page



The following table describes the fields on the Person Communication page of the Communication Management component:

Field Description

Function Specify the code of the functional area that includes this communication.

Variable Data button Refresh the page, press Tab to activate the button. Click the Variable Data button to access the Variable Data page, where you can view or enter the required variable data associated with the specified function.

Academic Career Enter the desired information into the Academic Career field. Example: UGRD for Undergraduate.

Institution Specify the institution responsible for this communication. It defaults to the institution assigned to the ID, but can be modified if needed. It this example, use the default.

Comm Key Enter the name of the communication speed key that contains the communication category, communication context, method, direction, and letter code for this communication. When you select a communication speed key that is valid in your user preferences, CUNYfirst displays all the values for you. If you do not use a valid communication speed key, you must enter the category, context, method, direction, and letter code values manually. Refresh the page, press Tab, notice all the fields that were populated as a result of using this speed key.

Letter Code Defaults based on the communication speed key entered. The letter codes available are those associated with the context and function selected for this communication. If the selected letter code represents a letter that is set up to include enclosures, CUNYfirst automatically selects the Include Enclosures check box for you. You can then click the Enclosures button to review, add, or delete the set enclosures. If the letter is not set up to include enclosures, you can manually select this check box to include enclosures now, and click the Enclosures button to add the desired enclosures.

Communication Date Displays the CUNYfirst system's current date. You can override this if needed.



Field Description

Comments Enter comments to further identify or describe the communication for this individual. If comments are associated with the communication speed key, CUNYfirst automatically displays them here. You can change these comments or delete them.

Print Comment Select the Print Comment check box to print comments on the communication.

Create Joint Communication The Create Joint Communications check box is available only if the individual to whom you are assigning the communication has a relationship on the Relationships page set to allow joint communications, and if the letter code on the Standard Letters page is set to allow joint communications. When available, select this check box to address the communication jointly to this individual and the related individual identified on the Relationships page.

Communication Outcome When you run the letter generation data extract process, CUNYfirst automatically completes fields and selects check boxes in the Communication Outcome group box to indicate the outcome of the communication. If you do not use the letter generation data extract process, you must complete these fields.

Communication Completed Select the Communication Completed check box to indicate that the communication was successfully completed. For example, the communication is complete if the phone call was made or if the letter was sent. In the case of the letter generation data extract process, the communication is complete if the data was extracted according to the option selected on the run control page. If you are using a communication speed key, CUNYfirst might select this check box for you depending on information associated with that Comm Key.

Date Activity Completed Defaults to the current system date, but you can manually override this date if needed.



Field Description

Unsuccessful Outcome Selecting the Unsuccessful Outcome check box indicates that the communication was unsuccessful. For example, no one answered the phone, or the letter was returned undeliverable. In the case of the letter generation data extract process, an unsuccessful outcome means that the process was unable to successfully extract all the data for this communication. If you are using a communication speed key, CUNYfirst might select this check box for you depending on information associated with that Comm Key.

Reason The Reason field is available when the Unsuccessful Outcome check box is selected. It indicates the reason that the communication was unsuccessful. For example, if a letter that you sent was returned, you might select Returned Mail as the reason that the communication was unsuccessful. In the case of the letter generation data extract process, CUNYfirst selects Critical to indicate that the absence of critical data prevented the extract process from completing for this communication.



The Communication Recipient Data page Use the Communication Recipient Data page to view data for an additional individual recipient.



Topic 3: View an Individual Communication Summary

Step Summary

The Communication Summary page can be found by navigating to: Campus Community > Communication > Communication Summary

To view a summary of an individual’s communications: 1. Enter the desired information into the ID field. 2. Click the Search button. 3. Use the Communication Summary page to search for and review a summary of

communications to or from an individual.


Review communication information for an individual on this page. A summary of communications can be viewed, or details of the communication assignments.

A summary of communications can be retrieved for an individual to determine if a specific communication was sent, if it included enclosures, and if it was a joint communication. The 3C groups that have security access to categories of communications can be viewed as well, along with details of the communication assignments.

The Communication Summary page

The following table describes the fields on the Communication Summary page of the Communication Summary component:

Field Description



Field Description

Letter Details Use the Letter Details tab to determine supplemental information about the communication—if there were enclosures, the enclosure letter codes and descriptions; if the communication was joint, the related ID; and the category and context for the communication.

Edit Click the Edit link for any of the rows to open the communication in the Person Communication page, where it can be edited.

View Click the View link for any of the rows to open the communication in the Communication Detail page, which displays a view-only version of the same information that can be seen in the Person Communication pages.

When 3C Group Summary data is available, it can be viewed on this second tab:



Topic 4: View an Individual Communication Detail

Step Summary

The Communication Detail page can be found by navigating to: Campus Community > Communication > Communication Detail

To view the details of an individual’s communications: 1. Enter the desired information into the ID field. 2. Click the Search button. 3. Use the Communication Detail page to view details of a communication assigned to an

individual. This page is identical to the Person Communication page, except that all the fields are view-only and cannot be edited.


A communication can be opened in a view-only format to review detailed information.

The Communication Detail page



The following table describes the fields on the Communication Detail page of the Communication Summary component:

Field Description

Enclosures button If enclosures are included in this communication, you can view them by clicking the Enclosures button. Use the Communication Enclosure page to review enclosures assigned to a communication.

View Generated Communication If the communication was generated by the Communication Generation process, you can click the View Generated Communication link to launch a new window displaying the final outputs, including softcopy enclosures, generated by the Communication Generation process.



Topic 5: Assign a Checklist to a Person Checklists can be assigned to individuals or groups of individuals. For each checklist item assigned, responsible individuals can be specified. A due date for the overall checklist can be included with the same or different due dates for each item on the checklist.

In addition to assigning checklists manually, the 3C engine can to automatically assign checklists based on defined rules and conditions. The Population Selection feature or the Mass Change process can be used to select a group of IDs.

A checklist can be manually assigned to an individual using the Checklist Management pages.

Step Summary

The Checklist Management 1 and 2 pages can be found by navigating to: Campus Community > Checklists > Checklist Management - Person

To assign a checklist to a person: 1. Follow the navigation above and click the Add a New Value tab. 2. Enter the desired information into the ID field. 3. Click the Add button. 4. Use the Checklist Management 1 page to assign a checklist to an individual. Use the

Checklist Management 2 page to view or assign all or some of the checklist items to the individual and identify who is responsible for each item.


The Checklist Management 1 page



The following table describes the fields on the Checklist Management 1 page of the Person Checklists component:

Field Description

Checklist Date Time CUNYfirst populates the Checklist Date Time field with the date and time of the checklist's creation. It is set to the current system date and time.

Administrative Function Use the Administrative Function field to specify the administrative function code. The administrative function codes reside on the Administrative Functions page. You can associate checklist items with the administrative function with which an individual is associated. You can then use that function to enter checklist items as a subset of items on a larger, more comprehensive checklist with its own overall due date.

Academic Institution Specify the entity with which this individual is associated. This entity can be a university or a college that runs independently from other similar entities and has its own set of rules and business processes.

Variable Data If you refresh the page, the Variable Data button has been enabled. Use this button to access the Variable Data page, on which you can view or enter the variable data associated with the specified administrative function. If variable data is not required or allowed for the specified administrative function, this button is unavailable. In this example, this button is activated because the Admissions Application administrative function was selected. Now, enter the data associated with this function. Based on the individual and administrative function that you selected on the Checklist Management 1 page, various fields automatically appear on the Variable Data page. With this feature, PeopleSoft ensures consistency between all records within a similar functional area across the institution.

Checklist Code Use the Checklist Code field to specify the code that describes the checklist assigned to this individual. Only those checklist codes that are associated with the administrative function specified on the Checklist Item Functions page are available.



Field Description

Status In the Status field, CUNYfirst displays the status and the date when the status was updated. Valid status values are Initiated or Completed. Refresh the page to view current statuses.

The Checklist Management 2 page

The following table describes the fields on the Checklist Management 2 page of the Person Checklists component:

Field Description

Sequence The Sequence field represents the number of this

checklist item in the list of checklist items for

this individual.

CUNYfirst automatically enters the next sequential number for each checklist item that you add. You can override the number manually to reorder the list of items for this checklist.

Item Displays the code for this checklist item. The available item codes are from the Checklist Item Functions page for the administrative function selected.

Status and Status Date Display the status and status date of the checklist item. Valid statuses are: Initiated, Completed, Active, Ordered, Paid Off, Received, Notified, 2nd Notification, Returned, Waived, or Cancelled.



Field Description

Due Date Displays the overall checklist due date as the default due date for each checklist item. You can override this date, but it must be with an earlier date so that the item due date does not exceed the overall due date of the checklist.

Responsible ID Displays a default ID, which is that of the user who created the checklist on the Checklists page. You can manually override the ID to reassign responsibility to someone else in your database. CUNYfirst also displays the name of the individual with that ID.



Topic 6: View a Person Checklist Summary

Step Summary

The Person Checklist Summary can be found by navigating to: Campus Community > Checklists > Person Checklists

To view a person’s checklist summary: 1. Follow the navigation above and enter the desired information into the ID field. 2. Click the Search button. 3. Use the Checklist Summary page to view a summary of checklist item status for an

individual.


View a summary of the checklist data for an individual.

The Person Checklist Summary page

The following table describes the fields on the Person Checklist Summary page of the Person Checklists component:

Field Description

Code Item Status tab The Code Item Status tab displays information about each checklist item, such as checklist codes, description, due date, and status.



Field Description

Institution and Function Use the Institution and Function tab to determine the institution, administrative function, and checklist type associated with the checklist item. Also use it to determine the name of the person who assigned or is responsible for the checklist item.

Edit Click the Edit link for any of the rows to open the checklist in the Checklist Management 1 page, where it can be edited.

View Click the View link for any of the rows to open the checklist in the Checklist Detail 1 page, which displays a view only version of the same information that can be seen in the Checklist Management 1 page.

When Operator 3C Group information is available, data can be viewed on this tab:



Topic 7: View a Person Checklist Detail

Step Summary

The Checklist Detail 1 page can be found by navigating to: Campus Community > Checklists > Person Checklists > Person Checklist Detail

To view the details of a person’s checklist: 1. Follow the navigation above and enter the desired information into the ID field. 2. Click the Search button. 3. View the person’s checklist details on the Checklist Detail 1 and 2 pages.


View detailed checklist data for an individual. The Checklist Detail 1 and 2 pages are view-only versions of the Checklist Management 1 and 2 pages.

The Person Checklist Detail page



Topic 8: Update a Checklist Item (By Item)

Step Summary

The Item Update - by Item can be found by navigating to: Campus Community > Checklist > Item Update - by Item

To update a checklist item: 1. Follow the navigation above and click the Add a New Value tab. 2. Enter the desired information into the Checklist Item Code field. 3. Click the Add button. 4. Specify the checklist item on the Checklist > Item Update – by Item page. Use this page to

list all the individual IDs for whom you want to change the status of a specific checklist item to complete when the update process runs in the background.

5. Indicate for whom the checklist item update is for on the Process Checklists > Item Update – by Item page. Use this page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.


The status of checklist items can be viewed in many ways, including the Checklist Management pages, or the Item Update - by Item or Item Update - by Person processes. Another way to update checklists is to run the Checklist Item Update - Automated background process, which updates items across all checklists in a batch without manual intervention.

The Item Update - by Item page

The following table describes the fields on the Item Update - by Item page of the Person Checklists component:

Field Description

ID Specify the ID number of the individual who has completed the specified checklist item

The Item Update - by Item can be found by navigating to: Campus Community > Checklist > Process Checklists



The Update Checklist Item - by Item page

The following table describes the fields on the Process Checklists page of the Person Checklists component:

Field Description

Run Control ID A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, CUNYfirst does not prompt you for additional values. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the report may help you remember it for future use.

All Items By default, the All Items option is selected. It indicates that the process should update all checklist items specified on the Item Update - by Item table to a status of Complete.



Topic 9: Update a Checklist Item (By Person)

Step Summary

The Item Update – by Person page can be found by navigating to: Campus Community > Checklists > Item Update - by Person

To enter checklist item updates by person: 1. Follow the navigation above and enter the desired information into the ID field. 2. Click the Search button. 3. Use the Item Update - by Person page to manually update the status of each relevant

checklist item on a summary of checklist items for a specific ID (individual IDs only).


The status of checklist items can be viewed in many ways, including the Checklist Management pages, or the Item Update - by Item or Item Update - by Person processes. Another way to update checklists is to run the Checklist Item Update - Automated background process, which updates items across all checklists in a batch without manual intervention.

The Item Update – by Person page

The following table describes the fields on the Item Update – by Person page of the Person Checklists component:

Field Description

Item Status Set the status of the checklist item. Valid values include Initiated or Completed.



Course Summary

Upon completion of this course, learners should now be able to:

Understand the modules of Campus Solutions

Understand CUNYfirst Academic Structure

Describe the Admissions process from Application to Matriculation

Review CAS/ASTA results

Conduct search/match in CUNYfirst

Add new applications

Maintain applications

Update application status

View student data

Add non-degree applications

Readmit, Reactivate, and Reallocate students

Navigate the student services center

Update residency

Update citizenship

Manage service indicators

Manage student groups

Understand the Three C’s



Appendix: CEMLI Search - Repository The CEMLI Search is a repository of information containing reports and queries that have been developed for CUNYfirst. After entering a keyword or other search criteria, displayed is information including: •Report Description – Including the Purpose and Use of the Report •Menu Navigation •Security Role(s) needed •Notes and other information. Procedure

The CEMLI Search component can be found by navigating to: CUNY>CEMLI Search

Step Summary

To CEMLI Search:

1. Navigate to the CEMLI Search component 2. Enter search criteria and click search. 3. Click the CEMLI ID link


CEMLI Search Page

At least one search field must be populated before searching. Typically users will enter the CEMLI Name, CEMLI Type and/or Keywords to locate the desired report or query.

The following table describes the fields on the Search page of the CEMLI Search Page component:



Field Name Field Description

CEMLI Name Unique name assigned to the report or query

CEMLI Type Indicates the type of information to be searched. Options include:

ADW Reports

Conversion

Delivered

Extension

Interface

Localization

Modification

Query

Report

Pillar Indicates the Pillar the information is associated with. Options include:

Campus Solutions

Customer Relations Management

Enterprise Learning Management

Enterprise Performance Management

Financials & Supply Chain

Human Capital Management

Module Indicates the specific area within a specific pillar. For example, Student Records module exists in the Campus Solutions pillar or Workforce Administration module exists in the Human Capital Management pillar

Technical Contact Provides the name of the individual who provides technical support for the report, query, etc

Functional Contact Provides the name of the individual who provides functional support for the report, query, etc.

Support Contact Provides the name of the individual who provides training support for the report, query, etc.

Enter Keywords A word(s) that serve as a key, as to the meaning of another word



Find CEMLI Info Search Results Page

After entering search criteria and selecting the search button, the Find CEMLI Info Search Results page will display. Based on the entered criteria, the search results page will provide the expected result. In order to view the CEMLI Report information, select the CEMLI ID hyperlink.

The following table describes the fields on the Search page of the CEMLI Search Page component:

Field Name Field Description

CEMLI Id Unique identifier assigned to the report or query

CEMLI Name Unique name assigned to the report or query

CEMLI Type Indicates the type of information to be searched. Options include:

ADW Reports

Conversion

Delivered

Extension

Interface

Localization

Modification

Query

Report

Pillar Indicates the Pillar the information is associated with. Options include:

Campus Solutions

Customer Relations Management

Enterprise Learning Management

Enterprise Performance Management

Financials & Supply Chain

Human Capital Management

Module Indicates the specific area within a specific pillar. For example, Student Records module exists in the Campus Solutions pillar or Workforce Administration module exists in the Human Capital Management pillar



After selecting the CEMLI ID the View CEMLI Info Page will display for the CEMLI ID entered. This top portion page will provide a description of the CEMLI Report. The description will provide the purpose of the report and how the report should be used. This section will also provide data selection values to access the report and expected report results.

The middle portion of the View CEMLI Info Page will display information related to the Component Information, pages in the application where the report can be found and any Accessible Roles that need to be assigned to campus users to access the report.

The lower portion the View CEMLI Info Page will display Notes, Contact Info, and any Additional Info related to the report.



Appendix: Readmit Student - Scenarios In addition to the instruction provided in the Readmit section, specific scenarios regarding Readmitted students is included below.

Program Action: RADM (Readmit) GENERAL RULE: a RADM row should always follow a DISC row. If a RADM row is to be posted, a DISC row must also be present or posted.

SCENARIO (1): Same Major

Student attended/completed courses, “stepped out” (break in enrollment), and now wishes to be readmitted for a particular term, into the same plan/major.

DISC row is already posted on the student’s record (DISC row was posted via DISC CEMLI)

o Action: Insert a RADM row with a “4” Program Action Reason

If no DISC row appears on student’s record . . .

o Action: Manually ADD a DISC row (accept all defaults once row is added)

Effective date for the DISC should correspond to the Census date of the term

following the term the student was last enrolled

o THEN > also be sure to add a RADM row with a “4” Program Action Reason. Also –

be sure to update data (on the RADM row) as desired and according to various BPs

– especially the Admit and Requirement Term(s)!

Once the DISC > RADM rows exist, you may proceed to make additional changes such as a

Plan Change (PLNC, etc.)

GENERAL RULE: For every action there should be a data row.

SCENARIO (2): Different Major

Student attended/completed courses, “stepped out” (break in enrollment), and now wishes to be readmitted for a particular term, into a different plan/major (under the same UGRD Program)




o Manually ADD a DISC row (accept all defaults once row is added)





– especially the Admit and Requirement Term(s)!

Once the DISC > RADM rows exist, you may proceed to make the change to the major by

adding a PLNC row (additional changes such as a Data Changes (DATA), can also follow).



SCENARIO (3): As a Non-Degree (formerly Degree-seeking)

Student attended/completed courses, “stepped out” (break in enrollment) and now wishes to be readmitted for a particular term, as a Non-Degree Student (formerly a degree seeking/matriculated student)









– especially the requirement terms!

Once the DISC > RADM rows exist, you may proceed to make the change to the program by

adding a PRGC row (additional changes such as a Data Changes (DATA), can also follow)

with an action reason of “2”

SCENARIO (4): 2nd Degree (degree previously conferred)

Student attended/completed courses, graduated, has not attended since the degree was conferred (break in enrollment) and now wishes to be readmitted for a particular term, as a 2

nd Degree Student

COMP row is already posted on the student’s record because the degree was conferred

o Action: do not post a DISC or a RADM – student must apply

(REVK is the only row that should be placed after a COMP row - and this is extremely rare!)

o So . . .

If student is being processed via Quick Admit Process where EMPLID already exists

o THEN > be sure to ADD (see screenshot below) a NEW Program Plan Stack and

increment the Career Number by +1.

o Use ACTV as Program Action with action reason of 2 or 3

If student is being processed via the Admissions module with a new application, follow the

normal MATR processing which will create a new P/P stack when the MATR is saved.

GENERAL RULE: If a COMP is present > NEVER post a RADM row after a COMP row!

SCENARIO (5) A: For Undergraduate Non-Degree (NDEG/NDEGU Program)

Student attended/completed courses, graduated, has not attended since the degree was conferred (break in enrollment), and now wishes to be readmitted for a particular term, as a Non-Degree Student. This person is considered to be a NEW non-degree student and a new Program Plan stack needs to be created.

COMP row is already posted on the student’s record because the degree was conferred

o Action: do not post a DISC or a RADM row

o THEN > since the student does not need to apply to attend as Non-Degree, under

the same UGRD career, be sure to ADD (see screenshot below) a NEW Program

Plan Stack and increment the Career Number by +1.

o Action: use/add MATR row



SCENARIO (5) B: For Graduate Non-Degree (NDEGG Program)

COMP row is already posted on the student’s record because the degree was conferred on

UGRD career > student wants to attend as a Graduate Non-Degree

o Action: Use different career > GRAD

o Action: ADD a NEW Program Plan Stack under GRAD career and increment the

Career Number by +1.

SCENARIO (6) A: Non-Degree to Degree in subsequent term (excluding ePermit)

Student attended/completed courses as a non-degree student (such as a College Now student) and now wishes to be (re)admitted for the subsequent term as a new Degree seeking Student

Student attending as a non-degree student

o Action: use PRGC Program Action with action reason of ‘2’

NOTE: If this change occurs before the end of the currently active NDEG

term, set the effective date to a date after the end of this term.

o THEN > use the Reset checkbox to separate the Non-Degree (College Now) stats

from the degree seeking stats.

SCENARIO (6) B: Non-Degree (ePermit) to Degree in subsequent term

Student attended/completed courses as an ePermit student (Non-Degree) and now wishes to be (re)admitted for the subsequent term as a new Degree seeking Student

Student attended as a non-degree student

o Action: use PRGC Program Action with action reason of ‘3’

NOTE: If this change occurs before the end of the currently active NDEG

term, set the effective date to a date after the end of this term.

o THEN > use the Reset checkbox to separate the Non-Degree (College Now) stats

from the degree seeking stats.

SCENARIO (6) C: Non-Degree to Degree after a break in enrollment (all cases)

Student attended/completed courses as a non-degree student (such as a College Now student) and, after a break in enrollment, wishes to be (re)admitted for a particular term as a new Degree seeking Student


o Action: Insert a RADM row with an “8” Program Action Reason



o THEN > also be sure to add a RADM row with an “8” Program Action Reason. Also,

in regards to the RADM row, you should accept the defaults, and if applicable be sure

to update data (on the RADM row) as desired and according to various BPs –

especially the Admit and Requirement Term(s)!



Once the DISC > RADM rows exist, you may proceed to make the change to the program by

adding a PRGC row (additional changes such as a Data Changes (DATA), can also follow)

with an action reason of ‘2’ or ‘3’ for new freshman or transfer, respectively.

THEN > use the Reset checkbox to separate the Non-Degree stats from the degree seeking

stats.

IMPORTANT TO NOTE: If your college’s business process is to separate the stats from non-degree coursework and degree seeking courses (degree seeking student), then you must use the ‘Reset Cum Stats at Term Start’ checkbox (Records and Enrollment > Student Term Information > Term History >> Cumulative Statistics Tab). Checking the checkbox will reset (and separate) the non-degree stats (CUM GPA and CUM Stats) from the degree seeking stats, or vice versa. The transcript will also reflect that information. If your current business process is to print transcripts with ALL the courses, regardless of the fact whether or not the student is degree or non-degree, then you do not need to check the ‘Reset Cum Stats’ checkbox.

How to add a new Program Plan Stack vs. Adding a row to an existing program plan stack



Once ADD button is used – System will default try to create a new Program Plan Stack and it will default the student career number to “0”

2

nd degree (new major) - NEW career number: click the ADD button, change career # manually

from default 0 to 1; don’t use + on an existing stack which only adds a row to existing program.