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CUNYfirst

Campus Solutions Campus Community 201

Quick Reference Guide

CUNYfirst Campus Solutions – Campus Community 001 Quick-Reference Guide


Table of Contents

Table of Contents ..................................................................................................................................................... 1

Campus Community: Student Services Center ..................................................................................................................... 4

Student Services Center: Student Center Tab ...................................................................................................................... 5

Student Services Center: General Info Tab ........................................................................................................................... 7

Student Services Center: Admissions Tab ............................................................................................................................ 8

Student Services Center: Transfer Credit Tab ....................................................................................................................... 9

Student Services Center: Academics Tab ........................................................................................................................... 10

Student Services Center: Finances Tab .............................................................................................................................. 11

Search/Match ...................................................................................................................................................................... 12

Add a Person ...................................................................................................................................................................... 14

Update a Person ................................................................................................................................................................. 15

Update Names – Add New Name Type............................................................................................................................... 16

Update Names – Edit Current Name ................................................................................................................................... 17

Update Address - Add New Address Type ......................................................................................................................... 18

Update Address – Edit Current Address.............................................................................................................................. 19

Update Contact Information (Phone/Email) ......................................................................................................................... 20

Entering Ethnicity Information ............................................................................................................................................. 21

Entering Emergency Contacts ............................................................................................................................................. 22

Entering External System ID ............................................................................................................................................... 23

Entering Residency Data .................................................................................................................................................... 24

Entering Citizenship Data .................................................................................................................................................... 26

Entering Visa Permit Data ................................................................................................................................................... 27


Last Updated: 11/4/2011 Campus Community 001 Quick-Reference Guide 2

Student’s Athletic Participation ............................................................................................................................................ 29

Entering Relationships ........................................................................................................................................................ 30

Decedent Data .................................................................................................................................................................... 31

Manually Assign a Service Indicator .................................................................................................................................... 32

Manually Release a Service Indicator ................................................................................................................................. 34

Edit Service Indicator .......................................................................................................................................................... 35

Service Indicator Audit ........................................................................................................................................................ 36

Mass Assign Service Indicator ............................................................................................................................................ 37

Mass Release Service Indicators to Student ....................................................................................................................... 40

Add Student to Student Group ............................................................................................................................................ 42

Inactivate Student in Student Group .................................................................................................................................... 44

View Students in a Student Group ...................................................................................................................................... 45

Process Student Groups in Batch ....................................................................................................................................... 46

Create Student Groups ....................................................................................................................................................... 48

Entering FERPA Information ............................................................................................................................................... 49

Using FERPA Quick Entry .................................................................................................................................................. 50

Review FERPA Display ....................................................................................................................................................... 51

Assign Communication to an Individual ............................................................................................................................... 52

View an Individual Communication Summary ..................................................................................................................... 53

View and Individual Communication Detail .......................................................................................................................... 54

Assign a Checklist to a Person ............................................................................................................................................ 55

View a Person Checklist Summary ..................................................................................................................................... 56

View a Person Checklist Detail ........................................................................................................................................... 57

Update a Checklist Item (By Item) ....................................................................................................................................... 58



Update a Checklist Item (By Person) .................................................................................................................................. 59

Please note that additional training materials exist for Health, Veteran’s and Disability Services: CS-CC-202 Special Student Services.



Campus Community: Student Services Center Campus Community is the core of CUNYfirst Campus Solutions. It provides a pathway to access of data that is shared by offices across the campus. CUNYfirst allows administrators to view student information from the student’s point of view by navigating to Student Services Center. 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 an administrative 'dashboard', a single point of entry to view a wide range of student data. The Student Services Center is a collection of components:

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

General Info - Campus Community data and student groups

Admissions - Current status and program

Academics - Academic Program, Term, Enrollment data

Transfer Credit - Transfer course, test credit and other credit

Finances - Student Billing/Account & Financial Aid information



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 Action

1. Navigate to: Campus Community > Student Services Center

2. Enter appropriate search criteria. i.e.: Empl ID; National ID; or Last Name & First Name

3. Click the Search button.

4. View the student center tab that displays their Academics, Personal Information, Holds, To Do List, Enrollment Dates, and Advisor.

Search for Classes: This takes you to a class search page, where you can search the class schedule for classes or browse the catalog. 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: Displays (if assigned) student’s assigned advisor(s). In addition, you can click on “details” where you can find link(s) to advisor(s) email information.

5. In the Academics section are My Class Schedule displays current term classes in any career, Shopping Cart temporarily save classes until that term’s enrollment period, and My Planner links.

6. In the Academics section:

Clicking on will take you to a weekly view of the class schedule.

Clicking on My Class Schedule will take you to another view of the student's schedule that includes more information than displays in This Week's Schedule.

Clicking on My Planner will take you to a view of the student’s Planner. Student's use the planner to list classes of interest until it is time to enroll for a particular term.



7. In the Academics section, click the other academic dropdown box icon and then click

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

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

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

Transfer Credit: Report information: This report shows the classes that the student has been given credit for because of previous class work in other institutions and tests. You can see this same information from the Transfer Credit tab.

To view the selected information, click the Go icon.

8. Finances section gives 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 link allows for viewing of all activity for students. Financial Aid link allows you to view student’s current financial aid as well as any prior year financial aid they have received. Once you click on the aid year student’s financial aid is displayed by the year then by each term. In the Finances section, click the other financials… dropdown and then click

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.

9. 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 which may include addresses, phone numbers and email addresses.

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

10. End of Procedure.



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 Action




4. Click the general info tab.

5. 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 displaying is his/her current status (active/inactive) in the student group along with the date related to the status.

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.

6. Click preferred links to view those summary details.




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

Step Action




4. Click the admissions tab.

5. 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.

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

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.




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

Step Action




4. Click the Transfer Credit tab.

5. 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 and a summary of the credit transferred from that institution 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: 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 Action




4. Click the academics tab.

5. 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 (meaning that they are 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.




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 Action




4. Click the finances tab.

5. 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.




Search/Match Search/Match is the process of searching CUNYfirst Student Administration for an existing student record. It is the required first step in Adding an Application and/or Adding a Person. Search/Match identifies pre-existing records and prevents creation of duplicate student records. The decentralized direct admit processing requires individual institutions to conduct search/match for students applying directly to their institution. The business process for creating an application or student record begins with manually running a Search/Match prior to entering any information for a potential student.

1. Navigate to Campus Community > Personal Information > Search/Match.

2. Select Person for the Search Type. Note: The Search Type Applicant is used for Human Resources purposes.

3. Select the appropriate Search Parameter. Ex: Admissions uses PSCS_ADMISSIONS.

4. Click Search to access the Search Criteria Page.

5. Select a Search Result Code. This code dictates the criteria regarding how to display the results of this search. Ex: Admissions uses PSCS_ADM_RESULT.

6. Enter Search Criteria in select Search Fields. (Enter First and Last Name for this exercise). Note that you must tab out of the last field you enter in order to access the Search button.

7. Click Search to access results of a match or potential match.

8. If a potential match is not found, a message will appear with this information. The new applicant can be added to CUNYfirst.

9. Note: If a potential match is found, 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.

10. If the record exists, click the Carry ID button to automatically carry the ID forward to the following CUNYfirst pages in order to review or update the record. If the record does not exist, the person does not currently exist in CUNYfirst.

11. Click the Results 2 tab, the Additional Information tab, and the Details link for more information about a particular record. The Details link will open a new window to the Biographical Details page of the Add/Update Person component.



12. If a record is found for the applicant, updates must be made through the Maintain Applications component. If it is not a potential match, a new record can be created through the Add Application component or the Add/Update Person component.

13. End of Procedure



Add a Person To create a record quickly without adding an application, use the Add a Person component. A Search/Match MUST be performed before adding any person to CUNYfirst.

1. Navigate to: Campus Community > Personal Information (Student) > Add/Update a Person.

2. Click the Add a New Value tab.

3. Retain the default ID NEW and click Add.

4. In the Person Information section of the Biographical Details Page, add: Name, DOB (no slashes: mmddyyyy)

5. In the Biographical History section of the Biographical Details Page, add: Effective Date, Gender

6. In the National ID section of the Biographical Details Page, add \: National ID (Social Security number – no hyphens)

7. In the Contact Information section of the Biographical Details Page, add: Address. Address defaults to HOME. Dropdown includes HOME, MAILING, BILLING, PERMANENT. CAS/ASTA populates four (4) address types: HOME, MAILING, BILLING, PERMANENT. To be consistent with CAS/ASTA, the same four (4) address types should be populated. You must click the Edit Address link to perform this activity.

8. In the Contact Information section of the Biographical Details Page, add: Phone and Email.

9. On the Biographical Details Page, click the Citizenship link to add citizenship country and status information. Click OK to return to the Student Record.

10. On the Biographical Details Page, click the Visa/Permit link to add more detailed information for International Students. Click OK to return to the Student Record.

11. Click the Regional Tab.

12. On the Regional Page enter information regarding ethnic group and military status. If the Hispanic/Latino checkbox is checked, click on Ethnic Group dropdown menu to select appropriate group.

13. End of procedure.



Update a Person Student data can be changed through a variety of Campus Community navigations, including the Add/Update a Person component. In addition to this component specific data elements often have their own unique navigation, such as Names and Addresses which are reviewed in subsequent step sheets.

1. Navigate to Campus Community > Personal Information (Student) > Add/Update a Person.

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

3. To Change Name data, click the Names link at the top of the record. For detailed information, refer to the Update Names step sheets.

4. To change data in the Biographical History section of the Bio/Demo page, click the Add a New Row icon and enter data in the new fields.

5. To change data in the National ID section, use the (-) or Add button to delete or add data.

6. In the Address section, click View All to view all address information prior to adding new address data. Use the Address link or click on the Address tab to add new data. For detailed information, refer to the Update Address step sheets.

7. Use the Phone and Email Add button to update contact data.

8. Use the Visa/Permit and Citizenship links to update related data.

9. To update data on the Regional page, click the Regional tab. The Regional tab includes fields related to Ethnicity, Military History, and Disability. Always click the Add a New Row icon to add new data.

10. Click Save.




Update Names – Add New Name Type These instructions are to add a new Name Type, which uses the Add/Change a Name area.

1. Campus Community > Personal Information (Student) > Biographical Information (Student) > Names.


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

4. Enter the name information.

5. Click Submit.

6. Review the new name type which now appears in the Current Name section.

7. Click Save.




Update Names – Edit Current Name These instructions are for changing an existing Name Type and preserving history of the original name.

1. Campus Community > Personal Information (Student) > Biographical Information (Student) > Names.


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

4. Click the Add a New Row Icon.

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

6. Enter new name information.

7. Click OK.

8. Review new name information in the area correctly associated with the new effective date.

9. Click OK. The new name has been saved along with history of the previous name.

10. Click Save.



Update Address - Add New Address Type These instructions are to add a new Address Type, which uses the Add Address Type area.

1. Campus Community > Personal Information (Student) > Biographical Information (Student) >Addresses/Phones > Address


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

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

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

6. Click OK.

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

8. Click Submit.

9. Note the new address type now exists in the Current Address section.

10. Click Save.




Update Address – Edit Current Address These instructions are to change an existing Address and preserve history of the original address.

1. Campus Community > Personal Information (Student) > Biographical Information (Student) >Addresses/Phones > Address .


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

4. Click the Add a New Row icon.

5. Click the Update Addresses link.

6. Enter changes to address and click OK.

7. Review the new address information associated with the new effective date.

8. Click OK.

9. Click Save.




Update Contact Information (Phone/Email) These instructions are to add or update phone and email information.

1. Navigate to: Campus Community > Personal Information (Student) > Add/Update a Person.


3. To change data for Phone, click the Delete a Row icon to eliminate incorrect/outdated data. Click the Add button to enter the new data.

4. Select a Phone Type and enter the new phone number. Select Preferred for the phone entry preferred by the student.

5. To change data for Email, click the Delete a Row icon to eliminate incorrect/outdated data. Click the Add button to enter the new data.

6. Select an Email Type and enter the new email address. Select Preferred for the email entry preferred by the student.

7. Click Save.




Entering Ethnicity Information 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.

1. Navigate to Campus Community > Personal Information (Student) >Biographical (Student) > Personal Attributes > Ethnicity.

2. Enter search criteria and click Search.

3. If multiple results are returned, select the appropriate record.

4. If the student is Hispanic or Latino, click the associated checkbox.

5. If the Hispanic or Latino checkbox has been checked, select a value from the Ethnic Group menu.

6. If a record already exists in the Ethnicity Region and new information must be entered, click the (+) Add button in the Visa/Permit Data section to create an additional record and follow the steps below. To delete existing ethnicity information (in case of error), click the (-) button.

7. Select values for Regulatory Region and Ethnic Group.

8. Select the Primary and IPEDS checkbox if relevant.

9. Enter Percentage Data (%), if available.

10. Click Save.




Entering Emergency Contacts Campuses can enter the names, addresses, and telephone numbers of people to contact when an individual has an emergency situation.

1. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Relationships > Emergency Contacts.

2. Enter Search Criteria and Click Search.


4. If contact information exists, click the Add a New Row icon to enter new data.

5. Enter information for Contact Name.

6. Select a value from the Relationship drop-down menu.

7. Use address, phone and primary contact checkbox, if relevant. When these boxes are checked, the address and phone information will appear in the Contact Address box and the Individual’s Phone box.

8. Use the Edit Address link to enter a different address for this contact.

9. Enter information in the Phone and Extension fields.

10. Click Save.




Entering External System ID Campuses can enter and track IDs from external systems and correlate them to individuals or organizations in CUNYfirst.

1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > External System ID.

2. Enter Search Criteria, click the Include History checkbox, and click Search.


4. If External System ID information exists, click the Add a New Row icon to enter new data.

5. Select a value from the External System pull-down menu.

6. Enter the appropriate Effective Date and External System ID in the External System Details section.

7. Note that new rows of information can be added for new External Systems and also for additional External System Details (date/ID) within the same External System.

8. Click Save.




Entering Residency Data Official residency should be entered and maintained through the Residency Data component. Note that the Term Activation process is dependent upon updated residency information.

1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > Residency Data.



4. If Residency information exists, click the Add a New Row icon to enter new data.

5. Use the Residency Official 1 page to enter official residency data for an individual.

6. Enter the Institution value

7. Enter the Effective Term value.

8. From the Residency drop-down list, select the rule that describes the individual's residency status.

9. In the Residency Date field, enter the date that the individual established or reported the residency.

10. This selection will populate into the tabs below, including Admissions, Fin Aid Federal Residency, Fin Aid State Residency, Tuition. Each of these fields can be changed, when circumstances warrant a different value selection.

11. Click the Residency Official 2 tab. Use the Residency Official 2 page to enter additional official residency data for an individual.

12. Enter location information in fields for District, City, Country, State, and Postal.

13. If desired, 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.

14. Enter the Effective Date value

15. Enter the value Appeal Status value

16. Enter any relevant comments in the Comment area.

17. Residency Self-Report is not being used by CUNY at this time.

18. Click the Save button.



Entering Citizenship Data 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.

1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Citizenship and Passport.

2. Enter Search Criteria and click Search. If multiple results are returned, select the appropriate record.

3. Select the USA value for Country.

4. Select the appropriate Citizenship Status for the student’s American Citizenship.

5. If desired, click the (+) Add button to select an additional Country.

6. Once the country is selected, the available Citizenship status choice is Self-Reported. Regardless of the student’s relationship with this additional country, this is the only choice that should be selected at this time.

7. The Passport Information section is not being used at this time.





Entering Visa Permit Data CUNYfirst tracks 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.

1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Visa Permit Data

2. Enter Search Criteria and click Search. If multiple results are returned, select the appropriate record.

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. Enter the Country

5. Enter the value for the Type field by data sheet.

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 data into the Effective Date field

8. Enter data into the Number field

9. Enter data into the Status field

10. Enter data into the Status Date field

11. Enter data into the Issue Date field

12. Enter data into the Duration field

13. Enter data into the Duration Type field

14. Enter data into the Date of Entry into Country field

15. Enter data into the Expiration Date field

16. Enter data into the Issue Authority field

17. Enter data into the Issue Place field

18. Enter data into the Document ID field

19. Enter data into the Request Date field

20. Enter data into the Date Received field



21. Click Save button.

22. Click on the Port of Entry Data Tab.

23. 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.

24. Enter data into the Date of Entry field

25. Enter data into the I-94 Admission Number field

26. Enter data into the DoS Post field

27. Enter data into the Port of Entry field

28. Enter data into the Immigration Status field

29. Enter any relevant Remarks





Student’s Athletic Participation Campuses can record student’s athletic activities, though placement in the correct athletic Student Group is a separate task.

1. Navigate to: Campus Community > Personal Information (Student) > Participation Data (Student) > Athletic Participation.



4. If Athletic information exists, click the Add a New Row icon to enter new data.

5. Select the value in Sport dropdown field.

6. Enter the value in Effective Date field.

7. Select the value in Athletic Participation dropdown field

8. Check/ Uncheck the Current Participation box.

9. Check/ Uncheck the NCAA Eligible box.

10. Enter any relevant notes in the Comments field.

11. To add more athletic participation data, click on the Add a New Row (+) icon.

12. Click Save.




Entering Relationships If desired, campuses can use CUNYfirst functionality to enter and maintain relationships.

1. Navigate to: Campus Community > Personal Information (Student) > Biographical Information (Student) > Relationships.


3. Select the appropriate ID and click Add.

4. On the Relationships page, specify the Effective Date, Status, Related ID, and Relationship. If the related person's record is not in CUNYfirst, the bio/demographic data should be added in the Relationship grid. If the related person's data is in CUNYfirst, the person’s data will be displayed upon entry of the ID.

5. Click on the Biographical Details link to access the Biographical Details page, on which you can view or update the related person's biographical data.

6. Click on the Communication Recipients button to access the Communication Recipient page, on which you can specify the communications for which a copy should also be sent to the related person.

7. Click on the Joint Communication Management button to access the Joint Communication Management page, on which you can create or dissolve joint communications for these two individuals.

8. On the Relationship Address page, verify address and email address for the Related ID and Primary ID. To add or edit address/email information, click the associated links which will open a new window to the Address/Email pages.

9. On the Relationship Detail page, enter Relation Demographics and Residency information.

10. If the related person is employed by an organization whose record is stored in your database, you can include that organization's ID number in the External Org ID field. The system will automatically display the name of the related person's employer in the Employer field when saved. If the employer does not have an organization ID in your database, you can manually enter the employer's name in the Employer field.

11. If this related individual has an ID in your database, Click on the Biographical Details link to access the Biographical Details page, on which you can review or change additional basic data for the related ID.

12. Click on the Citizenship and Passport Data link to access the Citizenship/Passport page, on which you can review or change additional citizenship and passport data for the related ID. For related individuals without an ID in CUNYfirst, manually enter the related individual's country and citizenship status.

13. Click Save.




Decedent Data

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.

1. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Personal Attributes > Decedent Data.

2. Enter Search Criteria and click Search.


4. Enter the Date of Death value.

5. Enter the Place of Death value.

6. Enter the Death Certificate Nbr value.

7. Click on the Save button.




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 that individual’s 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 which display which service indicators and service impacts apply to the individual.

1. Navigate to Campus Community > Service Indicators (Student) > Manage Service Indicators (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. You can also search via the Student Services Center - or Campus Community > Student Services Center (Student) > General Info Tab > Edit Service Indicators. )

2. Enter Search Criteria for desired student.

3. Click Search.

4. Select value for Effect field. The default All can be retained.

5. Select the appropriate Academic Institution.

6. Click the Refresh button.

7. Click the + or the Add Service Indicator link.

8. Select the appropriate Institution.

9. Select the Service Indicator Code. The viewer will only have access to the specific service indicators associated with their security set-up.

10. Select the relevant Service Indicator Reason Code. Though there is often only one Reason Code, there are cases where more may exist.

11. Select the appropriate dates for this Service Indicator: Start Term, End Term, Start Date, End Date. A Start Term and Start Date are required. If End Term/End Date is not relevant, they can be left blank or entered at a later time.

12. The Assignment Detail section will automatically populate with the appropriate information based upon the selected Service Indicator.



13. It is not necessary to enter a Contact ID or Contact Person. The Place Person ID will automatically populate with the name and EMPL of the individual placing the Service Indicator.

14. Enter Comments, if desired.

15. Note that if there are any impacts associated with a Service Indicator, they will appear in the Services Impacted section. Users can click on the SI code to see if there is more detail regarding the impact.

16. Click the Apply button.

17. Click the OK button. When the information has been saved, the Date/Time will be recorded on the bottom of the page. The Service Indicator will take effect immediately upon saving.




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.

Though the Release button removes the indicator from the record, the history is retained and can be accessed via the Service Indicator Audit.

1. Navigate to: Campus Community > Service Indicators (Student) > Manage Service Indicators


3. Click Search.

4. Select value for Effect field, if user desires to narrow down result list.


6. Click the Refresh button. This will narrow results to selected Effect and Institution.

7. Click on the appropriate Code for the Service Indicator to be removed.

8. 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.

9. Click OK.




Edit Service Indicator Individuals can edit service indicators if given the appropriate security access. An example of a common edit would be to add a future-dated End Date to an active service indicator, rather than wait until the designated time and remove it.

1. Navigate to: Campus Community > Service Indicators (Student) > Manage Service Indicators


3. Click Search.

4. Select the Service Indicator for editing.

5. Add or update the relevant data.

6. Click OK.




Service Indicator Audit CUNYfirst maintains an audit history that indicates who applied which service indictors to which individuals, including add, change, and delete history. 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.

One key difference between Service Indicators and Student Groups is that the latter remain on the individual’s Student Group page throughout their time at CUNY. The group is simply inactivated. However, Service Indicators are removed from the record. Therefore, the Service Indicator Audit enables CUNY administrators to view the history of a student’s Service Indicators.

1. The Audit Service Indicators page can be found by navigating to: Campus Community > Service Indicators (Student) > Audit Service Indicators

2. Enter the ID or use any of the desired search criteria fields to find the appropriate person. Even as little as a student’s name will yield search results.

3. Click on the Search button. The Audit Service Indicators search results page will appear if the student has had any service indicators placed on their account. Otherwise, the following message will appear: “There are no audit records that match your criteria”.

4. Select a row. The Service Indicator Audit screen with full details on the service indicators will appear for your review. A = ADD, D = Delete. Note that edits cannot be made on this page!

5. Click on the Cancel button to return to the Audit Service Indicator inquiry search page.




Mass Assign Service Indicator Designated individuals will process mass updates (Batch Processes) for Service Indicators.

1. Navigate to Campus Community > Service Indicators (Student) > Mass Assign

2. Enter the value in Run Control ID field

3. Check the Case Sensitive check box

4. Select the Search button

5. Select the Add a New Value tab if previous step returned No matching values were found message else skip to step 8

6. Enter the value in the Run Control ID field

7. Select the Add Button

8. Select the value for field Selection Tool from the drop down

9. If Equation Engine option is selected, then the Equation Name field and the Create Equation link appear. If External File, option is selected, then the Upload File button, the File Mapping field, and the Create File Mapping link appear. If PS Query option is selected, then the Query Name field and the Launch Query Manager link appear.

10. If Equation Engine is selected above select the value Equation Name with the look-up tool

11. If External File is selected above, click the Upload File button.

12. Click the Browse button.

13. Select the file you want to import

14. Click the Upload button. The system will upload the values in the file to the temp table and you should be returned to the Mass Assign run control page. Click Delete File to delete the uploaded file from the attachment path. Click View File to view the uploaded file and verify that its contents are mapped correctly for parsing.

15. Select the File Mapping with the look-up tool



16. If PS Query is selected above, select the Query Name with the look-up tool. The Preview Selection Results link appears only if the Enable Preview Results check box is selected on the Selection Tool page for the PS Query tool.

17. Click the Preview Selection Results link. You will see the query Preview Selection Results page with the emplIDs that the query will select to process.

18. Click the Return button.

19. Select the value for field Institution from the drop down

20. Select the Service Indicator Code with the look-up tool

21. Select the Reason with the look-up tool

22. Check the Use System Date check box

23. Select the Start Term with the look-up tool

24. Select the End Term with the look-up tool

25. Enter the value in the Start Date field

26. Select the Department with the look-up tool

27. Enter the value in the Reference field

28. Enter the value in the Amount field

29. Select the Currency Code with the look-up tool

30. Select the Contact ID with the look-up tool

31. Contact Person field is driven off the value selected in the Contact ID field

32. Select the Place Person ID with the look-up tool

33. Enter the Comment field

34. Click the Save button

35. Select the Run button at top right of the screen

36. Select Process Monitor link

37. If the Run Status is Success and Distribution Status is Posted click the Details link

38. Select the View Log/Trace link which appears under the Actions section of the page



39. Click on the Name link appearing in the File List section


41. Click the OK button




Mass Release Service Indicators to Student Designated individuals will process mass updates (Batch Processes) for Service Indicators.

1. Navigate to Campus Community > Service Indicators (Student) > Mass Release

2. Enter the value in Run Control ID field

3. Check the Case Sensitive check box

4. Select the Search button

5. Select the Add a New Value tab if previous step returned No matching values were found message else skip to step 8

6. Enter the value in the Run Control ID field

7. Select the Add Button

8. Select the value for field Selection Tool from the drop down

9. If Equation Engine option is selected, then the Equation Name field and the Create Equation link appear.

10. If External File, option is selected, then the Upload File button, the File Mapping field, and the Create File Mapping link appear.

11. If PS Query option is selected, then the Query Name field and the Launch Query Manager link appear.

12. If Equation Engine is selected above select the value Equation Name with the look-up tool

13. If External File is selected above, click the Upload File button.


15. Select the file to import

16. Click the Upload button.

17. Select the File Mapping with the look-up tool

18. If PS Query is selected above, select the Query Name with the look-up tool. The Preview Selection Results link appears only if the Enable Preview Results check box is selected on the Selection Tool page for the PS Query tool.

19. Click the Preview Selection Results link.




21. Select the value for field Institution from the drop down

22. Select the Service Indicator Code with the look-up tool

23. Select the Reason with the look-up tool

24. Select the Start Term with the look-up tool

25. Select the End Term with the look-up tool

26. Enter the value in the Start Date field

27. Enter the value in the End Date field


29. Select the Run button at top right of the screen

30. Select the OK button

31. Select Process Monitor link

32. If the Run Status is Success and Distribution Status is Posted click the Details link

33. Select the View Log/Trace link which appears under the Actions section of the page

34. Click on the Name link appearing in the File List section


36. Click the OK button




Add Student to Student Group 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.

1. Navigate to the Student Groups component: Records and Enrollment > Career and Program Information > Student Groups. Please note that this information can also be accessed via the General Information tab in the Student Services Center: Campus Community > Student Services Center (Student) > General Info Tab > Edit Student Groups.

2. Enter search criteria to locate student and click Search.

3. If a student is already associated with particular student groups, they will appear on this Student Groups page. If this is the case, click the Add (+) button in the Academic Institution/Student Group pane. This is the TOP pane of the page. If the student does not have pre-assigned Student Groups, there is no need to click Add.


5. Select the appropriate Student Group. The viewer will only have access to the specific student groups associated with their security set-up.

6. Select the appropriate Effective Date for this Student Group.

7. If it is desired to set an End Date, click the Add (+) button next to the Status section to insert another row. This is the LOWER pane of the page. Use the Effective Date field to add a date in the future when the individual will no longer be in this group. (Note: This is not a requirement. Only add an end date when relevant).

8. When an end date has been added, click on the dropdown menu next to the end effective date and select Inactive.

9. Click Save.

10. End of the procedure.



Inactivate Student in Student Group Student Groups will be maintained throughout the student's tenure at the college. There may come a time when a student is no longer an active member of a group. Note that CUNYfirst will retain a record of the student’s active status in the group; we will simply add an inactive status row.

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.

1. Navigate to the Student Groups component: Records and Enrollment > Career and Program Information > Student Groups.

2. Enter search criteria to locate student, click the Include History checkbox, and click Search..

3. If a student is already associated with particular student groups, they will appear on this Student Groups page. To view all student groups, click the View All button. Be sure to select the correct Student Group to Inactivate!

4. On the LOWER PORTION of the correct Student Group page, click the Add (+) button in the Academic Institution/Student Group pane.

5. In the new lower section, select the appropriate Effective Date for this Student Group. This field will default to the current date, but it can be forward or back-dated for accurate Student Group maintenance. Remember, you are selecting the date when the individual will no longer be in this group.

6. When an end date has been added, click on the dropdown menu next to the end effective date and select Inactive.

7. Click Save.




View Students in a 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.

1. The View Student Groups by Student page can be found by navigating to: Records and Enrollment > Career and Program Information > Student Groups

2. On the View Student Groups by Student search page, enter the appropriate search criteria and 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. View Results.

7. If desired, select the Details link to view details for a specific Student Group.




Process Student Groups in Batch Designated individuals will process mass updates (Batch Processes) for Student Groups.

1. Navigate to: Records and Enrollment > Career and Program Information > Process Student Groups.

2. Enter the value Run Control ID

3. Click the Add button. Process Student Groups page is displayed.

4. Check/ Uncheck the Population Select checkbox. Field is successfully populated. If field is checked, two new fields are displayed on the page which are: Selection Tool and Query Name

5. Click the Selection Tool list, provided that the Population Select is checked.

6. Select a value from the Selection Tool list. The option selected will appear in the dropdown box. If you select Equation Engine, then the Equation Name field and the Create Equation link appear. If you chose the External File, then the Upload File button, the File Mapping field, and the Create File Mapping link appear. If the PS Query option is selected, then the Query Name field and the Launch Query Manager link appear.

7. If Equation is selected for Selection Tool, Enter the value for Equation Name

8. If External File is selected for Selection Tool, click the Upload File button.


10. Select File

11. Click the Upload button. The system will upload the values in the file to the temp table and you should be returned to the Mass Assign run control page. Two new buttons are displayed on the page: - Delete File to delete the uploaded file and View File to view the uploaded the file.

12. Enter the value for File Mapping field.

13. If PS Query is selected for Selection Tool, enter the value for Query Name. Field is successfully populated. The Query Prompts page appears, where you can view or enter prompts for the specified query. The Preview Selection Results link appears only if the Enable Preview Results check box is selected on the Selection Tool page for the PS Query tool.

14. Enter a value in Academic Institution field.



15. Enter the value in Student Group field

16. Enter the value in Effective Date field

17. Select a value in the Effective Status dropdown field.

18. Enter the Comments in the field provided.

19. Check/ Uncheck the Student Override checkbox.

20. Enter the value in EmpI ID field using with the look-up tool. This field will be displayed only when you check the Student Override checkbox above.


22. Select a value in the Effective Status dropdown field.

23. Click on + button to add another row on the page to add data for more students

24. Click on - button to delete a row on the page when you want to delete data added recently.

25. Click on Save button to save the data entered on the page. Student Groups data is saved in the system.

26. Click on Run button present on top right of the page to run the process scheduler as any other CUNYfirst scheduler process.




Create Student Groups The Student Groups functionality organizes students with a common attribute (such as disabled students, student body officers, or honor students). Though Student Groups will commonly be created centrally, please refer to your campus and/or departmental policies for the process to request creation of a new group.

1. Navigate to: Set Up SACR > Common Definitions > Student Group Table.

2. Select the Academic Institution with the look-up tool

3. Enter the value in the Student Group field

4. Enter the value in the Description field

5. Click the Search button

6. Click the Add a New Value tab

7. Enter the value in Academic Institution field

8. Enter the value in Student Group field


10. Enter the value in Status field

11. Enter the value in Description field

12. Enter the value in Short Description field





Entering FERPA Information 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.

1. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Student FERPA > FERPA.

2. Enter search criteria and click Search.

3. If no FERPA information has been created, click the FERPA checkbox. If information exists, click the Add a New Row (+) icon next to the Record (Table) Name field.

4. Select a value for the Record (table) Name. (Photo, email, name, etc.)

5. Select a value for the Field Name. (Selections dependent upon Record Name selection)

6. CUNY is not using the Restriction Exceptions at this time.

7. To enter additional field names for a Record, click the Add a New Row (+) icon associated with Field Name.

8. To enter an additional Record Name, click the Add a New Row (+) icon associated with Record (Table) Name.

9. Click Save.




Using FERPA Quick Entry

1. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Student FERPA > FERPA Quick Entry.

2. Enter search criteria and click Search. If multiple records are retrieved, select the appropriate student record.

3. Click the Restrict All Fields button to select the Restrict option for all fields in all categories on the entire page.

4. Click the Release All Restrictions button to clear the Restrict option for all fields in all categories on the entire page.

5. The Restrict All and Release All button within a category can be used to restrict or release all fields within that category.

6. If an individual row is checked, the following link appears: Release to Publication. This link brings the user to another screen which would allow exceptions for particular publications. CUNY is NOT using this functionality.

7. Click Save.




Review FERPA Display

1. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Student FERPA > Review FERPA Display.

2. Enter search criteria and click Search. If multiple records are retrieved, select the appropriate student record.

3. On the FERPA Bio Demo page, review name, DOB, relation to CUNY, and additional information.

4. On the FERPA Addresses page, review the releasable address information.

5. On the FERPA Phones page, review the releasable phone information.

6. On the FERPA Email Address page, review the releasable email information.

7. On the FERPA Activities page, review any releasable campus activities information.

8. On the FERPA Photo page, review a photo if releasable.




Assign Communication to an Individual The Communications Management page permits review or creation of communications for the 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.

Communications can be assigned to individuals manually, or via 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.

Please note that updates will be made to each area of the 3 C’s as CUNY continues to make decisions regarding use and management of this functionality.

1.

Navigate to the Person Communication page: Campus Community > Communications > Communications Management.


3. Enter the desired information into the ID field and click the Add button.

4. Use the Person Communication page to assign communications to individuals.




View an Individual Communication Summary 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.

1. The Communication Summary page can be found by navigating to: Campus Community > Communication > Communication Summary

2. Enter the desired information into the ID field.


4. Use the Communication Summary page to search for and review a summary of communications to or from an individual.




View and Individual Communication Detail A communication can be opened in a view-only format to review detailed information.

1. The Communication Detail page can be found by navigating to: Campus Community > Communication > Communication Detail



4. 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.




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.

1. The Checklist Management 1 and 2 pages can be found by navigating to: Campus Community > Checklists > Checklist Management - Person

2. Follow the navigation above and click the Add a New Value tab.


4. Click the Add button.

5. 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.




View a Person Checklist Summary View a summary of the checklist data for an individual.

1. The Person Checklist Summary can be found by navigating to: Campus Community > Checklists > Person Checklists

2. Follow the navigation above and enter the desired information into the ID field.


4. Use the Checklist Summary page to view a summary of checklist item status for an individual.




View a Person Checklist Detail 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.

1. The Checklist Detail 1 page can be found by navigating to: Campus Community > Checklists > Person Checklists > Person Checklist Detail



4. View the person’s checklist details on the Checklist Detail 1 and 2 pages.




Update a Checklist Item (By Item) 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.

1. The Item Update - by Item can be found by navigating to: Campus Community > Checklist > Item Update - by Item

2. Follow the navigation above and click the Add a New Value tab.

3. Enter the desired information into the Checklist Item Code field

4. Click the Add button.

5. 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.

6. 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.




Update a Checklist Item (By Person) 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.

1. The Item Update – by Person page can be found by navigating to: Campus Community > Checklists > Item Update - by Person



4. 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).
