iPOS in PeopleSoftiPOS in PeopleSoft

Department TrainingDepartment Training

AgendaAgenda

• New vocabularyNew vocabulary

• iPOS FlowiPOS Flow

• Basic ProceduresBasic Procedures

• Special CasesSpecial Cases

• ResourcesResources

New VocabularyNew Vocabulary

• program of studyprogram of study

• advisorsadvisors

• chairschairs

• subplanssubplans

• etc. etc.

iPOS Flow (ideal case)iPOS Flow (ideal case)

• Student starts iPOSStudent starts iPOS• Student IDs AdvisorStudent IDs Advisor• Student submits iPOSStudent submits iPOS• Academic unit views and approvesAcademic unit views and approves• Committee is formedCommittee is formed• Academic unit views and approves committeeAcademic unit views and approves committee• If petitions are formed, academic unit views If petitions are formed, academic unit views

and approvesand approves• graduationgraduation

Basic ProceduresBasic Procedures

• Searching for Work (used to be Manage Searching for Work (used to be Manage Inbox)Inbox)

• View POSView POS

• View CommitteeView Committee

• View Petitions View Petitions

• Approve POSApprove POS

• Route POS back to studentRoute POS back to student

• Changing Plans Changing Plans

Searching for Work Searching for Work (used to be Manage Inbox)(used to be Manage Inbox)

Searching for Work – NavigationSearching for Work – Navigation

ASU Customizations > ASU Academic AdvisingASU Customizations > ASU Academic Advising

New Search ScreensNew Search Screens

Manage Student Search:Manage Student Search:• New Inbox for departmentsNew Inbox for departments• Search active students, students with petitions, course changes, Search active students, students with petitions, course changes,

and committee changesand committee changes• Search for POS that are pending the Academic UnitSearch for POS that are pending the Academic Unit

New Search ScreensNew Search Screens

Program of Study IntroProgram of Study Intro• EditEdit the Program of Study once it has the Program of Study once it has

been initiated by a studentbeen initiated by a studentProgram of StudyProgram of Study• View the Program of Study once it has View the Program of Study once it has

been initiated by a studentbeen initiated by a studentPOS Quick SearchPOS Quick Search• Search for the Student Information page Search for the Student Information page

based on ID or Program/Planbased on ID or Program/Plan

New Search ScreensNew Search Screens POS Quick Search POS Quick Search

To Process iPOS from your Inbox:To Process iPOS from your Inbox:ASU Customizations => ASU Academic ASU Customizations => ASU Academic

Advising => Manage Student SearchAdvising => Manage Student Search

To Search for Students with iPOS pending in your To Search for Students with iPOS pending in your department:department:1. Fill out the Academic Org2. Click in the Program of Study Box3. Select a Status of “Pending in AU”

4. The Results will look like:4. The Results will look like:

5. Clicking the Detail link for any of the 5. Clicking the Detail link for any of the students will open the SAS Admin students will open the SAS Admin pages for that student:pages for that student:

5. SAS Admin pages for that student:5. SAS Admin pages for that student:

6. The Approval/History/POS Notes tab:6. The Approval/History/POS Notes tab:

7.7. This is where you will approve the Program of This is where you will approve the Program of Study. Study.

8.8. To View the Program of Study click the iPOS link.To View the Program of Study click the iPOS link.

iPOS pageiPOS page

To Approve the Program of StudyTo Approve the Program of Study1.1. View the Program of Study through the iPOS link.View the Program of Study through the iPOS link.2.2. Open the Details Tab for a studentOpen the Details Tab for a student3.3. Go to the Approval/History/POS Notes tabGo to the Approval/History/POS Notes tab4.4. List any Comments in the Comments BoxList any Comments in the Comments Box5.5. Click the box verifying the Head of the Academic Unit has approved Click the box verifying the Head of the Academic Unit has approved 6.6. Click ApproveClick Approve

To Return to the Student:To Return to the Student:1.1. View the Program of Study through the iPOS link.View the Program of Study through the iPOS link.2.2. Open the Details Tab for a studentOpen the Details Tab for a student3.3. Go to the Approval/History/POS Notes tabGo to the Approval/History/POS Notes tab4.4. Click Reject to StudentClick Reject to Student

5.5. You can email directions to the student by You can email directions to the student by scrolling to the bottom of the screen:scrolling to the bottom of the screen:

To View a Program of Study Returned to the To View a Program of Study Returned to the Academic Unit:Academic Unit:

6.6. Open the Details Tab for a studentOpen the Details Tab for a student7.7. Go to the Approval/History/POS Notes tabGo to the Approval/History/POS Notes tab8.8. The Approval Page will show this:The Approval Page will show this:

9.9. The Approval History shows the sequence of The Approval History shows the sequence of events and the return to the Academic Unit along events and the return to the Academic Unit along with the Comment entered by the Graduation with the Comment entered by the Graduation Office. Office.

An Approved Program of StudyAn Approved Program of Study• An Approved program of Study looks like this:An Approved program of Study looks like this:

An Approved Program of StudyAn Approved Program of Study• An Approved program of Study looks like this:An Approved program of Study looks like this:

An Approved Program of StudyAn Approved Program of Study• An Approved program of Study looks like this:An Approved program of Study looks like this:

To Process Petitions/Committee Change To Process Petitions/Committee Change Requests/Course ChangesRequests/Course Changes

1.1. Fill in the Academic OrgFill in the Academic Org2.2. Click on the appropriate boxClick on the appropriate box

3.3. You will approve these in the same You will approve these in the same manner as the Program of Studymanner as the Program of Study

To Search for All Active Students:To Search for All Active Students:1.1. Fill in Academic OrgFill in Academic Org

• This search will allow you to see the Admit term for all Active students, as well as who has and has not filed a POS

• Any changes made to a newly admitted student will appear on the search results

2.2. The Results:The Results:

The entire list can be sorted based on a column heading, simply click on “Last Name” to list the results in alphabetical order based on last name, etc.The entire list can be sorted based on a column heading, simply click on “Last Name” to list the results in alphabetical order based on last name, etc.

3.3. To better organize these results and to limit the To better organize these results and to limit the results use additional criteria on the Manage results use additional criteria on the Manage Student Search page. Student Search page.

• Use the Program of Study drop down to search for Use the Program of Study drop down to search for various phases of Approved POSvarious phases of Approved POS

• Use the Req Term Range to look for students that Use the Req Term Range to look for students that applied to various termsapplied to various terms

• Use the Plan to look at just one plan at a timeUse the Plan to look at just one plan at a time

To Search for just one student:To Search for just one student:

1.1. Enter the EMPL ID of the student:Enter the EMPL ID of the student:

2.2. Click Search:Click Search:

To Quickly view a Program of Study:To Quickly view a Program of Study:1.1. ASU Customizations => ASU Academic Advising => ASU Customizations => ASU Academic Advising =>

Program of StudyProgram of Study

To Quickly view SAS Admin Pages:To Quickly view SAS Admin Pages:1.1. ASU Customizations => ASU Academic Advising ASU Customizations => ASU Academic Advising

=> POS Quick Search=> POS Quick Search2.2. With a Submitted POS:With a Submitted POS:

3.3. Without a Submitted POS: Without a Submitted POS:

Special CasesSpecial Cases

Special CasesSpecial Cases

• View POS as the studentView POS as the student

• What to do if it is routed back to themWhat to do if it is routed back to them

• What if they don’t Id their committeeWhat if they don’t Id their committee

• What if today’s May 1, and I want to What if today’s May 1, and I want to graduate in May? graduate in May?

• What notifications are available. What notifications are available.

• Look for students w/o POSs. (use Look for students w/o POSs. (use search)search)

Special Cases Special Cases cont’d.cont’d.

• If you’re admitted to fall 07 and you are If you’re admitted to fall 07 and you are differed – admissions doesn’t see it. differed – admissions doesn’t see it.

• How to find students once you’ve How to find students once you’ve deferred them deferred them

• What happens if they request a plan What happens if they request a plan change at different parts in the process? change at different parts in the process?

• What’s the difference btwn Dual What’s the difference btwn Dual Degrees vs. an admissions mistake (an Degrees vs. an admissions mistake (an erroneous double plan) erroneous double plan)

Interactive Program of StudyInteractive Program of StudyStudent ViewStudent View

To Access the Program of Study log into To Access the Program of Study log into ASU Interactive atASU Interactive atwww.asu.eduwww.asu.edu/interactive/interactive

TipsTips

• If you are in a PhD and have an earned If you are in a PhD and have an earned Master’s degree, make sure you see the Master’s degree, make sure you see the Previous Degree link. If you do not Previous Degree link. If you do not contact Graduate Admissions.contact Graduate Admissions.

TipsTips

• If you are having difficulty submitting If you are having difficulty submitting your Program of Study your department your Program of Study your department may not have cleared the Provisions may not have cleared the Provisions from your Admission. Have your from your Admission. Have your department contact Graduate department contact Graduate AdmissionsAdmissions

InstructionsInstructions• Click the iPOS linkClick the iPOS link• The first page that will open is the welcome page. On this The first page that will open is the welcome page. On this

page you will select the degree you will be filing your page you will select the degree you will be filing your Program of Study for:Program of Study for:

If your degree program has different options to fulfill to If your degree program has different options to fulfill to complete the requirements toward the degree you will complete the requirements toward the degree you will select the appropriate requirements for your degree select the appropriate requirements for your degree on the second page:on the second page:

Next, select courses that you have already Next, select courses that you have already completed at ASU by clicking the “Select completed at ASU by clicking the “Select courses from my transcript” linkcourses from my transcript” link

The courses page looks like this:The courses page looks like this:

You can select individual courses, or select all of them. You can select individual courses, or select all of them. Save and Continue to move forwardSave and Continue to move forwardYou will then select future coursesYou will then select future courses

Select the Campus, Subject are and RangeSelect the Campus, Subject are and RangeSelect Courses off the list, Click Add CoursesSelect Courses off the list, Click Add Courses

Finalize your future coursesFinalize your future courses

Select the Term, Year and Credit Hours for coursesSelect the Term, Year and Credit Hours for coursesYou can always cancel the course add by clicking the boxYou can always cancel the course add by clicking the box

When you have finished, Click save and continueWhen you have finished, Click save and continue

Confirm the addition of the courses listedConfirm the addition of the courses listedSave and ContinueSave and Continue

You will now be shown a list of all classes that You will now be shown a list of all classes that will count on your Program of Study:will count on your Program of Study:

You can Delete courses that you do not want included.You can Delete courses that you do not want included.You can click ‘Select courses from my transcript’ to add completed You can click ‘Select courses from my transcript’ to add completed

coursescoursesYou can click ‘Select future courses’ to add additional future You can click ‘Select future courses’ to add additional future

coursescourses

Once satisfied click Save and Continue.Once satisfied click Save and Continue.

You will now be asked to list any Transfer courses you You will now be asked to list any Transfer courses you would like to include on your Program of Study.would like to include on your Program of Study.

If you are in a PhD program and plan to use the blanket If you are in a PhD program and plan to use the blanket 30 credit hours from an earned Master’s do NOT list 30 credit hours from an earned Master’s do NOT list them on this link. You should see a Previous Degree them on this link. You should see a Previous Degree link on your menu bar. If you do not see the link link on your menu bar. If you do not see the link contact Graduate Admissions.contact Graduate Admissions.

If you are not transferring courses select NoIf you are not transferring courses select No

Click Save and ContinueClick Save and Continue

If you are transferring courses select yesIf you are transferring courses select yes

A new screen will appearA new screen will appear

Select past and future courses to list as Transfer Hours Select past and future courses to list as Transfer Hours here. here.

Save and Continue when finishedSave and Continue when finished

Next Select your Program of Study AdvisorNext Select your Program of Study Advisor

After Typing in the name, click searchAfter Typing in the name, click search

Click Select by the appropriate Advisor name Click Select by the appropriate Advisor name

The Advisor will then appear on the screenThe Advisor will then appear on the screenYou will only select ONE Advisor You will only select ONE Advisor

When you have completed this step you have filled out When you have completed this step you have filled out the Program of Study. It will now edit all your data to the Program of Study. It will now edit all your data to ensure you have fulfilled the Requirements of the ensure you have fulfilled the Requirements of the degree program. degree program.

The Summary page will tell you if your Program The Summary page will tell you if your Program of Study is not ready to Submitof Study is not ready to Submit

It will also show if it is ready to submitIt will also show if it is ready to submit

If your Program of Study is not ready to submit click on If your Program of Study is not ready to submit click on the Red bar and complete the necessary petitions to the Red bar and complete the necessary petitions to make your Program of Study complete. make your Program of Study complete.

Check the box and the petition space will appear.Check the box and the petition space will appear.Hit save when you have entered all your reasons.Hit save when you have entered all your reasons.You will then be eligible to Submit your POS. You will then be eligible to Submit your POS.

Resources Resources

• Online committee formOnline committee form

• Online petition form Online petition form

• What is available to your students What is available to your students (places that you can direct them)(places that you can direct them)

• Who to go to for what (Grad IT, etc.)Who to go to for what (Grad IT, etc.)

• Applying for IPOS accessApplying for IPOS access