PeopleSoft Training for Student Affairs

PeopleSoft/Oracle Campus Solutions

Version 9

Student Affairs General Training and

Campus Life Dean’s Office Training

Texas Christian University Technology Resources

TCU Technology Resources CS9 Student Affairs Dean’s Office i

Table of Contents Student Records – Personal, Academic and Enrollment Information ................................ 1 Privacy of Student Records - FERPA .................................................................................... 2 My Favorites in PeopleSoft CS9 .......................................................................................... 3

How to Add a Favorite .................................................................................................... 3 How to Edit your Favorites ............................................................................................. 4

Student Personal Information ............................................................................................ 5 Searching, Navigation and Terms ................................................................................... 6

Search for a Student ................................................................................................... 6 Navigation Hints .......................................................................................................... 7 Scroll Bars .................................................................................................................... 7 Page Tabs .................................................................................................................... 7 Terms .......................................................................................................................... 7

Add/Update a Person ..................................................................................................... 8 Biographical Details Page ............................................................................................ 9 Addresses Page ......................................................................................................... 11 Regional Page ............................................................................................................ 12

Electronic Addresses ..................................................................................................... 13 Phones ........................................................................................................................... 13 Emergency Contacts ..................................................................................................... 14

Emergency Contact Information Page ...................................................................... 14 Emergency Contact Other Phones ............................................................................ 14

Service Indicators .......................................................................................................... 15 Manage Service Indicator Page................................................................................. 15

Student Academic and Enrollment Information ............................................................... 17 Academic Standing ........................................................................................................ 18 Student Program/Plan .................................................................................................. 19

Student Program Page .............................................................................................. 19 Student Plan Page ..................................................................................................... 21 Student Degrees Page ............................................................................................... 22

Student Grades ............................................................................................................. 23 Term Statistics ........................................................................................................... 24

Enrollment Summary .................................................................................................... 25 Enrollment Summary Page ....................................................................................... 25 The Magnifying Glass ................................................................................................ 26 Print Study List .......................................................................................................... 27

Cumulative Statistics ..................................................................................................... 28 Student Advisor ............................................................................................................. 29 Class Roster ................................................................................................................... 30 Unofficial Transcripts .................................................................................................... 35

Set Up User Defaults ................................................................................................. 35 Unofficial Transcript Requests .................................................................................. 35

TCU Technology Resources ii CS9 Student Affairs Dean’s Office

Advising Reports ........................................................................................................... 38 Extracurricular Activity .................................................................................................. 39

Residential Services .......................................................................................................... 40 Building Roster .............................................................................................................. 40 Student Current Assignment ........................................................................................ 41 Room Assignment Current ............................................................................................ 41 Student Assignment History ......................................................................................... 42 Room Assignment History............................................................................................. 43

TCU Campus Police ........................................................................................................... 44 Permit by ID .................................................................................................................. 44 Permit by Permit Number ............................................................................................. 45 Permit by Vehicle License ............................................................................................. 45 Citation by ID ................................................................................................................. 46 Citation by Citation Number ......................................................................................... 46 Citation by Vehicle License ........................................................................................... 47 Citation by Permit ......................................................................................................... 47

Troubleshooting ................................................................................................................ 48 Clearing Temporary Internet Files ................................................................................ 48

Internet Explorer ....................................................................................................... 48 Mozilla Firefox ........................................................................................................... 48 Safari for Windows .................................................................................................... 48 Safari for Macintosh .................................................................................................. 48

TCU Technology Resources CS9 Student Affairs Dean’s Office 1

Student Records – Personal, Academic and Enrollment Information PeopleSoft Campus Solutions version 8.9 is available through the Internet. PeopleSoft is accessed through the TCU Portal at http://my.tcu.edu • To login, enter

your TCU network User name and Password.

Security note: Anytime you are logged into my.tcu.edu do not leave your session open and unattended. My.tcu.edu is used for employee self-service and contains access to your personal information. Lock your computer (Ctrl+Alt+Delete) if you need to leave temporarily. Logoff when you are through. Use the Enterprise Menu on the left side of the portal to navigate to Campus Solutions. • Under Launch TCU Systems, click the

CS9PRD link. • A new window will open. Use the menu on the left to navigate. To Sign Out click the sign out link or close the window. Remember also to close the my.tcu.edu portal window.

http://my.tcu.edu/�

TCU Technology Resources 2 CS9 Student Affairs Dean’s Office

Privacy of Student Records - FERPA Students have the right to request that records be kept private. Within PeopleSoft, a student record marked as private will be displayed with a FERPA button at the top of the window.

FERPA, or The Family Educational Rights and Privacy Act (commonly known as the Buckley Amendment) establishes a ‘right to privacy’ for student academic records. In general, the student, and only the student, can have access to the student’s academic records. University employees who have an “educational interest” may also have access. This can be frustrating for parents, but is firmly established in law. The law also establishes a small number of exceptions (response to court subpoenas in limited circumstances, for example). These exceptions are dealt with and documented by the Office of the Registrar. The law defines a set of directory information that universities may release if the student does not request otherwise. Directory information includes: • Name • Address • Telephone number • Birth date • Major • Degrees and official awards • Participation in official activities and sports • Weight and height of athletic team members. Under the law, each student may request that directory information be withheld. The university honors that request by marking the records in PeopleSoft. In recent years, many students request protection from disclosure under FERPA as a result of stalking and other criminal victimization. Students who have requested that directory information be withheld are not listed in Frog Calls, on WEB pages, or in any fashion that might become available outside direct educational interests of the university. Failure to follow FERPA may result in both institutional and individual liability. Individuals who fail to follow FERPA will be subject to discipline and possible termination.


My Favorites in PeopleSoft CS9 The My Favorites feature in CS9 allows you to bookmark pages that you use frequently. Once you add a favorite, it appears under the My Favorites folder in the left navigation menu. You can return to the page by expanding the My Favorites folder and clicking the link for the page. My Favorites are designed for those users that log in by opening the Launch TCU Systems folder on my.tcu.edu and selecting the CS9PRD link. Self-service users will not typically see My Favorites. The favorites that you setup are not stored on a specific computer but are associated with your user profile, so you can access them from other computers. How to Add a Favorite

1. Open the page that you want to designate as a favorite. 2. Click the Add to Favorites link in the page header.

The Add to Favorites page appears, with the page name as the default in the Description field. If you like, update the description for the favorite.

3. Click OK.


How to Edit your Favorites

1. Expand the My Favorites folder in the left navigation menu. 2. Click Edit Favorites.

The Edit Favorites page displays the favorites that you have selected.

3. Locate the favorite that you want to modify.

• To change the label, type a new name in the box. • To delete a favorite, click the Delete button. • To reorder favorites, type an appropriate number in the Sequence

number box.

4. Click Save.


Student Personal Information The Student Personal Information covered in this section includes: Navigation: Campus Community > Personal Information (Student)

• Biographical (Student) o Addresses/Phones

Addresses Electronic Addresses Phones

o Emergency Contacts

• Add/Update Person

• Service Indicators To access student personal information such as name, address, phone number, email address, etc. use the left navigation menu:

• Open the Campus Community folder and click on Personal Information (Student)

Notice the menu collection displayed to the right of the left navigation menu. Use the left navigation menu or the menu collection to navigate.


Searching, Navigation and Terms Searching for a student is basically the same for each of the pages covered in this documentation. Search for a Student

• EmplID: If you know the student’s ID number, enter it in the first field and press Search.

• National ID and

Campus ID are not good fields to use for a student search.

• Last Name and First Name:

o Enter in the student’s Last Name and First Name and press Search. o By default the search criteria is “begins with”. Drop the list down to

select other options. o You can search on just last name but not just first name. o You can use a % as a wild card in your search. o If your search yields more than 300 results, only the first 300 will be

displayed.

• Search Results

o If only one student matches your search the page will open with their information.

o If more than one record matches your search, a list will be displayed. Click on any field for the student you wish to select.


Navigation Hints Three buttons at the bottom of the page will help you in navigation:

• Return to Search: Click this when you are on a page and wish to return to the search results page.

• Previous in List and Next in List: When you have more than one record in your search results list you can quickly move to the previous or next in list with these buttons.

If you want to look up another student, select Return to Search, click the Clear button and enter in the new search criteria. Scroll Bars Many pages have scroll bars that allow you to look at different rows or pages of information for the student. Sometimes each row is for a different term, sometimes for a different class or different action taken. Click View All to show all the data, click the triangle buttons to scroll forward and backward, or select First or Last to go to the first or last record. Page Tabs Many components have more than one page. Click on the tab at the top of the page to move to another page or use the link at the bottom. Terms Terms are comprised of four characters Examples: 3987 = Fall 1998 3995 = Summer 1999 4073 = Spring 2007

• First character will be a 3 (for 1900’s) or a 4 (for 2000’s) • Second two characters represent the last two digits of the year (i.e., 10 for 2010) • The last character indicates the term:

3 = Spring 5 = Summer 7 = Fall


Add/Update a Person Navigation: Campus Community > Personal Information (Student) > Add/Update a Person

Add/Update a Person allows you view only access to student personal information. When you select the Add/Update a Person link a search page will be displayed. The Add/Update a Person component has three pages: Biographical Details, Addresses and Regional. Each of these pages can be accessed by clicking on the tab at the top or by selecting the link at the bottom of the page.


Biographical Details Page This page has several sections:

Top section

• Name • ID • Names link – click this to display the student’s name history, primary and

preferred names. Person Information section

• The Date of Birth will be masked for most PeopleSoft users • Birth Information link will display birth location if it has been entered in

PeopleSoft. • Campus ID field is not used.

National ID section

The National ID is the same as the social security number and will be masked for most PeopleSoft users.


Contact Information section

• Addresses

o The Addresses area under Contact Information displays some address details.

o Note that blue header above the addresses area. If a student has more than one address use the arrow button to access the other address types.

o Click the Addresses link to go to the Addresses page.

• Phone

o The Phone area displays the different types of phone numbers the student has and the preferred phone number.

o The student can maintain their phone numbers through my.tcu.edu under Student Center.

o Phone number types can include Current, Permanent, Business, Cellular, Fax, and Pager.

• Email

o The Email area displays the student’s TCU email address


Addresses Page

Edit Addresses section

• The student’s addresses are displayed. • The types of addresses include Home/Permanent, Mail/Current, Business,

Billing and TCU. The Billing address is maintained by Financial Services, the TCU address is the TCU Post Office Box. The student can update the other addresses through my.tcu.edu, under Student Center.

Add Addresses and Add Address Types (along with the instructions below) are designed for users who have the ability to add and update addresses.


Regional Page

Ethnicity section

• Ethnic Group History section

• Military Status


Electronic Addresses Navigation – Campus Community > Personal Information (Student) > Biographical (Student) > Addresses/Phones > Electronic Addresses

The student’s current TCU email address is displayed.

Phones Navigation – Campus Community > Personal Information (Student) > Biographical (Student) > Addresses/Phones > Phones

• The student’s phone numbers are displayed including the Preferred number. • The student can maintain their phone numbers through my.tcu.edu under

Student Center.

• Phone number types can include Current, Permanent, Business, Cellular, Fax, and Pager.


Emergency Contacts Navigation – Campus Community > Personal Information (Student) > Biographical (Student) > Emergency Contacts Emergency Contact Information Page

• Use the blue scroll bar buttons to view all the emergency contacts. • To add a new emergency contact, click the plus sign. • After adding or editing, click the Save button.

Emergency Contact Other Phones


Service Indicators Departments have the ability to place service indicators (holds) for students. Service indicator types vary for each department. Examples are Advising Hold, Degree Plan on File, Financial Aid Office Hold, etc. Navigation: Campus Community > Service Indicators (Student) > Manage Service Indicators Manage Service Indicator Page

• Service Indicator buttons:

1. A positive indicator is shown as a button with a red star. 2. The negative service indicator is a button with a red circle and

slash. 3. Click on the service indicator buttons to open a new window and view

details.


• To add a service indicator for a student, follow the steps below: 1. Click the Plus button 2. Fill in the information for the required fields:

o Service Indicator Code – use search button to select from list. o Service Indicator Reason Code– use search button to select from list.

3. Click the OK button to save the service indicator.

4. Click the Plus button to add another service indicator.

• To remove a service indicator for a student:

1. Select the Service Indicator you wish to remove by clicking on the Code

link

2. Click the Release button in the upper right corner of the window

3. Click the OK button to save.


Student Academic and Enrollment Information The Academic and Enrollment information covered in this section includes: Navigation: Records and Enrollment > TCU Student Records > Inquire

• Academic Standing • Student Program/Plan • Student Grades • Enrollment Summary • Cumulative Statistics • Student Advisor • Class Roster

Navigation: Records and Enrollment > Student Background Information > Extracurricular Activity

• Extracurricular Activity

Navigation: Records and Enrollment > Transcripts

• Unofficial Transcripts and Advising Reports


Academic Standing

Navigation: Records and Enrollment > TCU Student Records > Inquire > Academic

Standing Academic Career – Students may have more than one career. Use scroll bar buttons to view multiple careers. Examples of Careers: Undergraduate, Graduate, Non-Degree, Brite. Term - Use the View All link or the scroll bar buttons to select the different terms within each academic career. If the student has never had any Academic Warning or Probation the fields will be blank.

• Academic Standing Action - GOOD, WARN, PROB, SUS, CONT • Formal Description - descriptive • Internal Description - descriptive • Academic Standing Status – Good, Warning, Probation, Suspension, Continued

Suspension • Action Date – the date that the Academic Standing Action was changed


Student Program/Plan Students will have multiple Program Actions to view, beginning with Application, Admit, Matriculation, Program Change, Plan Change, through Completion of Program. Use the scroll bar buttons on the blue bar to navigate through the Programs Actions. The most recent will be the first or top-most Program Action. Navigation: Records and Enrollment > TCU Student Records > Inquire > Student Program/Plan Student Program Page

Top section – Student Information

• Name and ID • Academic Career • Student Career Nbr - Double degree seeking students will have multiple careers

Lower section – Academic Program Information

• Status - Active in Program, Discontinued, Complete • Effective Date - Effective date of Program Action, can be past or future dated. • Effective Sequence - If more than one Program Action takes place on the same

date, an effective sequence number will indicate the order in which the Program Actions occurred.


• Program Action – For new students, scroll through to see the Program Actions as the student applied, was admitted and matriculated. (Students admitted before 1999 were given a Program Action of “Activate”.) Other Program Actions:

o Program Change when a change in major has caused a change in the college

o Plan Change with a change in major within the same college. o Plan Change when adding a Minor.

• Action Reason – Some Program Actions have Action Reasons tied to them. • Action Date – The date the Program Action information was recorded. • Academic Institution – TCU01 • Academic Program – College and Career

o Career = Undergraduate, Non Degree, Graduate, Graduate Non Degree, Brite, Brite Non Degree

o Program = College and Career Program Description Program Description AS-GN A&S Graduate Non Degree FA-GR Fine Arts - Graduate AS-GR AddRan - Graduate FA-UG Fine Arts - Undergraduate AS-UG AddRan - Undergraduate FA-GN Fine Arts Graduate Non Degree BR-PR Brite Divinity School - Prof FA-NG Fine Arts Graduate Non Degree BR-PN Brite Professional Non Degree HS-UG Health & Human Science - Undergraduate BU-GR Business - Graduate HS-GR Health & Human Sciences – Graduate BU-UG Business - Undergraduate HS-GN Health & Human Sciences – Graduate Non

Degree BU-GN Business Graduate Non Degree GR-GN Graduate Non Degree CO-UG Communications - Undergraduate GR-GR Graduate School - Graduate CO-GR Communications – Graduate SE-UG Science & Engineering – Undergraduate CO-GN Communications – Graduate Non

Degree SE-GR Science & Engineering - Graduate

ED-GR Education - Graduate SE-GN Science & Engineering Non Degree ED-UG Education - Undergraduate UP-ND University Programs Non Degree ED-GN Education Graduate Non Degree

• Admit Term – Term the student was admitted • Requirement Term – Refers to the term of the Catalog the student must follow

to meet graduation requirements. • Expected Grad Term – Estimated graduation term. • Joint Prog Appr – Field currently not being used. • Dual Academic Program – Indicates program that crosses careers (i.e., three-two

program). • Admissions – Students admitted beginning in 1999 would have this information

populated. • Campus – TCU • Academic Load – Full Time or Part Time


Student Plan Page

Top section – Student Information

• Name and ID • Academic Career • Student Career Nbr - Double degree seeking students will have multiple careers

Middle section – Academic Program Information (a condensed version of what is on the Student Program page). Lower section – Academic Plan Information • Academic Plan – Indicates Major or Minor. First 4 characters indicate the major or

minor. Last characters indicate degree or minor. Example: RTVF-BS = Radio/TV/Film BS COSCMIN = Computer Science Minor

• Plan Sequence 10 = Primary Plan (or Major) 20 = Second Major 50 = Minor

• Declare Date – Effective date of declaration of Major or Minor • Requirement Term – Refers to the term of the Catalog the student must follow to

meet graduation requirements. • Advisement Status – Include.


• Degree – Type of degree awarded. • Degree Checkout Stat – Status populated if Intent to Graduate application is being

processed by the Registrar’s Office. Status types include Pending, Applied, Under Review or Awarded.

• Student Degree Nbr – Chronological number of degrees received by the student (i.e., 01 for the first degree received, 02 for the second)

• Completion Term – Term the student received degree. Note that Academic Plan information is alphabetical. Student Degrees Page

Top section – Student Information • Name and ID • Academic Career • Student Career Nbr - Double degree seeking students will have multiple careers

Middle section – Academic Program Information (a condensed version of what is on the Student Program page). Bottom Section – Degree Information • Degree Checkout Stat – Blank, Applied, Awarded • Completion Term - Term degree awarded • Degree Honors 1 and Degree Honors 2 – not populated • Degree GPA – not populated in this window


Student Grades Navigation: Records and Enrollment > TCU Student Records > Inquire > Student Grades Search and select student from the list displayed. If already accessing a student on a different page, that student’s ID number will be carried over and can be seen in the ID field. If a different student is required, delete the ID number and enter the selection criteria for the new student.

Unless a term is specified in the search dialog box, the student will have a line for each term attended displayed in the list. Click the appropriate term to view.

• Term – note that you can use the Next in List and Previous in List buttons to move

from term to term. • Career • Institution


The grades are listed in a table. The table can be sorted by clicking on the column heading. • Class Number – This is a unique PeopleSoft assigned number. Spring classes begin

with “3”, Summer begins with “5”, and Fall begins with “7”. • Subject – A four character Subject code. • Component – Type of course: Lecture, Lecture with lab, Seminar. • Catalog – Five-digit course catalog number. • Section – Three-digit number indicating the class section number. • Grade Input - Grade Input is the grade submitted by the professor. • Official Grade - Official may show Pass or Fail if the class is graded but student

elected to take Pass/Fail or Audit. • Grading Basis – Graded, P/NC, Stdnt Opt, Audit • Units Taken – Number of units. • Session – 3 Week, Eight Wk 1, 5 Week-1, 5 Week-2 and Reg • Course Description – descriptive. Term Statistics The Term Statistics window shows the GPA and Course Unit information for the current term.


Enrollment Summary Enrollment summary shows class enrollment for students. Grades are not shown on the enrollment summary window. Use View All link on blue bar to scroll through and view all classes. When searching by an individual student, classes are listed by term. Use Previous in List or Next in List buttons to scroll through the different terms. Use Return to Search button to find a different student. Navigation: Records and Enrollment > TCU Student Records > Inquire > Enrollment Summary

Enrollment Summary Page • Term – The term shown. • Career – Students may have more than one career. • Academic Level – Term Start – The academic level of the student at the beginning of

the term. • Total Term Units – The number of completed hours taken for the chosen term. • Units in Progress – Total hours in current term only. • Form of Study –Enrollment, Study Abroad, Degree Candidate • Withdrawal/Cancel • Reason – Reason for withdrawal or cancellation. • Date – Date of withdrawal or cancellation. • Class Number – A unique PeopleSoft assigned number. Spring classes begin with

“3”, Summer begins with “5”, and Fall begins with “7”. • Subject – Four character Subject code.


• Catalog – Five-digit Course Catalog number. • Session – 3 Week, Eight Wk 1, 5 Week-1, 5 Week-2 and Reg • Section – Three-digit number indicating the course section number. • Status – Enrolled, Dropped • Status/Reason – • Grading Basis – Graded, P/NC, Stdnt Opt, Audit • Units Taken • Course Description • Type of Course – i.e., Lecture, Lecture with Lab • Add Date – Date the student enrolled in the class • Drop Date – Date the student drops a class • Action Reason

What happens when a student drops a class?

Before 1st day of class The class will no longer appear on the Enrollment Summary panel

Until last day to drop Status = Dropped Withdrawn = Blank Drop Date populated

After last day to drop Status = Enrolled Withdrawn = W Drop Date populated

The Magnifying Glass Click on the magnifying glass next to a class to display the Class Details page.

Use the link (Return to Enrollment summary) located at the top or bottom of the page to return to Enrollment Summary.


Print Study List The Print Study List link will produce a report with the Student’s class schedule for that term. 1. Click Print Study List –

you will briefly see “Processing” in the right corner of the page.

2. Click Report Manager link. 3. On the Reports Administration page, click the yellow Refresh button until the Status

is displayed as “Posted”. 4. Then click the Details link.

5. The Report Detail page will open. Locate and click the PDF link for the report.


6. If you get a security message, click Yes. Adobe Acrobat Reader will open the PDF where you can view and/or print the report.

7. When you are through:

• Close the Adobe Acrobat window. • Click OK on the Report Detail page. • Then click the Go back to Enrollment Summary link.

o If you are prompted to save, click Cancel. • You will be returned to the search page for Enrollment Summary.

Cumulative Statistics Navigation: Records and Enrollment > TCU Student Records > Inquire > Cumulative Statistics

• Use the scroll bar buttons on the blue bar to move to other terms

• Reset Cum Stats at Term Start – If student has invoked the “Academic

Forgiveness Policy” this will be checked and previous term grades and hours will not be included in the GPA and hours calculation.


Student Advisor Navigation: Records and Enrollment > TCU Student Records > Inquire > Student Advisor

Top Section – Identifying Information • Name • ID • Academic Institution • Effective Date Lower Section • Advisor Role – Advisor or Committee Member • Advisor Number – Students have one advisor per major. May have an additional

advisor if necessary. • Academic Career • Academic Program • Academic Plan • Academic Advisor – Advisor’s ID number and name • Committee - Pre Med and some graduate students are advised by committee.


Class Roster Class Rosters can be generated for each Academic Organization, Subject Area or for a specific class. The report can be viewed, emailed or printed. Navigation: Records and Enrollment > TCU Student Records > Inquire > Class Roster 1. Select your Run Control ID.

• Click the Search button and select the appropriate Run Control ID.

• Or you may type the

Run Control ID in the box provided.

Only one Run Control ID is needed. If no Run Control ID exists:

• Click the Add a New Value tab. • Enter a Run Control ID that is unique (suggestion: use your username) • Click the Add button.

2. Print Class Roster page

Top Section

• Academic Institution – TCU01 • Term – input term (or use the magnifying glass to search)


Assignment Section • Session – Reg is the session type for normal Fall/Spring sessions. For a Summer

session, select the appropriate value. • Sort Options – select Name or Start Date, Name.

Select One of the Following Section

Select one of three options used to generate the class roster report: • Academic Organization – use the magnifying glass search button or enter

Academic Organization to get class rosters for every class in the organization. • Subject Area – use the magnifying glass search button or enter the Subject Area

to get class rosters for whole department.

• Class Nbr: specify class by entering the PeopleSoft assigned class number (class number can be found in Class Search) or to search for the class number: • Click the magnifying glass • Click the Advanced Lookup link • Enter in the Subject Area (if unknown, click the magnifying glass next to the

subject area field to search) and click Look Up. • The classes for the term specified earlier will be displayed. Click on the class

to select.


Students in The Report Section Check the boxes to include Enrolled Students, Dropped Students and/or Waitlisted Students if desired.

Click on the Run button in the upper right corner of the window. The Process Scheduler Request page will open.

3. Process Scheduler Request

• Web/PDF – to run the class roster to a PDF, leave the Type as Web and the Format as PDF and click OK.

• Email/CSV – to email the class roster as a CSV file which can be opened in Excel,

change the Type to Email and the Format to CSV and click OK.

o To add an Email Subject, Message Text and/or email addresses other than your own click on the Distribution link. Separate each address with a semicolon. Click OK and OK again at Process Scheduler Request page.


4. Report Manager

• To view or print the Class Roster PDF, click the Report Manager link. The Report Manager Administration page will be displayed.

• The Class Roster will be the top report listed. The status may say “Processing.”

Click the yellow Refresh button until the status says “Posted.” Sometimes it takes several Refresh clicks.

• When the status is Posted, click the Details link.

• The Report Detail page will be displayed. Locate and click the PDF link.


• If you get a security message, click Yes. Adobe Acrobat Reader will open the PDF where you can view and/or print the report.

• When you are through:

o Close the Adobe Acrobat window. o Click OK on the Report Detail page. o Then the Go back to Class Roster link.

If you are prompted to save, click Cancel.


Unofficial Transcripts Unofficial Transcripts can be run for multiple students. The transcripts are created in Adobe Acrobat format and can be viewed on screen or printed. Advising Reports are also run from the same transcript request page. Set Up User Defaults Before you run transcripts for the first time you can setup some default values to make the process easier. This only needs to be done once. Navigation: Set Up SACR > User Defaults

• Output Destination: select Page.

• Transcript Type: click the magnifying glass to see the types of transcripts you can run. Select one to be your default.

• Click Save at the bottom of the page.

Unofficial Transcript Requests Navigation: Records and Enrollment > Transcripts > Transcript Request 1. Select Add a New Value link at the

bottom of the window or choose the Add a New Value tab.

2. Request Header page

• Institution: TCU01 • Transcript Type: UNOFF

• Check the Override

Service Indicator check box.


3. Request Detail page

• Enter in the student’s ID number.

o If the ID number is unknown, click the magnifying glass to search for the student.

• If you want to run unofficial transcripts for more than one student, click the plus

sign in the right corner to add a new row for a new ID number. Click the minus sign to remove the row.

• Click the Process Request button at the top right.

4. Report Results page

Here you can view the unofficial transcript. • To print, click the Print button and then click the Report Manager link.


o Note: If more than one student transcript is requested, first go back to the Request Detail tab, then click the Print button and go to Report Manager.

5. Report Manager page

• The Unofficial Transcript will be the top report listed. The status may say

“Processing.” Click the yellow Refresh button until the status says “Posted.” Sometimes it takes several Refresh clicks.

• When the status is Posted, click the Details link. • The Report Detail page will be displayed. Locate and click the PDF link.

• If you get a security message, click Yes. Adobe Acrobat Reader will open the PDF

where you can view and/or print the report. • When you are through:

o Close the Adobe Acrobat window. o Click OK on the Report Detail page. o Then the Go back to Transcript link.

If you are prompted to save, click Cancel.


Advising Reports The process to run Advising Reports is the same as Unofficial Transcripts except on the Request Header page: Navigation: Records and Enrollment > Transcripts > Transcript Request

• Select Add a New Value link at the bottom of the window or choose the Add a New Value tab.

• Select ADVSH as the Transcript Type. • Select Analysis Database under Report Format.

Use the Unofficial Transcript directions from step 3 the remainder of the process.


Extracurricular Activity Navigation: Records and Enrollment > Student Background Information > Extracurricular Activity Extracurricular Activity Page


Residential Services The Residential Services information covered in this section includes: Navigation: Student Affairs > Residential Services > Room Assignment

• Building Roster • Student Assignment Current • Room Assignment Current • Student Assignment History • Room Assignment History

Building Roster Navigation: Student Affairs > Residential Services > Room Assignment > Building Roster

• Search by Housing Period or Building to view residents of each hall, details include ID, Preferred Name, Date of Birth, Room Number, and picture


Student Current Assignment Navigation: Student Affairs > Residential Services > Room Assignment > Student Assignment Current

• Search by student and Housing Period to view the current housing assignment.

o Note that the format

for Housing Periods differs from that used for terms. Use the magnifying glass to search.

Room Assignment Current Navigation: Student Affairs > Residential Services > Room Assignment > Room Assignment Current

• Search by Building, Room Number and Housing Period to view occupants.


Student Assignment History Navigation: Student Affairs > Residential Services > Room Assignment > Student Assignment History

• Search for student to view housing assignment history.

• Note: Use the scroll bar button on the blue bar to view different housing periods.


Room Assignment History Navigation: Student Affairs > Residential Services > Room Assignment > Room Assignment History

• Search by Building, Room Number and Housing Period to find occupants.


TCU Campus Police The TCU Campus Police information covered in this section includes: Navigation: Student Affairs > Campus Police

• Permits o Permits by ID o Permit by Permit Number o Permit by Vehicle License

• Citations o Citation by ID o Citation by Citation Number o Citations by Vehicle License o Citation by Permit

Permit by ID Navigation: Student Affairs > Campus Police > Permits > Permits by ID


Permit by Permit Number Navigation: Student Affairs > Campus Police > Permits > Permits by Permit Number

Permit by Vehicle License Navigation: Student Affairs > Campus Police > Permits > Permits by Vehicle License


Citation by ID Navigation: Student Affairs > Campus Police > Citations > Citation by ID

Citation by Citation Number Navigation: Student Affairs > Campus Police > Citations > Citation by Citation Number


Citation by Vehicle License Navigation: Student Affairs > Campus Police > Citations > Citation by Vehicle License

Citation by Permit Navigation: Student Affairs > Campus Police > Citations > Citation by Permit


Troubleshooting Clearing Temporary Internet Files Clearing cache and cookies can often fix problems you may encounter. Internet Explorer

• Select Tools, Internet Options. • On the General tab:

o Click the Delete button and in

the Browsing history section o Click the Delete Files button,

check the Delete all offline content box and click OK.

• Click OK and close all your web browser windows.

Mozilla Firefox

• Select Tools, Options. • Click Privacy on the top nav bar. • Click the link for clear your recent

history • Click OK and close all your web

browser windows. Safari for Windows

• From the menu, choose Edit, Empty Cache...

Safari for Macintosh

• From the menu, choose Safari, Empty Cache... • Click on Empty and close all your web browser windows.

Documents

PeopleSoft Training for Student Affairs