SIS IMPACT SESSION - NOVEMBER 5 & 19, 2007

Campus Community

Will students be able to change their address online?

SIS saves multiple Address Types for each individual. Students can edit the Current and Permanent address types via Self Service; other Address Types can only be edited by university offices. Students will not be able to change their Billing address via Self Service.

Campus Community

In the search, can you still use last name.# to locate records?

Yes: the "Campus ID" field, which will store name.n information, will still be available for record searching.

Campus Community

I deal with a lot of people coming back for continuing education. Currently the only way I can look them up in the system is by their SSN, since their names don’t work when going back some 15 years!

Effective Dating and Search/Match will eliminate most current needs to use the student’s SSN as a unique identifier. SIS saves both past and current names in Name History, and all historical names are fully searchable. In addition, Search/Match will enable you to search for students using information such as past addresses. Finally, in some cases, SSN may still be used as a search term even though it will not be viewable in the search results.

Campus Community

What numbering scheme will be used with the new OSU ID?

Individuals with existing 8-digit IDs will keep them. Converted students will get 9-digit IDs starting with a 1 in the first digit. After conversion, new people in the system (employees, students, and applicants) will get 9-digit ID’s with 2 as the first digit. ID’s will be numbered incrementally.  The 2-digit year-of-hire prefix will no longer be used.

Campus Community

Will the HR system accommodate the new 9-digit ID scheme?

Keep in mind that HR and SIS are not separate systems: they store information in the same database. This shared system will use both 8- and 9-digit IDs going forward; this applies to both students and employees.

Campus Community

When do students get an OSU ID?

9-digit OSU IDs will be assigned as soon as a record is created for the person in the system; for students, this will be whenever Admissions first receives an application or pre-application materials.  Students will also still get a "name.n" identifier, but this will not occur until after they've been admitted.

Campus Community

Will work authorization (citizenship/visa status) still be included somewhere?

Citizenship, visa, and employment authorization information is available via the SEVIS folder within the Campus Community module.

Campus Community

What is SEVIS?

SEVIS stands for the "Student and Exchange Visitor Information System." It's part of Homeland Security, a federally-mandated program through which international students' progress is monitored.  OSU is required by law to provide information about our admitted international applicants to SEVIS.

Campus Community

Will there be a crosswalk available to map social security numbers to OSU ID during the transition period when both Legacy and SIS are live?

A crosswalk table will be available. It will be highly secure to prevent unauthorized access.

Campus Community

How will students be added to the system vs. how employees are added to the system?

Students and employees are stored in the same data tables. Students will be added via Admissions and employees via HR, but in fact these are just two different routes of adding people to the same system.

Campus Community

How will we be able to tell if a student is a dorm student?

SIS stores multiple Address Types including Current, Permanent, and Residence Hall (among others). You should be able to ascertain whether a student lives in a dorm by checking whether their Residence Hall address type is populated.

Campus Community

How will it be possible to look up student addresses?

Peoplesoft allows different address types including Home, Billing, Student Housing, and others; these are searchable. For security reasons, the Student Housing address type stores only the residence hall name and not the student’s room number.

Campus Community

Places to put students’ cell phone numbers as well as home is a need

SIS can store multiple Phone Types per student. Phone Types include Current, Home, Cellular, and others.

Campus Community

I have questions about the "Student Service Indicators," specifically the "Negative" and "Positive" service indicators. Will there be a spot somewhere to indicate who put the Negative service indicator up (i.e., was it placed there by Transportation and Parking to indicate an unpaid parking ticket? Or by the Library to indicate a fine?

You will be able to see who placed the hold and the reason for the hold.  If you click on the negative service indicator (red circle with a slash through it), you will see the type of the negative service indicator.  If you click on the detail tab, you will see who placed the service indicator and more information about it.

Campus Community

The Relationships component was used as an example. How will Relationships actually be used in the system?

We chose the Relationships component to depict a typical component with pages and data entry fields. Relationships enables the system to store other individuals who are not students or employees and tie them to students. One use of Relationships, as described in the SF/SFA presentation, will be with PLUS loans. For this loan program, parents’ information will be captured and then tied back to the student via Relationships.

Campus Community

Will Regional Campuses continue to be exempt from Health Insurance?

Regional students will continue to be exempt from Student Health Insurance. No insurance policy changes are expected to result from the SIS implementation; functionality is being built to accommodate existing policy.

Campus Community

What about health insurance (non-waiving) issues. Will this new system have a different process of waiving insurance? Our office deals with non-traditional students (about 1800/year) and this insurance issue.

Insurance election will no longer be part of the registration process. Instead, students will be prompted to elect insurance via their To Do lists and email communications. Both of these will direct students to a Student Health Insurance component, where they can elect or waive coverage. The SIS health insurance process will include logic that distinguishes and provides appropriate options for full-time, part-time, international, regional, and Continuing Education students.

Campus Community

Will the Admissions activities – checklists, communications, comments – still be available after matriculation?

Yes. Only the application record is shut down at matriculation. What we're thinking of as "activities" in PeopleSoft are communications, checklists, and comments -- 3Cs functionality that's part of Campus Community.  This information can still be viewed and updated by authorized staff after matriculation.

Reporting and Data Analysis

I would like to have access to the Social Security – OSU ID crosswalk table.

Survey responses are anonymous, so we don’t have a way to identify or reply to you directly. If you manage a campus system that will require access to the OSU ID<->SSN crosswalk table, please email sis@osu.edu with your contact information and details about the system you manage.

Reporting & Data Analysis

How far back in time will the legacy Operational Data Store (ODS) information that is being converted go? (example: Course Tracking)

The current ODS will remain in production and accessible until at least Summer ’09.  Note that the ODS itself will not be converted: rather, data will be converted from legacy systems to PeopleSoft and the new ODS will be populated from PeopleSoft. Not all data will be converted from legacy systems, but the source data for Course Tracking will be.

Reporting & Data Analysis

Will the new ODS include __________ like the current one?

The structure of the ODS is still being worked out and we don’t yet have information on where specific data will be located.

Reporting & Data Analysis

There are issues/concerns with the crosswalk table containing SSN’s.

We understand and share this concern.  The table is being made available only because some critical university systems require it. It will be secure, and available only during the transition from legacy to SIS.

Training

Who will teach the faculty to do the work they will need to do?

Will staff receive any hands-on instruction at the time SIS goes live?

The SIS Change Management team will develop and deliver SIS training for both faculty and staff. As we noted during the overview presentation, hands-on training will be delivered to system users in advance of each implementation event.

Training

When in-depth training begins: will classes be specific to the areas in which we work or will everyone be in one class across the board? I find it to be more valuable to be in a class with those who do what you do and not bridge into other areas-with segregation of duties. I would think this would be the easiest way, too.

Training will be specific to work area and function.

Training

I work in a small department and I’m concerned that we will not be included in training. How will upcoming training be communicated to departments?

The project plan includes a comprehensive inventory of system users and their security roles. System users will be contacted directly by email regarding training sessions. Upcoming training will also be described in the University Community Newsletter, which is available via the SIS Project web site at http://oaa.osu.edu/sis/.

Academic Advisement

Transfer credit or late final transcripts from previous institutions were never addressed.

Late final transcripts will be processed through the Transfer Credit Office using the same business processes as currently.  The difference will be the posting location.

Academic Advisement

Will there ever be an option to create degree audits for graduate programs?

Degree audits are, and will continue to be, run using DARS.  Departments interested in discussing this further should contact the Transfer Credit Area of the Registrar’s Office.

Academic Advisement

Our students are "Non-credit". I was wondering about when that functionality will be added as you said not at "Go Live".

A date has not been set.  There are a number of functions that will be considered for future phases, of which this is one.

Academic Advisement

On new Advising Reports and transcripts, will a main GPA be included?

GPA's are planned to be by career only.

Student Records

Are exclusion clauses included in Requisite Groups?

Yes.

Student Records

Requisite question – Can it check for specific college enrollment or major enrollment (program enrollment check and plan enrollment check)?

Yes.

Student Records

Requisite question – Can system check for “less than C-” in a prereq and subsequently disenrollment for lack of prereq and notify student/advisor/dept. of same?

The system can check for a “Less than XX” criteria to prevent enrollment into a course.  A box can be checked so if the student is currently enrolled in a course, the “in progress” course will be excluded from being checked.  Additionally, if the student receives a lower than acceptable grade in a requisite course, there is no automatic disenrollment or notification.

Student Records

Will the transcript show the specialization?

Yes.

Student Records

I have view-only access to see student contact information and to verify passing grades in certain courses (i.e., Chem 685) as a requirement to use our lab.  Will access to PS remain the same for light system users like me?

Security will control view and maintenance capabilities.  The Applications and Operations Teams are working together to set up security permissions and roles that mirror our current functionality as closely as possible. Adjustments can be made if there is a need not accounted for in the initial security settings.

Student Records

As a course coordinator, as well as lecturer, will I still be able to view post grades etc. to each section/class even if I am not the assigned lecturer? Also will I be able to download en-mass (do w/access query now) all rosters from all classes of my courses?

The ability to view/modify class and grade rosters will be controlled by the security assigned to various roles. If a staff member is has an authorized need to have access to rosters that can be accommodated.

Real-time rosters can be downloaded by class.  Bulk rosters downloads can be accommodated using the new ODS with day old data (as is currently done).

Student Records

Faculty who currently use Carmen to post grades: how will they do this in the future?  Will they continue to use Carmen, and then will there be communication between Carmen and PeopleSoft? Or will they need to learn a new system?

The Applications Team is working with the Carmen staff to provide a method to upload grades to PeopleSoft.

Student Records

In the new system, will every student (except non-degree or those with an undeclared major) automatically be assigned a degree level and estimated graduation date?

Students will not be automatically assigned a degree level.  An estimated graduation term will be listed.

Student Records

Waitlist question – With elimination of waitlist, how will students get priority for a course (BUSFIN 640) that only has 5 seats for majors? This is a major concern for actuarial science majors and other non major users of BUS courses.

Limits on enrollment are set at the class level. Reserve capacities can be set to designate some portion of enrollment for specific populations of students.

Student Records

Here’s a hypothetical waitlist situation: There are 2+ sections of a course.  There are seats in one section and not the other.  The student prefers the section with no seats but enrolls in the section with seats (in case they can’t get the other). Can they still add themselves to the waitlist for the other section in hopes of getting a seat there and then dropping out of the section they are in? (I am hoping not.)

Yes, students can list themselves for a waitlist even if they are enrolled in a section.  If a student indicates a "Swap" then the course they are enrolled in will be dropped when/if the waitlisted course is added.

Student Records

If students add themselves to the waitlist for more than one section, once they are placed in a section will they be removed from the waitlist for the other sections of the same course? (I’m hoping so.)

No.

Student Records

With the restructuring of the course number format, will the decimals remain?

Yes.  Only the alpha prefix changes in that it will move to a suffix (ex., H110.01 will become 110.01H).

Student Records

I understand that honors courses will now be, for example, 783H, rather than H783.  We currently have group study courses with a letter suffix, for example, 694H. How will these types of courses need to be renumbered?

Most course suffixes will become "Modes of Instruction". Historically, suffixes have been used for a variety of purposes.  In PeopleSoft, current suffix designations will be located in the field that best fits what they are.  There will be no more course suffixes as we currently utilize them.

Student Records

Will dates for course adds/drops/removal be shown on system so that we can determine how long a student was enrolled and for what number of hours.

Yes. The enrollment request audit screen will allow everything to be seen with the exception of multiple adds/drops for the exact same course.

Student Records

I submitted a card for this, but will elaborate. Will there be a history of dates that a student adds or drops classes or is disenrolled? By state law student employees are allowed to exempt from the state retirement systems when enrolled and attending classes (# hours set by OSU). If OSU allows exemption without these conditions it is liable for the cost. We need a history to prove that the student met the conditions for exemption during the time we allowed it. Contact OHR retirement if more detail is needed.

Only in the situation that a new to OSU student fails to pay would there be no record of enrollment activity. But this will be added to considerations in the cancellation process so that HR will have the data they need.

Student Records

On the “Student Self Service” page what is a “Student Wish List”?

A wish list allows students to plan and build their schedules for an upcoming term by saving selected classes to a staging area.  This is not being implemented at Go Live.

Student Records

"History" - changes will be documented - will it still be possible to track who made changes and when?  (ex., student, registrar, advisor, records manager, etc.). (i.e., will MARX RSLG function be available in PeopleSoft?

Functionality will not be the same as RSLG.  Some items will be tracked and others not.  Most changes can be audited; the SR Applications Team is still discussing with the Operations Team what items will be included. There is no tracking in Correct History mode.

Student Records

Did I understand correctly that Schedule 25 will not be retained?

Schedule 25, the algorithm that does the initial scheduling, will be retained. Resource 25, the on-line piece used after the S25 run, will not be retained and instead the delivered PeopleSoft functionality will be utilized with enhancements for room searching, event scheduling and Room Matrix.  This will include all rooms instead of just the central pool rooms.

Student Records

Are facilities on regional campuses all included in space inventory? Can you compel/force use at regional campuses by Associate Deans to create ease of use for students? Need to compel for continuity/consistency.

All facilities on regional campuses are loaded into the space inventory thus making it available for usage on regional campuses.

Student Records

You mentioned you can see an individual roster.  Is there a place where you can see a faculty roster?

The ability to view/modify class and grade rosters will be controlled by the security assigned to various roles. If a staff member is has an authorized need to have access to rosters that can be accommodated.

Student Records

Should we assume that our permissions in MARX are being carried over?

Will MARX users retain rights in the new SIS system?

We are trying to mirror the current security as much as possible by defining roles that cover specific tasks.  There are some challenges since there is field-level security in MARX and role security in PeopleSoft.  There will be time to test security accesses in training and the playground and adjustments can be made where needed.

Student Records

Will course selection pull down menus have campus choice? There were none on the example of Math 151, campus MRN.

Yes, the ability to search for courses by campus was added as it is not part of delivered PeopleSoft functionality.

Student Records

Could you please address the plan type for the licensure programs in Education? Is the CRT plan type going to be used for this purpose? If so, there would not necessarily be a degree attached (i.e., licensure-only). In some of our degree programs (U) we have majors with specializations which may or may not also offer licensure. Is CRT where licensure would be indicated?

This has not yet been determined as the Student Records Application Team is working with the College of Education to address their specific needs related to specializations and licensure.

Student Records

Multiple Section Waitlist – If a student is waitlisted for more than one section of a course and is added to a section, will their name be dropped off the waitlist for the other section(s)?

No.

Student Records

Since summer quarter is the 1st quarter of a new academic year, wouldn’t it make more sense to have Summer Qtr = 0, Autumn Qtr = 2, WI = 3, and Spring = 4?

The database requires that term values ascend by the calendar year. If SU = 0 and SP = 4, this would put SP after SU, which would violate the database rules.

Student Records

If quarters will be called terms, what will the 1st and 2nd terms of summer quarter be called?

First Summer Session and Second Summer Session, just as now.  They both are considered sessions within the full summer term.

Student Records

What will happen when the university goes to semesters?

Although there is currently no plan to transition Ohio State to a semester system, should this occur in the future, the Academic Term numbering scheme could accommodate semesters.

Student Records

Will student rank still be kept? Will there be a rank/year in school to indicate level of progress within a degree level?

Yes, student rank will now be Academic Level.  Academic Level can be posted in 3 ways: by earned credit hours (auto generated), by number of terms completed (professional schools), manually (Graduate School).

Student Records

How are exclusion clauses worked in the system?

These will be available in PeopleSoft but are slightly more complicated to set up.

Student Records

My concern is that there will not be sufficient support when I try to download 17 rosters at once at the beginning of the quarter or load grades etc. Will someone be available to help right there on the phone?

There will be assistance available to help with the transition to the new SIS.

Student Records

I wonder how MD/PhD students will be handled -- if they will be in 2 stacks?

This would be a Graduate Career Stack with multiple rows within that stack for 2 degrees.

Student Records

For graduate students, will you have a way to track committees and pass dates for exams etc.

Yes.

Student Records

What sort of interfaces/access will individual college IT units be able to use? For example, the college of business maintains its own process for Study Abroad / Student Exchange Programs. Would it be possible to tie FCOB’s system to the central PeopleSoft setup, and what interface might developers use?

The SIS team is working with OIA’s Study Abroad office to create process for students to apply for different programs.  A PeopleSoft ODS will be available in the near future.  If you have authorized access to these tables, you will be able to download student-related data.

If you have specific questions about tying additional college office systems into SIS, please contact us at sis@osu.edu with specifics about your system, your role in managing it, and your desired outcomes from integrating the system.

Student Records / Training

How will you ensure that regional campuses have full use of the entire system and all its components—and know what they are?

1. Our campus never knew Student Analytics was implemented.

2. How and when to use non-credit courses designation (e.g. Recreation teaches Pilates – in the SIS system?)

3. Who sat on your SIS committee to represent regional campuses during planning?

1. Student Analytics is available to regional campuses as well as the Columbus Campus.  Information regarding its availability was communicated to College Administrators and was noted in several media publications, including OSU Today and On Campus.  If you are interested in getting access to Student Analytics, contact Joe Rutter at rutter.1@osu.edu.

2. If non-credit courses are listed in the Course Catalog, they will be available to the Schedule of Classes.  Courses such as CAP or CEU credit courses that are not listed in the Course Bulletin will not be listed in PeopleSoft at Go Live.  This is a possible future enhancement.

3. The Student Records Applications team worked with representatives from several colleges across Columbus Campus as well as representatives from Regional Campuses to determine the setups and processes that would best accommodate their needs while also attempting to minimize the number of system modifications needed.

Recruiting & Admissions / Student Records

What is it, exactly, that "throws a student over" to Student Records?  Is it the acceptance fee payment?

Matriculation is the process that creates the student's enrollment record.  Unlike our current system, in which an enrollment segment is created as soon as someone's admitted, matriculation is a wholly distinct process in PeopleSoft, separate from both the final admit decision and receipt of the acceptance fee payment.

When we receive the acceptance fee payment, or notice from students not required to pay such a fee that they plan to attend, we'll set the student's status to "Intent to Matriculate," but this doesn't (yet) create the enrollment record.  Because matriculation locks the Admissions application record, we'll generally want to keep the record at the "Intent to Matriculate" stage for as long as possible, to facilitate any updates, and then run the matriculation process to pick them up and "throw them over" to Student Records.

Recruiting & Admissions / Student Records

Can you explain the timing of Matriculation?  Will you be able to see the status of the Matriculation?

When we receive the acceptance fee payment, or notice from students not required to pay such a fee that they plan to attend, we'll set the student's status to "Intent to Matriculate," but this doesn't (yet) create the enrollment record.  Because matriculation locks the Admissions application record, we'll generally want to keep the record at the "Intent to Matriculate" stage for as long as possible, to facilitate any updates, and then run the matriculation process to pick them up and "throw them over" to Student Records. Once we have reached this date, of course, we will matriculate admitted students more quickly. This status displays on both the custom Admissions Summary page and the delivered Application Program Data page.

Recruiting & Admissions / Student Records

Is the timing of matriculation able to be tailored to the needs of colleges/departments?

The timing of matriculation can vary by Career or Program.

Recruiting & Admissions / Student Records

Once a graduate student accepts admission, will s/he be matriculated immediately, or will this action be delayed until a set time prior to the quarter?

For all but a few special applicant populations (see above)—and based on timing of the upcoming admit term, matriculation will not happen immediately after a student accepts an offer of admission.  As with Undergraduate Admissions, G/P Admissions will matriculate the bulk of their applicants at a set time prior to the start of the requested quarter.

Recruiting & Admissions / Student Records

What happens for PhD students who decide to defer enrollment?  Is their admission revoked?  Where is their 45-hr credit for a completed Masters stored?

If the student wishes to defer enrollment, he or she will need to discuss this with the Graduate department office for that academic plan.  If the office is fine with the deferring of enrollment, that office will work with GP Admissions to revoke admission and update the application with a new program number.  At the appropriate time and with departmental authorization, the applicant will then be (re)matriculated with the updated application information.  The 45 hours of credit info is stored as a 3C comment which is connected to the specific application; this information is retained during an application program update.

Recruiting & Admissions

"Residence & Dining Halls" is no longer a valid name; it is now "University Housing."  On the Applicant Center page, in the top right corner under "Other Important OSU Links," is it possible to change "Residence and Dining Life" to "University Housing"?

The Applicant Center screen shot is actually just a mock-up of the finished page, which is still being developed.  When it's finished and ready for use, the content will be thoroughly reviewed and tested, and we'll take care to use current office names.

Recruiting & Admissions

Will all undergraduate scholarships be listed on the student's record, and not just the early awards?

Absolutely -- but only those early recruiting scholarship awards will be posted to the "Early Financial Aid" page.  Other scholarship awards will be posted and managed directly by staff in the Financial Aid Office, using Financial-Aid-specific pages.  Access to both the Early Financial Aid and other scholarship data pages will be governed by the Financial Aid Office.

Recruiting & Admissions

Will the undergraduate Orientation pages be able to accommodate OIA:OISS orientation requirements (and possibly ALP orientation requirements for our "non-credit" ESL program)?  That would be nice.

The custom Orientation pages are certainly flexible enough to accommodate these special populations.  We expect that the functionality will be restricted to central UA/FYE use initially, and rolled out to distributed populations who manage their own orientation programs after that.

Recruiting & Admissions

Will regional campus staff still manage the "walk-through" process?

Absolutely!  Not only will it be allowed, it will be expected that regional campus staff will perform this function.

Recruiting & Admissions

Is there some method for "walk-through" applicants to enter their own application data?

No.  There is no self-service functionality for this, and we wouldn't really want it, either.  Because the "walk-through" process immediately creates a student's enrollment record, it's very important to perform a system-wide "Search/Match" process and verify that there is no matching record already on the system prior to entering any data.

Recruiting & Admissions

What is the process for receiving transcripts and other data for "walk-through" students after they have been enrolled and are attending class?

Part of the regional campus "walk-through" process in PeopleSoft will involve creating a provisional checklist to track any outstanding transcript requirements.  Even though the Admissions application record can no longer be modified once a student has been matriculated and is attending classes, checklists will remain available for maintenance.  Transcripts can thus be received and logged much as they are today.

Recruiting & Admissions

What is the process in the new system for handling graduate deferrals?

When a graduate or professional program admits a student, then “defers” admission to another, future quarter, the application in PS will be administratively withdrawn (as a “Program Action”) and the program will work with GP Admissions staff to create a new Program Number for that Application and post an admit for the deferred quarter.  This mimics what is currently done now -- but adding a new program number for the same application, rather than creating a totally new application on the system, is something new.  GP Admissions staff will help the programs in understanding this process.

Recruiting & Admissions

Will the turn-around time for processing be quicker in the new system?

We really don't know yet exactly how long things are going to take in PeopleSoft.  We expect that some things will go much faster, because we'll be able to do them in more automated ways, but we also expect, particularly during the first year of the implementation, that some things will be slower, as we all get used to how things work.  For applicants and students, the new self-service pages should expedite things, and help them see where they are and what they need to do much more easily.

Recruiting & Admissions

Regarding the Student To Do List: will students see what is missing during the admissions process and be able to check items off their lists?

The To Do List will be available to applicants via the Applicant Center, which is a version of Student Self Service that has been customized for applicants (as described in the Admissions presentation). All Admissions requirements, both completed and outstanding, will be visible on this custom page. "To do" lists on either the delivered or the custom self-service page cannot be maintained by applicants themselves, although other information (name and some contact information) can be.

Recruiting & Admissions

The custom Admissions "Activities" page looks interesting.  Have the other modules planned to create anything like this?

No.  The other modules are not creating a custom "Activities" display for their specific communications, checklists, and comments.  The Financial Aid module does include a similar delivered page on which the Admissions page was based, but it will be available only to authorized Financial Aid users.  The system delivers summary pages for each of the 3C items individually which include search filters, allowing authorized users to view items particular to a given office.

Recruiting & Admissions

What's the difference between the special applicant populations that will be entered directly in PeopleSoft and those you'll enter in the CollegeNet page?

The special administrative-use CollegeNet page will be used to process regular applications that have been submitted on paper.  These will become part of our standard daily application upload. 

The "special populations" that will be entered directly in PeopleSoft are generally applicants which we'd like to admit and enroll in a single process: regional campus applicants during the walk-through period and CED applicants for UA/FYE; Grad Non-Degree and the Executive MBA applicants for G/P.  Their applications will be entered directly in the system so we won't have to wait for the standard data file upload, and they can progress immediately to matriculation and registration.

Recruiting & Admissions

I noticed that Honors & Scholars and Minority Affairs are involved in after-admit scholarship awards.  Will regional campuses be able to enter their own scholarships in the system as well?

We expect that recruiting scholarships will continue to be awarded as they are now, by the central UA/FYE office.  For some of the scholarships where UA/FYE is not involved in the decision making, such as the Morrill Scholarship, information has been posted on the Admissions screens for informational purposes only and we will likely continue to do so using a comment.

Recruiting & Admissions

How long will applicant data be kept (for reporting purposes)?

For reporting purposes, we will continue to create comprehensive Admissions snapshots.  As for applicant data in PeopleSoft, we will retain four terms prior to the current term.  Initially, we will maintain applicant data for past terms a little longer to help the implementation process go smoothly. Also note in PeopleSoft we will keep the application that is the basis of enrollment/tuition-paid fees for a longer time. This timing will be determined in future discussions of PeopleSoft archiving.

Recruiting & Admissions

For AME, can the list of applicants be sorted (by ethnicity, gender, residency, etc.)?  Will it be possible to export lists of applicants from AME to Excel for graduate committees to look at?

In returning basic table data for review for GPA calculation requests, users can sort by application key fields. These include residency, basic test score data, and self-reported GPA data, as in current AME pages.  There will also be the same current functionality of downloading data for whatever purpose, including special sorts by criteria such as ethnicity and gender.

Recruiting & Admissions

Can GRE percentages be added (e.g., A / A% / Q / Q% / V) for University fellowship purposes?

GRE percentages are visible on individual application action pages and are part of the online report data. These data can also be extracted for review.

Recruiting & Admissions

Can an applicant applying to the M.S. program be admitted to the Ph.D. program instead?

Yes, department program staff, once trained, will be able to change an application from an MS degree plan to a Ph.D. plan via the Program Data Page in PeopleSoft.

Recruiting & Admissions

Why will Talisma only be available for UA/FYE's use and not available for G/P units for recruitment?

Currently, only UA/FYE conducts its recruitment activities with the support of the mainframe; the project's charter is to replace existing Admissions mainframe functionality. 

Recruiting & Admissions

How are you going to match up AP/ACT/SAT/GRE scores with students and their student numbers?  What will be done when the name is the same?

A student's name is only one piece of the information we use to match up incoming data with existing records.  For each type of test, groups of criteria have been established to allow data to be matched on name, address, phone numbers, and email address.

Recruiting & Admissions

Is there or can there be a way to do bulk GPA calculation requests in the new AME?  If I have 10 GPA calculation requests, I currently have to go to 10 Action Form pages, click 10 radio buttons, click 10 "Go" buttons, and then go back to the summary of applicants.  It would be useful to have a checklist to do this in bulk.

Our goal for implementation was to meet current functionality. Currently, requests are made one at a time. Once we go live and have completed all waves of implementation, we will be able to discuss future changes to how business is conducted.

Recruiting & Admissions

Will we be able to reset the default "seat deposit" deadline for graduate/professional programs (e.g., to extend the deadline beyond the original deadline)?

Tuition deposit deadlines can be changed by working with the G/P Admissions Office,

Recruiting & Admissions

How will G/P IUTs (intra-University transfers) be handled?  Currently, they do not appear on any of our admit reports but we need to treat them as "regular" apps for reporting purposes.

We need further clarification of this question to address it—if this is your question, please contact the project team at sis@osu.edu.

Financial Aid

How will SIS work with the DFW (Development Fund Warehouse)?

The Development Fund Warehouse uses data from the legacy ODS that originated in the Student Financial Aid system SAM. Some of the data in SAM came from BARS. The DFW will need the same type of data from PeopleSoft. Some of the needed data will be available from public queries and reports created for other purposes. The technical solution that would best provide the remaining data to DFW awaits finalization of the PeopleSoft data reporting solution.

Student Financials

Will the Graduate Fee Authorizations be managed by the main HR office or will the HR staff in the department have a role in the process? What will they need to do and who will train them how to do it?

The same staff members who hire graduate associates are envisioned as the operators of the Fee Authorization data collection pages. The posting of the expenses will still be a central task with Student Financials / Student Financial Aid working with the Controllers’ Office.

Student Financials

One possible concern is with students being funded by GAs or Fellowships being disenrolled for late payment. If that should occur, how will that be dealt with?

The process of granting and posting the authorization to GAs and Fellows is being streamlined and improved so it will be easier to accomplish in a timely fashion. For an appropriately enrolled student the appointing staff member can complete the appointment and immediately view the authorization on the student account. There will be no files to send to Fees & Deposits. Students that have been appointed and have their fees authorized would not be cancelled. Those whose appointments have not been completed by the census date are expected to make other arrangements for payment.

Student Financials

Regarding the dismissal of unpaid students after the 15th day.  Our faculty often hire GRA's from other departments. Often, I receive notification late and the fee waiver is processed late.  This early dismissal process can be problematic.

A late appointment as a GA is just that, late. The student is still required to pay fees in a timely manner.

Student Financials

Sponsored international students get billed late (sponsors too). I'm concerned about "disenrollment" until then (American Language Program).

A sponsored student will be recorded as paid pending the billing of the sponsor. If the sponsor fails to pay a debt may fall on to the student later but they would not be cancelled if the sponsor authorization is in the hands of Financial Service in time.

Student Financials

I am curious about how late fee payment authorizations will affect our students.

Granting Fee Authorization will become part of the action of hiring a GA. Departments will not have to send data to Fees & Deposits as a separate action from appointing the GA in the HR system. Until a person is appointed/hired in the HR system they are not eligible for fee authorization. If there is a specific circumstance that always causes late appointments this should be brought to the SIS Student Financials / Student Financial Aid Module Team’s attention so that it can be appropriately addressed.

Student Financials

We deal with International Students, both Graduate and Undergraduates across the campus. Many students’ fees are not paid on time: some of their countries support them and they are a little slow in processing the fees.

As long as the authorizing documents or contracts are in the hands of Fees & Deposits by the census date the student would be recorded as having paid fees. Any failure on the part of the sponsor to subsequently pay the billed amounts could become the responsibility of the student.

Student Financials

How are students going to be notified they have been dropped for non-payment?

Are instructors notified? What if a student is sitting in their classes?

Student will receive a number of warnings prior to this action and will be notified after it has taken place. It is my understanding that instructors will be notified. A cancelled student is not enrolled in classes and has no right to attend them.

Student Financials

Will graduate students have the option to have their money go straight to Buck ID when they sign up as a student employee?

That is a HR-Payroll question but I do not believe there are any plans to make such a change.

Student Financials

Where on the Summary page does it say if the student's fees have been paid?

There will not be a single field that will show paid fee status as the current summary screen in the legacy system does. People viewing the new Summary page can see if the person viewed is a current student or has a current financial record -- but this does not capture the tuition payment itself.  Student Records is developing a custom page that will show fee payment information, and once this is developed, we may be able to provide a link on the Admissions Summary page.

Student Financials

My interaction will be mainly how SIS interacts with the GL. I attended to see if there would be any information. My two areas of concern are Employee and Dependent tuition and the subsidy for Graduate Assistants who have Student (or University) medical insurance.

There will be direct connections between GL Journal ID and Journal Line and the individual transactions. You will be able to connect a GL entry to the individual student transactions that caused it.