SR preview sessions

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The Training Team is offering Student Records Training Preview sessions across campus in October. In these sessions, we will demonstrate some new functionality such as the Advisor and Faculty Center, and discuss training requirements and resources. Stay tuned for more information on the specific dates and times.

A list of collegiate staff who should be contacted to update a student's 2nd major that is outside the student's college of enrollment can be found on the Training Team's website. Key Contacts, please take a moment to review the list to ensure your college's contact information is current. Email with any updates to this list.

Program/Plan Update Cheat Sheet

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The PeopleSoft Program/Plan page is, in some regards, the "heart" of a student's PeopleSoft record. This is because the data contained there affects many aspects of students' academic lives, from the ability to register to financial aid eligibility. Thus, it is critical to enter data on the Program/Plan page correctly. The Program/Plan Update Cheat Sheet provides a quick 'what-to-do' reference when updating the Program, Plan, and Sub-Plan tabs to help ensure you get it right. This job aid, along with all of our training manuals and quick step guides, can be found on the Training Team's manuals webpage.

Do you add or change majors and minors, otherwise known as academic plans, in the Program/Plan pages? The "Plan Sequence" number, found on the academic plan page of the program plan component, plays an important role in the student record.

This number begins with a plan sequence of 1 and increments by tens (e.g., 1 to 11, to 21) each time a plan change row is added. This numbering convention allows you to change the order of the academic plans if needed. The lowest plan sequence number is identified by Student Financial Aid as the "primary" academic plan and the one that is looked at when awarding Financial Aid. This number also determines the print order of the academic plans with the primary plan/lowest number appearing first on the transcript.

What does this mean for you? When making a plan change or adding an additional major or minor, always make sure that the primary plan is degree seeking so students will receive their financial aid.

Updated PCAS Manual Online

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PCAS editors may find it helpful to have the PCAS manual at their fingertips next time they are submitting a program proposal or update. The manual provides information on system navigation, step-by-step instructions, and helpful hints to make the process go smoothly. This manual was recently updated to include additional graduate program-specific information.

The PCAS manual, along with all of our training manuals and quick step guides, can be found on the training team's manuals webpage.

Have you ever tried to display the record of a student in the Program Plan page only to be greeted with the message of "No matching values were found"? After checking the obvious such as spelling, ID number, and that search criteria from a previous search has been removed, you may want to check a couple of other things that could be causing you this problem.

Has the student been matriculated? Remember, it is not enough for an incoming student to be in an admitted status; the student must be matriculated to appear in Program Plan. To see if the student has been matriculated, check the Application Summary page. This page displays the last row entered for the admission and it should be "Matriculation" for the student to be visible in Program Plan.

If the student has been matriculated, it could be a security access issue. Access is generally assigned to users based on their home campus and career, so if you work across two or more careers, such as graduate and undergraduate, your access may need to be adjusted to see all you need. If you suspect this is the case, contact Student Records Help at or 5-2803.

The Student work stream has released its latest sneak peek. This video explains the "auto enroll" feature of the new waitlist process resulting from PeopleSoft upgrade through ESUP. Auto enroll will allow the system to automatically select and enroll students at the top of a waitlist on a space-available basis. Watch to learn more.

For more information about the new waitlist process, see What's Changing for waitlist.

This is a one-year temporary position to develop, deliver and improve training on PeopleSoft student records, Astra Schedule, and various applications for the University community. Additional responsibilities include, but are not limited to:

  • Work in partnership with Academic Support Resources (ASR) units and business analysts to ensure functions meet business needs, and stay current with modifications and patches.

  • Serve as the helpdesk expert on PeopleSoft student records, Astra Schedule, and ASR developed applications and processes.

  • Provide second tier PeopleSoft student records technical support for staff working in ASR, other Student Administration units, including system campus staff.

  • Work with student records Key Contacts to identify needs of end users.

If you know of anyone who may be interested, please urge them to apply via the University employment website. More information can be found here.

Annual SA Key Contact Update

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Over the last two weeks, the Student Administration/SA Key Contacts were asked to review and update their college and departmental listings - and we've had a 75% response rate! Up-to-date information is vital, as the SA Key Contact listings are used as the focal point for distributing training news and material to our college and departmental users and for verifying Access Request Forms (ARF's). SA Key Contacts will also play a key role in the upcoming 9.0 upgrade, so ensuring this information is current will aid that process.

The SR Training and Support Team is grateful for your great participation in this update!

Student Data Inquiry
Available any time via online training through ULearn

Student Data Update
Available any time via online training through ULearn

Program/Plan Process
Thursday, July 24, 10 a.m.-12 noon
Wednesday, August 27, 10 a.m.-12 noon

Thursday, July 17, 10 a.m.-12 noon
Wednesday, August 13, 10 a.m.-12 noon

Electronic Course Scheduling (ECS)
Wednesday, July 9, 9 a.m.-12 noon
Wednesday, August 6, 9 a.m.-12 noon

For a complete list of upcoming SR trainings and opportunities, and to register for upcoming sessions, please visit ULearn off the UMN Employee Self-Service page.