Prospect/Person
Data Entry- Minimum Field Requirements
When entering prospect/person data into PS, please complete as
many of the following fields as possible. This will greatly reduce
the number of duplicate records that are being created in PS and
reduce the number of records that are being suspended by electronic
loads (ApplyYourself electronic application loads).
Please include whenever possible: Full Name, Address, date of
birth, gender and Social Security Number.
There will be times when you are not able to collect all of this
information and still need to load a prospect into the system
- that is understandable and expected - however your assistance
whenever possible with including all information is appreciated.
Entering an Application,
changing to Admit Status, Matriculating an Applicant after the
start of a term
When an applicant is entered into the database after the first
day of a term, it is necessary to back-date that application before
the start of a term. The application information, admit status
and matriculation must occur before the first day of a term.
Additional note: If you are entering an application and admitting/matriculating
them at the same time, please remember to enter the application
on the Application Entry Panel and then save. Exit the application
entry panel and go to the Application Maintenance panel before
adding the admit rows. You may complete dual actions on the same
day, but verify that the sequence number following the effective
data on the panel is increased for each action on the same day.
Dematriculation and Deactivation of Student Records
In the event that a newly matriculated student notifies the admissions office that they will not attend Duke, the student needs to be dematriculated. The admissions office should forward the student’s name and emplid to Kathleen Walchle or Satina Bass in the SISS Office. Kathleen or Satina will dematriculate the student; this will remove the student’s student program/plan record and term activation and make their application editable. A new program action row of ADRV (admissions revocation) will be added to the application program page; this row will be grey-ed out and cannot be removed. The admissions office should delete the MATR (matriculation) program action row and insert a new program action row with the appropriate final program action (e.g., DEFR, WAPP, etc.).
In the event that a student arrives on campus, attends classes, and then notifies the school (admissions or the registrar) that they have decided not to continue, the school registrar should process an electronic attrition notice. The attrition is processed by the Office of the University Bursar and the Office of the University Registrar and results in a withdrawal program action on the program/plan record and cancellation from the term. The application data remains unchanged. However, if the student leaves before the end of the drop-add period, the school may decide to do a dematriculation instead of a withdrawal.
Inactivating Student's
Record
At times it is necessary to inactivate a person's record. This
process may be needed when a duplicate EmplID is created or when
a person is no longer a prospect for a particular school/program.
Before completing this process, first verify that you are the
only Career for the person - If they are active in another career
then contact the other career before inactivating the record.
To make inactive:
- On the Bio/Demo data panel, type the word 'Inactive' at the
beginning of the last name.
- Delete all personal identifying information: Social Security
Number, birthday, ethnic group, email address, etc.
- On the Addresses panel, delete address and phone number information
and make address status to inactive on latest address type row.
- Press the Save button.
Note: A process is being created to regularly remove these
individuals from the database.
Entering and Tracking
Deceased Relationships
For those schools entering or tracking relationship data of incoming
students, deceased relationships should be maintained by checking
the 'relation deceased' button on the 'Relation Demographics and
Residency' panel.. The navigation for finding this panel is:
Go | Develop Enrollment | Process Applications | Use | Relationships
| Demographics and Residency sub-panel.
Please change your data entry processes and reports to reflect
this change. The words deceased should not be placed in the person's
name nor in other data entry fields.
International/Visa Data
- Admissions Office Responsibilities
For admissions office, only specified citizenship data should
be entered into PeopleSoft. All other data must be left blank
and will be entered as appropriate by the International Office.
- Data Entry:
Citizenship Status - one of three (3) options should be selected:
- U.S. Citizen - person carries a U.S. passport. Dual
citizenship can be possible, but for Duke's purposes, we need
to record them as a U.S. Citizen.
- Alien Perm - this applies to a person reporting s/he
is a "Lawful Permanent Resident" or a "Green
Card holder." These person still hold passports from
a foreign country and are not eligible to apply for citizenship
until they have held this status for 5 years. Do not record
as "Alien Perm" anyone who is in the lawful permanent
resident application process, for this still is a temporary
immigration status.
- Alien Temp - this is everyone else, in any visa category,
other than U.S. citizens or permanent residents.
For both "Alien Perm" and "Alien Temp,"
click on the magnifying glass to the right of "Citizenship
Status" and record the country of citizenship.
- Notification
- U.S. Citizen - no additional action needed.
- Alien Perm - Once admitted, these individuals should
receive written notification from the respective admissions
office stating they must check-in at the International Office
upon arriving on campus. This information may be a separate
letter or be included in other communications to the student.
- Alien Temp - Follow process as outlined determined
directly by the International Office. Contact the International
Office for more information.
