PeopleSoft Enterprise Recruiting and Admissions 9.0 PeopleBook

(NLD) Managing BPV Internship Agreements

Students pursuing vocational education receive theoretical as well as practical education. As part of their practical training students participate in internships at external organizations. These internships are known as vocational training, or BPV. The BPV agreement between the student, the external organization, and the institution is laid out in a contract which must be printed and signed by various persons.

Once you have completed setup for BPV agreements, you must define the external organizations, their locations, and contacts at the organizations.

This chapter discusses how to:

Set up BPV internship agreements.
Define BPV organization locations.
Set up BPV contracts.
Create internship contracts.
Add students to contracts.
Add contracts to students.
Print BPV contracts.
Enter contract details and signature dates.

Setting Up BPV Internship Agreements

To set up BPV internship agreements, use the Organization Type component (SAD_BPV_OTP_NLD), Address Types component (SAD_ADDRESS_TP_NLD), Campus Telephone component (SAD_CAMPUS_TEL_NLD), BPV Appendix component (SAD_BPV_NBL_NLD), and the BPV User Settings component (SAD_BPV_OID_NLD).

This section discusses how to:

Set up BPV user security.
Define role user with BPV administrator rights.

Pages Used to Set Up BPV Internship Agreements

Page Name	Definition Name	Navigation	Usage
BPV Organization Type	SAD_BPV_OTP_NLD	Student Admissions, Internship Contracts NLD, Organization Types, BPV Organization Type	Define organization types by academic organization. You can only enter types for organizations for which you have access. Organization types are used to classify organization locations on the BPV Organization Locations page.
Address Types	SAD_ADDRESS_TP_NLD	Student Admissions, Internship Contracts NLD, Address Types, Address Types	Define address and phone types for organizations. Specify address types for organizations on the Location Detail page and specify phone types on the BPV Organization Phones page.
BPV Campus Telephone	SAD_CAMPUS_TEL_NLD	Student Admissions, Internship Contracts NLD, Campus Telephone Numbers, BPV Campus Telephone	Define campus telephone numbers. Campus telephone numbers are printed on top of the BPV contract.
BPV Appendix	SAD_BPV_NBL_NLD	Student Admissions, Internship Contracts NLD, BPV Appendix, BPV Appendix	Create standard appendix texts that can be linked to BPVOs. The standard texts must be secured by academic organization security and must be set up per CREBO code. Link appendix text to contracts on the BPV Appendix page.
BPV User Settings	SAD_BPV_OID_NLD	Student Admissions, Internship Contracts NLD, BPV User Settings, BPV User Settings	Set up BPV user security to allow users to work with BPV contract functionality.
BPV Set-up	SAD_BPV_INST_NLD	Student Admissions, Internship Contracts NLD, BPV Set-up, BPV Set-up	Define a role user with BPV administrator rights and set up last contract number assigned

Setting Up BPV User Security

Access the BPV User Settings page (Student Admissions, Internship Contracts NLD, BPV User Settings, BPV User Settings).

BBL Match

Select this check box if this user can link students in the BBL career only to a contract with the same CREBO. Clear this check box if the user can link students in the BBL career to contracts regardless of CREBO.

BOL Match

Select this check box if this user can link students in the BOL career only to a contract with the same CREBO. Clear this check box if the user can link students in the BOL career to contracts regardless of CREBO.

Defining Role User with BPV Administrator Rights

Access the BPV Set-up page (Student Admissions, Internship Contracts NLD, BPV Set-up, BPV Set-up).

Role User

Select a role user that should have BPV Administrator rights. The BPV Administrator can change the student career number value and BPV creation date on BPV Contracts.

Last Contract Number Assigned

Use this field to maintain the last BPV contract number assigned.

Defining BPV Organization Locations

This section discusses how to:

Define BPV organization locations.
Review or update BPV organization locations.
Define accreditation information for BPV organizations.

Pages Used to Define BPV Organization Locations

Page Name	Definition Name	Navigation	Usage
Location Detail	ORG_LOCATIONS	Student Admissions, Internship Contracts NLD, Organization Locations, Location Detail Campus Community, Organization, Create/Maintain Organization, Organization Locations, Location Detail	Add a BPV organization location.
BPV Organization Locations	SAD_BPV_OLC_NLD	Student Admissions, Internship Contracts NLD, BPV Locations, BPV Organization Locations Click the Edit BPV Location Address link on the Location Detail Page.	Review or update the locations for BPV organizations that you added on the Location Details page.
BPV Accreditation	SAD_BPV_ACC_NLD	Student Admissions, Internship Contracts NLD, BPV Locations, BPV Accreditation	Define accreditation information for BPV organization locations.
BPV Location Notes	SAD_BPV_LNT_NLD	Student Admissions, Internship Contracts NLD, BPV Locations, BPV Location Notes	Enter notes for BPV organization locations.

Defining BPV Organization Locations

Access the Location Detail page (Student Admissions, Internship Contracts NLD, Organization Locations, Location Detail).

Click the Edit BPV Location Address link to access the BPV Organization Locations page and review or update the locations for BPV organizations that you add on this page. The Edit BPV Location Address link appears only if you select the Use Dutch Functionality option on the SA Features page.

Reviewing or Updating BPV Organization Locations

Access the BPV Organization Locations page (Student Admissions, Internship Contracts NLD, BPV Locations, BPV Organization Locations).

Note. You cannot use this page to add a BPV organization location. To add a BPV organization location, use the Location Detail page (discussed in the previous section).

Organization type	Select an organization type for this location. Organization types are defined on the BPV Organization Type page.
AR number (account receivable number)	Enter the account receivable number of the location.
Address Type	Enter the address type for this location. Define address types on the Address Types page.
Main address	Select the primary address for this location.
Copy Default Location Address	Click to copy the address from the Location Detail page. When you click the button, the address appears on the address type row. The button appears only if you select an address type.

To administer phone numbers, access the Location Detail page (Student Admissions, Internship Contracts NLD, Organization Locations, Location Detail). To add or update BPV contacts, access the Contact Detail page (Student Admissions, Internship Contracts NLD, Organization Contacts, Contact Detail).

Defining Accreditation Information for BPV Organizations

Access the BPV Accreditation page (Student Admissions, Internship Contracts NLD, BPV Locations, BPV Accreditation).

Knowledge centre id

Enter the knowledge center or external organization at this location for which to select accreditation.

External contract

Enter the number of the external contract that has been generated and distributed by the knowledge center to the BPV organization. This is for information only.

HEGIS Code

Enter the CREBO code for which the accreditation applies. Only the HEGIS codes that belong to the knowledge center and are secured through the link between HEGIS code and academic program appear in the prompt.

Appr by nat org

Enter the accreditation status of this organization for this CREBO code. Your options are Accredited, In Cons (in consideration), and Not Accr (not accredited). When you select the Accredited check box when creating a contract on the BPV Contract page, only CREBO codes that are identified as accredited here are available.

Start Date and End Date

Enter the start and end dates of the accreditation.

Setting Up BPV Contacts

This section discusses how to:

Define BPV organization contacts.
Define BPV contact persons.
Define BPV contact person locations.

Pages Used to Set Up BPV Contacts

Page Name	Definition Name	Navigation	Usage
Contact Detail	ORG_CONTACTS	Student Admissions, Internship Contracts NLD, Organization Contacts, Contact Detail	Add contact information for BPV usage.
BPV Contact Person	SAD_BPV_OCN_NLD	Student Admissions, Internship Contracts NLD, BPV Contact Persons, BPV Contact Person	Define BPV contact persons.
Contact Person Locations	SAD_BPV_OCL_NLD	Student Admissions, Internship Contracts NLD, BPV Contact Persons, Contact Person Locations	Define locations for the contact person.
Contact Person Notes	SAD_BPV_OCN_NT_NLD	Student Admissions, Internship Contracts NLD, BPV Contact Persons, Contact Person Notes	Enter comments about the contact person.

Defining BPV Organization Contacts

Access the Contact Detail page (Student Admissions, Internship Contracts NLD, Organization Contacts, Contact Detail).

Defining BPV Contact Persons

Access the BPV Contact Person page (Student Admissions, Internship Contracts NLD, BPV Contact Persons, BPV Contact Person).

Note. You cannot use the BPV Contact Persons component to add contacts. Use the component to add BPV specific details for contacts that you added using the Organization Contacts, Contact Detail page.

Contact Nbr

Contacts that appear on this page are active organization contacts. Contact Nbr, ID, Contact Name, Job Title, Contact Type, and Email Address values appear by default from the Organization Contacts, Contact Detail page.

Assign contacts to specific BPV locations on the Contact Person Locations page.

Defining BPV Contact Person Locations

Access the Contact Person Locations page (Student Admissions, Internship Contracts NLD, BPV Contact Persons, Contact Person Locations).

Location Nbr (location number)

You must assign at least one location to contacts.

Creating Internship Contracts

This section discusses how to:

Create BPV contracts.
Attach appendixes to BPV contracts.

Pages Used to Create Internship Contracts

Page Name	Definition Name	Navigation	Usage
BPV Contract	SAD_BPV_CTR_NLD	Student Admissions, Internship Contracts NLD, BPV Contracts, BPV Contract	Create a BPV contract.
BPV Location Detail	SAD_BPV_OLC_SP_NLD	Click the Location Nbr button on the BPV Contract page.	View remarks about the BPV location.
BPV Appendix	SAD_BPV_C_BIJL_NLD	Student Admissions, Internship Contracts NLD, BPV Contracts, BPV Appendix	Attach appendixes to the BPV contract, or manually enter appendix text.

Creating BPV Contracts

Access the BPV Contract page (Student Admissions, Internship Contracts NLD, BPV Contracts, BPV Contract).

Accredited

Select to limit the values in the HEGIS Code field to CREBO codes for which this location is accredited. Select Accreditation on the BPV Accreditation page.

Location Nbr (location number)

Select a BPV organization location. Define organization locations on the BPV Organization Locations page.

Location Nbr (location number)

Click this button to view location notes for this location. Define location notes on the BPV Location Notes page.

HEGIS Code

Select a CREBO code for this contract. Only those CREBO codes for which you are authorized to create contracts is available.

Outsourcing company

Select the outsourcing company for this contract. Define outsourcing companies on the External Organization Table page. If you enter an outsourcing company you must enter a location for it.

Outsourcing loc (outsourcing location)

Enter a location number for the outsourcing company.

Internal contract

When you save the page, the system assigns a number for this contract by adding 1 to the highest number found in the Contract table.

External contract

Enter the external contract number, if applicable.

Start Date and End Date

Enter the start and end dates of this contract. The start and end dates of the contract must fall within the start and end date of the OWO, if the OWO exists.

Mailing location

Enter the location number that will be used for correspondence. Locations are defined on the BPV Organization Location page.

Instructor ID

Select the practicum tutor of the institution. Define instructors on the Instructor/Advisor Table page.

Contact Nbr (contact number)

Select the contact number for the contact at the internship provider. Define contacts for this location on the BPV Contact Person page. Only contacts for this location appear as options.

Contact nbr 2

Select a second contact. Only contacts for this location appear as options.

Contract length in weeks

Enter the number of weeks the contract will last.

If you enter values in the Start Date and End Date fields, the system automatically calculates and displays a value in the Contract length in weeks field. Alternatively, you can enter a value directly in the Contract length in weeks field.

When you enter values in the Start Date and End Date fields, the system uses the following formula to calculate the Contract length in weeks value:

N (number of weeks) ) = (end date - start date) / 7

X (number of weeks after deduction of full years) = max (40, N mod 52)

Y (number of full years) = Int (N / 52) * 40

Contract length in weeks = X + Y

Number of hours per week

Enter the number of hours per week of this contract.

Maximum Nbr of Students (maximum number of students)

Enter the maximum number of students that can be linked to this contract.

Total nbr of BPV Hours (total number of BPV hours)

If values are entered in the Contract length in weeks and Number of hours per week fields, the system automatically calculates and displays a value in the Total nbr of BPV Hours field and the Total nbr of BPV Hours field becomes unavailable for edit.

Alternatively, you can enter a value directly in the Total nbr of BPV Hours field. If you enter a value in the Total nbr of BPV Hours field, the system disables the Contract length in weeks and Number of Hours per week fields.

Plan

Indicate whether this contract is valid for BOL, BBL, or Both.

Delete

Click this button to delete this contract. You can only delete contracts that have no students linked to them.

Attaching Appendixes to BPV Contracts

Access the BPV Appendix page (Student Admissions, Internship Contracts NLD, BPV Contracts, BPV Appendix).

Appendix document

Select the appendix document that you want attached to this contract. Create appendixes on the BPV Appendix page. This field becomes unavailable when the contract is printed.

Add Appendix

Click to add the selected appendix to the contract. You can manually add text to the appendix in the text box. The text box becomes unavailable when the contract is printed.

Adding Students to Contracts

This section discusses how to:

Match students to contracts.
Add students to contracts.
Update a student's contract details.
Update a student's appendix information.

Pages Used to Add Students to Contracts

Page Name	Definition Name	Navigation	Usage
Match Contracts	SAD_BPV_MATCH_NLD	Student Admissions, Internship Contracts NLD, BPV Match Contracts, Match Contracts	After you have created contracts on the BPV Contracts page, search for and select contracts to match students to the contracts.
Match Contracts - Vacancy	SAD_BPV_CTR_DL_NLD	Click the Detail Panel button on the Match Contracts page.	Select students to add to the contract.
Match Contracts - BPV Vacancy Detail	SAD_BPV_CTR_D3_NLD	Click the Detail Panel button on the Match Contracts - Vacancy page or the Match Students page.	Update contract details for the student.
Match Contracts - BPV Appendix Detail	SAD_BPV_CTR_D2_NLD	Click the Appendix button on the Match Contracts - BPV Vacancy Detail page.	Update BPV appendix information for the student´.

Matching Students to Contracts

Access the Match Contracts page (Student Admissions, Internship Contracts NLD, BPV Match Contracts, Match Contracts).

HEGIS Code

Select a CREBO code (stored in the HEGIS table) to select contracts for the CREBO code you select.

Org ID (organization ID)

Select an organization ID to limit contracts by organization.

Organization type

Select an organization type to limit contracts by organization type.

Open Only

Select this check box to retrieve only contracts that have vacancies.

Select

Click this button to search for contracts based on the criteria you enter.

Deselect

Click this button to clear the page.

Detail Panel

Click this button to select a contract to which to add students. The Match Contracts - Vacancy page appears, with which you can add students.

Adding Students to Contracts

Access the Match Contracts - Vacancy page (click the Detail Panel button on the Match Contracts page).

EmplID (employee ID)

Select students to add to this contract. The values that appear in the prompt differs depending on the BPV user settings (BOL/BBL match) and the Plan field (BOL/BBL/Both) on the BPV contract.

Detail Panel

Click the Detail Panel button to enter contract details for this student.

Updating a Student's Contract Details

Access the Match Contracts - BPV Vacancy Detail page (click the Detail Panel button on the Match Contracts - Vacancy page or the Match Students page).

Update the student's contract information.

Updating a Student's Appendix Information

Access the Match Contracts - BPV Appendix Detail page (click the Appendix button on the Match Contracts - BPV Vacancy Detail page).

Adding Contracts to Students

This section discusses how to:

Match contracts to students.
Link contracts to a student.

Pages Used to Add Contracts to Students

Page Name	Definition Name	Navigation	Usage
Match Students	SAD_BPV_MATCH2_NLD	Student Admissions, Internship Contracts NLD, BPV Match Students, Match Students	Search for and select students to which to link contracts.
BPV Student Detail	SAD_BPV_STD1_NLD	Click the Detail Panel button on the Match Students page.	Link contracts to students.

Matching Contracts to Students

Access the Match Students page (Student Admissions, Internship Contracts NLD, BPV Match Students, Match Students).

Enter search criteria to retrieve students to which you want to link to contracts. Click the Detail Panel button to link contracts to students.

Linking Contracts to a Student

Access the BPV Student Detail page (click the Detail Panel button on the Match Students page).

External Org ID (external organization ID)

Select the external organization that manages hosts the internship.

Internal contract

Select the contract that you want to link to this student.

Detail Panel

Click this button to access the Match Contracts - BPV Vacancy Detail page to view and update contract details.

Printing BPV Contracts

Run the Print BPV Contract (SABPVNL) PSJob, which runs three processes:

Fill Contracts with Print Data (SAD_BPV_FILL) application engine process.

This process adds additional information from your system to PS_SAD_BPV_STC_NLD, which holds the contract.
SABPVNL1 (SABPVNL1).

This process prints the contract.
SABPVPNL (SABPVNL.sqr).

This process updates the print flag in the contract table.

You cannot change contract data once the contract has been printed.

Page Used to Print BPV Contracts

Page Name	Definition Name	Navigation	Usage
Print BPV Contracts	SAD_BPV_RUN_NLD	Student Admissions, Internship Contracts NLD, Print BPV Contracts, Print BPV Contracts	Print contract agreements.

Entering Contract Details and Signature Dates

This section discusses how to:

Enter contract details.
Update contract information for a student.

Pages Used to Enter Contract Details

Page Name	Definition Name	Navigation	Usage
Select BPV Contracts	SAD_BPV_CT_SUM_NLD	Student Admissions, Internship Contracts NLD, Select BPV Contracts	Select contracts by the available criteria and enter contract details, including signature dates.
Maintain BPV contracts	SAD_BPV_CTR_D1_NLD	Click the Detail Panel button on the Select BPV Contracts page.	View or update details about the contract.

Entering Contract Details

Access the Select BPV Contracts page (Student Admissions, Internship Contracts NLD, Select BPV Contracts).

Enter search criteria to retrieve students to which you want to update contract information. Click the Detail Panel button to update contract information, if the contract has not yet been printed. Enter signature dates on the Signatures tab.

Updating Contract Information for a Student

Access the Maintain BPV contracts page (click the Detail Panel button on the Select BPV Contracts page).

Enter contract details if the contract has not already been printed.

Change

Click to replace the contract entered for the student by another contract. This can only be done when the contract is not printed. When you click the Change button the system retrieves the correct prompt table views for the External Org ID and Internal Contract fields—based on BPV user settings in combination with the academic load—and these fields are made available for entry so you can update them with the new contract.

BBL Match	Select this check box if this user can link students in the BBL career only to a contract with the same CREBO. Clear this check box if the user can link students in the BBL career to contracts regardless of CREBO.
BOL Match	Select this check box if this user can link students in the BOL career only to a contract with the same CREBO. Clear this check box if the user can link students in the BOL career to contracts regardless of CREBO.

Role User	Select a role user that should have BPV Administrator rights. The BPV Administrator can change the student career number value and BPV creation date on BPV Contracts.
Last Contract Number Assigned	Use this field to maintain the last BPV contract number assigned.

Knowledge centre id	Enter the knowledge center or external organization at this location for which to select accreditation.
External contract	Enter the number of the external contract that has been generated and distributed by the knowledge center to the BPV organization. This is for information only.
HEGIS Code	Enter the CREBO code for which the accreditation applies. Only the HEGIS codes that belong to the knowledge center and are secured through the link between HEGIS code and academic program appear in the prompt.
Appr by nat org	Enter the accreditation status of this organization for this CREBO code. Your options are Accredited, In Cons (in consideration), and Not Accr (not accredited). When you select the Accredited check box when creating a contract on the BPV Contract page, only CREBO codes that are identified as accredited here are available.
Start Date and End Date	Enter the start and end dates of the accreditation.

Accredited	Select to limit the values in the HEGIS Code field to CREBO codes for which this location is accredited. Select Accreditation on the BPV Accreditation page.
Location Nbr (location number)	Select a BPV organization location. Define organization locations on the BPV Organization Locations page.
Location Nbr (location number)	Click this button to view location notes for this location. Define location notes on the BPV Location Notes page.
HEGIS Code	Select a CREBO code for this contract. Only those CREBO codes for which you are authorized to create contracts is available.
Outsourcing company	Select the outsourcing company for this contract. Define outsourcing companies on the External Organization Table page. If you enter an outsourcing company you must enter a location for it.
Outsourcing loc (outsourcing location)	Enter a location number for the outsourcing company.
Internal contract	When you save the page, the system assigns a number for this contract by adding 1 to the highest number found in the Contract table.
External contract	Enter the external contract number, if applicable.
Start Date and End Date	Enter the start and end dates of this contract. The start and end dates of the contract must fall within the start and end date of the OWO, if the OWO exists.
Mailing location	Enter the location number that will be used for correspondence. Locations are defined on the BPV Organization Location page.
Instructor ID	Select the practicum tutor of the institution. Define instructors on the Instructor/Advisor Table page.
Contact Nbr (contact number)	Select the contact number for the contact at the internship provider. Define contacts for this location on the BPV Contact Person page. Only contacts for this location appear as options.
Contact nbr 2	Select a second contact. Only contacts for this location appear as options.
Contract length in weeks	Enter the number of weeks the contract will last. If you enter values in the Start Date and End Date fields, the system automatically calculates and displays a value in the Contract length in weeks field. Alternatively, you can enter a value directly in the Contract length in weeks field. When you enter values in the Start Date and End Date fields, the system uses the following formula to calculate the Contract length in weeks value: N (number of weeks) ) = (end date - start date) / 7 X (number of weeks after deduction of full years) = max (40, N mod 52) Y (number of full years) = Int (N / 52) * 40 Contract length in weeks = X + Y
Number of hours per week	Enter the number of hours per week of this contract.
Maximum Nbr of Students (maximum number of students)	Enter the maximum number of students that can be linked to this contract.
Total nbr of BPV Hours (total number of BPV hours)	If values are entered in the Contract length in weeks and Number of hours per week fields, the system automatically calculates and displays a value in the Total nbr of BPV Hours field and the Total nbr of BPV Hours field becomes unavailable for edit. Alternatively, you can enter a value directly in the Total nbr of BPV Hours field. If you enter a value in the Total nbr of BPV Hours field, the system disables the Contract length in weeks and Number of Hours per week fields.
Plan	Indicate whether this contract is valid for BOL, BBL, or Both.
Delete	Click this button to delete this contract. You can only delete contracts that have no students linked to them.

Appendix document	Select the appendix document that you want attached to this contract. Create appendixes on the BPV Appendix page. This field becomes unavailable when the contract is printed.
Add Appendix	Click to add the selected appendix to the contract. You can manually add text to the appendix in the text box. The text box becomes unavailable when the contract is printed.

HEGIS Code	Select a CREBO code (stored in the HEGIS table) to select contracts for the CREBO code you select.
Org ID (organization ID)	Select an organization ID to limit contracts by organization.
Organization type	Select an organization type to limit contracts by organization type.
Open Only	Select this check box to retrieve only contracts that have vacancies.
Select	Click this button to search for contracts based on the criteria you enter.
Deselect	Click this button to clear the page.
Detail Panel	Click this button to select a contract to which to add students. The Match Contracts - Vacancy page appears, with which you can add students.

EmplID (employee ID)	Select students to add to this contract. The values that appear in the prompt differs depending on the BPV user settings (BOL/BBL match) and the Plan field (BOL/BBL/Both) on the BPV contract.
Detail Panel	Click the Detail Panel button to enter contract details for this student.

External Org ID (external organization ID)	Select the external organization that manages hosts the internship.
Internal contract	Select the contract that you want to link to this student.
Detail Panel	Click this button to access the Match Contracts - BPV Vacancy Detail page to view and update contract details.