PeopleSoft Recruiting and Admissions 9.0 PeopleBook

Tracking External Education

This chapter provides an overview of external education and discusses how to:

Enter and update external education data.
View summary education data for prospects and applicants.

Understanding External Education

Enter and update academic information from external sources in the Education (ACAD_HISTORY_PERS) component. You can record external education data, such as schools attended, academic summaries, subjects, degrees, courses, and dates of attendance.

Note. This information is linked to a person rather than an application. You can, therefore, consider the information when you evaluate specific applications for the person.

This information can be reported on a transcript, self-reported, or reported from another source, and it can be linked to specific applications on the Application Materials page.

View summaries of external education information for prospects and applicants in the Education Summary (SAD_EDUC_SUMMARY) component.

Entering and Updating External Education Data

This section lists common elements and discusses how to:

Enter external education data.
Enter transcript comments.
Enter external courses and degrees.
Enter transfer credit detail.
Enter external course comments.
(CAN) Enter regional data.
Copy self-reported courses.

Common Elements Used in This Section

Transfer To

Course Credits appears by default. Enter a value and click Go to transfer to another component.

Customize

Click to ensure more efficient and flexible data entry by ordering or hiding tabs and fields.

See PeopleTools PeopleBook: PeopleSoft Applications User's Guide

Pages Used to Enter and Update External Data

Page Name	Definition Name	Navigation	Usage
External Education	SAD_EXT_EDUCATION	Student Admissions, Application/Transcript Loads, Education, External Education Student Recruiting, Maintain Prospects, Academic Information, Education, External Education Student Admissions, Application Entry, Academic Information, Education, External Education Records and Enrollment, Transfer Credit Evaluation, External Education, External Education	Enter information about external careers, transcripts, and subjects. View school details.
External Education Comment	SAD_EXT_ED_COMM	Click the Comments link on the External Education page.	Enter transcript comments.
Courses and Degrees	SAD_EXT_EDUCATION2	Student Admissions, Application/Transcript Loads, Education, Courses and Degrees Student Recruiting, Maintain Prospects, Academic Information, Education, Courses and Degrees Student Admissions, Application Entry, Academic Information, Education, Courses and Degrees Records and Enrollment, Transfer Credit Evaluation, External Education, Courses and Degrees	Enter external course defaults and information about external courses and degrees.
Grade Input History	SAD_EXT_CRS_GRD	Click the History link on the Courses and Degrees page.	View a history of grade changes.
Transfer Credit Detail	SAD_EXT_CRS_TRCR	Click the Referenced link on the Courses and Degrees page.	View transfer credit details about external courses.
External Course Comments	SAD_EXT_CRS_COMM	Click the Course Comment link on the Courses and Degrees page.	Enter comments about external courses.
Regional	SAD_EXT_EDUC_REG	Student Admissions, Application/Transcript Loads, Education, Regional Student Recruiting, Maintain Prospects, Academic Information, Education, Regional Student Admissions, Application Entry, Academic Information, Education, Regional Records and Enrollment, Transfer Credit Evaluation, External Education, Regional	(CAN) Define previous education information for ESIS (Extended Student Information System) reporting.
Self Reported Courses	SAD_EXT_EDUC_TRCR	Student Admissions, Application/Transcript Loads, Education, Self Reported Courses Student Recruiting, Maintain Prospects, Academic Information, Education, Self Reported Courses Student Admissions, Application Entry, Academic Information, Education, Self Reported Courses Records and Enrollment, Transfer Credit Evaluation, External Education, Self Reported Courses	Copy self-reported courses entered by the student on the Evaluate My Transfer Credit page to the Courses and Degrees page.

Entering External Education Data

Access the External Education page (Student Admissions, Application/Transcript Loads, Education, External Education).

External Org ID (external organization ID)

The source of the external data. The system automatically populates this field from the initial add of Last School Attended on the Prospect School/Recruiting page or the Application School/Recruiting page if a value is entered. You can edit this field.

Checklist Item Update

Select this check box to indicate that the checklist that relates to this row of external data (or transcript) is updated when you run the Checklist Item Update Automated process. If you enter a value of Received in the Action field in the Transcript Status group box, this check box is automatically selected when you save the page.

School Details

Click the arrow to the left of School Details to view information about the external organization.

This data is populated from the Organization Table page and the Organization School Data page.

Career Data

Data Number	The system populates this field automatically. The first data item (or row) you enter is 1. The system numbers subsequent rows sequentially.
Career	Select the external career for this external data. Values for this field are delivered with your system as translate values.
Term Type	Select the term type that is used by the external organization. Values for this field are delivered with your system as translate values. Examples of the available values include semester and quinmester.
External Term	Enter the external term to which this data relates. For example, if this is a Fall transcript, enter FALL in the External Term field. The available values depend on what you enter in the Term Type field. Define external terms on the External Term Table page. This field is optional; leave it blank until you are ready to enter transfer credit information.
Term Year	Enter the term year that is relevant to this external data entry. This field is optional; leave it blank until you are ready to enter transfer credit information.
Academic Level	Select the academic level of the person at the time the external data was collected or issued. This value might be different from the current academic level. Values for this field are delivered with your system as translate values.
From Date and To Date	Enter the dates of attendance for the career data that you entered.

Transcript Status

Action	Desired appears by default. Select the appropriate action for the transcript. Available values are Desired and Received. Leave the value as Desired if you are entering data for a transcript that you requested. Select a value of Received if the data is for a transcript that you have received. When the Action field is set to Received, you can link the data to an application on the Application Materials page.
Transcript Date	Enter the date that the transcript was issued. The transcript date must not be later than the received date.
Date Received	Enter the date that your office received the transcript. The received date cannot occur before the transcript date.
Transcript Type	Select a transcript type. Values for this field are delivered with your system as translate values. These values default from the User Defaults 3 page if defaults are defined there.
Transcript Status	Select a transcript status. Values for this field are delivered with your system as translate values.
Data Source	Select the data source for this transcript. Values for this field are delivered with your system as translate values. These values default from the User Defaults 3 page if defaults are defined there.
Data Medium	Select the format in which you received the transcript. Values for this field are delivered with your system as translate values. These values default from the User Defaults 3 page if defaults are defined there.
Comments	Click to access the External Education Comment page and enter transcript comments.

Transcript Summary

You can enter GPA (grade point average), units, and rank details for this data, which can be reported on a transcript, self-reported, or reported from another source. You can enter multiple transcripts (or similar data) under an external organization.

The layout of the page enables you to define how you want to represent a person's academic transcripts. You can associate one or more summaries for a single transcript. You can also enter the summary GPA, units, and rank of a person's entire academic career, or insert rows to create individual summaries that capture data for various segments of a person's academic career. Enter as many summary types as you require. This structure enables you to capture the GPA, rank, and units for each year of school, in addition to the overall summary, on one transcript.

Note. Many values on this page appear by default from the User Defaults 3 page, from pages in the Create/Maintain Organizations component, and from the data that you entered in the Career Data group box.

Term

Select the Term tab.

Summary Type	Select the summary type for the external data. For example, you might select a summary of an entire high school transcript or a summary of grade 12 only. Define summary types on the External Summary Type Table page.
External Term and Ext Year (external year)	Select the external term and year relevant to the summary. Define external terms on the External Term Table page
Acad Level (academic level)	Select the student's academic level at the time that this information was current, which may not be the student's current academic level. For example, this value could be a summary of a school year that the student has completed. As with the academic level for career data, you can choose which data to enter here and how to relate this academic level data to the career data.

GPA/Units

Select the GPA/Units tab.

GPA Type (grade point average type)

Enter the GPA type that is used by the external organization. Define GPA types on the GPA Type Table page.

Ext GPA (external grade point average)

Enter the external GPA from the reported information. If you have defined external GPA values for this GPA type on the GPA Type Table page, you can prompt for those values here. Otherwise, you can enter the appropriate numeric GPA value.

Conv GPA (converted grade point average)

If you have defined GPA conversion rules, the system automatically converts the GPA based on the External GPA that you enter. If you have not defined GPA conversion rules, the value that you enter in the External GPA field is copied to the Conv GPA field.

Completed

The value in the Completed field is automatically populated from the value in the Attempted field. You can override this value. Enter the number of units that the student completed if it is different from the number of units that the student attempted.

Rank

Select the Rank tab.

Class Rank and Class Size

Enter the student's rank in their class and the size of the class.

Percentile

The system automatically calculates the percentile based on the values entered in the Class Rank and Class Size fields.

External Subjects

External subject information can be reported on a transcript, self-reported, or reported from another source. Storing this data is useful for grouping subjects. For example, if your office tracks subject area requirements but does not want to enter or load all of the external courses that a student has taken, you can record course level, number of courses, units, external GPA, and converted GPA details about external subject areas. Define external subject areas on the External Subject Table page. You can add multiple rows to enter external subject data.

GPA

Select the GPA tab.

Course Level	Select the course level taken in this area. Values for this field are delivered with your system as translate values.
GPA Type (grade point average type)	Enter the GPA type for the school that the student attended. Define GPA types on the GPA Type Table page.
External GPA (external grade point average)	Enter the external GPA that was earned by the student for this subject. If you have defined external GPA values for this GPA type on the GPA Type Table page, you can prompt for those values here. Otherwise, enter the appropriate GPA value.
Converted GPA (converted grade point average)	If you have defined GPA conversion rules, the system automatically converts the GPA. If you have not defined GPA conversion rules, the GPA that you enter in the External GPA field is copied into the Converted GPA field.

Subject Totals

Select the Subject Totals tab.

Courses Completed

Enter the number of courses that the student completed if it is different from the number of courses the student attempted.

Units Completed

Enter the number of units that the student completed if it is different from the number of units that the student attempted.

Entering Transcript Comments

Access the External Education Comment page (Click the Comments link on the External Education page).

ID, External Org ID (external organization ID), External Career, and Data Number

You can enter multiple comments for each of these fields. Your user ID, name, and the date that you entered the comment will appear with each row.

Default Comment and Comment

If you enter a default comment, the Comment field is populated with the default text and you can enter more information. You can also add a comment without entering a default. Default comments are defined on the External Education Comments table.

Entering External Courses and Degrees

Access the Courses and Degrees page (Student Admissions, Application/Transcript Loads, Education, Courses and Degrees).

Note. Many values on this page appear by default from the User Defaults 3 page, from pages in the Create/Maintain Organizations component, and from the data that you entered on the External Education page.

Important! If you have to enter more than one course, use the External Course Defaults group box to enter information that is common to each course. This group box will save you data entry time.

External Course Defaults

Data Number	If the courses that you enter are linked to a row of transcript data on the External Education page, enter the data number from that page. When you navigate out of this field, the system automatically populates a number of the remaining fields with the data that is linked to this data number. If the courses that you enter are not linked to a data number, do not enter a value in this field but complete the remaining fields.
Term Type	If you select a value of Other, the Begin Date and End Date fields become available. If you select any other value, the External Term and Term Year fields become available.
Grading Scheme	Select the grading scheme to convert the grading scheme of the external school to your standards. Define grading schemes on the Grading Scheme Table page.
Apply Defaults	Click to populate the default values to the first row of the External Courses group box. These defaults will then be applied to subsequent rows. You only need to apply the defaults once. If you enter another data number or change the default data, do not select the Apply Defaults button again. The new defaults will automatically apply to subsequent rows of course data that you enter.

External Courses

When you click the Apply Defaults button, the system populates many values in the External Courses group box.

Important! Always apply defaults before you add multiple rows or enter any external course data.

Course

Select the Course tab.

School Subject	Enter the school subject area for the course that you are entering. If you have set up a course catalog for this school, you can prompt for the valid values in this field. If a course catalog does not exist for this school, enter the subject.
Course Nbr (course number)	Enter the school course number for this course. If you have set up a course catalog for this school, you can prompt for the valid values in this field. If a course catalog does not exist for this school, enter the course number.
Course Name	This field is populated when you enter a course number. You can override this value. For example, if Physical Education appears, you might add Basketball as extra text. You can also enter a course name if one is not automatically populated.

Grades

Select the Grades tab.

Units Taken

Appears by default from the value in the Units Taken field in the External Course Defaults group box. The default value is overridden if a value for External Units is defined on the School Course Classification page.

Grade In

Enter grades and grade changes. When you save grade changes, the History link appears.

History

Click to access the Grade Input History page and view a history of the grade changes. This link will only appear if a change was made to the value in the Grade In field.

Transfer Credit/Comments

Select the Transfer Credit/Comments tab.

Transfer Credit

This check box is selected by default.

Transfer Credit Status

The Referenced link is available if the course was used in a Transfer Credit model articulation rule. Click to access the Transfer Credit Detail page and view transfer credit information about the course.

(CAN) Transfer Credit Type

This field is available if the Government Reporting check box for Canada is selected on the SA Features (student administration features) page.

Course Comment

Click to access the External Course Comments page and enter comments about courses.

External Degrees

Enter information about external degrees that are in progress or completed.

Degree

Select the Degree tab.

Degree and Description	If you enter a value in the Degree field, the Description field is populated. If a degree value is not available, enter a description.
Degree Date	Enter the date that the degree was or will be granted.
Degree Status	Complete appears by default.

Field of Study

Select the Field of Study tab.

External Subject 1, Field of Study 1, External Subject 2, and Field of Study 2

When you enter external subject information, field of study information appears. If a subject area value is not available, enter the field of study information.

Transcript

Select the Transcript tab.

Data Number

If this degree data is related to a specific transcript or source of information, select the data number of the transcript or other source. The system populates this field from the External Education page.

Entering Transfer Credit Detail

Access the Transfer Credit Detail page (Click the Referenced link on the Courses and Degrees page).

View transfer credit information about courses. These values default from the Transfer Course Details page if the course tied to an articulation rule.

Note. Multiple transfer credit statuses may exist for each course because a course can be modeled more than once.

Articulation Term	The term for which the transfer credit was processed.
Transfer Status	The status of the transfer credit model. The available values are Submitted, Completed, and Posted.

Entering External Course Comments

Access the External Course Comments page (Click the Course Comment link on the Courses and Degrees page).

ID,External Org ID (external organization ID), School Subject, and Course Number

You can enter multiple comments for each of these fields. Your user ID, name, and the date that you enter the comment appears for each row.

Default Comment and Comment

If you enter a default comment, the Comment field is populated with the default text and you can enter more information. You can also add a comment without entering a default. Define default comments on the External Education Comments table.

(CAN) Entering Regional Data

Access the Regional page (Student Admissions, Application/Transcript Loads, Education, Regional).

This page is available if the Government Reporting check box for Canada is selected on the SA Features page.

Previous Educational Activity	Select the student's most recent educational activity.
Previous PostSecond Credential (previous postsecondary credential)	Select the type of credential that is associated with successful completion of the student's most recent postsecondary education.

Copying Self-Reported Courses

Access the Self Reported Courses page (Student Admissions, Application/Transcript Loads, Education, Self Reported Courses).

This page is available if a student has modeled transfer credit through self service. Instead of entering external course information from an official transcript, you can copy some or all courses from self service to the Courses and Degrees page.

Course Data

Select the Course Data tab.

Copy to Education

Select the check box for each course that you want to copy. Use the Check All link to copy all the courses.

Copy Selected Courses

Copy Selected Courses

Click to copy the course data to the Courses and Degrees page.

A row is also added on the External Education page. Unofficial appears by default in the Transcript Type field, and Incomplete appears by default in the Transcript Status field. To include copied courses in the automated application evaluation process, change the type to Official and the status to Final or Mid Year, or associate the course with an official transcript row by changing the data number associated with the course.

Additional Information

Select the Additional Information tab.

Copy to Education

If a course is copied, the check box is unavailable and the course cannot be copied again.

Course Copied

If a course is copied, the check box is selected.

Note. After a course has been copied, any changes that a student makes in self service are not reflected on the External Courses page.

Viewing Summary Education Data for Prospects and Applicants

This section lists common elements and discusses how to:

View external academic summary information.
View external subject summary information.
View external degree summary information.
View external course summary information.

Common Elements Used in This Section

Transcript Data

Click to access the Transcript Data page and view details about external transcripts.

Pages Used to View Summary Education Data for Prospects and Applicants

Page Name	Definition Name	Navigation	Usage
External Academic Summary	EXT_ACAD_SUMMARY	Student Admissions, Applicant Summaries, Education Summary, External Academic Summary Student Recruiting, Prospect Summaries, Education Summary, External Academic Summary	View external academic summary information.
Transcript Data	TRANSCRIPT_SEC1	Click the Transcript Data link on the External Academic Summary page.	View information about external transcripts.
Academic Data Detail	EXT_ACAD_SEC	Click the Academic Data Detail link on the External Academic Summary page.	View external academic data.
External Subject Summary	EXT_SUBJ_SUMMARY	Student Admissions, Applicant Summaries, Education Summary, External Subject Summary Student Recruiting, Prospect Summaries, Education Summary, External Subject Summary	View summaries of external subjects.
Transcript Data	TRANSCRIPT_SEC2	Click the Transcript Data link on the External Subject Summary page.	View information about external transcripts.
Academic Subject Detail	EXT_SUBJ_SUM_SEC	Click the Academic Subject Detaillink on the External Subject Summary page.	View further details about an external subject summary.
External Degree Summary	EXT_DEGREE_SUMMARY	Student Admissions, Applicant Summaries, Education Summary, External Degree Summary Student Recruiting, Prospect Summaries, Education Summary, External Degree Summary	View external degree summary information.
Transcript Data	TRANSCRIPT_SEC3	Click the Transcript Data link on the External Degree Summary page.	View information about external transcripts.
External Course Summary	EXT_COURSE_SUMMARY	Student Admissions, Applicant Summaries, Education Summary, External Course Summary Student Recruiting, Prospect Summaries, Education Summary, External Course Summary	View external course summary information.
Transcript Data	TRANSCRIPT_SEC4	Click theTranscript Data link on the External Course Summary page.	View information about external transcripts.
External Course Detail	EXT_COURSE_DTL	Click the Course Detail link on the External Course Summary page.	View further details about external course summary information.

Viewing External Academic Summary Information

Access the External Academic Summary page (Student Admissions, Applicant Summaries, Education Summary, External Academic Summary).

Search for all academic summary information, or search by particular criteria, such as academic level or summary type. You can also sort the data in a particular order.

Academic Data Detail

Click to access the Academic Data Detail page and view information about external academic data.

Viewing External Subject Summary Information

Access the External Subject Summary page (Student Admissions, Applicant Summaries, Education Summary, External Subject Summary).

Search for all subject summary information, or search by particular criteria, such as academic level or subject. You can also sort the subjects in a particular order

Academic Subject Detail

Click to access the Academic Subject Detail page and view further information about external subjects.

Viewing External Degree Summary Information

Access the External Degree Summary page (Student Admissions, Applicant Summaries, Education Summary, External Degree Summary).

Sort Degree By

Indicate the order in which you want to view degree information.

Viewing External Course Summary Information

Access the External Course Summary page (Student Admissions, Applicant Summaries, Education Summary, External Course Summary).

Search for all course summary information, or search by particular criteria, such as academic or course level. You can also sort the courses in a particular order.

Course Detail

Click to access the External Course Detail page and view further information about external courses.

External Org ID (external organization ID)	The source of the external data. The system automatically populates this field from the initial add of Last School Attended on the Prospect School/Recruiting page or the Application School/Recruiting page if a value is entered. You can edit this field.
Checklist Item Update	Select this check box to indicate that the checklist that relates to this row of external data (or transcript) is updated when you run the Checklist Item Update Automated process. If you enter a value of Received in the Action field in the Transcript Status group box, this check box is automatically selected when you save the page.

GPA Type (grade point average type)	Enter the GPA type that is used by the external organization. Define GPA types on the GPA Type Table page.
Ext GPA (external grade point average)	Enter the external GPA from the reported information. If you have defined external GPA values for this GPA type on the GPA Type Table page, you can prompt for those values here. Otherwise, you can enter the appropriate numeric GPA value.
Conv GPA (converted grade point average)	If you have defined GPA conversion rules, the system automatically converts the GPA based on the External GPA that you enter. If you have not defined GPA conversion rules, the value that you enter in the External GPA field is copied to the Conv GPA field.
Completed	The value in the Completed field is automatically populated from the value in the Attempted field. You can override this value. Enter the number of units that the student completed if it is different from the number of units that the student attempted.

Class Rank and Class Size	Enter the student's rank in their class and the size of the class.
Percentile	The system automatically calculates the percentile based on the values entered in the Class Rank and Class Size fields.

Courses Completed	Enter the number of courses that the student completed if it is different from the number of courses the student attempted.
Units Completed	Enter the number of units that the student completed if it is different from the number of units that the student attempted.

ID, External Org ID (external organization ID), External Career, and Data Number	You can enter multiple comments for each of these fields. Your user ID, name, and the date that you entered the comment will appear with each row.
Default Comment and Comment	If you enter a default comment, the Comment field is populated with the default text and you can enter more information. You can also add a comment without entering a default. Default comments are defined on the External Education Comments table.

Units Taken	Appears by default from the value in the Units Taken field in the External Course Defaults group box. The default value is overridden if a value for External Units is defined on the School Course Classification page.
Grade In	Enter grades and grade changes. When you save grade changes, the History link appears.
History	Click to access the Grade Input History page and view a history of the grade changes. This link will only appear if a change was made to the value in the Grade In field.

Transfer Credit	This check box is selected by default.
Transfer Credit Status	The Referenced link is available if the course was used in a Transfer Credit model articulation rule. Click to access the Transfer Credit Detail page and view transfer credit information about the course.
(CAN) Transfer Credit Type	This field is available if the Government Reporting check box for Canada is selected on the SA Features (student administration features) page.
Course Comment	Click to access the External Course Comments page and enter comments about courses.

Copy to Education	If a course is copied, the check box is unavailable and the course cannot be copied again.
Course Copied	If a course is copied, the check box is selected.