PeopleSoft Student Records 9.0 PeopleBook

Managing Enrollment and Validation Appointments

This chapter provides an overview of enrollment and validation appointments and discusses how to:

Set up enrollment and validation appointments.
Create student appointment blocks.
Create enrollment and validation appointments.
Assign enrollment and validation appointments in batch.
Assign and maintain appointments for individual students.
Create appointment communications in batch.
View appointments through self service.

Understanding Enrollment and Validation Appointments

Enrollment appointments enable you to manage and prioritize class enrollment processing for your students. Student Records offers you the flexibility to assign enrollment appointments in mass through a process that you can run multiple times within the same term or to assign enrollment appointments on a student-by-student basis.

Validation appointments function similarly to enrollment appointments. If your institution has licensed PeopleSoft Campus Self Service, your students can use the self-service enrollment and academic planning functionality to store the classes in which they plan to enroll in a staging area, before they are allowed to enroll. They can then validate their selection against a subset of Enrollment Engine edits. So in essence, students can plan their schedules before they can enroll by choosing several combinations of classes and checking to see if the enrollments will be successful. When students validate their schedules, the system calls the Enrollment Engine. Therefore, it might be necessary to assign students appointments during which they can validate their schedules to prevent a prohibitively large number of students from accessing the system at the same time. The process for assigning validation appointments is the same as for assigning enrollment appointments.

To create enrollment or validation appointments:

If you want to assign validation appointments, you must select the Allow Validation check box and at least one edit option on the Enrollment page when you set up Student Records Self Service (Set Up SACR, Common Definitions, Self Service, Student Records, Enrollment).
(Optional) Define on the Appointment Limits Table page all of the possible appointment limit IDs and their corresponding part-time and full-time maximum unit limits for each session of a term at your academic institution.
Define student appointment blocks on the Student Appointment Blocks page.
Define appointment blocks for enrollment appointments on the Enrollment Appointment page in the Appointment Table component.

An appointment block is a block of appointment numbers.
Define appointment blocks for validation appointments on the Validation Appointment page in the Appointment Table component.
Assign validation or enrollment appointments to students in batch by merging an appointment block, a student appointment block, and appointment limits on the Assign Appointments page, or assign a single student an enrollment or validation appointment on the Student Enrollment Appointment page.
Review and update the enrollment or validation appointments for individuals as necessary through the Student Enrollment Appointment page.

You can run the Assign Students Appointment process as many times as needed within the same term and session, either adding new appointments or deleting existing appointments. Each time you run the process, it produces a hardcopy report for you. When the Create Communications check box is selected, the process also populates the communication table, providing you with the option to generate enrollment appointment notification mailers for your students.

Note. Each time you run the process with the check box selected, the system puts a new entry in the communication table. Only use this option when you are sure your appointments are final.

Setting Up Enrollment and Validation Appointments

This section provides an overview of enrollment and validation appointment setup and discusses how to define enrollment appointment limits.

Understanding Enrollment and Validation Appointment Setup

This section discusses:

The Validation feature.
The Appointment Limit table.

The Validation Feature

To have access to the Validation feature, your institution must have:

Licensed PeopleSoft Campus Self Service.
Enabled the Validation feature on the Enrollment page when you set up Student Records Self Service.

See Defining Student Records Setup.

The Appointment Limit Table

Set up the Appointment Limit table if you want to be able to reuse appointment limits across terms and sessions. You do not need to set up the Appointment Limit table if:

You want to define appointment limits each time you assign individual appointments.
You want the Enrollment Engine to only enforce academic program term and session enrollment limits—set up on the Enrollment page in the Academic Program Table component—and you do not want to define limits specifically for the appointment.

When checking enrollment unit limits, the enrollment engine first checks the academic program's term limits. If the student meets the enrollment unit limits for the term, the enrollment engine checks the enrollment limits for the session, as defined on the Enrollment page of the Academic Program Table component, if units limits have been defined for the session. If the student meets the enrollment limit requirements for the session—or if no limits were defined for the session—the enrollment engine checks the enrollment unit limits for the appointment, if the open enrollment date has not been reached. Appointment enrollment unit limits only apply prior to the open enrollment period.

Page Used to Set Up Enrollment and Validation Appointments

Page Name	Definition Name	Navigation	Usage
Appointment Limits Table	SSR_APPT_LIMIT	Records and Enrollment, Term Processing, Appointments, Appointment Limits Table, Appointment Limits Table	Define appointment limit IDs and the full-time and part-time maximum unit limits for each session of a term at your academic institution. You are not required to use appointment limit IDs, but if you do use them, you should define a separate appointment limit ID for each group at your academic institution that has varied enrollment unit restrictions.

Defining Enrollment Appointment Limits

Access the Appointment Limits Table page (Records and Enrollment, Term Processing, Appointments, Appointment Limits Table, Appointment Limits Table).

Appointment Limit ID

Enter an appointment limit ID for every group at your academic institution that has varied enrollment unit restrictions. For example, each appointment limit ID that you define might have different full-time and part-time maximum and minimum units.

Full Time Max Total Units and Part Time Max Total Units

Enter the maximum number of units that a full-time and part-time student can enroll in during the specified enrollment appointment.

Full Time Max No GPA Units (full time maximum number grade point average units) and Part Time Max No GPA Units (part time maximum number grade point average units)

Enter the maximum number of units that a full-time and part-time student can enroll in with a non-GPA grading basis during the specified enrollment appointment.

Full Time Max Audit Units and Part Time Max Audit Units

Enter the maximum number of units that a full-time and part-time student can audit during the specified enrollment appointment.

Full Time Max Wait List Units and Part Time Max Wait List Units

Enter the maximum number of wait-list units that a full-time and part-time student can take during the specified enrollment appointment.

Include Wait List in Total

If you select this check box, the enrollment engine includes wait listed units towards the appointment maximum.

For example: A student has an appointment maximum unit limit of 18 and a maximum wait list unit limit of 12. The student is enrolled in 6 units and wait listed in 6 units. If the check box is selected, the student can enroll and/or wait list in an additional 6 units only, because the 6 wait listed units are applied to the overall limit of 18.

Example

For example, the registrar at PSUNV wants to create enrollment appointments on a ranking basis: seniors with a higher GPA enroll first, then seniors with a lower GPA. This same pattern works down to the freshman level. Graduate students can enroll any time. In addition, PSUNV limits the number of units in which a freshman can enroll. All other undergraduates require the same unit limit.

At least two appointment limit codes are required to represent the variable maximum units. In our example, it is not necessary to create an appointment code for graduate students because they can enroll at any time and because we have set the open enrollment date early enough on the Session Table page for the graduate academic career. Thus, we would create one appointment limit ID for freshman that specifies the appropriate unit limits, and a second appointment limit ID for all other undergraduates that specifies the appropriate unit limits. The mass enrollment appointment process handles the GPA ranking.

Creating Student Appointment Blocks

This section provides an overview of student appointment blocks and discusses how to

Define student appointment blocks.
Define processing priorities for student appointment blocks.

Understanding Student Appointment Blocks

When you define a student appointment block you are selecting criteria—such as academic career, academic program, cumulative GPA, and academic level—that will constitute a particular population of your student body for whom you want to assign enrollment or validation appointments. For example, you might want to assign appointments based solely on academic level, so your freshmen, sophomore, junior, and seniors have different appointments, or you might want to assign particular appointments to all senior undergraduate honors students with a cumulative GPA of 3.5 or better. You can define as many appointment blocks as you want on the Student Appointment Block page and reuse them term after term.

You can also create a custom student appointment block by selecting specific student IDs for the block.

You use student appointment blocks when assigning appointments in batch on the Assign Appointments page. On this page, you select an appointment block—created on the Enrollment Appointment or Validation Appointment pages—and then you a select a student appointment block. The Assign Students Appointment process assigns the appointment numbers from the appointment block to the students who fit the criteria of the student appointment block. The processing priorities that you define on the Processing Priorities page for the student appointment block determine the order in which the system assigns students appointment numbers.

Pages Used to Create Student Appointment Blocks

Page Name	Definition Name	Navigation	Usage
Student Appointment Block	SSR_APPT_STDT_BLCK	Records and Enrollment, Term Processing, Appointments, Student Appointment Block, Student Appointment Block	Define a student appointment block to be used when assigning appointments to students using the Assign Students Appointment process on the Assign Appointments page.
Add Programs	SSR_APPT_STDT_SEC	Click the Add Programs link on the Student Appointment Block page.	Add additional academic programs to the student appointment block.
Processing Priorities	SSR_APPT_STDT_PRIO	Records and Enrollment, Term Processing, Appointments, Student Appointment Block, Processing Priorities	Define ranking priorities for the student appointment block. The Assign Appointment process obeys these rankings when assigning enrollment appointments to students.

Defining Student Appointment Blocks

Access the Student Appointment Block page (Records and Enrollment, Term Processing, Appointments, Student Appointment Block, Student Appointment Block).

Student Appointment Block and Description

Enter a name, up to six characters, and a description for this student appointment block.

Use Custom Selection

Select this check box if you want to create this student appointment block by selecting individual student IDs. The ID field appears.

ID

Add individual students, by ID, to this student appointment block. All students within this academic career are available.

Academic Program

Select an academic program to limit this student appointment block to students who are active in this academic program. If you do not select an academic program, the available options in the academic level fields includes all levels for all programs in this career. This enables you to select all freshman in this career, for instance, regardless of their academic programs.

Add Programs

Select to choose particular programs for this student appointment block. The Add Programs page appears. When you add programs, the academic level fields will include all of the levels for every program that you select.

Note. All academic programs might not contain all the same academic levels. When selecting multiple programs and levels for an appointment block, be sure to validate that the expected population was included in your block.

Academic Level - Projected

Select a projected academic level to limit this student appointment block to students with this projected academic level. Only the levels for the academic program that you selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available.

Academic Level - Term Start

Select a value to limit this student appointment block to students who are assigned this academic level at the start of the term. Only the levels for the academic program that you selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available.

Academic Level - Term End

Select a value to limit this student appointment block to students who are assigned this academic level at the end of the term. Only the levels for the academic program that you selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available.

Student Group

Select a student group to limit this student appointment block to students who are assigned to this student group. Assign students to student groups on the Student Group page.

Cumulative GPA From

Enter a value to limit this student appointment block to students who have at least this cumulative GPA on the CUM_GPA table.

Cumulative GPA To

Enter a value to limit this student appointment block to students who have up to this cumulative GPA on the CUM_GPA table.

Cumulative Units From

Enter a value to limit this student appointment block to students who have at least this amount of cumulative units on the TOT_CUMULATIVE table. When you navigate out of this field the Include in Progress Units check box appears.

Cumulative Units To

Enter a value to limit this student appointment block to students who have up to this amount of cumulative units on the TOT_CUMULATIVE table. When you navigate out of this field the Include in Progress Units check box appears.

Include in Progress Units

Select to include in progress units in the cumulative unit totals. Selecting this check box adds the TOT_INPROG_GPA and TOT_INPROG_NOGPA records to the calculation.

Term

Select a term to determine how many students fit this student appointment block criteria for a specific term.

Get # Students in Block

Click to run an ad hoc query to determine how many students fit this student appointment block for the selected term. This functionality is available to assist you in assigning appointments appropriately.

Defining Processing Priorities for Student Appointment Blocks

Access the Processing Priorities page (Records and Enrollment, Term Processing, Appointments, Student Appointment Block, Processing Priorities).

Priority Ranking 1, Priority Ranking 2, and Priority Ranking 3

Define ranking priorities for this student appointment block. The Assign Appointment process obeys these rankings when assigning enrollment appointments to students. You can override these values on the Assign Appointments page. Select from:

Units Completed: The Assign Students Appointment process uses a student's total cumulative units (TOT_CUMULATIVE) as found on the student's career term record (STDNT_CAR_TERM). This includes a student's total transfer credit (TOT_TRNSFR), total other credit (TOT_OTHER), and total test score credit (TOT_TEST_CREDIT).

Cumulative GPA: The Assign Students Appointment process uses a student's total cumulative GPA (CUM_GPA) as found on the student's career term record. Inclusion of transfer credit, test credit, and other credit depend on how your institution sets up these various types of credit.

Academic Level - Projected: The Assign Students Appointment process uses a student's projected academic level as found on the student's career term record.

Academic Level - Term End: The Assign Students Appointment process uses a student's academic level at term end as found on the student's career term record.

Academic Level - Term Start: The Assign Students Appointment process uses a student's academic level at term start as found on the student's career term record.

If you leave these fields empty, or when multiple students are ranked the same, such as when multiple students have the same cumulative GPA, the system sorts those students by ID. A simple randomization feature loads the students into a temporary table and randomly assigns them a sequential number. Then, the system assigns the students appointments based on their number. This prevents a student from receiving an undesirable appointment every term based on his or her ID.

Creating Enrollment and Validation Appointments

This section provides an overview of enrollment and validation appointments and discusses how to:

Select an appointment control session.
Create enrollment appointment blocks.
Create validation appointments.

Understanding Enrollment and Validation Appointments

An appointment consists of an appointment number, a start and end date, and a start and end time. In Student Records, appointments are organized into appointment blocks. An appointment block is a group of appointments. Because you can define multiple appointment blocks you can set up a variety of appointment types. For example, you can create one block with many appointments in 15 minute increments, and another with appointments in hourly increments. And you can create another block that contains appointments with varying lengths of time. You can also create multiple appointment blocks to allow some or all of the same students to have more than one appointment.

To create an appointment block you can manually enter appointment numbers, dates, and times, or you can use a variety of criteria to generate appointments in batch. We provide functionality that enables you an immense amount of flexibility and control in defining when appointments will begin and end, and how long they will last. Additionally, you can easily define the maximum number of students in each appointment and you can see how many students are actually assigned to a particular appointment. The system updates the number of students actually assigned to an appointment when the Assign Students Appointment process assigns an appointment to a student, when you assign an appointment to an individual student on the Student Enrollment Appointment page, or when you delete a student appointment.

You create validation appointments the same way that you create enrollment appointments. Like enrollment appointments, validation appointments use appointment blocks, and you can create appointments in batch using the flexible start, end, and number of students per appointment criteria, or manually. The Validation Appointment page only appears if you have enabled the Validation feature on the Self Service Options page in the Academic Career Table component.

You create appointment blocks by session. You can reuse the appointment blocks that you created for one session for another session by selecting the first session as the appointment control session. When you select an appointment control session, the Enrollment Appointment and Validation Appointment pages become unavailable for that session.

Pages Used to Create Enrollment and Validation Appointments

Page Name	Definition Name	Navigation	Usage
Appointment Table	SSR_APPT_TBL_HDR	Records and Enrollment, Term Processing, Appointments, Appointment Table, Appointment Table	Set an appointment control session, if applicable, and indicate if you want to display enrollment and validation appointments in self service.
Enrollment Appointments	APPOINTMENT_TBL	Records and Enrollment, Term Processing, Appointments, Appointment Table, Enrollment Appointments	Define enrollment appointments, by appointment block, for the session. For each enrollment appointment, define the valid date and time ranges, length of appointments, and the number of students allowed per appointment. Regardless of whether you decide to assign appointments manually or through the Assign Students Appointment process, you must create the parameters of each appointment ID on this page.
Validation Appointments	SSR_VALIDAT_TBL	Records and Enrollment, Term Processing, Appointments, Appointment Table, Validation Appointments	Define validation appointments, by appointment block, for the session. For each validation appointment, define the valid date and time ranges, length of appointments, and the number of students allowed per appointment. This page is available if you selected the Enable Validation Feature check box on the Self Service Options page for this academic career.

Selecting an Appointment Control Session

Access the Appointment Table page (Records and Enrollment, Term Processing, Appointments, Appointment Table, Appointment Table).

Appointment Control Session

Enter a session to which you want to point this session's appointment information. This enables a student to register in both sessions with a single appointment. For example, by pointing the appointment control session for a 12-week session and a 6-week session to a regular session, the appointment information defined for the regular session becomes valid for both the 12-week and 6-week sessions. When you select an appointment control session, the Enrollment Appointment and Validation Appointment pages for this session becomes unavailable for edit.

Note. This field is only available for entry if this session has no students assigned to it. If no students are assigned to the session for which you are setting an appointment control session value, the appointments from the session are deleted.

Enrollment Appointments

Select this check box if you want the system to display the enrollment appointments for this session in self-service pages. Clear this check box if you want to add and delete appointments and test the results of different enrollment appointment criteria before enrollment appointments are visible in self-service pages.

Validation Appointments

Select this check box if you want the system to display the validation appointments for this session in self service. Clear this check box if you want to add and delete appointments and test the results of different validation appointment criteria before enrollment appointments are visible in self service.

This field is available if you selected the Enable Validation Feature check box on the Self Service Options page for this academic career.

Session Dates

These dates appear as defaults from the Session Table page. They appear here to assist you when assigning appointment date ranges on the Enrollment Appointments page.

Note. Appointment start and end dates must be within the first day and last day to enroll date range set up on the Session Table page.

Creating Enrollment Appointment Blocks

Access the Enrollment Appointments page (Records and Enrollment, Term Processing, Appointments, Appointment Table, Enrollment Appointments).

Appointment Blocks

Appointment Block

Enter a name or code for this appointment block. An appointment block is a group of appointments. You can define one or several appointment blocks for a session. For example, you can define one appointment block for all student appointments in a session, or you can define one appointment block that contains appointments in 15 minute increments, while another might have appointments in hourly increments. Then, you can create one appointment block that has varying lengths of time. You can also set up multiple appointment blocks to allow the same block of students to have more than one appointment. Appointment block is now a key on the Appointment table.

When you run the Assign Students Appointment process (SRAPPT.sqr), you merge a student appointment block with this appointment block. Also, when you assign individual students to appointments on the Student Enrollment Appointment page, you can select appointments by appointment block.

Create Appointments

Start with Appointment Nbr (start with appointment number)

Indicate to the system where you want to start the appointment numbers in this appointment block. You can enter any numerical value. This enables you to segment appointment numbers if you want to leave gaps that can be filled later. If no value is entered, the system starts the appointment numbers with the next available number.

Appointments Start - Date/Time Range

Appointment Start Date and Appointment End Date

Enter a range of dates in which your appointments can start. For example, if you enter 08/01/2005 in the Appointment Start Date field and 09/01/2005 in the Appointment End Date field, the first appointment in the block will start on 08/01/200, and the last appointment in the block will start on 09/01/2005. Appointments might end on a later date than 09/01/2005, but they will not start later than that date.

The appointment start and end dates will be edited against the first date and last date to enroll for the session. If the date being added is not within the range, an error message will appear.

Appointment Start Time and Appointment End Time

Enter a range of times at which you want your appointments to start. For example, if you enter a start of 8:00 a.m. and an end time 5:30 p.m., the first appointment of the day will start at 8:00 a.m., and the last appointment of the day will start no later than 5:30 p.m. Appointments might end later than 5:30 p.m., but they will not start later than that time.

Appointments Start Every

Length, Minutes, Hours, and Days

Enter the length of time between the start time for each appointment. For example, if you enter 30 minutes, then appointments will start in 30 minute increments.

Appointments End

When The Next Appt Starts (when the next appointment starts)	Select to have the system schedule appointments immediately following one another. For example, if one appointment ends at 9:25 a.m., the next appointment would start at 9:25 a.m.
All Last Same Length of Time	Select to manually enter the length of time that you want each appointment to last.
Length, Minutes, Hours, and Days	These fields become available when you select the All Last Same Length of Time option. Enter the length of time that you want appointments to last.
All End at the Same Time	Select to indicate a specific date and time that you want all appointments in this appointment block to end. The End Date and End Time fields appear.
End Date	This field becomes available when you select the All End at the Same Time option. Enter the date on which you want all appointments in this appointment block to end.
End Time	This field becomes available when you select the All End at the Same Time option. Enter the time at which you want all appointments in this appointment block to end.

Additional Elements

Number of Students per Appt (number of students per appointment)	Enter how many students you want assigned to each appointment. You can change this for individual appointments in the Number of Students per Appt field.
Create Appointments	Click to create enrollment appointments in batch based on the criteria you defined.

Appointments

The system populates this grid when you click the Create Appointments button. You can also manually add and delete appointments here.

Note. You cannot delete an appointment in which students are already assigned.

Appt Nbr (appointment number)

The system starts the appointment numbers with the value you entered in the Start with Appointment Nbr field. You can override this value. If no value is entered in the Start with Appointment Nbr field, the system will start the appointment numbers with the next available number.

The system assumes appointments are assigned in numerical order. Therefore, appointment 0002 begins after appointment 0001. Through the Assign Appointments and Student Enrollment Appointment pages, you can assign appointment numbers to students.

Number of Students per Appt (number of students per appointment)

When you create appointments in batch, The system populates this value based on the value you entered in the Number of Students per Appt field in the Create Appointments group box. You can change this value here.

Number of Student Assigned

The number of students actually assigned to this appointment ID appears here. The system updates this number when a student appointment is deleted or when a student is assigned an appointment in batch on the Assign Appointments page or individually on the Student Enrollment Appointment page.

Creating Validation Appointments

Access the Validation Appointments page (Records and Enrollment, Term Processing, Appointments, Appointment Table, Validation Appointments).

Create validation appointments the same way that you create enrollment appointments. This page is available if you selected the Enable Validation Feature check box on the Self Service Options page for this academic career.

Assigning Enrollment and Validation Appointments in Batch

This section provides an overview of assigning appointments in batch, lists prerequisites, and discusses how to assign appointments in batch.

Understanding Assigning Appointments in Batch

The Assign Students Appointment process (SRAPPT.sqr) assigns or deletes enrollment or validation appointments in batch for a career, term, and session. The process:

Identifies the students that fit the criteria of the student appointment block.
Ranks the students according to the priority rankings set up on the student appointment block, or, based on the override rankings selected on the Assign Appointments page.
Ranks the students further, if necessary, based on a simple randomization feature that loads the student IDs into a temporary table and then randomly assigns them a number.
Assigns the students, based on their ranking, an appointment number and unit limit information.

The process stores this data on the Student Appointment table (STDNT_ENRL_APPT).

If your institution has licensed PeopleSoft Campus Solutions Self Service, students can view their appointments online as soon as you assign them, so long as you have enabled appointments to be displayed in Campus Self Service on the Appointment Table page for this session.

Assigning or deleting appointments using the Assign Students Appointment process updates the Number of Students Assigned field for the assigned appointments on the Enrollment Appointments or Validation Appointments pages.

Prerequisites

The Assign Students Appointment process can create communications giving you the option to generate enrollment appointment notification mailers for your students. Each time you run the Assign Students Appointment process, with the Create Communications check box selected, it creates a new communication. for the affected students. Before you run the Assign Students Appointment process, you must define enrollment appointment mailers on the communications tables. We deliver an example enrollment appointment mailer that you can use as a model.

Note. Select the Create Communications check box only if you are ready to create communications.

To set up an enrollment appointment mailer:

Note. The system uses the STRM Administrative function and the APPTMR communication key. You must define an appointment communication key in the STRM Administrative Function for your institutions.

In the Build Community - Communications menu, use the Standard Letters page to create a standard letter for the enrollment appointment mailer, such as an APP letter.
Use the Communication Context page to define a communication context for the enrollment appointment mailer, such as APPT1.

In the Communication Context Method group box, select in the Letter Code field the standard letter that you have defined for the enrollment appointment mailer, which in this example is APP.
Use the Communication Categories page to set up a communication category for Student Records, such as SREC.

In the Communication Context group box, insert a row for the communication context that you have defined for the enrollment appointment mailer, which in this example is APPT1.
Use the Communication Speed Keys page to set up the administrative function for the enrollment appointment mailer, such as STRM.

In this example, you would set the Category field to SREC, the Context field to APPT1, and the Letter Code field to APP. Alternatively, you can create appointment communications in batch by institution career and term after you have assigned all of your appointments through the Appointment Communications page.

Pages Used to Assign Enrollment and Validation Appointments in Batch

Page Name	Definition Name	Navigation	Usage
Assign Appointments	SSR_RUNCTL_APPT	Records and Enrollment, Term Processing, Appointments, Assign Appointments, Assign Appointments	Define parameters for and run the Assign Students Appointment process to assign students to appointments in batch.
Assign Appointments - Search for an Appointment	SSR_RUNC_APPT_SEC	Click the Find Appointment From or Find Appointment To link on the Assign Appointments page.	Search for appointment IDs within the selected appointment block by start date, end date, start time, or end time.

Assigning Appointments in Batch

Access the Assign Appointments page (Records and Enrollment, Term Processing, Appointments, Assign Appointments, Assign Appointments).

Academic Institution, Academic Career, and Term

Enter the academic institution, academic career, and term for which you want to assign enrollment appointments to students.

Process Mode

Select Add Appointments to have the Assign Students Appointment process find students based on the criteria that you specify and assign them the selected appointments. Select Delete Appointments to have the Assign Students Appointment process find students based on the criteria that you specify and delete those students' appointments. Added and deleted appointments will be correctly reflected in the Number of Student Assigned field on the Enrollment Appointments page.

Note. Because the Process Mode field is on level one, deleting appointments deletes all appointments for all rows on this page. If you want to delete just one student appointment block, add that student appointment block to a new run control.

Create Communication

Select this check box to record appointment information to be able to later generate enrollment appointment notifications for students. When you select this check box, the Assign Students Appointments process populates the communication table with an administrative function of APP and records for each affected student the action of add or delete, the appointment type of enrollment or validation appointment, and the student block and appointment block.

See Creating Appointment Communications in Batch.

Session

Select the session for which you want to assign enrollment appointments to students.

Do not Allow Multiple Appts (do not allow multiple appointments)

Select this check box to prevent the system from assigning multiple appointments to a student who meets the criteria of multiple student appointment blocks.

Note. To ensure students receive the best appointment possible, organize your run control so that the most favorable student appointment block runs first.

Student Appointment Block

Select the student appointment block for which you want to create appointments. Define student appointment blocks on the Student Appointment Block page.

Override Block Priorities

Select this check box to override the priority ranking set up for the student appointment block on the Processing Priorities page.

Priority Ranking 1, Priority Ranking 2, and Priority Ranking 3

These fields become available when you select the Override Block Priorities check box. Use these fields to override the priority ranking set up for the student appointment block on the Processing Priorities page. The Assign Appointment process obeys these rankings when assigning enrollment appointments to students. Select from:

Units Completed: The Assign Students Appointment process uses a student's total cumulative units (TOT_CUMULATIVE) as found on the student's career term record (STDNT_CAR_TERM). This includes a student's total transfer credit (TOT_TRNSFR), total other credit (TOT_OTHER), and total test score credit (TOT_TEST_CREDIT).

Cumulative GPA: The Assign Students Appointment process uses a student's total cumulative GPA (CUM_GPA) as found on the student's career term record. Inclusion of transfer credit, test credit, and other credit depend on how your institution sets up these various types of credit.

Academic Level - Projected: The Assign Students Appointment process uses a student's projected academic level as found on the student's career term record.

Academic Level - Term End: The Assign Students Appointment process uses a student's academic level at term end as found on the student's career term record.

Academic Level - Term Start: The Assign Students Appointment process uses a student's academic level at term start as found on the student's career term record.

Appointment Type

Indicate whether the appointments you are assigning are enrollment or validation appointments.

Use Program Term/Session Limit

Select this check box if you want the Enrollment Engine to enforce term/session limits for the students you are assigning appointments based on the limits of the students' academic programs. You must select this check box or enter an appointment limit ID.

Appointment Limit ID

Assign an appointment limit ID to the students to whom you are assigning appointments. The Enrollment Engine enforces appointment limits set up for the appointment limit ID. Only those appointment limit IDs for this academic career appear in the search dialog.

You must select the Use Program Term/Session Limit check box or enter an appointment limit ID.

Appointment Block

Select the appointment block to which you want to assign students. Use the Appointment Table to create appointment blocks.

Appointment Number From

Select the appointment number within the specified range of appointment numbers to further narrow where you want the process to begin its assignment of appointments for students that meet the processing parameters of this row of the request.

Appointment Number To

Select the appointment number within the specified range of appointment numbers to further narrow where you want the process to end its assignment of appointments for students that meet the processing parameters of this row of the request.

Find Appointment From and Find Appointment To

Click to search for appointments. The Assign Appointments - Search for an Appointment page appears.

Run the Assign Students Appointment process as needed. The process produces a hard-copy report for you that displays each student's appointment number, the time and date range of each appointment, the student's name, and the student's ID. The process also populates the communication table with students for whom you have generated appointments so that you have the option to generate enrollment appointment notification mailers to inform your students. The mailer contains the date, student's name and address, salutation, enrollment appointment information, and instruction about how the student can enroll in classes during appointment time. You can make changes to the mailer.

Assigning and Maintaining Appointments for Individual Students

This section discusses how to assign and maintain appointments for individual students.

Pages Used to Assign and Maintain Appointments for Individual Students

Page Name	Definition Name	Navigation	Usage
Student Enrollment Appointment	STDNT_ENRL_APPT	Records and Enrollment, Term Processing, Appointments, Student Enrollment Appointment, Student Enrollment Appointment	Assign enrollment appointments on a student-by-student basis. You can also use this page after you've run the Assign Students Appointment process to verify that a student's appointments has indeed been scheduled and to edit a student's appointment as necessary.
Student Enrollment Appointment - Search for an Appointment	SSR_ENRL_APPT_SEC	Click the Find Appointment link on the Student Enrollment Appointment page.	Search for appointment IDs by start date, end date, start time, or end time and appointment block.

Assigning and Maintaining Appointments for Individual Students

Access the Student Enrollment Appointment page (Records and Enrollment, Term Processing, Appointments, Student Enrollment Appointment, Student Enrollment Appointment).

Session Limits

Session	Select the session for which you want to assign enrollment appointments to the student.
Only Use Term Limits	Select if you want the enrollment engine to use term unit limits (defined on the Enrollment page of the Academic Program Table component), rather than session unit limits (defined on the Session page of the Academic Program Table component). The enrollment engine still checks appointment limits, even if this check box is selected.
Override Maximum Units	Select to override the session unit limits set for the student's primary academic program of the enrollment term. When you select this check box, the system makes available the Max Total Units, Max Audit Units, Max No GPA Units, and Max Wait List Units fields and displays the values set on the Session page of the Academic Program Table component. You can then override the values for this student's enrollment appointment. If you are assigning a new enrollment appointment to the student and you want to use this override, you must first select this check box and save the page. Clear this check box to use the previously defined session unit limits set for the student's primary academic program of the enrollment term. Note. Selecting this check box does not override a student's term unit limits for the student's primary academic program within the enrollment term, as set on the Enrollment page of the Academic Program Table component.
Max Total Units	Enter the maximum number of units that the student can enroll in for all of the enrollment appointments within the specified session.
Max No GPA Units (maximum number grade point average units)	Enter the maximum number of units that the student can enroll in with a non-GPA grading basis for all of the enrollment appointments within the specified session.
Max Audit Units	Enter the maximum number of units that the student can take in audit status for all of the enrollment appointments within the specified session.
Max Wait List Units	Enter the maximum number of wait-list units that the student can take for all of the enrollment appointments within the specified session.
Include Wait List in Total	If you select this check box, the enrollment engine includes wait listed units towards the appointment maximum. For example: A student has an appointment maximum unit limit of 15 and a maximum wait list unit limit of 9. The student is enrolled in 6 units and wait listed in 6 units. If the check box is selected, the student can enroll and/or wait list in an additional 3 units only, because the 6 wait listed units are applied to the overall limit of 15.
Max Total Courses	By default, the system displays the maximum number of courses that this student can take for the specified session. The system determines this value according to the maximum courses that a student can take for the specified session and the term category of the specified term, as defined for the student's primary academic program for the specified term. Set total maximum course values by academic load for term category and session combinations within an academic program on the Course page in the Academic Program Table component. If you have cleared the Only Use Term Limits check box for the specified session on the Session Enrollment Limits page, this field is unavailable.

Enrollment Appointments

Appt Block (appointment block)	Enter an appointment block from which you want to assign an appointment. You can also search for an appointment by clicking the Find Appointment link.
Appt Nbr (appointment number)	Enter the appointment number that you want to assign to the student. You must enter a valid appointment number for the appointment block that you entered. You can also search for an appointment number by clicking the Find Appointment link. Define appointments on the Enrollment Appointments page in the Appointment Table component. The system displays the start and end dates and the start time of the enrollment appointment that you select.
Find Appointment	Click to search for an appointment by appointment block or by date and time. The Student Enrollment Appointment - Search for an Appointment page appears.

Select Limits for Appointment

Indicate how you want to enforce appointment limits for this individual.

Use Program Term/Session Limit	Select this option if you want the Enrollment Engine to enforce the enrollment limits of the term and session—set up on the Enrollment page in the Academic Program Table component—for the appointment limits.
Use Appointment Limit ID	Select this option if you want the Enrollment Engine to enforce the appointment limits set up for the appointment limit ID. When you select this option, the Limit ID field appears.
Limit ID	The field appears when you select the Use Appointment Limit ID option. Enter the appointment limit ID that you want to use to enforce appointment limits. Define appointment limit IDs on the Appointment Limit ID page.
Set Maximum Units	Select this option if you want to define appointment limits here. Although you can enter higher limits than those defined for the session and term, the Enrollment Engine still enforces the session and term limits. For example, if the maximum total units for the session is 18, and you enter 20 in the Max Total Units field on this page, the Enrollment Engine does not let this student enroll in more than 18 units.
Max Total Units	Enter the maximum number of units that the student can enroll in during this enrollment appointment.
Max No GPA Units	Enter the maximum number of units that the student can enroll in with a non-GPA grading basis during this enrollment appointment.
Max Audit Units	Enter the maximum number of units that the student can audit during this enrollment appointment.
Max Wait List Units	Enter the maximum number of wait-list units that the student can take during this enrollment appointment.

Validation Appointments

This group box appears if you select the Enable Validation Feature on the Self Service Options page for this academic career.

Appt Block (appointment block)	Enter an appointment block from which you want to assign an appointment. You can also search for an appointment by clicking the Find Appointment link.
Appt Nbr (appointment number)	Enter the appointment number that you want to assign to the student. You must enter a valid appointment number for the appointment block that you entered. You can also search for an appointment number by clicking the Find Appointment link. Define appointments on the Validation Appointments page in the Appointment Table component. The system displays the start and end dates and the start time of the validation appointment that you select.
Find Appointment	Click to search for an appointment by appointment block or by date and time. The Student Enrollment Appointment - Search for an Appointment page appears.

Creating Appointment Communications in Batch

This section lists prerequisites and discusses how to create appointment communications in batch.

Prerequisites

The Create Appts Communications process populates the communications tables, providing you with the option to generate enrollment appointment notification mailers for your students. Each time you run the Create Appts Communications process, it repopulates the communication tables with the newest enrollment appointment information for the affected students. Before you run this process, you must define enrollment appointment mailers on the communications tables. We deliver an example enrollment appointment mailer that you can use as a model.

Page Used to Create Appointment Communications in Batch

Page Name	Definition Name	Navigation	Usage
Appointment Communications	SSR_RNCTL_COM_APPT	Records and Enrollment, Term Processing, Appointments, Appointment Communications, Appointment Communications	Run the Create Appts Communications (SRAPCOMM.sqr) process to create appointment communications in batch.

Creating Appointment Communications in Batch

Access the Appointment Communications page (Records and Enrollment, Term Processing, Appointments, Appointment Communications, Appointment Communications).

When you run the Create Appts Communications process, the process uses the administrative function STRM and populates the communication tables with the letter code APP for every student within the selected institution, career, and term who has been assigned an appointment. In addition to the letter code of APP, the process records for each affected student the action of add or delete, the appointment type of enrollment or validation appointment, and the student block and appointment block.

After you populate the communication tables, you can generate enrollment appointment notification mailers for students.

Viewing Appointments Through Self Service

If your institution has licensed PeopleSoft Campus Self Service, your students can view their enrollment and validation appointments directly over the web. Advisors can also view enrollment and validation appointment information over the web.

Appointment Limit ID	Enter an appointment limit ID for every group at your academic institution that has varied enrollment unit restrictions. For example, each appointment limit ID that you define might have different full-time and part-time maximum and minimum units.
Full Time Max Total Units and Part Time Max Total Units	Enter the maximum number of units that a full-time and part-time student can enroll in during the specified enrollment appointment.
Full Time Max No GPA Units (full time maximum number grade point average units) and Part Time Max No GPA Units (part time maximum number grade point average units)	Enter the maximum number of units that a full-time and part-time student can enroll in with a non-GPA grading basis during the specified enrollment appointment.
Full Time Max Audit Units and Part Time Max Audit Units	Enter the maximum number of units that a full-time and part-time student can audit during the specified enrollment appointment.
Full Time Max Wait List Units and Part Time Max Wait List Units	Enter the maximum number of wait-list units that a full-time and part-time student can take during the specified enrollment appointment.
Include Wait List in Total	If you select this check box, the enrollment engine includes wait listed units towards the appointment maximum. For example: A student has an appointment maximum unit limit of 18 and a maximum wait list unit limit of 12. The student is enrolled in 6 units and wait listed in 6 units. If the check box is selected, the student can enroll and/or wait list in an additional 6 units only, because the 6 wait listed units are applied to the overall limit of 18.

Student Appointment Block and Description	Enter a name, up to six characters, and a description for this student appointment block.
Use Custom Selection	Select this check box if you want to create this student appointment block by selecting individual student IDs. The ID field appears.
ID	Add individual students, by ID, to this student appointment block. All students within this academic career are available.
Academic Program	Select an academic program to limit this student appointment block to students who are active in this academic program. If you do not select an academic program, the available options in the academic level fields includes all levels for all programs in this career. This enables you to select all freshman in this career, for instance, regardless of their academic programs.
Add Programs	Select to choose particular programs for this student appointment block. The Add Programs page appears. When you add programs, the academic level fields will include all of the levels for every program that you select. Note. All academic programs might not contain all the same academic levels. When selecting multiple programs and levels for an appointment block, be sure to validate that the expected population was included in your block.
Academic Level - Projected	Select a projected academic level to limit this student appointment block to students with this projected academic level. Only the levels for the academic program that you selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available.
Academic Level - Term Start	Select a value to limit this student appointment block to students who are assigned this academic level at the start of the term. Only the levels for the academic program that you selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available.
Academic Level - Term End	Select a value to limit this student appointment block to students who are assigned this academic level at the end of the term. Only the levels for the academic program that you selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available.
Student Group	Select a student group to limit this student appointment block to students who are assigned to this student group. Assign students to student groups on the Student Group page.
Cumulative GPA From	Enter a value to limit this student appointment block to students who have at least this cumulative GPA on the CUM_GPA table.
Cumulative GPA To	Enter a value to limit this student appointment block to students who have up to this cumulative GPA on the CUM_GPA table.
Cumulative Units From	Enter a value to limit this student appointment block to students who have at least this amount of cumulative units on the TOT_CUMULATIVE table. When you navigate out of this field the Include in Progress Units check box appears.
Cumulative Units To	Enter a value to limit this student appointment block to students who have up to this amount of cumulative units on the TOT_CUMULATIVE table. When you navigate out of this field the Include in Progress Units check box appears.
Include in Progress Units	Select to include in progress units in the cumulative unit totals. Selecting this check box adds the TOT_INPROG_GPA and TOT_INPROG_NOGPA records to the calculation.
Term	Select a term to determine how many students fit this student appointment block criteria for a specific term.
Get # Students in Block	Click to run an ad hoc query to determine how many students fit this student appointment block for the selected term. This functionality is available to assist you in assigning appointments appropriately.

Academic Institution, Academic Career, and Term	Enter the academic institution, academic career, and term for which you want to assign enrollment appointments to students.
Process Mode	Select Add Appointments to have the Assign Students Appointment process find students based on the criteria that you specify and assign them the selected appointments. Select Delete Appointments to have the Assign Students Appointment process find students based on the criteria that you specify and delete those students' appointments. Added and deleted appointments will be correctly reflected in the Number of Student Assigned field on the Enrollment Appointments page. Note. Because the Process Mode field is on level one, deleting appointments deletes all appointments for all rows on this page. If you want to delete just one student appointment block, add that student appointment block to a new run control.
Create Communication	Select this check box to record appointment information to be able to later generate enrollment appointment notifications for students. When you select this check box, the Assign Students Appointments process populates the communication table with an administrative function of APP and records for each affected student the action of add or delete, the appointment type of enrollment or validation appointment, and the student block and appointment block. See Creating Appointment Communications in Batch.
Session	Select the session for which you want to assign enrollment appointments to students.
Do not Allow Multiple Appts (do not allow multiple appointments)	Select this check box to prevent the system from assigning multiple appointments to a student who meets the criteria of multiple student appointment blocks. Note. To ensure students receive the best appointment possible, organize your run control so that the most favorable student appointment block runs first.
Student Appointment Block	Select the student appointment block for which you want to create appointments. Define student appointment blocks on the Student Appointment Block page.
Override Block Priorities	Select this check box to override the priority ranking set up for the student appointment block on the Processing Priorities page.
Priority Ranking 1, Priority Ranking 2, and Priority Ranking 3	These fields become available when you select the Override Block Priorities check box. Use these fields to override the priority ranking set up for the student appointment block on the Processing Priorities page. The Assign Appointment process obeys these rankings when assigning enrollment appointments to students. Select from: Units Completed: The Assign Students Appointment process uses a student's total cumulative units (TOT_CUMULATIVE) as found on the student's career term record (STDNT_CAR_TERM). This includes a student's total transfer credit (TOT_TRNSFR), total other credit (TOT_OTHER), and total test score credit (TOT_TEST_CREDIT). Cumulative GPA: The Assign Students Appointment process uses a student's total cumulative GPA (CUM_GPA) as found on the student's career term record. Inclusion of transfer credit, test credit, and other credit depend on how your institution sets up these various types of credit. Academic Level - Projected: The Assign Students Appointment process uses a student's projected academic level as found on the student's career term record. Academic Level - Term End: The Assign Students Appointment process uses a student's academic level at term end as found on the student's career term record. Academic Level - Term Start: The Assign Students Appointment process uses a student's academic level at term start as found on the student's career term record.
Appointment Type	Indicate whether the appointments you are assigning are enrollment or validation appointments.
Use Program Term/Session Limit	Select this check box if you want the Enrollment Engine to enforce term/session limits for the students you are assigning appointments based on the limits of the students' academic programs. You must select this check box or enter an appointment limit ID.
Appointment Limit ID	Assign an appointment limit ID to the students to whom you are assigning appointments. The Enrollment Engine enforces appointment limits set up for the appointment limit ID. Only those appointment limit IDs for this academic career appear in the search dialog. You must select the Use Program Term/Session Limit check box or enter an appointment limit ID.
Appointment Block	Select the appointment block to which you want to assign students. Use the Appointment Table to create appointment blocks.
Appointment Number From	Select the appointment number within the specified range of appointment numbers to further narrow where you want the process to begin its assignment of appointments for students that meet the processing parameters of this row of the request.
Appointment Number To	Select the appointment number within the specified range of appointment numbers to further narrow where you want the process to end its assignment of appointments for students that meet the processing parameters of this row of the request.
Find Appointment From and Find Appointment To	Click to search for appointments. The Assign Appointments - Search for an Appointment page appears.