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TABLE OF CONTENTS
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FERPA .......................................................................................................................................................... 6
TERMINOLOGY AND SHORTCUTS ........................................................................................................... 8
SIS to PeopleSoft ...................................................................................................................................... 8
Common Values ........................................................................................................................................ 8
Matriculation .............................................................................................................................................. 8
DEFINITIONS ............................................................................................................................................ 9
IMPORTANT PEOPLESOFT CONCEPTS ............................................................................................... 9
Key board Shortcuts ............................................................................................................................ 12
Glossary ............................................................................................................................................... 13
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Figure 1 – The Login Screen
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NOTE
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FERPA
The purpose of this lesson is to provide introduction to FERPA and the disclosure of student information.
Much of this information has been excerpted from the Office of the Registrar website
(http://www.asu.edu/registrar).
GENERAL INFORMATION
The federal Family Educational Rights and Privacy Act (also known as FERPA, and/or the Buckley
Amendment) affords students certain rights with respect to their education records. They are:
1. The right to inspect and review the student’s education records within 45 days of the day the
university receives a request for access.
Students should submit to the registrar, dean, head of the academic department, or other appropriate
official, written requests that identify the record(s) they wish to inspect. The university official will make
arrangements for access and notify the student of the time and place where the records may be
inspected. If the records are not maintained by the university official to whom the request was submitted,
that official shall advise the student of the correct official to whom the request should be addressed.
Note: Students must provide photo identification in order to access their education records.
2. The right to request the amendment of the student’s education records that the student
believes are inaccurate or misleading.
Students who believe their record is inaccurate or misleading should write to the university official
responsible for the record. Clearly identify the part of the record they want changed, and specify why it is
inaccurate or misleading.
If the university decides not to amend the record as requested by the student, the university will notify the
student of the decision and advise the student of his or her right to a hearing about the request for
amendment. Additional information about the hearing procedures will be provided to the student when
notified of the right to a hearing. Note: FERPA does not address grade disputes or grievances,
which are pursued through other university and/or college procedures.
3. The right to consent to disclosures of personally identifiable information contained in the
student’s education records, except to the extent that FERPA authorizes disclosure without
consent.
One exception which permits disclosure without consent is disclosure to school officials with legitimate
educational interests. A school official is a person employed by the university in an administrative,
professional, supervisory, academic, research, or support position; staff in the Alumni Association and
ASU Foundation offices; a person or company with whom the university has contracted (such as an
attorney, auditor or collection agency); a person serving on the Board of Regents; or a student serving on
an official committee, such as a disciplinary or grievance committee, or assisting another school official in
performing his or her tasks. A school official has a legitimate educational interest if the official needs to
review an education record in order to fulfill his or her professional responsibility. Note: A parent of a
dependent student may challenge denial of access to the dependent student’s record by
producing the most current copy of Internal Revenue Form 1040. (Dependency is defined in
Section 152 of the Internal Revenue Code.) If that form lists the student in question as a
dependent, the parent will be required to sign an Affidavit of Dependency which affirms that the
student is his/her tax dependent. The affidavit will be retained by the University Registrar’s Office,
and must be renewed each tax year. Upon receipt of these documents, the dependent student
records will be made available to the parent as specified under FERPA.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures
by Arizona State University to comply with the requirements of FERPA.
Students are encouraged to first contact the University Registrar’s Administrative Office at (480) 9657302. A complaint may be filed with the Department of Education at the following address:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC, 20202-4605
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NOTE: While FERPA applies only to students (as opposed to applicants), ASU employees are urged to
err on the side of caution whenever disclosing information. When in doubt, do not disclose the
information and refer to your supervisor or the Office of the Registrar as appropriate.
Now that you know what FERPA is, how can you tell if the student has elected to place a FERPA hold on
their record? The answer lies on the page displayed below:
(FERPA privacy shade)
When you apply FERPA control to restrict data for a student, the system attaches a FERPA window
shade privacy button to that individual's records in your database. This icon indicates the student has a
FERPA hold on their record. You can click the icon to see the specific information about the hold.
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TERMINOLOGY AND SHORTCUTS
SIS to PeopleSoft
Some of the common fields you have used in SIS will have new names in PeopleSoft:
SIS
PeopleSoft
ASU ID
Campus ID
Affiliate ID
ID
SSN
National ID
Common Values
Some of the common fields you have used in SIS will have new names in PeopleSoft:
Field
Common Value
Academic Institution
ASU00
Term
2077 (Fall 2007)
2071 (Spring 2007)
2074 (Summer 2007)
2079 (Winter 2007)
Academic Career
UGRD or GRAD
Matriculation
Data in PeopleSoft is segmented into different areas. Admissions data is in one area, student records in
another, etc. When an applicant is admitted, the data on that person is matriculated to the student record
area, where it is maintained. If you only have access to admissions data, you will continue to see that
person’s data, but not be able to edit it.
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Definitions
It will also be helpful for you to understand some basic terminology used by the PeopleSoft system. A
page in PeopleSoft is just like a page on the web. A tab on a page is just like the tab of a file folder.
Some pages have several tabs which each contain different information. This group of tabs on a page is
referred to as a component. A lookup is an icon (a magnifying glass) which indicates you may select it to
see a list of valid data values for the field you wish to populate. Effective date means that date
associated with a data element which is the date the element becomes initiated. Include history means
that you will be able to see the entire history of data transactions which have taken place, if your security
settings permit. Search/Match is a process that the system uses to attempt to identify if a record for a
person already exists. This process is absolutely critical to minimize duplication of IDs in the system.
Important PeopleSoft Concepts
Pages
Pages are the primary graphical interface by which you view and alter data in your PeopleSoft system. In
many cases, these pages are representations of rows of data in your database tables. You use them to
view, enter, and update data stored in application tables. Each page also provides features in the form of
buttons or links to help you navigate through the system. As you change or add information to your
database, you need to be familiar with effective-dating logic and the various page action options as you
work with historic, current, and future data.
Effective Dating
PeopleSoft’s effective-dating logic enables you to maintain an accurate history of information in the
database. Effective dating allows you to store historical data, see changes in your data over time, and
enter future data. For example, you may want to track several events in the application process of Tom
Sawyer: when he first inquired, when he applied and when he attended. By inserting rows of data based
on his EMPLID, you can build a history.
When you enter new information that is related to existing data, you do not want to lose or overwrite the
data already stored in the database. To retain history, add a data row identified by the date when the
information goes into effect: the effective date. You can use the information to look at what has happened
up to now and plan for the future. The PeopleSoft system categorizes effective-dated rows into the
following basic types:
The data row with the date closest to—but not greater than—the system date. Only one row can
Current
be the current row.
History Data rows that have effective dates earlier than the current data row.
Future Data rows that have effective dates later than the system date.
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Data Entry Fields
Pages can include several types of data-entry fields, each designed to provide a simple way to enter and
update data in your tables. Understanding the various types of data-entry field helps you use the system
more efficiently. Data-entry fields, which are always associated with specific database fields, include:
Selecting a check box or radio button enables an option. Typically, you select one by
clicking within it or pressing the space bar when the box is highlighted. Click it again or
Check
press the space bar to disable the option.
boxes and
Check boxes correspond to fields with only two valid values. You can often select more than
Radio
one check box in a related set. In contrast, a related set of radio buttons represents a group
buttons
of mutually exclusive options; typically, you can only select one radio button within a related
set.
Enter characters or numbers into edit boxes. The character limit is determined by the length
Edit boxes of the database field. Edit boxes for fields with prompt tables have a lookup button to the
right. Edit boxes with spell check enabled have a spell check button to the right.
Enter longer strings of data, such as comments, into long edit boxes. These boxes store
Long edit
free-form text fields. If you type more lines than you can see at one time, use the scroll bar
boxes
on the right to move through text. Long edit boxes with spell check enabled have a spell
check button in the upper-right corner.
Select a value from a predefined list. Drop-down list boxes look like a data-entry field with a
Drop-down
prompt button at one end. Click the prompt button to display a list of valid values from which
list boxes
you can select a single option.
Insert photos or other images into your PeopleSoft Application. The format of the image that
you insert must match the image format defined for that field by the application developer.
Images
Acceptable formats include JPG, BMP, GIF, or DIB. For example, on the Employee Photo
page, you can only insert JPG images into the employee photo field. If you try to upload an
image of another format, the system displays an error message.
Serve as containers or organizers for multi-field data entry. Grids display as a minispreadsheet within a page. Scroll areas are like grids except that the fields are arranged in
a freeform manner. Both contain rows of data that may include Add, Multi-Row Insert, or
Delete buttons. Most include a navigation bar or footer with multiple control and
configuration options.
Grids and
You can think of all of the fields in each of these controls as belonging to one table in your
scroll areas database. Each time that you add a new row, you are actually adding a new row of data to
the database table, each of which shares the same high-level key. For example, for
employee records, you may have more than one emergency contact listed for each
employee. If you have two emergency contacts listed for an employee, each of those
contacts has that employee’s ID number as a key field. If you insert a new row, the system
automatically copies the shared key data into the new row.
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Moving Among Fields
To move among the data-entry fields on a page, press the tab key or click the field once. Pressing tab
moves you one field at a time in a sequence determined in the page definition. Pressing tab also rests on
prompts to give you the option of viewing the prompt table or calendar. To open a prompt or calendar,
you can press enter. Or, to get to the next field, press tab again. Press Shift+Tab to move backward
rather than forward in the tabbing order.
Required Fields
In most applications, required fields are marked with an asterisk. You must enter data into that field to
continue on to the next field or save the page. If you save the page without entering required data, the
field turns red and an error message appears on the page. Click OK within the error message, and then
enter the correct data in that field. Required fields are often drop-down list boxes or are accompanied by
a prompt button to help you enter the correct data.
Navigating through different areas
The following table describes the buttons and links that might appear on your grid or scroll area.
Click to insert a new row after the current row.
Click to delete the current row of data.
(Show Next Row) Click to display the next row or set of rows of data.
Note. The Show Next Row and Show Previous Row buttons are disabled if you are viewing
all rows of data.
(Show Previous Row) Click to display the previous row or set of rows of data.
(Show All Columns) In a tabbed grid only, click to expand grid columns to the right so that
tabs are no longer needed.
(Show Tabs) In a tabbed grid only, click to return the expanded grid to its tabbed state.
Customize
View All
Find
First
Last
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Click to access the customization page for that grid, which enables you to sort by column and
reorder, hide, and freeze columns.
(Download) Click to display a new browser window, showing the contents of the grid in a
spreadsheet-like format.
Click to display the maximum number of rows available to be viewed at once on a page.
When this feature is enabled, the link morphs to read View x so that you can return to the
original setting. The value of x can change, and is set by the application developer.
Click to find a row of data containing a specified search string.
Click to access the first row or set of rows of data.
Note. The First and Last links are not available if you are viewing all rows at once, in which
case you scroll to see your data.
Click to access the last row or set of rows of data.
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Key board Shortcuts
There are also keyboard shortcuts for all of the above buttons and links listed below:
(Hot keys perform immediate actions. When you press one, the designated action occurs. Note that
several hot keys perform different functions depending on the page that you are on, such as a transaction
page or a search page.)
Saves a page in a transaction.
ALT+1
Moves to the Search or Add button on a search or look up page.
Moves to the OK button on a secondary page.
ALT+2
Returns to the search page from the transaction page.
ALT+3
View the next row in the list when the button is active.
ALT+4
View the previous row the in list when the button is active.
Accesses the Look Up page.
ALT+5
Opens the calendar prompt.
ALT+6
Opens the pop-up window on a page.
ALT+7
Inserts a row in a grid or scroll area.
ALT+8
Deletes a row in a grid or scroll area.
When in Expert Entry mode, activates the Refresh button, which validates the data entered
ALT+0
on the page.
ALT+ .
View the next set of rows in a grid or scroll area.
ALT+ ,
View a previous set of rows in a grid or scroll area.
ALT+ /
Finds data in a grid or scroll area.
ALT+ ‘
View all rows of data in a grid, scroll area, or search page results list.
ALT+ \
CTRL+ J
Toggles between Add a New Value and Find an Existing Value on a search page.
Displays the system information page.
When on a search or transaction page, accesses a page with a list of keyboard navigation
CTRL+ K
shortcuts using hot keys and access keys.
CTRL+ Y Toggles the menu pagelet between collapse and expand.
CTRL+TAB Toggles the focus through the frame set.
Activates the OK button, where appropriate.
ENTER
On a search page, activates the Search button.
On a look up page, activates the lookup button.
ESC
Activates the Cancel button, where appropriate.
One last important item to know is the online Help. There is a link in the upper right hand corner that says
“Help” and this link will take you to the help topic related to the page you are currently working with. You
must be in the element for the help topic to be connected.
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Glossary
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