PeopleSoft/Oracle
Campus Solutions
Version 9
Student Records
Personal, Academic and
Enrollment Information
Texas Christian University
Information Technology
Table of Contents
Student Records – Personal, Academic and Enrollment Information ................................ 1
Privacy of Student Records - FERPA .................................................................................... 2
My Favorites in PeopleSoft CS9 .......................................................................................... 3
How to Add a Favorite .................................................................................................... 3
How to Edit your Favorites ............................................................................................. 4
Student Personal Information ............................................................................................ 5
Searching, Navigation and Terms ................................................................................... 6
Search for a Student ................................................................................................... 6
Navigation Hints .......................................................................................................... 6
Scroll Bars .................................................................................................................... 7
Page Tabs .................................................................................................................... 7
Terms .......................................................................................................................... 7
Add/Update a Person ..................................................................................................... 8
Biographical Details Page ............................................................................................ 9
Addresses Page ......................................................................................................... 11
Regional Page ............................................................................................................ 12
Electronic Addresses ..................................................................................................... 13
Phones........................................................................................................................... 13
Emergency Contacts ..................................................................................................... 14
Emergency Contact Information Page ...................................................................... 14
Emergency Contact Other Phones ............................................................................ 14
Service Indicators .......................................................................................................... 14
Manage Service Indicator Page................................................................................. 15
Student Academic and Enrollment Information ............................................................... 17
Academic Standing........................................................................................................ 18
Student Program/Plan .................................................................................................. 19
Student Program Page .............................................................................................. 19
Student Plan Page ..................................................................................................... 21
Student Degrees Page ............................................................................................... 22
Student Grades ............................................................................................................. 23
Term Statistics ........................................................................................................... 24
Enrollment Summary .................................................................................................... 25
Enrollment Summary Page ....................................................................................... 25
The Magnifying Glass ................................................................................................ 26
Print Study List .......................................................................................................... 26
Cumulative Statistics ..................................................................................................... 28
Student Advisor............................................................................................................. 29
Class Roster ................................................................................................................... 30
Unofficial Transcripts .................................................................................................... 35
Set Up User Defaults ................................................................................................. 35
Unofficial Transcript Requests .................................................................................. 35
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Advising Reports ........................................................................................................... 38
Extracurricular Activity.................................................................................................. 39
Class Permission Numbers ............................................................................................ 40
Transfer Credit Summary .............................................................................................. 43
Query Manager ................................................................................................................. 45
Searching for a Query ................................................................................................... 45
Query Descriptions: ...................................................................................................... 46
Running a Query ........................................................................................................... 46
Prompts ..................................................................................................................... 46
View a Query ................................................................................................................. 47
Downloading a Query ................................................................................................... 47
Troubleshooting ................................................................................................................ 48
Clear Temporary Internet Files ..................................................................................... 48
Internet Explorer ....................................................................................................... 48
Mozilla Firefox........................................................................................................... 48
Safari for Windows.................................................................................................... 48
Safari for Macintosh.................................................................................................. 48
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Student Records – Personal, Academic and Enrollment
Information
PeopleSoft Campus Solutions version 9 is available through the Internet from the TCU
Portal at http://my.tcu.edu.


To login, go to http://my.tcu.edu
Enter your TCU network User name and Password.
Security note: Anytime you are logged into my.tcu.edu do not leave your session open
and unattended. My.tcu.edu is used for employee self-service and contains access to
your personal information. Lock your computer (Ctrl+Alt+Delete) or log off if you need
to leave temporarily. Sign off and close the browser when you have completed your
work in PeopleSoft.

Select the CS9PRD icon.

To Sign Out click the Sign out icon in the upper right side
of the window. Remember also to close all browser
windows that are open.
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CS9 Student Records
Privacy of Student Records - FERPA
Students have the right to request that records be kept private. Within
PeopleSoft, a student record marked as private will be displayed with a FERPA
button at the top of the window.
FERPA, or The Family Educational Rights and Privacy Act (commonly known as the
Buckley Amendment) establishes a ‘right to privacy’ for student academic records.
In general, the student, and only the student, can have access to the student’s academic
records. University employees who have an “educational interest” may also have access.
This can be frustrating for parents, but is firmly established in law. The law also
establishes a small number of exceptions (response to court subpoenas in limited
circumstances, for example). These exceptions are dealt with and documented by the
Office of the Registrar.
The law defines a set of directory information that universities may release if the student
does not request otherwise.
Directory information includes:
 Name
 Address
 Telephone number
 Birth date
 Major
 Degrees and official awards
 Participation in official activities and sports
 Weight and height of athletic team members.
Under the law, each student may request that directory information be withheld. The
university honors that request by marking the records in PeopleSoft. In recent years,
many students request protection from disclosure under FERPA as a result of stalking and
other criminal victimization. Students who have requested that directory information be
withheld are not listed in Frog Calls, on WEB pages, or in any fashion that might become
available outside direct educational interests of the university.
Failure to follow FERPA may result in both institutional and individual liability. Individuals
who fail to follow FERPA will be subject to discipline and possible termination.
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My Favorites in PeopleSoft CS9
The My Favorites feature in CS9 allows you to bookmark pages
that you use frequently. Once you add a favorite, it appears
under the My Favorites folder in the left navigation menu. You
can return to the page by expanding the My Favorites folder and
clicking the link for the page.
My Favorites are designed for those users that log in by opening
the Launch TCU Systems folder on my.tcu.edu and selecting the
CS9PRD link. Self-service users will not typically see My
Favorites.
The favorites that you setup are not stored on a specific
computer but are associated with your user profile, so you can access them from other
computers.
How to Add a Favorite
1. Open the page that you want to designate as a favorite.
2. Click the Add to Favorites link in the page header.
The Add to Favorites page appears, with the page name as the default in the
Description field.
If you like, update the description for the favorite.
3. Click OK.
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How to Edit your Favorites
1. Expand the My Favorites folder in the left navigation menu.
2. Click Edit Favorites.
The Edit Favorites page displays the favorites that you have selected.
3. Locate the favorite that you want to modify.
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To change the label, type a new name in the box.
To delete a favorite, click the Delete button.
To reorder favorites, type an appropriate number in the Sequence
number box.
4. Click Save.
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Student Personal Information
Navigation: Campus Community > Personal Information (Student)
The Student Personal Information covered in this section includes:

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
Biographical (Student)
o Addresses/Phones
 Addresses
 Electronic Addresses
 Phones
o Emergency Contacts
Add/Update Person
Service Indicators
To access student personal information such as name, address, phone number, email
address, etc. use the left navigation menu:

Open the Campus Community folder and click on Personal Information (Student)
Notice the menu collection displayed to the right of the left navigation menu. Use the
left navigation menu or the menu collection to navigate.
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Searching, Navigation and Terms
Searching for a student is basically the same for each of the pages covered in this
documentation.
Search for a Student

EmplID: If you know
the student’s ID
number, enter it in
the first field and
press Search.

National ID and
Campus ID are not
good fields to use for
a student search.

Last Name and First Name:
o Enter in the student’s Last Name and First Name and press Search.
o By default the search criteria is “begins with”. Drop the list down to select
other options.
o You can search on just last name but not just first name.
o You can use a % as a wild card in your search.
o If your search yields more than 300 results, only the first 300 will be
displayed.

Search Results
o If only one student matches your search the page will open with their
information.
o If more than one record matches your search, a list will be displayed. Click
on any field for the student you wish to select.
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Navigation Hints
Three buttons at the bottom of the page will help you in navigation:


Return to Search: Click this when you are on a page and wish to return to the
search results page.
Previous in List and Next in List: When you have more than one record in your
search results list you can quickly move to the previous or next in list with these
buttons.
If you want to look up another student, select Return to Search, click the Clear button
and enter in the new search criteria.
Scroll Bars
Many pages have scroll bars that allow you to look at different rows or pages of
information for the student. Sometimes each row is for a different term, sometimes for
a different class or different action taken.
Click View All to show all the data, click the triangle buttons to scroll forward and
backward, or select First or Last to go to the first or last record.
Page Tabs
Many components have more than one page. Click on the tab at the top of the page to
move to another page or use the link at the bottom.
Terms
Terms are comprised of four characters
Examples:
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4107 = Fall 2010
4095 = Summer 2009
4113 = Spring 2011
First character will be a 3 (for 1900’s) or a 4 (for 2000’s)
Second two characters represent the last two digits of the year (i.e., 10 for 2010)
The last character indicates the term:
3 = Spring
5 = Summer
7 = Fall
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Add/Update a Person
Navigation: Campus Community > Personal Information (Student) > Add/Update a
Person
Add/Update a Person allows you view only access to student personal information.
When you select the Add/Update a Person link a search page will be displayed.
The Add/Update a Person component has three pages: Biographical Details, Addresses
and Regional. Each of these pages can be accessed by clicking on the tab at the top or by
selecting the link at the bottom of the page.
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Biographical Details Page
This page has several sections:
Top section
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
Name
ID
Names link – click this to display the student’s name history, primary and
preferred names.
Person Information section

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
The Date of Birth will be masked for most PeopleSoft users
Birth Information link will display birth location if it has been entered in
PeopleSoft.
Campus ID field is not used.
National ID section
The National ID is the same as the social security number and will be masked for
most PeopleSoft users.
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Contact Information section

Addresses
o The Addresses area under Contact Information displays some address
details.
o Note that blue header above the addresses area. If a student has more
than one address use the arrow button to access other address types or
click View All and scroll down to see other addresses listed.
o Click the Addresses link to go to the Addresses page.

Phone
o The Phone area displays the different types of phone numbers the student
has and the preferred phone number.
o The student can maintain their phone numbers through my.tcu.edu under
Student Center.
o Phone number types can include Current, Permanent, Business, Cellular,
Fax, and Pager.

Email
o The Email area displays the student’s TCU email address
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Addresses Page
Edit Addresses section

The student’s addresses are displayed.

The types of addresses include Home/Permanent, Mail/Current, Business, Billing
and TCU. The Billing address is maintained by Financial Services, the TCU address
is the TCU Post Office Box. The student can update the other addresses through
my.tcu.edu, under Student Center.
Add Addresses and Add Address Types (along with the instructions below) are
designed for users who have the ability to add and update addresses.
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Regional Page
Ethnicity section

Ethnic Group
History section

Military Status
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Electronic Addresses
Navigation – Campus Community > Personal Information (Student) > Biographical
(Student) > Addresses/Phones > Electronic Addresses
The student’s current TCU email address is displayed.
Phones
Navigation – Campus Community > Personal Information (Student) > Biographical
(Student) > Addresses/Phones > Phones

The student’s phone numbers are displayed including the Preferred number.

The student can maintain their phone numbers through my.tcu.edu under
Student Center.

Phone number types can include Current, Permanent, Business, Cellular, Fax, and
Pager.
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Emergency Contacts
Navigation – Campus Community > Personal Information (Student) > Biographical
(Student) > Emergency Contacts
Emergency Contact Information Page



Use the blue scroll bar buttons to view all the emergency contacts.
To add a new emergency contact, click the plus sign.
After adding or editing, click the Save button.
Emergency Contact Other Phones
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Service Indicators
Departments have the ability to place service indicators (holds) for students. Service
indicator types vary for each department. Examples are Advising Hold, Degree Plan on
File, Financial Aid Office Hold, etc.
Navigation: Campus Community > Service Indicators (Student) > Manage Service
Indicators
Manage Service Indicator Page

Service Indicator buttons:
1. A positive indicator is shown as a button with a red star.
2. The negative service indicator is a button with a red circle and slash.
3. Click on the service indicator buttons to open a new window and view
details.
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
To add a service indicator for a student, follow the steps below:
1. Click the Plus button
2. Fill in the information for the required fields:
o Service Indicator Code – use search button to select from list.
o Service Indicator Reason Code– use search button to select from list.
3. Click the OK button to save the service indicator.
4. Click the Plus button to add another service indicator.

To remove a service indicator for a student:
1. Select the Service Indicator you wish to remove by clicking on the Code
link
2. Click the Release button in the upper right corner of the window
3. Click the yellow OK button at the bottom of the window to save.
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Student Academic and Enrollment Information
Navigation: Records and Enrollment > TCU Student Records > Inquire
The Academic and Enrollment information covered in this section includes:

Academic Standing

Student Program/Plan

Student Grades

Enrollment Summary

Cumulative Statistics

Student Advisor

Class Roster
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Academic Standing
Navigation: Records and Enrollment > TCU Student Records > Inquire > Academic
Standing
Academic Career – Students may have more than one career. Use scroll bar buttons to
view multiple careers. Examples of Careers: Undergraduate, Graduate, Non-Degree,
Brite.
Term - Use the View All link or the scroll bar buttons to select the different terms within
each academic career. If the student has never had any Academic Warning or Probation
the fields will be blank.
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Academic Standing Action - GOOD, WARN, PROB, SUS, CONT
Formal Description - descriptive
Internal Description - descriptive
Academic Standing Status – Good, Warning, Probation, Suspension, Continued
Suspension
Action Date – the date that the Academic Standing Action was changed
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Student Program/Plan
Students will have multiple Program Actions to view, beginning with Application, Admit,
Matriculation, Program Change, Plan Change, through Completion of Program. Use the
scroll bar buttons on the blue bar to navigate through the Programs Actions. The most
recent will be the first or top-most Program Action.
Navigation: Records and Enrollment > TCU Student Records > Inquire > Student
Program/Plan
Student Program Page
Top section – Student Information
 Name and ID
 Academic Career
 Student Career Nbr - Double degree seeking students will have multiple careers
Lower section – Academic Program Information
 Status - Active in Program, Discontinued, Complete
 Effective Date - Effective date of Program Action, can be past or future dated.
 Effective Sequence - If more than one Program Action takes place on the same
date, an effective sequence number will indicate the order in which the Program
Actions occurred.
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Program Action – For new students, scroll through to see the Program Actions as
the student applied, was admitted and matriculated. (Students admitted before
1999 were given a Program Action of “Activate”.)
Other Program Actions:
o Program Change when a change in major has caused a change in the
college
o Plan Change with a change in major within the same college.
o Plan Change when adding a Minor.
Action Reason – Some Program Actions have Action Reasons tied to them.
Action Date – The date the Program Action information was recorded.
Academic Institution – TCU01
Academic Program – College and Career
o Career = Undergraduate, Non Degree, Graduate, Graduate Non Degree,
Brite, Brite Non Degree
o Program = College and Career
Program
AS-GN
AS-GR
AS-UG
BR-PR
BR-PN
BU-GR
BU-UG
Description
A&S Graduate Non Degree
AddRan - Graduate
AddRan - Undergraduate
Brite Divinity School - Prof
Brite Professional Non Degree
Business - Graduate
Business - Undergraduate
Program
FA-GR
FA-UG
FA-GN
FA-NG
HS-UG
HS-GR
HS-GN
BU-GN
CO-UG
CO-GR
CO-GN
Business Graduate Non Degree
Communications - Undergraduate
Communications – Graduate
Communications – Graduate Non
Degree
Education - Graduate
Education - Undergraduate
Education Graduate Non Degree
GR-GN
GR-GR
SE-UG
SE-GR
Description
Fine Arts - Graduate
Fine Arts - Undergraduate
Fine Arts Graduate Non Degree
Fine Arts Graduate Non Degree
Health & Human Science - Undergraduate
Health & Human Sciences – Graduate
Health & Human Sciences – Graduate Non
Degree
Graduate Non Degree
Graduate School - Graduate
Science & Engineering – Undergraduate
Science & Engineering - Graduate
SE-GN
UP-ND
Science & Engineering Non Degree
University Programs Non Degree
ED-GR
ED-UG
ED-GN
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Admit Term – Term the student was admitted
Requirement Term – Refers to the term of the Catalog the student must follow to
meet graduation requirements.
Expected Grad Term – Estimated graduation term.
Joint Prog Appr – Field currently not being used.
Dual Academic Program – Indicates program that crosses careers (i.e., three-two
program).
Admissions – Students admitted beginning in 1999 would have this information
populated.
Campus – TCU
Academic Load – Full Time or Part Time
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Student Plan Page
Top section – Student Information
 Name and ID
 Academic Career
 Student Career Nbr - Double degree seeking students will have multiple careers
 Car Req Term – The term used for requirements
Middle section – Academic Program Information shows a condensed version of what is
on the Student Program page.
Lower section – Academic Plan Information



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
Academic Plan – Indicates Major or Minor. First 4 characters indicate the major or
minor. Last characters indicate degree or minor.
Example:
RTVF-BS = Radio/TV/Film BS
COSCMIN = Computer Science Minor
Plan Sequence
10 = Primary Plan (or Major)
20 = Second Major
50 = Minor
Declare Date – Effective date of declaration of Major or Minor
Requirement Term – Refers to the term of the Catalog the student must follow to
meet graduation requirements.
Advisement Status – Include.
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



Degree – Type of degree awarded.
Degree Checkout Stat – Status populated if Intent to Graduate application is being
processed by the Registrar’s Office. Status types include Pending, Applied, Under
Review or Awarded.
Student Degree Nbr – Chronological number of degrees received by the student (i.e.,
01 for the first degree received, 02 for the second)
Completion Term – Term the student received degree.
Note that Academic Plan information is alphabetical.
Student Degrees Page
Top section – Student Information
 Name and ID
 Academic Career
 Student Career Nbr - Double degree seeking students will have multiple careers
Middle section – Academic Program Information is a condensed version of what is on
the Student Program page.
Bottom Section – Degree Information
 Degree Checkout Stat – Blank, Applied, Awarded
 Completion Term - Term degree awarded
 Degree Honors 1 and Degree Honors 2 – not populated
 Degree GPA – not populated in this window
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Student Grades
Navigation: Records and Enrollment > TCU Student Records > Inquire > Student Grades
Search and select student from the list displayed.
If already accessing a student on a
different page, that student’s ID
number will be carried over and can be
seen in the ID field. If a different
student is required, delete the ID
number and enter the selection criteria
for the new student.
Unless a term is specified in the search dialog box, the student will have a line for each
term attended displayed in the list. Click the appropriate term to view.



Term – note that you can use the yellow buttons Next in List and Previous in List
located at the bottom of the window to move from term to term.
Career
Institution
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The grades are listed in a table. The table can be sorted by clicking on the column
heading.
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

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
Class Number – This is a unique PeopleSoft assigned number. Spring classes begin
with “3”, Summer begins with “5”, and Fall begins with “7”.
Subject – A four character Subject code.
Component – Type of course: Lecture, Lecture with lab, Seminar.
Catalog – Five-digit course catalog number.
Section – Three-digit number indicating the class section number.
Grade Input - Grade Input is the grade submitted by the professor.
Official Grade - Official may show Pass or Fail if the class is graded but student
elected to take Pass/Fail or Audit.
Grading Basis – Graded, P/NC, Stdnt Opt, Audit
Units Taken – Number of units.
Session – 3 Week, Eight Wk 1, 5 Week-1, 5 Week-2 and Reg
Course Description – descriptive.
Term Statistics
The Term Statistics window shows the GPA and Course Unit information for the current
term.
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Enrollment Summary
Enrollment summary shows class enrollment for students. Grades are not shown on the
enrollment summary window. Use View All link on blue bar to scroll through and view all
classes. When searching by an individual student, classes are listed by term. Use
Previous in List or Next in List buttons to scroll through the different terms. Use Return
to Search button to find a different student.
Navigation: Records and Enrollment > TCU Student Records > Inquire > Enrollment
Summary
Enrollment Summary Page
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









Term – The term shown.
Career – Students may have more than one career.
Academic Level – Term Start – The academic level of the student at the beginning of
the term.
Total Term Units – The number of completed hours taken for the chosen term.
Units in Progress – Total hours in current term only.
Form of Study –Enrollment, Study Abroad, Degree Candidate
Withdrawal/Cancel
Reason – Reason for withdrawal or cancellation.
Date – Date of withdrawal or cancellation.
Class Number – A unique PeopleSoft assigned number. Spring classes begin with “3”,
Summer begins with “5”, and Fall begins with “7”.
Subject – Four character Subject code.
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
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
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


Catalog – Five-digit Course Catalog number.
Session – 3 Week, Eight Wk 1, 5 Week-1, 5 Week-2 and Reg
Section – Three-digit number indicating the course section number.
Status – Enrolled, Dropped
Status/Reason –
Grading Basis – Graded, P/NC, Stdnt Opt, Audit
Units Taken
Course Description
Type of Course – i.e., Lecture, Lecture with Lab
Add Date – Date the student enrolled in the class
Drop Date – Date the student drops a class
Action Reason
What happens when a student drops a class?
st
Before 1 day of class
The class will no longer appear on the Enrollment Summary panel
Until last day to drop
Status = Dropped
Withdrawn = Blank
Drop Date populated
After last day to drop
Status = Enrolled
Withdrawn = W
Drop Date populated
The Magnifying Glass
Click on the magnifying glass next to a class to display the Class Details page.
Use the link (Return to Enrollment
summary) located at the top or
bottom of the page to return to the
Enrollment Summary window.
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Print Study List
The Print Study List link will produce a report with the Student’s class schedule for that
term.
1. Click Print Study List – you will briefly see “Processing” in the right corner of the
page.
2. Click Report Manager link.
3. On the Reports Administration page, click the yellow Refresh button until the Status
is displayed as “Posted”.
4. Then click the Details link.
5. The Report Detail page will open. Locate and click the PDF link for the report.
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6. If you get a security message, click Yes. Adobe Acrobat Reader will open the PDF
where you can view and/or print the report.
7. When you are through:




Close the Adobe Acrobat window.
Click OK on the Report Detail page.
Then click the Go back to Enrollment Summary link.
o If you are prompted to save, click Cancel.
You will be returned to the search page for Enrollment Summary.
Cumulative Statistics
Navigation: Records and Enrollment > TCU Student Records > Inquire > Cumulative
Statistics

Use the scroll bar buttons on the blue bar to move to other terms

Reset Cum Stats at Term Start – If student has invoked the “Academic
Forgiveness Policy” this will be checked and previous term grades and hours will
not be included in the GPA and hours calculation.
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Student Advisor
Navigation: Records and Enrollment > TCU Student Records > Inquire > Student Advisor
Top Section – Identifying Information
 Name
 ID
 Academic Institution
 Effective Date
Lower Section
 Advisor Role – Advisor or Committee Member
 Advisor Number – Students have one advisor per major. May have an additional
advisor if necessary.
 Academic Career
 Academic Program
 Academic Plan
 Academic Advisor – Advisor’s ID number and name
 Committee - Pre Med and some graduate students are advised by committee.
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Class Roster
Navigation: Records and Enrollment > TCU Student Records > Inquire > Class Roster
Class Rosters can be generated for each Academic Organization, Subject Area or for a
specific class. The report can be viewed, emailed or printed.
1. Select your Run Control ID.

Click the Search button
and select the
appropriate Run
Control ID.

Or you may type the
Run Control ID in the
box provided.
Only one Run Control ID is needed. If no Run Control ID exists:



Click the Add a New Value tab.
Enter a Run Control ID that is unique (suggestion: use your username)
Click the Add button.
2. Print Class Roster page
Top Section


Academic Institution – TCU01
Term – input term (or use the magnifying glass to search)
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Assignment Section


Session – Reg is the session type for normal Fall/Spring sessions. For a Summer
session, select the appropriate value.
Sort Options – select Name or Start Date, Name.
Select One of the Following Section
Select one of three options used to generate
the class roster report:

Academic Organization – use the magnifying glass search button or enter
Academic Organization to get class rosters for every class in the organization.

Subject Area – use the magnifying glass search button or enter the Subject Area
to get class rosters for whole department.

Class Nbr: specify class by entering the PeopleSoft assigned class number (class
number can be found in Class Search) or to search for the class number:




Click the magnifying glass
Click the Advanced Lookup link
Enter in the Subject Area (if unknown, click the magnifying glass next to the
subject area field to search) and click Look Up.
The classes for the term specified earlier will be displayed. Click on the class to
select.
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Students in The Report Section
Check the boxes to include Enrolled Students,
Dropped Students and/or Waitlisted Students if
desired.
Click on the Run button in the upper right corner of the window.
The Process Scheduler Request page will open.
3. Process Scheduler Request

Web/PDF – to run the class roster to a PDF, leave the Type as Web and the
Format as PDF and click OK.

Email/CSV – to email the class roster as a CSV file which can be opened in Excel,
change the Type to Email and the Format to CSV and click OK.
o To add an Email
Subject, Message
Text and/or email
addresses other than
your own click on the
Distribution link.
Separate each
address with a
semicolon. Click OK
and OK again at
Process Scheduler
Request page.
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4. Report Manager

To view or print the Class Roster PDF, click the Report Manager link. The Report
Manager Administration page will be displayed.

The Class Roster will be the top report listed. The status may say “Processing.”
Click the yellow Refresh button until the status says “Posted.” Sometimes it takes
several Refresh clicks.

When the status is Posted, click the Details link.

The Report Detail page will be displayed. Locate and click the PDF link.
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
If you get a security message, click Yes. Adobe Acrobat Reader will open the PDF
where you can view and/or print the report.

When you are finished:
o Close the Adobe Acrobat window.
o Click OK on the Report Detail page.
o Then the Go back to Class Roster link.
 If you are prompted to save, click Cancel.
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Unofficial Transcripts
Unofficial Transcripts can be run for multiple students. The transcripts are created in
Adobe Acrobat format and can be viewed on screen or printed. Advising Reports are also
run from the same transcript request page.
Set Up User Defaults
Before you run transcripts for the first time you can setup some default values to make
the process easier. This only needs to be done once.
Navigation: Set Up SACR > User Defaults

Output Destination: select Page.

Transcript Type: click the magnifying
glass to see the types of transcripts you
can run. Select one to be your default.

Click Save at the bottom of the page.
Unofficial Transcript Requests
Navigation: Records and Enrollment > Transcripts > Transcript Request
1. Select Add a New Value link at the
bottom of the window or choose the
Add a New Value tab.
2. Request Header page

Institution: TCU01

Transcript Type: UNOFF

Check the Override
Service Indicator check
box.
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3. Request Detail page

Enter in the student’s ID number.
o If the ID number is unknown, click the magnifying glass to search for the
student by name.

If you want to run unofficial transcripts for more than one student, click the plus
sign in the right corner to add a new row for a new ID number. Click the minus
sign to remove the row.

Click the Process Request button at the top right.
4. Report Results page
Here you can view the unofficial transcript.

To print, click the Print button and then click the Report Manager link.
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o Note: If more than one student transcript is requested, first go back to
the Request Detail tab, then click the Print button and go to Report
Manager.
5. Report Manager page





The Unofficial Transcript will be the top report listed. The status may say
“Processing.” Click the yellow Refresh button until the status says “Posted.”
Sometimes it takes several Refresh clicks.
When the status is Posted, click the Details link.
The Report Detail page will be displayed. Locate and click the PDF link.
If you get a security message, click Yes. Adobe Acrobat Reader will open the PDF
where you can view and/or print the report.
When you are through:
o Close the Adobe Acrobat window.
o Click OK on the Report Detail page.
o Then the Go back to Transcript link.
 If you are prompted to save, click Cancel.
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Advising Reports
The process to run Advising Reports is the same as Unofficial Transcripts except on the
Request Header page:
Navigation: Records and Enrollment > Transcripts > Transcript Request

Select Add a New Value link at the
bottom of the window or choose
the Add a New Value tab.

Select ADVSH as the Transcript Type.

Select Analysis Database under Report Format.
Use the Unofficial Transcript directions from step 3 the remainder of the process.
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Extracurricular Activity
Navigation: Records and Enrollment > Student Background Information >
Extracurricular Activity
Extracurricular Activity Page
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Class Permission Numbers
Academic departments have the ability to generate permission numbers that allow
students to register for closed classes, override enrollment requisites, or classes that
require department/instructor consent.
Navigation: Records and Enrollment > Term Processing > Class Permissions > Class
Permission Numbers
1. First, search for the class by
typing information in some or
all of the fields:
 Term
 Subject Area
 Catalog Number
Then click the Search button to
display a list of classes.
A list of classes is displayed at
the bottom of the window.
Click on the appropriate class link to select the class.
2. The Class Permission Numbers page
 The top section of the Class Permission Numbers window displays course
information
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
The middle section identifies the class section. Use the blue scroll bar buttons to
move between sections or click View All to show all sections.

The bottom section lists the class permission numbers, if they have been used or
not, and who has used them.
3. To add additional permission numbers:


Input the Expiration Date if needed. The Expiration Date is the date that the
permission number expires. It can be changed from the default date if necessary.
Input the number of class permissions to be generated into the Assign More
Permissions field.




Click the Generate button
Click the Save button at the bottom of the window. Additional permission
numbers will be created and will appear at the bottom of the window.
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4.
Additional functionality:
Class Permission Data – General Info tab
 Click the Issued checkbox, and the Issued By and Issue Date are filled in.
 The Status column shows if the permission number has been used, used-then
dropped, or not used.
 Permission Use Date captures the date the permission number was used by a
student.
 Expiration Date can be changed as necessary, before it is used by a student.
 An unused permission number can be deleted by clicking on the minus sign.
Class Permission Data – Permission tab
 You can control what each permission number will override. If you want a
permission number to override a Closed Class but not override Requisites Not
Met, uncheck the Requisites Not Met box.
 An unused permission number can be deleted by clicking on the minus sign.
Class Permission Data – Comments tab
 You may enter the student’s name, and other important information in the
Comments box.
 An unused permission number can be deleted by clicking on the minus sign.
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Transfer Credit Summary
The Transfer Credit Summary creates a report to list all transferred credits for a student
and includes all details associated with the courses.
Navigation: Records and Enrollment > Transfer Credit Evaluation > Transfer Credit
Summary
1. Select your Run Control ID.

Click the Search button and
select the appropriate Run
Control ID.

Or you may type the Run
Control ID in the box
provided.
Only one Run Control ID is needed. If no Run Control ID exists:



Click the Add a New Value tab.
Enter a Run Control ID (suggestion: use your username).
Click the Add button.
2. Selection Criteria page


Enter the student’s ID number or use the magnifying glass to search for the
student.
Click the Submit button.
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3. Selection Result page


Click the Generate Report button.
Click the Report Manager link.
4. Report Manager page

The Student Transfer Credit Eval will be the top report listed. The status may say
“Processing.” Click the yellow Refresh button until the status says “Posted.”
Sometimes it takes several Refresh clicks.

When the status is Posted, click the Details link.

The Report Detail page will be displayed. Locate and click the PDF link.

If you get a security
message, click Yes.
Adobe Acrobat
Reader will open the PDF where you can view and/or print the report.

When you are through:
o Close the Adobe Acrobat window.
o Click OK on the Report Detail page.
o Then the Go back to Transfer Credit Summary link.
 If you are prompted to save, click Cancel.
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Query Manager
Navigation: Reporting Tools > Query > Query Manager
Queries can be generated for viewing or printing. Also, queries can be downloaded and
saved as Excel or CSV files.
Searching for a Query
Queries for the Academic Departments will begin with “DP”. Queries for the Academic
Dean’s Office will begin with “DN”.
To find a query, enter in search criteria:
 Search by Query Name.
 Enter in the search criteria.
o To see all the queries that begin with “DP”, type DP.
o Note that you can use the % wild card in this field
 Click Search
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Query Descriptions:
DP_deptcode_GRADE_ROSTER_DEGCAN: This query will return the status of all
the degree candidate grade rosters. This query is ideally suited to monitor the
status of graduating student grade rosters. A grade roster must be set to
APPROVE in order to be complete. If the grade roster status is APPROVE, then the
date the roster was set to approved is listed. The POSTED date is the date the
grade was posted to the student’s academic record.
DP_deptcode_GRADE_ROSTER_ALL: This query will list the status of all grade
rosters for the department. A grade roster must be set to APPROVE in order to
be complete. If the grade roster status is APPROVE, then the date the roster was
set to approved is listed. The POSTED date is the date the grade was posted to
the student’s academic record.
DP_deptcode_GRADE_ROSTER_EXCEL_ALL: This query gives all the grades for all
the courses offered in the department for a particular term. If so desired, an
Excel file can be created/printed/used for analysis, according to the offices’
needs.
DP_deptcode_GRADE_ROSTER_EXCEL_SPEC: This query gives all the grades for a
specific class in a specific term. If so desired, an excel file can be
created/printed/used for analysis, according to the offices’ needs.
Running a Query


A Query can be run from the Search Results page by clicking on the HTML link
located to the right of the query name. A new browser window will display the
results of your Query.
A Query can also be run in excel format by clicking the Excel link to the right of
the query name.
Prompts
If the query requires you to input some type of information you
will see a blank field with a prompt for that information. Simply
enter (or use the lookup button to search for) the information and
click View Results.
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View a Query

If the query results in more than 100 rows of data, you can use the scroll buttons
on the right to view the data or click the View All button on the left.

You can print the query using the web browser print button
Downloading a Query
After you have run the query to the window you can click the Download results in:

Excel Spreadsheet
o This opens a browser-based version of Excel

CSV Text file (recommended)
o Click Open
o This option opens Excel
and puts the query
results in a worksheet.
o Select File, Save as to
save the files as an
Excel Workbook.
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Troubleshooting
Clear Temporary Internet Files
Clearing cache and cookies from your
web browser will often fix problems
encountered in PeopleSoft.
Internet Explorer





Select Tools, Internet Options.
On the General tab, click the
Delete button located in the
Browsing history section
In the Delete Browsing History
window, uncheck Preserve
Favorites website data and check
the rest of the boxes
Click the Delete button.
Click OK and close all your
browser windows.
Mozilla Firefox




Select Tools, Options.
Click Privacy on the top navigation
bar.
Click the link for clear your recent
history
Click OK and close all your web
browser windows.
Safari for Windows

From the menu, choose Edit, Empty
Cache...
Safari for Macintosh


From the menu, choose Safari, Empty Cache...
Click on Empty and close all your web browser windows.
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