GME PeopleSoft User`s Manual - Graduate Medical Education
Contents
1. Declare Date 07 01 2009 Degree Checkout Stat Requirement Term 1015 a Sum 2001 Student Degree Nbr Degree Plan Status Include i Completion Term 4 z Enter the new program s plan code over the old one Save the page Page 14 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual USING PEOPLESOFT TO REGISTER RESIDENTS FELLOWS FOR BLOCK ENROLLMENT STEP 1 GME BLOCK ENROLLMENT SET UP A RESIDENT FELLOW BLOCK USING CREATE STUDENT BLOCK PAGE if there is a block created and you prefer to update edit it instead of making a new one each time see Step 4 Block enrollment is the preferred option for GME enrollment for residents fellows Note Block Enrollment will only enroll the residents fellows in classes the Optional Fees and Student Hospitalization Insurance processes will need to be addressed individually through the Enrollment Request component Or students have the option to enter this information themselves via the One Stop web site The Block Enrollment posting process allows up to 250 enrollment transactions TIPI Before proceeding on to create student blocks it is useful to have your Excel sheet of residents divided into their residency levels with their x 500 on hand to make the block creation smooth and painless gt PS PATH Records and Enrollment gt Enroll Students gt Block Enrollment gt Create Student Block Create Student Block Find an Existi2. UNIVERSITY OF MINNESOTA GRADUATE MEDICAL EDUCATION PEOPLESOFT USER S MANUAL Revision Date March 2011 Driven to Discover The University of Minnesota is an equal opportunity educator and employer Printed on recycled and recyclable paper with at least 10 percent postconsumer mater ial 2011 Regents of the University of Minnesota All rights reserved Graduate Medical Education PeopleSoft User s Manual A GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual CONTENTS Setting User Defaults In PEOpleSOft cceccccsseccccseccccesececcesececceeccceeeceeeenececeenecessenecessenecessenecetsenecetseness Step 1 Set User Defaults if necessary ON User Defaults cccccccccccccsssseeeceeceeaeeeseeeccceeseaaasseeeeeeeeeas Using PeopleSoft To Admit Residents FellOWS ccccccccccccccsescecseeeesseseeeeececcccscssseeeseuueeeeeseeeeeeeeeceseeeeeeeeaaas Step 1 Search for previous existing ID numbers on Add Update a Person cccccssseccccesececeeseceeeenees Step 2 Enter initial Application Information on Application Entry All incoming Residents and or New to the University Of Minnesota FelloWS sssssssssssssssssssssssssssssssssssssssssssesesssesseeeaes Step 3 Complete Application Process on Application Maintenance ssccccseseccccesecceeesececeaneceeeaness Step 4 Set Residency in state MN or out of state ON Residency Data c
3. e Search Reports New Reports what Data Can I One Stop Directories Search U of M Pablo Picasso v Browse All Reports i Advanced Search Appropriate Use Agreement On the Report Search page filter by category to Student and Instruction Filter sub category to Student Records Select the Official Degrees Granted report Prompt Selection for Official Degrees Granted Report Select an Academic Year and Term For a list of this previous summer s conferees set year to previous year Set term to select previous summer term and then select submit Prompt Selection for Official Degrees Granted Report Sum 2010 Click on a link for Institution below UMMNDL Univ of Minnesota Duluth UMNCR Univ of Minnesota Crookston Select UMNTC GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual Prompt Selection for Official Degrees Granted Report Sum 2010 UMNTC Select Academic Program below select All O2UGR Carlson School of Management O2UGR Carlson School of Management 020M5 Carlson School of Management Departmental Masters 33DMs Center for Allied Health Departmental Masters UGR Col of Educ Human Development DMS Col of Educ Human Development Departmental Masters SOUGR Col of Food Agr amp Nat Res Sci 300M5 Col of Food Agr amp Nat Res Sci Departmental Masters 18UGR Coll of Continuing Education 18GRD C
4. i GL Interface Required Primary Instr Section On the Basic Data tab under Class Sections use the magnifying glass next to Session to open the drop down and switch from Regular Academic Session 001 to Extended Regular Session 011 e Click on the Meetings tab GME PeopleSoft User s Manual Page 31 of 39 Graduate Medical Education PeopleSoft User s Manual Basic Dat Meetings T F nroliment Cntri Reserve Cap T Period 1 Initial class schedule submission Course ID 805716 Course Offering Nbr 1 Academic Institution Univ of Minnesota Twin Cities Term Summer 2011 Med Subject Area OTOL Otolaryngology Catalog Nbr 7910 Otolaryngology Med Residency Class Sections Session Extended Regular Session Class Nbr 87949 Class Section Clinic Event ID Meeting Pattern 4 Std Meeting Start End Times Mtg Start Mtg End 07 01 2011 09 02 2011 3 Q Grade Access Contact rome OOOO OG Room Characteristics Customize Find HE First H 4 of 1 Last Room Characteristic Quantity a 4 Basic Data Meetings Enrollment Cntrl Reserve Cap Notes On the Meetings tab and under Meeting Pattern change the start and end dates for the course so that they make sense for the majority of the resident fellows who will be enrolled and result in a full year of enrollment For example Summer course July 1 to Friday before Labor Day Fall course Monday after Labor
5. Birth 3 Birth Information Campus ID Find view All First 4 4 of 4 J Last Effective Date 01 05 2007 E Customize Find HH First MU 4 of 1 Ll Last National ID Contact Information Addresses Find View 4 First CU 4 of 4 LY Last Ext Country Preferred Address Type Home _ M v Effective Date 01 05 2007 Ab pm Status Country E 5A qQ Address Edit Address Type Email Address Preferred Citizenship Biographical Details Regional Application Program Data Application Data Application SchoolfRecruiting Accept current date as Effective Date or backdate to the first day of the term if necessary Prefix is not required Enter the name using proper capitalization Suffix is not required Enter Date of Birth Marital Status and Gender if available Accept Country default of USA for all domestic applicants hesg hS eS Enter the Social Security Number National ID Enter the correct number of digits no dashes are needed GME PeopleSoft User s Manual Page 5 of 39 Graduate Medical Education PeopleSoft User s Manual Enter or update address Accept HOME address type if you only have one address If there are multiple addresses add a row using the button in Address area to add a different address type To update an existing address select Edit Address for address type you wish to update Phone Numbers
6. Day to Friday before Martin Luther King Day Spring course Tuesday after Martin Luther King Day to June 30 Click the Save button Page 32 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual CONFERRING RESIDENCY FELLOWSHIP CERTIFICATE In order to let the University know that the resident fellow has successfully completed the program and that a certification should be added to their transcript a clearance form must be filled out and sent to the registrar STEP 1 LOOKING UP RESIDENT FELLOW PLAN NUMBER IN PEOPLESOFT Note this is done only if the plan number for the residency or fellowship is unknown PS PATH Records and Enrollment gt Career and Program Information gt Student Program Plan Student Program Plan Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value an Existing Value EmpllD begins with w Academic Career Student Career Nbr v Campus ID begins with w National ID begins with v Last Name begins with v First Name begins with v Include History _ Search Clear Basic Search E Save Search Criteria e Click the Search button Student Prograrr Student Plan Student Sub Plan Student Degrees ee Pablo Picasso 1111111 Academic Career Medicine Student Career Nbr 1 Admit Term Effective Sequence Action Date Requirement Term Sta
7. FMED Methodist Residency CRT 800970911 FMED North Memorial Residency CRT 801221211 FMED St Joseph Residency CRT 055240211 Medicine M D MAJ 802972911 Medicine Pediatrics CRT 304474411 Otolaryngology Residency CRT spee PATH Anat sie C Ligeia eased kiad I PEDS Dev Beh Fellowship ESUN 80527521 1 PEDS EM Fellowship CRT 805575511 PEDS eomer reneower 806776711 PSYCH Residency CRT Select plan or plans via shift click and submit Prompt Path Term InstitutionAcademic Program Month Academic Plan Official Degrees Granted Sum 2010 Semester UMNTC Medical School Academic Plan s SURG Thoracic Fellowship Click on the individual ID to view the Academic Record av av av Y ID Name Plan Degree 1111111 Pablo Picasso SURG Thoracic Fellowship SURG Thoracic Fellowship Certificate Total Degrees 1 Unduplicated Students 1 Honors 0 Distinction High Distinction 0 Use up down arrows to alpha order plans or certificates Page 38 of 39 A cw Wag Report Run Date Tuesday 11 30 2010 Data as of 11 29 2010 Student Addresses Y AY Confer Dt Process Dt FERPA 7 30 2010 10 9 2010 Yes GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual STEP 3B HOW TO FIND OUT IF THE CERTIFICATE HAS BEEN CONFERRED INDIVIDUAL To check the status of the resident or fellow s conferring process individuals can be checked through PeopleSoft gt PS PAT
8. Fee Spr 2011 349 04 tem Details Actve 12 11 2010 0 00 Transportation F ee Spr 2011 18 00 ltem Details Actwe 12 11 2010 0 00 Unversity Fee Spr 2011 455 00 item Details Actve 12 11 2010 0 00 If the trainee is billed at the Non Resident rate it must be corrected Page 28 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual STEP 1A IF BILLED AT NON RESIDENT RATE CORRECT Complete the Verification of Appointment for Resident Tuition form This form will allow for trainee to receive resident tuition Once completed return to OneStop Student Services Repeat step one prior to directing invoice payment to validate residency status STEP 2 REVIEW TRAINEE HEALTH BENEFIT gt PS PATH Student Financials gt View Customer Accounts Customer Accounts Enter any information you have and click Search Leave fields blank for a Find an Existing Value an Existing Value Business Unit ee l National ID Campus ID Fama J id Last Name C First Name CT Search Clear Basic Search Save Search Criteria Input the Employee Student ID in the field titled ID 9 Click the Search button Customer Accounts Business Unit UMNTC Dixie Carter ID 1111111 Academic Information Total 0 00 Anticipated Aid 0 00 Find View All First EI 4 of 1 Last Account Type Account Number Balance Open Date Status oor EE Term TERMO
9. Find view All First LU 4 of 1 L Last dQ Find view All First LU 4 of 1 L Last Sub Plan 5 Transfer To Education v Go Save Notify Refresh Add Go directly to the Application Program Data The initial Applicant APPL will be displayed Use the add row button to add the second row Page 8 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual Find View All First la of 2 D sat Program Number 0 ag Admit Terme 1105 Q Sum 2010 Effective senere teg Academic Program 11PRO Q Med Academic Load Campus UMNTCA umTC C Joint Program Program Data Program Status 41 03 2010 Q Evaluation Find View All Firat 4 4 ofa LP Last Academic Plan 904274211 Q Orthopaedic Surg Residency Cert 74 E Sub Plan Data ind View A First 4 1 of 4 H Last Sub Plan Q Once the row is added enter the effective date as the day after the application date previously added Enter Program Action of ADMT admit Save the page Use the add row button to add the third row Program Data Find jen Al First 4 TEL Last Program Number o Effecti 05 03 2010 E adeit Terim 1105 Q Sum 2010 fective 7 t Academic Program 11PRO Q Med f ee UMNTC Q UMTC Cl Joint Program Program Status 41 03 2010 WATR 3 Matriculation a Evaluation First 4 4 of14 LH Last Academic Plan 80427421 1 a Orthopaedic Sur
10. LI 3137844 Jones Nicole Female blank blank blank LI 2364661 Jones Nathan B 0og041982 blank blank U 267924 Jones Nicole Unknown blank blank blank J Check for matching name Social Security number and birth date If there is no Social Security number or birth date match check further by displaying the address and additional bio demo information If no data shows up and it is confirmed that the resident fellow is in the system you may want to only put in partial data for Last Name and First Name so you get more results to choose from Click on the matching person s name if needing to go into the profile to verify it is your resident fellow Otherwise just note the ID number in your records GME PeopleSoft User s Manual Page 3 of 39 Graduate Medical Education PeopleSoft User s Manual STEP 2 ENTER INITIAL APPLICATION INFORMATION ON APPLICATION ENTRY ALL INCOMING RESIDENTS AND OR NEW TO THE UNIVERSITY OF MINNESOTA FELLOWS for fellows who are coming STRAIGHT out of a U of M residency see step 6 below For all incoming residents and or New to the U Of M fellows an initial application to the program must be entered on the Application Entry page ALL subsequent additions or changes to the application take place on Application Maintenance pages Failure to remember the distinction between these two pages can result in the creation of multiple applications for an applicant gt PS PATH Student Adm
11. Set the Academic Institution to to UMNTC Page 18 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual Set the Class Enrollment Block to contains to the beginning of the name in the field e Click the Search button Search Results W j EW A ll Academic Institution Class Enrollment Block Descrintice UMNTC UMNTC Anesthes Residents spring sem UMNTC YESS Anesthes Res Fall Classes UMN TC Anesthesiologysummer Find an Existing Value Add a New Value Inthe Search Results click on the Class Enrollment Block hyperlink that you wish to edit to enter the Block Enrollment Classes page STEP 6 GME BLOCK ENROLLMENT UPDATING EDITING A CLASS BLOCK USING BLOCK ENROLLMENT CLASSES PAGE Block Enrollment Classes Academic Institution UMNTC Univ of Minnesota Twin Cities Class Enrollment Block ANES Description Anesthesia ALRT Residents Class Nbr poke Basis Units Crse Count Related 1 Related 2 Tenm 1109 Q leven e 1A NGA 6 00 1 00 Q Q Action Dt Reason Drop if Enroll Anes F910 004 05 07 201 0 a Anesthesiology Med Residency Regular Med To n a Instructor ID Overrides Access ID Desk operator special override Action Date Career Requirement Designation Requirement Designation Option l Update Display Setup your defaults by clicking on the Class Block Defaults link GME PeopleSoft User s Manual Page 19 of
12. report can be ran through the UM reports option From www onestop umn edu Campuses UNIVERSITY OF MINNESOTA Academics Advising Assisting students in distress AAN Academic Advising Network APAS Academic Progress Audit System APAS demo CLE requirements Graduation Planner Portfolio Learning Abroad Registration times Disability services Select the Staff tab i s e ae F SS 2 a amp _ Y Advising Grades Calendars U Resources Contact ASR Quick Links amp Employee Self Service amp PeopleSoft HR SA Access Administrative Tools PeopleSoft HR SA Staff HR SA access amp HRMS data correction form Automated scholarship processing Troubleshooting browser limitations PS campus solutions testing and availability links PeopleSoft Treasury PeopleSoft Enterprise Financial System EFS amp Staff FFS arrece Under Quick Links Select UM Reports Twin Cities Crookston Duluth Morris Rochester Other Locations myU Email Search One Stop umn edu or people Staff Support Human Resources Employee self service Employee benefits Job Center Employee assistance program Training ASR student admin training FERPA tutorial Peoplesoft student admin OHR Training amp Organizational Development UTTC University Technology Treainina Mantar Log in with your internet id x 500 and password UNIVERSITY OF
13. 001 Spring 2010 0 00 USD 01 20 2010 Acti i Go to Detail Trans Item Summary Items by Term Items by Date Due Charges Payment Plans amp Return to Search tE Previous in List E Next in List E notify In this screen review the active term i e Spring 2010 Select the Account Details hyperlink on the right hand side of the screen In this screen you will be able to see details of the line items that are contributing to the total student bill As the staff member responsible for registration you will review the line items looking for one titled AHC Health Benefit GME PeopleSoft User s Manual Page 29 of 39 Graduate Medical Education PeopleSoft User s Manual If there is an AHC Health Benefit charge it will need to be reversed as trainees have health insurance provided through their compensation and benefits To reverse the AHC Health Benefit charge complete the AHC Student Health Benefit Plan 2010 2011 Waiver Request form Note If your trainees enter their insurance information when registering for grad classes you will not need to complete this form as no charge will be applied Page 30 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual USING PEOPLESOFT FOR ELECTRONIC COURSE SCHEDULING STEP 1 EDITING PROGRAM CLASSES The purpose of using Electronic Course Scheduling ECS is to change the dates of a cour
14. 222 80xxZ44xx 06 25 2006 06 24 201 1 1113333 80xxZ33xx 7 1 2010 6 30 2011 Create a Clearance Form listing residents fellows who have completed certificates during the previous month Include their last name first name ID completed plan number and program start date end date E mail the spreadsheet to Registrars Office Contact currently Sandee Kelsey kelsOO05 umn edu Do NOT send Sandee the spreadsheet until after the resident s fellow s last day Consult timetable Clearance and Confer Dates available from Graduate Medical Education website Program Resources PeopleSoft Resources On subject line of e mail write only GME When completed the Registrar s Office Contact currently Sandee Kelsey will respond via e mail to let your program know their request has been completed Note The University confers certificates once a month all certificates for programs ending in June will state that they were conferred on June 30 for example However Program start and end dates will also be posted to the transcript the text will read as follows This student participated in this m e certificate program from to Page 34 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual STEP 3A HOW TO FIND OUT IF THE CERTIFICATE HAS BEEN CONFERRED FULL GROUP To check the status of the resident fellowship conferring process a
15. 39 Graduate Medical Education PeopleSoft User s Manual Block Enrollment Classes Class Block Defaults Academic Institution UMNTC Univ of Minnesota Twin Cities Class Enrollment Block a esia To Residents ActionReason Enroll O O M a Overrides Desk operator special override C Override Permission C Override Requisites Overnde Service Indicator _ Override Time Conflict C Override Unit Load Check off the Override Action Date box and an Action Dt field will appear below Block Enrollment Classes Class Block Defaults Academic Institution UMNTC Univ of Minnesota Twin Cities Class Enrollment Block ANES Anesthesia ALRT Residents Action Reason Enroll Bal a Action Dt Ei Overrides Access ID Desk operator special override Override Action Date Override Permission Ll Override Appointment Override Requisites C Override Class Limit Override Service Indicator Override Class Links __ Override Time Conflict Override Class Units Override Unit Load Override Grading Basis _ Wait List Okay Enter the registration date for the class This is where you backdate if needed Double check to make sure the Action Reason is Enroll check any other overrides and click OK NOTE Remember that you ll need to change this date in the defaults section each semester Page 20 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual Block
16. AINEE TUITION RATE gt PS PATH Student Financials gt View Customer Accounts Customer Accounts Enter any information you have and click Search Leave fields blank for a m m a b da besins with O o Campus 1D ame SY LastName oman If FirstName rama J o E Search Clear f Basic Search g Save Search Criteria Business Unit National ID 2 9 Input the Employee Student ID in the field titled ID SS Click the Search button Customer Accounts Business Unit UMNTC a ID 1111111 Academic Information Dixie Carter Anticipated Aid 0 00 Account Type Account Number Balance Open Date Status Term TERMO01 Spring 2010 0 00 USD 01 20 2010 Active Account Details Go to Detail Trans Item Summary Items by Term Items by Date Due Charges Payment Plans amp Return to Search tE Previous in List Next in List E notify In this screen review the active term i e Spring 2010 on Select the Account Details hyperlink on the right hand side of the screen GME PeopleSoft User s Manual Page 27 of 39 Graduate Medical Education PeopleSoft User s Manual Account Details ID 1111111 Account Number TERMOO4 Debits 754 Electronic Payment Thank You U Computer Ser Software Purch Dixie Carter Spr2010 Credits Term item Status Spr 2010 Active Spr 2010 Active Business Unit UMNTC Acco
17. Block Enrollment gt Create Student Block Create Student Block Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Add a New Value Academic Institution UMNTC Q s ANS Description begins with w search Clear Basic Search H Save Search Criteria Select the Find an Existing Value tab Student Enrollment Block begins with Enter a previously created Student Enrollment block code and click on Search Search Results Wiew All First 1 5 of 5 Last Academic Institution Student Enrollment Block Description UMNTE ANSO9 Anesthesiology 2009 UMNTE ANS10 Anesthesiology 2010 UMNTE ANS11 Anes 2011 Graduating Class UMNTE ANS12 da li UMNTE MSI Find an Existing Value Add a New Value GME PeopleSoft User s Manual Click on the Student Enrollment Block hyperlink that you wish to edit for the following screen Page 17 of 39 Graduate Medical Education PeopleSoft User s Manual Block Enrollment Students Academic Institution UMNTC Univ of Minnesota Twin Cities Student Enrollment Block ANS13 Description Anes Residents graduating 2014 Find View All First J 4 3 063 LEl Last ID 1111111 a Pablo Picasso 1111111 q Dixie Carter 1111111 G Claude Monet Go to Add Merge Process that oo 1 aut ST rete eordicaur MET In LISI Update Display I No
18. ER DEFAULTS IN PEOPLESOFT STEP 1 SET USER DEFAULTS IF NECESSARY ON USER DEFAULTS this only has to be done the 1 time in PeopleSoft and then updated IF setting optional defaults Setting user default needs to be done before the application process begins Once this step has been completed it only needs to be repeated for adjustments to defaults that may change such as setting the current term as a default Setting up User Defaults populates fields requiring entry during application process These defaults will also self populate elsewhere in the system and may need to be changed when doing other data entry tasks The academic institution should always be set as a default gt PS PATH Set Up SACR gt User Defaults Tab 1 amp User Defaults 1 L ser Defaults 2 Name IDUser John User ID IDUser Academic Institution Career Group SetiD Facility Group SetiD Academic Career Academic Group Subject Area Term Academic Program Academic Plan Academic Sub Plan BB save Enoy UMNTC UMNTC UMNTC MED JQ Q C ja ma ja IQ IQ User Defaults 3 User Defaults 4 Enrollment Override Defaults Univ of Minnesota Twin Cities Univ of Minnesota Twin Cities Univ of Minnesota Twin Cities Medicine spring 2011 User Defaults 1 User Defaults 2 User Defaults 3 User Defaults 4 Enrollment Override Defaults Communication Sp The recommended default is t
19. Enrollment Classes Academic Institution UMNTC Univ of Minnesota Twin Cities Class Enrollment Block ANES Description Anesthesia ALRT Residents Find View All First 1 of 4 Last Term Action Class Nbr Grading Basis Units Crse Count Related 1 Related 4 409 amp Enroll ha 57641 O INGA 6 00 1 00 en a Action Dt Reason Drop if Enroll Anes 7940 oot 05 07 201 fil a Anesthesiology Med Residency Regular Med Transcript Hote I Q Instructor ID Access ID Desk operator special override Class Links Class Permission TimeConflict Action Date Career Class Units Service Indicator Unit Load v Appointment Class Limit Grading Basis _ Requisites Wait List Okay Requirement Designation Ovrd Requirement Designation Requirement Designation Option Requirement Designation Goto Add Merge Process Class Block Defaults Block Enrollment Classes Enter a description for Class Block E Previous in List E Add J Update Display Enter the Term and Class Number according to your notes Click on the Add Row button to add rows for additional classes if needed Select the Action Date override this allows enrollment action to be back dated If not already set up in the Defaults section above Overrides that should be checked Appointment allows enrollment prior to assigned appointment queue Class Limit allows enrollment in a closed class Class Permission allows
20. Enter all types of phone numbers and extensions if needed Multiple phone numbers may be entered but only one per Type Click the button to add additional rows Enter all 10 digits without slashes or dashes Email Enter all types of e mail addresses if needed Multiple e mail addresses may be entered but only one per Type Click the button to add additional rows Biographical Deta if Regional T Suplication Program Data Application Data Application SchoolRecruiting MEW v EZ USA Find view Al First 4 iofd Last E Regulatory Region USA Qo United States of Ethnic Group Q L Primary America Ethnicity Detail Tab 2 Regional Enter ethnic information only if the applicant has provided it For all students including international applicants the Regulatory Region remains at USA Enter Ethnic Group if it has been provided by applicant Use standard ethnicity categories If Hispanic use the Ethnicity Detail link to specify Chicano Mexican American or Other Hispanic Latino Other Note If ethnicity is not given a value of NSPEC Non Specified may be used Tab 3 Application Program Data The Application is created on this page with the entry of the Application APPL row REMINDER The initial entry of application information takes place on this page All subsequent additions and changes to an application must take place in the Application Maintenance component eT Biographical Details Regional Application Program Dat
21. Errors this will displayed to the left of the Submit button Click on Retrieve button on the Block Enroll Merge page to bring you to the Block Enroll Detail page This page allows the identification of errors and or messages associated with the enrollment Block Enrl Detail Block Enrl Detail Block Enroll Merge Block Enroll Detail Enrolment Requesti D 0000000337 Customize ru ET w Name Term Career class Hbr Action 2114840 Peterson Tom 1069 UGRD 33167 Enroll 2200365 smith20 Mary 1069 UGRD 33167 Enroll 2202230 Lea Jon G 1069 UGRD 33167 Enroll Click on either the Detail link or the Block Enroll Detail 1 tab to view errors messages associated with individual students and classes on the Block Enroll Detail 1 page Page 22 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual Block Enroll Merge Block Enroll Detail Block Enri Detaili Block Enrl Detail Enrollment Request ID 0000000337 Enrollment Request First 1 of 4 Lr Last ID 21148640 Peterson Tom Institution Univ of Minnesota Twin Cities Career Undergraduate Primary Prog Institute of Technology Term Fall 2006 ind View All Seq Action Class Nbr Grading Basis Related 1 Related Permission 1 Enroll 33167 Hist 1011 w PF A Q q World History Action Dt Grade In Units Taken Reason Zz Q Regular Undergrad E Q 4 00 Request Status Errors User ID SATRN2O Overr
22. H Records and Enrollment gt Graduation gt Student Degrees d Degree Degree Honors Degree Plan Degree Sub Plan Pablo Picasso 111111 Find View All First 4 lofi Last Degree Nbr Degree Otolaryngology Residency Cert Institution Univ of Minnesota Twin Cities Primary Career MED Medicine Completion Term 1105 sum 2010 Confer Date 06 30 2010 Degree Status Awarded Degree Status Date 08 25 2010 Degree GPA Honors Prefix Rank Size Class Rank Degree Degree Honors Degree Plan Degree Sub Plan On the Degree tab the Degree Status will show Awarded after the registrar has entered the information from the excel sheet sent in Remember to View All if the resident fellow has completed more than one program at the University of Minnesota Note Contact person for certificate questions is Sandee Kelsey kelsOO5 umn edu or 612 625 4733 GME PeopleSoft User s Manual Page 39 of 39
23. MINNESOTA UM Reports New Reports Access Appropriate Use d gt gt Home Page Message Board Save to Excel The Save to Excel and CSV functions on some reports may display blank spreadsheets The problem is intermittent and often caused when a report either pulls a large amount of data or takes an extended time to run In those cases a blank spreadsheet will display If you get a blank spreadsheet the work around is to highlight all of the data on the report and use Edit gt Paste Special gt Unicode Text to paste the data into Agreement a new excel sheet Links i P Help Reports gt EQOAA Reports Graduate School Reports HR Reports Student Records Staff amp PeopleSoft EFS Access amp PCAS Program and curriculum approval amp EGMS Grants UM Reports ImageNow WebNo a amp ITG center amp Internet and email account options amp Voice mail GO4MSG account One Stop Directories Search U of M Pablo Picasso sear Repos Bookmarks No bookmarks currently saved please see the Help Page for more information Click the Search Reports button on the UM Reports Home page This will bring you to the Report Search page GME PeopleSoft User s Manual Page 35 of 39 Graduate Medical Education PeopleSoft User s Manual PS Page 36 of 39 U of M Home Logout UNIVERSITY OF MINNESOTA UM Reports
24. a T plication Data Application School Recruiting Se NE Academic Institution Univ of Minnesota Twin Cities Academic Career Graduate Application Number 00000000 Find view All First L 4 of 1 gt I Last Program Number 0 Effective Date lo 4 12 2007 EJ Admit Term 1079 Q Academic Program Qa Campus UMNTC aA C Joint Program Academic Load Full Time Status Applicant Action Date 04 1 2 2007 Program Action APPL Q Application Action Reason A Career Number I Evaluation Find view All Academic Plan Find view All First 4 1 of 1 gt Last Sub Plan Transfer To Education Go E Save Notity Ro Refresh E Add Page 6 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual Effective Date Defaults to today s date This date must be on or before the first day of the term of admission Enter proposed Admit Term Joint Program and Acad Load are NA Select or enter Academic Program Campus is UMNTC Program Action Accept default of APPL application Do not change Action Reason NA Enter Academic Plan code or search using the magnifying glass residency or fellowship program Enter or search using the magnifying glass for Sub Plan if appropriate Note Only one row is created here DO NOT ADD ANY ROWS Tab 4 Application Data This page is used to indicate Ap
25. alendar year before attending the University that student shall be classified as a nonresident and will remain a nonresident throughout his or her presence as a student The nonresident classification will not change for a student who moved to Minnesota for the primary purpose of attending a post secondary institution gt Leave the Residency Date blank and click on Save Note You will not be able to term activate and register students without residency information If there are any questions on if the resident fellow should be an in state resident or an out of state resident please contact the Registrar s Office Contact currently Sandee Kelsey kelsOOS5S umn edu GME PeopleSoft User s Manual Page 11 of 39 Graduate Medical Education PeopleSoft User s Manual STEP 5 TERM ACTIVATE ON TERM ACTIVATION Term Activation is the last required step prior to the registration process Active matriculated residents fellows will have a term created for themselves through an overnight automated process if it is before the term starts To register a student immediately a student may be manually term activated by following the below steps gt PS PATH Records and Enrollment gt Student Term Information gt Term Activate a Student Term Activate a Student Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value an Existing Value National ID Last Name First Na
26. ccccccccceeseccceeeeseeeceeeaeeeees Step 5 Term Activate ON Term ACTIVATION ccccccseccssccnsccnscceeccseccseceuccaeccauecsuccecsseceseceseeeeeeaeessuenseenaees Step 6 Changing plan information for U of M residents fellows going straight into to U of M Residencies FellowShips ccccccccccccccccccseesssesseececccccccseseeeeeeeeeesseeeeeeeecesesseeeeseueueeesneseeeeeeeeesseeeeeeeaaas Using PeopleSoft To Register Residents Fellows For Block Enrollment cccccccccessssseseeeeeceeesesseeseeeeeeas Step 1 GME Block Enrollment Set up a resident fellow block using Create Student Block STA asa EE cee te earn A E EE E T E E A A A A E A en snammnunamic unten Step 2 GME Block Enrollment Set up a class block using Create Class Block page sccccccessseeeees Step 3 GME Block Enrollment Merging Class and Resident blocks using the Block Enroll M TIEDE E EEEE AEE EEEE AEE EEEE EEEE EE EEE NEES Step 4 GME Block Enrollment Update Editing an existing Student BIOCK ssssssssseseesssrrrrrrrrrrrree Step 5 GME Block Enrollment Updating Editing an existing class block using Create Class PO cates ess E na Pieroni is ete caters ass ace nec E een ssp deeds cae a eiaeeeeeee Step 6 GME Block Enrollment Updating Editing a class block using Block Enrollment SS SSM apres E E I EE A I E E E E A A N don crea dina E A E A T E Step 7 GME Block Enrollment Understanding and Resolving Error Messages cccsseseeeeeeeeeeeees Us
27. cccenseccceesececeusececeusececeusecessusecessusecetsueeeeteueeens 34 Step 3a How to find out if the certificate has been conferred full ZrOUP cccceesecceeeseeeeeeeeeens 35 Step 3b How to find out if the certificate has been conferred individuall cseccceesseceeeeeeeees 39 NOTES ON FORMATTING e Section Titles are denoted by Lig Sa A 4nd as TC e Steps within these sections are denoted by THIS TYPE SETTING e Corresponding PeopleSoft paths are denoted with the following symbol2and this type setting e Red call out circles are used to highlight Careas of notice on screenshots e Notes are displayed with the following type setting e Reminders are displayed with the following TYPE SETTING e Tips are displayed with the following TYPE SETTING BEFORE YOU BEGIN CHECKLISTS AND RMS DATA FORMS Before beginning be sure to have on hand either the accompanying GME PeopleSoft Data Checklist also summarized below as well as all soreadsheets of data gleaned by MMCGME from the RMS Data Forms Your time in PeopleSoft will go much smoother if the required data is available beforehand and at your fingertips Required fields include Last Name First Name Social Security Birth Date if known Marital Status if known Gender if known Country defaults to USA Phone if known E mail if known Ethnic Group if known Residency MN vs non MN WW GME PeopleSoft User s Manual SETTING US
28. cess is completed in Application Maintenance Although the two pages look the same the function is different PS PATH Student Admissions gt Application Maintenance gt Maintain Applications Maintain Applications Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value begins with E Academic ee eo a ation Program r r 2 W __ ApplicationCenter begins with x Campus 10 begins wn National ID peons wn Last Name peonswn v begins with hd a cy a CN G G First Name begins with Include History Basic Search E Save Search Criteria On the Maintain Applications search page enter ID Academic Institution and Academic Career and click the Search button Biographical Details Addresses Regional df Application Program Data l Ay plication Data Application School Recruiting William Shears 1111111 Academic Institution Univ of Minnesota Twin Cities Academic Career Medicine Application Number 00000000 Find view All First 4 4 of 4 hls Program Number 0 Effective Date 01 02 2007 34 Cp Admit Term 1073 Q Spr 2007 Academic Program 11PRO Q Med Campus UMNTC Q UMTC C Joint Program Academic Load Full Time Program Status Status Applicant Action Date 01 16 2007 Program Action APPL Q Application Action Reason Q Career Number 0 Evaluation
29. e date is normally two weeks prior to the registration date Step 2 Upon return the Advanced Degree Notification form is forwarded to the training program coordinator and reviewed with the Program Director After all applicable signatures and funding stream information is obtained the document is forwarded to the original sender GME or Departmental staff Step 3 The original sender of the Advanced Degree Notification Form GME or Departmental staff will register the trainee forward the advanced degree notification form to Human Resources and coordinate payment Adv Degree Notification form sent to trainees Adv Degree Notification Form is returned to PC PC gets applicable information added to form and signed by PD Program returns Advanced degree notification form to the part responsible for registration see instructions Dept GME Staff register trainees Dept GME forwards Adv Degree notification to HR representative Page 26 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual USING PEOPLESOFT TO VALIDATE AND SUBMIT GME STUDENT BILLING Note This step needs to be completed if 1 You have trainees taking graduate level classes and 2 These classes are being paid for by an entity other than the trainee i e Training Grants Departmental funding etc STEP 1 REVIEW TR
30. enrollment in a closed or restricted class Requisites allows enrollment into a course that requires instructor or department approval VV VV WV Time Conflict allows enrollment of classes that have time conflicts Other optional overrides The rest most likely will never be needed but you can check them now to save possible headaches later gt Unit Load allows enrollment for over the maximum units allowed in student s program gt Wait List Okay not in use Save the Block Enrollment Classes page when finished Use the Add Merge Process hyperlink to begin the merge process and the 10 step NOTE Remember that you ll need to change this date in the defaults section each semester GME PeopleSoft User s Manual Page 21 of 39 Graduate Medical Education PeopleSoft User s Manual STEP 7 GME BLOCK ENROLLMENT UNDERSTANDING AND RESOLVING ERROR MESSAGES During the merge Process errors may occur and or messages may be generated Below are some troubleshooting ideas for common problems Block Enroll Merge Block Enroll Detail Block Enrl Detail Block Enrl Detail Enrollment Request ID 0000000337 Request Status Errors Merge Blocks Academic Institution Student Block Detail Create Class Block Detail Create Filtering Criteria Ee Add 5 Update Display Block Enroll Merge Block Enroll Detail Block Enrl Detaili Block Enrl Detail Ifthe request status returns with
31. g Residency 5 Fail m Sub Plan Data ind View A First WU 4 ofa L Last Sub Plan a E Once the row is added enter the effective date as the day after the admit date previously added so a sequence of 3 days example apply May 1 admit May 2 matriculate May 3 Enter Program Action of MATR Matriculation Tab out of the field to enable and then click Create Program button After clicking the Create Program button a program will run the application will be saved and the page will turn gray Note You can no longer change anything on the application pages Call the Student Records Helpline at 625 2803 or email srhelop umn edu for assistance if you need to make corrections or revoke the admission GME PeopleSoft User s Manual Page 9 of 39 Graduate Medical Education PeopleSoft User s Manual STEP 4 SET RESIDENCY IN STATE MN OR OUT OF STATE ON RESIDENCY DATA A resident fellows residency status must be determined and entered prior to term activation and registering Note The University s definition of the term resident may be different from the definitions developed by other non University agencies The University does not recognize declarations of resident status made by other agencies Thus a person who is a Minnesota resident for tax or voting purposes for example is not necessarily a resident for University of Minnesota tuition and admission purposes The University s definition
32. ides Access ID All Access C Action Date L Appointment Career pe osages Message Sequence 1 Last Update DateTime 40 06 06 4 11 24PM Hold on record Add not processed 1464087 There is a hold on this record preventing the add from being processed The hold must be removed to process the add ransaction 4Add f Update Display Block Enroll Merge Block Enroll Detail Block Enrl Detaili Block Enrl Detail2 The Messages section of the Block Enroll Detail 1 displays any errors that will need to be resolved with the appropriate override Contact the Academic Support Resources Student Records Training Team at 612 625 2803 or srhelo umn edu with any errors that cannot be resolved through overrides or student action Important Note Each error for a class must be resolved individually If you are not able to resolve all errors that occur they may be left unresolved or resolved later individually through the use of the Enrollment Request component Print make a list of all resident fellows that did not have errors with the merge Students who were successfully merged the first time will show up as errors when you remerge to fix any errors this list will help save confusion Return to Block Enroll Merge to Submit Enrollment Request again Note Using the Return arrow on the web browser tool bar or clicking between the tabs may result in the system losing its place You can always start a
33. ing PeopleSoft To Register Residents Fellows For Individual Enrollment cccseeeeeeeeeeeeesesseeeeeeeees Step 1 GME Enrollment Individual Enrollment cccecccccesececeeseccecesececeeeeceeseecessenecessenecesseness Handling of GME Trainee Graduate Class Enrollment ccccccccccsseccecceescceecseesecceseeaeecesseeaeeceesseneeeeeees Using PeopleSoft To Validate and Submit GME Student Billing 0 0 0 eccccessecccesseceeeeseeeeeeseceseeeecesseeees Step 1 REVIEW trainee tuition rate cccscccscccsecescceecceeecseccseccsecesecesecessceeesseessecesecesecesesessceeeteesaees Step 1A If billed at Non resident rate correct cccceseccccsseccccesececcesecccceececeeeeceeeeneceeeenecessenecetsuness Step 2 Review trainee Health Benefit cccccccsseccccseccceesececeenececeesecesseeceeseneceesenecessenecessugecesseners Step L Editing Program CIASS CS cccsctesarceeeesctcetsatescceicistezcusstalsaasicuatosdusectsaanscectsseusuaatsaccuausacuesterioadeuteededrietsiems Conferring Residency Fellowship Certificate ccccccccccccccscscccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeess Step 1 Looking up Resident Fellow Plan Number in PeopleSoft ccccccccccccssseeeeeseeeesesseeeeeeeeeess 4 17 18 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual Step 2 Filling out the Clearance FOr cccccccsssecccesse
34. ion Center and Recruiting Center should be set to MED and the Admit Type is Cert as shown above Then click on Save Page2of39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual STEP 1 SEARCH FOR PREVIOUS EXISTING ID NUMBERS ON ADD UPDATE A PERSON A complete search is critical in to avoiding the creation of duplicate ID numbers An incoming resident fellow may have an ID number if she he applied and or attended under a previous name or is was an employee of the University of Minnesota If you suspect that a resident fellow has a duplicate ID and can t find them in the system contact the student records help desk at 625 2803 or email srhelp umn edu gt PS PATH Campus Community gt Personal Information gt Add Update a Person Add Update a Person Enter any information you have and click Search Leave fields blank fo Find an Existing Value Add a Mew Value ID begins wit Campus ID begins wit National ID begins with Search Clear Basic Search EE Save Search Criteria Find an Existing Value Add a New Value Enter Last Name and First Name OR SS and click on the Search button Search Results View All p Hame Gender al i National n ID m 2923666 Jones Nicole B Female 009 1984 blank blank Ly 2379641 Jones Nathan Male 0207 1982 blank blank U 26 4353 Jones Nicole M Female 12 26 1983 blank blank
35. issions gt Application Entry gt Add Application Add a New Value a New Value Delete NEW and enter D of Applicants identified during search Application Nbr ooooooD0 Q process ID NEw 4 G OR Academic Institution UMNTC C leave default as NEW ID will be Academic Career Q created when application is saved __ Add On the Application Entry search page enter the ID of the applicant if you have previously identified the applicant as having an ID number If it is a brand new applicant with no previous number leave ID field default to NEW For both types of applicants enter appropriate Academic career if not set in defaults After selecting the Add button the system will move through the application tabs that need to be updated Page 4 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual Tab 1 Biographical Details New information is added and existing information for applicants with previous records is updated on this page As much information as is made available by the students application should be entered on this page Do not make assumptions regarding gender and ethnicity based on names etc P agional Application Program Data Application Data MEW Person Information Effective Date 01 05 2007 E Application School Recruiting Format Using English Change Format Prefix First Name Middle Name Last Name Suffix Date of
36. lment gt Enroll Students gt Block Enrollment gt Block Enroll Merge E Block Enroll Merge Block Enroll Detail Block Enrl Detail Block Ermi mer Request Status Pending Merge Blocks UMNTC a Univ of Pio Student Block ANES Q Anesthesia Residents ALR Detail Create Class Block ANES a Anesthesia ALRT Residents Detail Create nesota Twin Cities Filtering Criteria Academic Career Term Class Nbr Detail Status EmpliD Block Enroll Merge Block Enroll Detail Block Enrl Detaili Block Enrl Detail Enter or confirm Academic Institution as UMNTC Enter Student and Class Blocks just created edited or use lookups to search for the correct ones Page 16 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual be grayed out Click on Merge button to merge the Student and Class Blocks together The Submit button will With the Request Status at Pending click on Submit button to register students The Merge button will be grayed out on to the next section STEP 4 GME BLOCK ENROLLMENT UPDATE EDITING AN EXISTING STUDENT BLOCK If request status returns with Success all classes have been posted If you have errors continue this only needs to be used after a block is created and or any changes need to be made for the year gt PS PATH Records and Enrollment gt Enroll Students gt
37. me Academic Career 2 Term Actwation p Enrollment Limit Medicine Main Content begins with Search Clear Basic Search B Save Search Criteria Search for resident fellow by entering their ID and click the Search button Student Session Stont Tuition Cale Tarnns In Residence H Term Control Dales Find view All First L 1 of a Ll Lasi Academic Institution Term Student Career Nbr Primary Academic Plan Override All Academic Levels Override Projected Level Academic Level Projecteck Academic Level Term Start Academic Level Term Enik Level Determination Find view All First 4 if 0 Last UNNTC C Univ of Minnesota Twin Cities e 4 1073 OQ Spr 2007 Semester Actiation Date 01 02 2007 OQ medical enon l azni el LET leorgz1911 CANED Residency O Academic Year 2006 C Load Determination aire Fellow Form of Study Fellow Academic Loack Mo Units Fellow Billing Careor MED Oy aie Eligible To Enroll El Save Return to Search I Notify Use arrows in upper portion of page to locate appropriate career if more than one listed Enter or select term code and tab out of the field If necessary enter the new Student Career Nbr The other fields should self select Make sure the Eligible to Enroll checkbox is checked Save the page Page 12 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleS
38. new block enrollment process GME PeopleSoft User s Manual Page 23 of 39 Graduate Medical Education PeopleSoft User s Manual USING PEOPLESOFT TO REGISTER RESIDENTS FELLOWS FOR INDIVIDUAL ENROLLMENT STEP 1 GME ENROLLMENT INDIVIDUAL ENROLLMENT There may be times when you need to enroll an individual separately from the block enrollment of your full residency fellowship gt PS PATH Records and Enrollment gt Enroll Students gt Enrollment Request Enrollment Request Find an Existing Value Add a New Value Select Find an Existing Value tab at the top Fill in the resident fellows ID number Make sure the Academic Career and Academic Institution are correct e Click Add button Page 24 of 39 GME PeopleSoft User s Manual GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual Enrollment Request Page Enrollment Request 2114640 Tom Pelerson Univ of Minnas ofa Twin Cities U J z Undergraduate Institute of Techne Fall 2006 se to Eeng E m request s Enrolment Request id oogooggg00 Status Pendim Submit UM QOpioms F User Ik DATRM2D Enrolment Request Details l Find iew A First Sequence Mbr 4 rending Cl Gwerride Action Date Acton Date p Wail List Okay Related Class 1 1 Related Class 2 Start Date Instructor ID Repeal Code a venid Override Overrides A anini A Graiau q O O O Uni
39. ng Value Add a New Value Academic Institution lu MNTC Student Enrollment Block Add Find an Existing Value Add a New Value Select Add a New Value tab at the top or the Add a New Value link at the bottom Name the Student Enrollment Block 5 characters is the maximum Click Add button TIPI Finding a 3 letter abbreviation for the department will allow you to use a 2 digit year as the final slots Using the expected graduation year of each class is another method to using their on boarding year GME PeopleSoft User s Manual Page 15 of 39 Graduate Medical Education PeopleSoft User s Manual STEP 2 GME BLOCK ENROLLMENT SET UP A CLASS BLOCK USING CREATE CLASS BLOCK PAGE if there is a block created and you prefer to update edit it instead of making a new one each time see Step 5 6 gt PS PATH Records and Enrollment gt Enroll Students gt Block Enrollment gt Create Class Block Create Class Block Find an Existing Value Add a New Value Academic Institution UMNTC a Class Enrollment Block ANES Find an Existing Value Add a New Value Select Add a New Value link Enter UMNTC as the Institution Name the Class Enrollment Block 5 characters is the maximum Click Add button You can then go to the Block Enrollment Classes page Step 3 STEP 3 GME BLOCK ENROLLMENT MERGING CLASS AND RESIDENT BLOCKS USING THE BLOCK ENROLL MERGE PAGE PS PATH Records and Enrol
40. nt Fin Aid Fed Residency Excpt Fin Aid State Residency In State Resident Fin Aid State Residency Excpt Tuition In State Resident Tuition Residency Exception lsave Return to Search Notify Previous tab iMexttab 2 olUpdateDisplay Include History Ef Correct History Institution should be UMNTC If set in your defaults it auto fills in Effective Term Enter the term of admission If set in your defaults it auto fills in Residency find the answers to these questions in the RMS Data Form gt In State Resident status is granted to students who Are permanently residing in Minnesota AND Have been continuously present in the state of Minnesota for at least one calendar year prior to the first day of class attendance at the University During that one year period the student must not have attended any other Minnesota post secondary educational institutions gt Out of State Resident status is granted to students who Nonimmigrant s residing in this country or state under a temporary visa that bars them from establishing domicile in the U S visas B F H H4 visa holders who have graduated from a Minnesota high school should contact the Resident Classification Office on campus about their resident status J and M shall be classified as nonresidents OR Students who moves to Minnesota from another state and attends a post secondary institution within the first c
41. o set the Academic Institution to UMNTC By doing that the Career Group SetID Facility Group SetID will also populate with UMNTC Other optional defaults are to set the Academic Career for students typically MED unless they are enrolling in Graduate School for that see Handling of GME Trainee Graduate Class Enrollment section the Term Academic Program and Academic Plan with the admissions application information you will be entering REWEMBER if you do these optional defaults remember to change the term the next time repeat the registration process GME PeopleSoft User s Manual Page 1 of 28 Graduate Medical Education PeopleSoft User s Manual gt PS PATH Set Up SACR gt User Defaults Tab 2 User Defaults 1 User Defaults User Defaults 3 User Defaults 4 Enrollment Override Defaults F User ID IDUser Name DUser John Sell LMNTC a Univ of Minnesota Twin Cities Aid Year a Business Unit UMNTC a Univ of Minnesota Twin Cities Application Center MED Q Medical School Recruiting Center MED Q Medical School Cashier s Office a Department q Admit Type ICRT Q Certificate Campus a Institution Set a B Save E monn User Defaults 1 User Defaults 2 User Defaults 3 User Defaults 4 Enrollment Override Defaults Communication Speed The recommended defaults on this tab are that the SetID and the Business Unit must be the set to UMNTC The Applicat
42. of resident status applies both to payment of tuition and admission to University of Minnesota colleges NOTE Residency decisions for tuition take effect at the beginning of the semester for which residency status is granted Residency for admission priority i e for professional colleges is the residency status in effect at the time of the admissions application deadline gt PS PATH Student Admissions gt Application Entry gt Personal Information gt Residency Residency Data Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value an Existing Value Campus ID begins with National ID begins with Last Name begins with _ First Name begins with _ include History Search Clear Basic Search B Save Search Criteria On the Residency Data Search page enter the ID and click the Search button Page 10 of 39 GME PeopleSoft User s Manual Graduate Medical Education PeopleSoft User s Manual lt a Residency Official 1 p esidenty Oficial Residency Appeal Residency seltReport Pablo Picasso 1111111 Find view All First iofd Last Medicine Find view All First 4 of 4 Last Institution UMNTC a Univ of Minnesota Twin Cities Effective Term i 073 Residency Residency Date Additional Residency Data Admissions Admission Residency Exception Fin Aid Federal Residency In State Reside
43. oft User s Manual STEP 6 CHANGING PLAN INFORMATION FOR U OF M RESIDENTS FELLOWS GOING STRAIGHT INTO TO U OF M RESIDENCIES FELLOWSHIPS if they took time off or went to a different school in between programs follow step 2 above where they are treated as incoming residents fellows For current residents or fellows continuing on with their training at the University Of Minnesota the admitting process should not be followed because they are currently in PeopleSoft They however do need to be moved into their new program with the steps below PS PATH Records and Enrollment gt Career and Program Information gt Student Program Plan Student Program Plan Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value an Existing Value begins with EmplliD v demic Career begins with vw Student Career Nbr Campus ID begins with National ID begins with Last Name begins with PP First Name begins with NS S18 Include History Search Clear Basic Search B Save Search Criteria 9 Enter the ID number Click on Search w Pablo Picasso Academic Career Action Reason Academic Institution Academic Program Admit Term Requirement Term Expected Grad Term Al Student Program i ot dent Plan Medicine Active in P
44. oll of Continuing Education Graduate UGR College of Biological Sciences UGR College of Design UGR College of Liberal Arts 5PRO College of Pharmacy Professional Program UGR College of Sci amp Engineering OSPRO College of Veterinary Medicine Professional Program pial Graduate School en Sch Professional Program itll 11PRO Medical Eee Professional Program eae Cpe r e Select 11PRO Medical School Professional Program and then select submit Prompt Selection for Official Degrees Granted Report sum 2010 UMNTC Med Select one or more Month s below Use shift click or contro click for selecting multiple values June 06 01 2010 06 30 2010 July 07 01 2010 07 31 2010 August 08 07 2070 06 31 2010 Submit Select all dates via shift click and submit GME PeopleSoft User s Manual Page 37 of 39 Graduate Medical Education PeopleSoft User s Manual Prompt Selection for Official Degrees Granted Report Sum 2010 JUMNTCeKMed June July August Select one or more Academic Plan s below Select All Use shift cick or contro click for selecting multiple values 300470411 Anesthesiology Residency CRT 810474511 Breast Radiology Fellow Prog CRT B08 7246711 Cytopathology Fellowship Prog CRT 0227211 Diagnostic Radiology Residency CRT 810524611 Endovascular Surg Neuror Prog CRT 611920211 Fellowship in Neurotology CRT 800870811
45. plication Center and Admit Type only no other fields are needed Application Program Data Application Data A plication SchoolfRecruiting Se em MEW Academic Institution Univ of Minnesota Twin Cities kag Academic Career Graduate Application Number do000000 Biographical Details Regional Application Data Application Center Eg Admit Type _ E Application Date 0 An 200r Academic Level Created On 0 4 1 2 2007 Notification Plan Prior Application Application Method Additional Information Housing Interest _ Financial Aid Interest Create Labels Adm Appraisal Print Print Admit Data File Information Application Fee Information Complete Date Status Calculate Application Fees T Transaction Summa i i Fol l T ae External Application Nbr YP Standard Be Ey ENT EPEE Transfer To Education Ww Go save Notify f Refresh ErAdd Enter the Application Center to MED Enter Admit Type of CRT Make sure the Application date is at LEAST 3 days before the admit term starts Re check all information Click Save Note There is no need to proceed to the final page in this component GME PeopleSoft User s Manual Page 7 of 39 Graduate Medical Education PeopleSoft User s Manual STEP 3 COMPLETE APPLICATION PROCESS ON APPLICATION MAINTENANCE After the application has been entered with the application row in Application Entry the application pro
46. rogram 07 01 2009 umnTC Q PRO A 1015 _A El JQ 1015 Student Sub Plan New Window Help Customize Page nr Student Attributes Student Degrees 2 SAE 1111111 Career Requirement Term Student Career Nbr 0 First 1 5 of 5 Lr Last 4 04142009 d Find View 1 Flan Change Joint Prog Appr Univ of Minnesota Twin Cities Medical School Admissions From Application laa Application Nbr 00161444 Application Program Nbr O sum 2004 On the Student Program Page add a row and enter the Effective Date as the first day of the term the resident fellow is in your program Tab out of the field Enter PLNC plan change in the Program Action field Note Do not make any other changes to this page GME PeopleSoft User s Manual Page 13 of 39 Graduate Medical Education PeopleSoft User s Manual student Prograr 1 i Student Plan l tudent Sub Plan Student Attributes student Degrees ee Pablo Picasso 1111111 Academic Career Medicine Student Career Nbr 0 Car Req Term Find View1 First LU 45085 LY Last Status Active in Program Admit Term Sum 2007 Effective Date 0701 2009 Effective Sequence 4 Program Action Plan Change Action Date 0 41 4 2009 Action Reason Requirement Term Sum 2001 Academic Program Med loa hel First a 1 of 4 Lal Last 807977911 amp SURG crtcare ertificate Fellowship aH SURG Crit cannes 1
47. se so any University office with an interest in the resident s fellow s enrollment can see that the student is enrolled all year long gt PS PATH Curriculum Management gt UM ECS gt Maintain Schedule of Courses Maintain Schedule of Classes Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search Clear Basic Search A Save Search Criteria Search for the course you wish to change by term and subject area e Click the Search button 4 Basic Data Meetings Enrollment Cntr Reserve Cap Period 1 Initial class schedule submission Course ID 805716 Course Offering Nbr 1 Academic Institution Univ of Minnesota Twin Cities Term Summer 2011 Med Subject Area OTOL Otolaryngology Catalog Nbr 7910 Otolaryngology Med Residency Class Sections Find View All First LU 4 of 4 L Last Session 011 Q Extended Regular Session Class Nbr 87949 Class Section 001 StartiEnd Date Component CLN Q cinic Event ID Class Type Enrollment v Associated Class l Credits Campus UMTC Location TCEASTBANK UMTC East Bank C Schedule Print Course Administrator Student ific P issi Academic Organization 11800 Q Otolaryngology Academic Group TMED Medical School Dynamic Date Calc Required Holiday Schedule Univ of MN TC Exprmt Stns Generate Class Mtg Attendance Instruction Mode P Q Se ae Sync Attendance with Class Mtg
48. tify Refresh Ep Add From this screen you can add delete students or change the description given in the Search El Save amp Return to Search Results Student Enrollment Block Enter a description for your Student Enrollment Block Enter the Resident Fellow s EmplID and then tab out or click the hourglass icon Enter MED for the Academic Career Click on Add Row button to add rows for additional students Save the Block Enrollment Students page Note If a class block has already been created previously you may use the Add Merge Process link at the bottom of the page to go directly to the Block Enrollment component and skip to the Block Enroll Merge Component section If no Class Block has been created in the past then continue on to the next section of this guide STEP 5 GME BLOCK ENROLLMENT UPDATING EDITING AN EXISTING CLASS BLOCK USING CREATE CLASS BLOCK PAGE PS PATH Records and Enrollment gt Enroll Students gt Block Enrollment gt Create Class Block Create Class Block Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value an Existing Value Add a New Value _ a New Value Academic Institution UMNTC Q Class Enrollment Block IA Description begins with Search Clear Basic Search B Save Search Criteria Find an Existing Value Add a New Value Click the Find an Existing Value tab
49. ts Taken D00 Course Co Designation a CI Take Requirement Designation RD Grada _ Glass Limit C1 Time Gonmict C Career CI Senice Indicator Additional L Appointment Qverides C Requisites Dl Gass CU nit Lead Message Secuencia Saverity Last Update Daite Time k ade luodateDisotsy Enter class number or use Search lookup to locate class number Use the Add button to add additional rows classes and repeat the above step until all classes are entered Click Submit button to process all rows of classes for the student After submitting system will display Success or Errors button Note f errors are displayed use appropriate overrides and submit the classes again Page 25 of 39 Graduate Medical Education PeopleSoft User s Manual HANDLING OF GME TRAINEE GRADUATE CLASS ENROLLMENT Through the course of our GME training some trainees may pursue an advanced degree in another field To ensure the proper handling of the dual enrollment the extra steps listed below must be taken Step1 The Advanced Degree Notification form See GME PeopleSoft Resource Page is sent via blanket email to all trainees six weeks prior to the GME training registration dates See GME PeopleSoft Resource Page Both the due date and personnel the Advanced Degree Notification form should be returned to are listed in the instructions included in the mass mailing This du
50. tus Active in Program Effective Date 04 23 2006 Program Action Matriculation Action Reason Academic Program Search for the resident fellow via ID or Last Name First Name oossoo Car Req Term Find View Al First 4 4 of 3 D Last Sum 2006 2 05 04 2006 Sum 2006 Academic Plan Plan Sequence Declare Date Requirement Term Degree Plan Status save amp Return to Search E Previous in List E Next in List E notity y Refresh 804424411 4 Degree 04 21 2006 Degree Checkout Stat Student Degree Nbr Completion Term Q Otolaryngology Residency Certificate Otolaryngo 1065 Q gum 2006 Student Program Student Plan Student Sub Plan Student Degrees On the Student Plan tab find the Academic Plan number next to the name of the correct program Note You may need to View All if the resident fellow has participated in more than one plan GME PeopleSoft User s Manual Page 33 of 39 Graduate Medical Education PeopleSoft User s Manual STEP 2 FILLING OUT THE CLEARANCE FORM There s am Excel based Clearance Form template can be found here scroll down to Clearance Form Below is a sample GME GRADUATION CLEARANCE Department coordinator s department Contact Name coordinator s name Contact Phone coordinator s phone number Completed Program Start Date End Last Name Plan Date Doe John 1112
51. unt Balance 7 54 Applied 7 54 Unapplied Last Activity Date 7 54 0 00 tem Details 0222010 754 0 00 tem Details 01 20 2010 0 00 0 00 In this screen you will be able to see details of the line items that are contributing to the total student bill As the staff member responsible for registration you will want to review Tuition line items R for resident or NR for non resident rates directly following a tuition line item Account Details Tuition should always be billed at the Resident rate for GME trainees This is indicated by either an Account Number TERMOO1 Spr 2011 Account Balance Debits 11 835 24 Credits 11 535 24 Applied 11 835 24 Unapplied First 11 Item Tem Amount Class item Status Last Activity Date Balance Medicine Department of Spr 2011 7 001 35 Item Details Actve 02 14 2011 0 00 AHC Health Benefit Plan Yai er Spr 2011 1 284 00 item Details Actve 12 11 2010 0 00 AHC Student Health Benefit Pin Spr 2011 1284 00 Item Details Actve 12 11 2010 0 00 Grad amp Prof Student Assembly Spr 2011 5 70 Item Details Actwe 12 11 2010 0 00 Graduate School T ution NR Spr 2011 9 571 00 ltem Details Actve 12 11 2010 0 00 Nonresident Tuition YVaiver Spr 2011 3 549 5 tem Details Actve 12 11 2010 0 00 Public Health Technology Fee Spr 2011 140 00 ltem Details Actve 12 11 2010 0 00 Stadium Fee Spr 2011 12 50 item Details Actve 12 11 2010 0 00 Student Services
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