Checklist Assignment - SJAD0003

Last Modified: Aug 8, 2023

SJAD0003 Overview

SJAD0003 is used to automatically assign partial and/or final transcript checklist items by the specific external organization for each student. It will also automatically update the external education page to a status of “Received” when the Partial or Final checklist item is completed.

This document provides instructions on configuring Checklists and using the process. It will assign Checklists and Update Transcript Request info as follows:

1. Assigns Checklist to Applicants as identified in Run Control page

2. Assigns all items configured in the checklist setup.

3. If the item relates to a transcript request (starts with 'C' or 'HS' and ends in 'F' or 'P'), the process evaluates the applicant's External Education record to determine whether or not to assign the item.

4. If transcripts are flagged in the External Education page as "Desired" and are from multiple Organizations, the item will be assigned multiple times (one for each school). The Transcript Status - Action must be ‘Desired’ in order for SJAD0003 to create the checklist item.

5. . If a transcript request checklist item is completed, the process will update the applicant's External Education record to ‘Received’. (Checklists are completed by program SJAD0021b which runs on the hour based on transcripts received into OnBase.)

Open

Menu > Records and Enrollment > Transfer Credit Evaluation > Education

Considerations when running SJAD0003

1.  Because this program creates checklist items and also updates external education when an item is complete, it will need to run at least daily when applications are being downloaded. You must use a standard Checklist Name each time it is run, such as UDTRNS. If you run this under two different checklist names UDTRNS and ZTEST then the student will have 2 CLTRNP/F checklist items assigned to them, one for each checklist, example: ZTEST and UDTRNS.

2. First Time Frosh (FTF) are assigned CTRNF only, they do not need a partial checklist item.

3. The final or partial will not be assigned if the Education History page shows that the transcripts were already received.

4. Any education from SJSU is ignored so Former Students returning (FSR) will not be assigned a checklist.

5. When running SJAD0003 you can add items to the checklist that are not for transcripts, such as APPFEE, but you don't have too. This allows for one run of checklist assignment that covers all items needed.

6. We needed a way to allow OnBase to receive transcripts from applicants who send transcripts early regardless of being admitted, without showing To Do items in all applicant Student Centers. To do this we use the regular “Checklist Assignment” process using a FileMaker list of International student emplids for the term. These ID’s are used to assign a UDTF19 checklist with one item, INFO which is completed. This allows us to run SJAD0003 for all other ADT assigning the UDTFxx checklist and items earlier but as hidden. Since International applicants already have a UDTFxx checklist that is completed they would not be assigned one when SJAD0003 runs. International applicants are not affected by the hidden checklist and other applicants cannot yet see the checklist. Those sending in early transcripts are processed correctly because the checklist exists.

Set Up the Checklist Item

 This section explains how to create the checklist and items using the naming convention needed for the automated SJAD0003 process.

 Navigation to Checklist Item: Campus Community > Checklists>Set Up Checklists > Checklist Item Table.

 Most checklist items are already created and will be reused. Configuration specifications for new checklist items are below.

1.  Checklist Items to be assigned for Transcript Requests must be configured as follows:

   1. Item Association must be set to "Organization" so that a School Code can be attached

   2. College Transcripts – Item Code must Start with "C" AND End in "P" (Partial) or "F" Final

   3. High School Transcripts – Item Code must Start with "HS" AND End in "P" (Partial) or "F" Final

   4. Other Checklist items (such as Application Fee or SAT/ACT Score) do not have special requirements for naming.

Open

Menu > Campus Community > Checklists > Set up Checklists > Checklist Item Table

Set up the Checklist Code

Navigation to Set up Checklists: Menu > Campus Community > Checklists > Set up Checklists > Checklist Table.

1.  Add a new Value (to create a new checklist). The naming convention usually includes the Student Type, Term and Year (FTFS24)

2. Create the checklist code and add a Description.

3. The Admin Function for the checklist must be ADMA or ADMP.

4. The Checklist Update process will assign each item in the Checklist as follows:

   1. Non-Transcript Items – One per Applicant

   2. Partial Transcript Requests [Item Code ends in "P"] - One per applicable College/High School where the Transcript Flag is set to "Desired" and the Dates of Attendance indicate work is still In Progress [End Date is Blank or in the Future]

   3. Final Transcript Requests [Item Code ends in "F"] - One per applicable College/High School where the Transcript Flag is set to "Desired"

NOTE: Both a Default Due Date, # of Due Days or both can be specified for each item.

Using Excel to Calculate Due Days

Calculating the Due Days is critical, so to confirm that you have the correct number of days, you can use Excel.

1. Enter Today’s Date (A1) and the Due Date (A2).

2. Click in A3.

3. Click on Insert Function.

4. Select DAYS (Double Click).

5. Enter A2 in the End Date field.

6. Enter A1 in the Start Date field.

7. Click OK

8. The amount of days should be calculated in A3.

If the Item Due Date should always be calculated using # of Days (and never use a fixed date), enter "01/01/1902" as the Default Due Date for that Item Type (the process will never assign a Due Date in the past.

Due Dates will be assigned as follows:

1. If there is a valid "Default Due Date," it will be assigned to the Checklist.

2. If "Default Due Date" is blank or in the past, the # of Due Days will be used.

3. EXCEPTION: If the request is for a "Final Transcript" and the applicant is no longer attending the institution, the Due Date will be set using # of Due Days (the "Default Due Date" will be ignored).

Attaching the Checklist Code to an Administrative Function

In order for you to be able to assign the new checklist to students, it will have to be linked to an Administrative Function(s). This is how access is given to certain working groups (Admissions, Registrar, Financial Aid).

If this step is skipped, you will not be able to select the checklist code on the SJAD0003 run control page.

Selecting your student population by running reports

In order to assign checklists using Pop Select, you will need a list of the students in your specific cohort. You can use FileMaker, SAMI or PS Query. A student can only be assigned one checklist – duplicate checklists can not be assigned. However, you can assign two different checklist codes to one student. For example, one student can get technically be assigned an international checklist and an FSR checklist.

Snapshot of running a report in FileMaker

This criteria will select First Time Freshman that applied with F1 Visas and that do not have a checklist assigned for 2242.

1. Select Term

2. International

3. FTF

4. Checklist Missing

Snapshot of SAMI Report

You can ‘Copy IDs to Clipboard’ and paste them into a .txt file using Notepad or Notepad++. The file needs to be a text file with only 1 column  - as the screenshot. No char return or spaces after the EmplIDs.

Running SJAD0003

Security Note: Before you can run SJAD0003 you will need to have one of these security roles assigned to your PeopleSoft ID.SUPERSME, UPG_SUPER, SJ_AD_CMS_ANALYST, or SJ_AD_MANAGERS

Uploading a list of SJSUIDs (EMPLIDs):

1. This process will assign a checklist to each student based upon the following criteria in the Run Control Page:

   1. Career

   2. Term

   3. Checklist Code

   4. Administrative Function

2. The process will assign the Checklist Code specified in the "Checklist Assignment" section. Transcript Request Checklist Items will not be assigned for the School Code noted in the "Org ID" field.

3. The process will also identify any Completed Checklist items for Transcript Requests and update the applicant's External Education record if needed:

   1. When a Partial Checklist Item is Completed: Transcript Status is set to “Final” (Action remains “Desired”)

   2. When a Final Checklist Item is Completed: Transcript Status is set to “Final,” Action is set to "Received,” if the Transcript Received date is blank, it is set to the date the Checklist Item was completed.

4. The process will only update the latest record in External Education for the school (the highest Data Number).

5. The "Checklist Item Code" is NOT used in any way by the process. [It is required so some value must be entered but it has no impact on Checklist assignment.

6. "Full Report Option / List Include Mode"

   1. If this box is checked, the process log will list any applicants who already have this Checklist.

   2. If this box is not checked, the process will still provide the # of Checklists not assigned in the summary section of the log. [See more information about the log file in the next section]

7. 1. The fields crossed out must be populated in order for the process to run, however, the values do not matter.

NOTE: It is recommended to run SJAD0003 by College transcripts by academic level. And by High School Transcripts. Running this for smaller populations allows for better control and customization.

Assigning Checklists by Admit Type and Academic Level

To process by using the Admit Type and Academic Level, uncheck the ‘File Load Flag for AD0003’ box and the process will run by student type (and other parameters) instead of using a list.

Reviewing Process Run Results Log

Outstanding Issues

 Zia Jone's with Ocean Bright Consulting, Inc. notes:

Just a reminder about the delivered functionality….it will waive all partial transcript checklist items that exist on the checklist for the student – it doesn’t have any ability to check the External Org ID.

 In theory, there would only be one partial transcript requested per applicant (because they are only actively attending one college) but it seems possible for there to be more than one (if the applicant didn’t accurately indicate dates of attendance). So we would need to be careful about not waiving items that are valid.

We could build a query to find the following applicants:

1. Partial Transcript Checklist Item “Initiated”

2. Final Transcript Checklist Item for that same College “Completed” AND no Partial Transcript Checklist Items are “Initiated” where the Final Transcript isn’t “Completed”