Entering Data into PeopleSoft

The PSEO and Concurrent Enrollment data extracts rely on the following information housed in PeopleSoft:

• PeopleSoft: Main Menu > Student Admissions > Maintain Applications

  • Biographical Details tab AND Addresses tab

    • Name

    • Address

    • Phone

    • Gender

    • Birthdate

      • The data extract checks to make sure students are not over 21. The PSEO law does not allow students 22 or older to participate. 

    • Application Data tab

      • Admit type must be NPS admit type (NHS is not ok for PSEO students)

    • Application/School Recruiting tab

      • • Last School Attended shows the high school name. The Org ID number entered here will link to the external organization listing on the Organization table matching the student’s high school. Attached to each high school’s external organization listing on the Organization Table is a school district code.  This school district code gets pulled into the data extract based on the Last School Attended field on the student’s application.

          • For all homeschool students at all campuses, you would enter 3008373 as the student’s Last Attended School.

          • High school information is located here in PeopleSoft: Main Menu > Campus Community > Organization > Create/Maintain Organizations > Organization Table

            • Search by name and input MN in the State field.

            • If no results appear or the high school needs to be changed:

              • Confirm the high school name using the student's PSEO Notice of Student Registration (NOSR) form. 

              • Look up the school district information using the high school name: MDE District Search.  

              • Complete the Org ID Request Form. This request form will be sent to the UMT Office of Admissions tech team and they will follow up with you. 

              • Once the new external organization listing has been created, notify the ASR business analyst that a new listing has been created or updated. The ASR business analyst will add the School Code found using MDE District Search and connect it to the External Org ID number in PeopleSoft.

              • After both the high school and the district code have been added to PeopleSoft, the External Org ID number still needs to be added to the student’s application for the district code to be pulled into the data extract file.

        • Graduation Date (use 6/1/20XX)

          • • The graduation year is determined based on the last two digits of year; matching current calendar year is grade 12, or current year plus one for grade 11. (For example, if reporting for Fall 2023 or Spring 2024, and the student has a graduation year of 06/01/2024, then they are coded as grade 12.)  Note that if the student has an old graduation date, e.g., 06/01/2023 for the fall 2023 extract, or too far out in the future (06/01/2027) it will consider these invalid.  Student must calculate out to be either grade 11 or 12."

• Grade Level Entry (for Concurrent Enrollment ONLY): Grade level for concurrent enrollment is calculated using the student group "HSXX", whereas the PSEO extract uses the high school graduation date. However, complete this information if needed for other reasons at your campus.  

  • PeopleSoft: Main Menu > Records and Enrollment > Career and Program Information > Student Groups

    • Add the student group "HSXX" to calculate grade level.

    • As with all student groups, the effective date on the “HSXX” group must be on or before the first day of the term for the student group to be considered active for that term. 

• PSEO course Information is coming from an enrollment page that most staff won't have access to.

  • • Course credits

    • Course title

• Concurrent enrollment courses are pulled differently using a College in the Schools course attribute assigned to the course during setup in PeopleSoft. Here's documentation about that process.

  • • The concurrent enrollment data extract relies on the College in the Schools course attribute added to the course setup to pull school data into the report. The Course Attribute Value entered in the course setup is what the data extract process uses to find the school information on the Organization Table. 

NOTE

• Issues can arise with students having multiple applications, and if the data for these fields is different between applications. The data extract doesn't seem to have the logic built in to determine which application it should be choosing the data from. Ideally, the application information for these fields above would be the same for all applications.