PSEO Data & Corrections

There are two ways the U of M system campuses can get paid for PSEO credits: 

• 1) The U of M system as a whole submits the student and college credit data to the Minnesota Department of Education (MDE) for reimbursement. MDE uses birthdate, gender, grade level, and school district to match up students to the correct school district. Then MDE reimburses each system campus based on a per credit PSEO rate. For the 2025-26 academic year, the reimbursement rate is $248.37 per credit. This data collection process and submission to MDE is done centrally by the U of M Twin Cities campus twice a year. 

• 2) The second way is for each system campus to create a Courses According to Agreement (CATA) with individual high schools, then the system campus bills those high schools based on an agreed to per credit amount. Each system campus manages these agreements and processes separately. Currently, only U of M Morris and U of M Crookston use Courses According to Agreements with a few of their high schools.  U of M Crookston will be discontinuing their CATA after the 2025-26 academic year.

For the first method, the following process is done twice a year:

• 1. S1 = October 20, 2025 / S2 = TBD

     • The Academic Support Resources (ASR) Business Analyst from the U of M Twin Cities creates a separate course file for each campus and uploads them to their respective PSEO System25 portal.  

       • This needs to be done first. 

       • This needs to be done each semester.

       • U of M Rochester is with U of M Twin Cities.

       • Select "Upload Multi-PSI Course File" since one person is uploading all course files for all U of M campuses.

  2. S1 = October 20, 2025 / S2 = TBD

     • The Academic Support Resources (ASR) Business Analyst from the U of M Twin Cities creates a separate registration file (previously called "data extract") for each campus and shares them as a Google Sheet with their respective PSEO Coordinator at each campus for review.

       • The registration file includes PSEO student, course, and credit information taken directly from PeopleSoft. 

       • The ASR Business Analyst will add the Google Sheets and a PDF with PeopleSoft errors (OR there will be missing or highlighted data in columns K, L, M, or O) in the System Campus Dual Enrollment Google Drive files for each campus. The UMTC PSEO Coordinator will pull UMR students out of the UMTC registration file using the list for UMR students in their Google shared drive folder.

       • The ASR business analyst will notify the PSEO Coordinators at each campus when their registration files are ready for review. 

  3. S1 = October 20-27, 2025 / S2 = TBD

     • The PSEO Coordinators review the registration file and confirm that the information is correct / fix any errors. 

       • Any missing or incorrect data (birthdate, gender, grade level, and school district) must be updated in PeopleSoft by each system campus. If the student data we have in PeopleSoft doesn't match what is sent to MDE, errors will be generated in PSEO System25.

         • Use the Errors & Corrections information below or see the Entering Data into PeopleSoft page. 

       • The ASR Business Analyst must be made aware of any records that need to be removed before the final registration file is uploaded to the PSEO System25.  For example, Morris and Crookston have some Courses According to Agreements (CATA) which the PSEO Coordinators highlight yellow so the ASR Business Analyst knows to manually remove them from the file. 

  4. S1 = October 28, 2025 / S2 = TBD

     • The ASR Business Analyst creates a final text (.txt) registration file for each campus (which contains all corrections made to PeopleSoft) and uploads them to their respective PSEO System25 portal. 

       • Google Sheet versions of those final registration files will be made available to each PSEO Coordinator for reference.  

  5. S1 = October 29-December 15, 2025 / S2 = TBD

     • The PSEO Coordinators from each campus reviews and corrects any errors or warnings generated in their PSEO System25 portal (if our student data doesn't match the MDE student data).

       • WARNING: A registration file must be error free in order to request file payment of MDE.

       • Errors will stop the payment processing, but warnings won't. Warning is a double check that you have the proper documentation in case MDE asks for an attestation.

  6. S1 = On or before December 15, 2025 / S2 = TBD

     • The PSEO Coordinators from each campus submits the request for payment from MDE in the PSEO System25 portal. 

       • An autoreply is sent confirming that a payment request has been submitted.

       • Jeanne will approve the request for payment. 

  7. Within 45 days of receiving a clean file request - MDE must make payment within 45 days of receiving a clean file request (according to statute). Once the payment has occurred, the PSEO Coordinators can check Secure Reports > Postsecondary Enrollment Options Aid Calculation to see a sum total of all payments made to the school.

     • Payments are made directly to the system campuses, except Rochester's payment is lumped in with the Twin Cities.

NOTE: The ASR Business Analyst maintains requests to change the data extract script. Changes to the data extract script require coordinating with OIT developers and takes time (sometimes months) and resources to implement. To be approved/prioritized, changes to the data extract script will likely need to benefit the entire program and not a single portion of the program.

The PSEO Coordinator from each campus MUST request submit a payment request in PSEO System25 on or before these deadlines in order for the school to get paid:

• SEMESTER 1 - November 10  (for Fall 2025 the deadline has been extended to December 15)

• SEMESTER 2 - March 15

There's two types of errors: PeopleSoft errors identified by ASR and file errors identified by PSEO System25.

PeopleSoft errors identified by ASR

• System campuses should make their corrections in PeopleSoft.

• Main Menu > Student Admissions > Maintain Applications 

  • • Application Data tab

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

    • Application/School Recruiting tab

      • Graduation Date must be populated, as it’s used to calculate high school grade level.

        • 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 (06/01/2029) it will consider these invalid.  Student must calculate out to be either grade 11 or 12."

      • 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.

      • Missing School District Code

        • If the high school is missing the school district code, you must ask the ASR business analyst to update the school code table in PeopleSoft with the correct information. Email the following to the ASR business analyst requesting the school codes be added:

          • Look up the school district information using the high school name: MDE District Search.  Include a link to this information in your email. 

          • Include the Ext Org ID number from the application information in PeopleSoft Main Menu > Student Admissions > Maintain Applications > Application/School Recruiting tab.  The information is highlighted below. 

File errors identified by PSEO System25

• Information coming soon!

See "Workbook" for example of this process.

Z:\DCP PCP\AHS\MDE\Data Extract\S1-Fall 2024\Reconciling the Secure Reports

Looking for:

1. Students in the registration file and/or Secure Reports who are MISSING from the PSEO Enrollment Activity Report. Usually, this means their term activation was incorrect. Incorrect term activation affects which students show on our reports, so they may have been missed in student account balance reports AND the grade/enrollment reports. Check any of these students thoroughly and make corrections. Incorrect term activation charges undergrad tuition rates, which need to be corrected. Tuition calculation should be automatic when term activation is changed to PSEO in PeopleSoft.

2. THIS SHOULDN'T HAPPEN ANYMORE WITH THE NEW SYSTEM (REMOVE ONCE CONFIRMED) --> Students in the registration file missing from Secure Reports (these students should be on Jeanne's error report; send an email to her about the expected error and request the error report from her).

REMINDER: Students enrolled at UMTC and other institutions; take extra care checking on these students and their credit totals

REMINDER: Make sure you are not counting UMTYMP or CIS credits (or other UMN PSEO campuses) toward expected PSEO credits when looking at student records in APLUS.

Create an Excel Workbook containing:

1. The Secure Report data (from last term)

2. The CCAPS Enrollment Activity Report (from last term)

3. The registration file (from last term) -- previously called the "Data Extract"

Do the following checks:

1. Compare the EMPLIDs/Total Credits from the Secure Reports to the registration file. Ensure the credit totals and EMPLIDs match exactly.

   • Remember that the Secure Reports will be missing any errors entirely, so the registration file will have the more complete list of students/credits, if there are any errors.

   • Look up missing students/credits in APLUS to identify why they're missing. This is also how we identify Rochester students.

Create (UPDATED THIS SECTION AFTER USING THE NEW PSEO SYSTEM25):

1. Email to Kim Olson with the MDE payment (from Secure Reports), separate the TC and Rochester payment amounts. Communicate any errors, and what we expect to get paid from those errors.

2. Email to Jeanne Krile MDE requesting an error report for any students who are missing from secure reports.

3. Save copies of all this work.

4. Add to the year-over-year tracker spreadsheet of payments and corrections.