For Faculty/Staff:

Viewing Submitted Applications

·         Choose Staff/FacultyàApplicationsà

o   Approved:  All current approved applications

o   Archived:  All applications imported from prior data collection vehicles

o   Entered:  All applications in the draft process, not submitted yet by student

o   Pending:  All applications submitted by students but have not been reviewed by staff or faculty

o   Rejected:  All applications that have marked as rejected by staff or faculty

o   Withdrawn:  All applications that have been withdrawn

Approving/Rejecting Applications

·         Choose Staff/FacultyàApprove/Reject Applications

·         A list of applications pending processing will appear.  Click the appropriate button to approve or reject the specific application.  For example, if you wish to approve the application, click the “Approve” button for the appropriate application in the grid.

Student Data Sheets

In order for a student to be able to submit applications they must first be created as a user.  Only Administrator level users can create new users in the system.  When a new “Student” type user is created, a default Student Data Sheet is generated.  This student data sheet can be edited any time by Staff/Faculty level users.  New Student/Users in the system will have Student Data Sheet type of “None Assigned” as default.  All categories of Student Data Sheets are:

·         ABD

·         ABD Only

·         Deceased

·         Enrolled

·         Graduated

·         Leave

·         M.A Only

·         None Assigned

·         Withdrew from Brown University

·         Withdrew from PSTC

In order to edit any Student Data Sheet, complete the following steps:

·         Choose Staff/FacultyàManage Student DatasheetsàThen choose appropriate sub-category from the main menu

·         A grid listing all current Student Data Sheets by chosen sub-category will be displayed

·         Click the “Edit” button for the selected row in the grid to edit the Student Data Sheet

·         The edit form will be populated with current data and made available for editing

·         To save changes, click the “Save” button, to cancel and return, click the “Cancel” button

·         The option to view all applications related to the chosen Student Data Sheet is available by clicking the “View Applications” button from the sub-category grid listing

Managing Courses/Exams

In order to facilitate a dynamic degree program management system, the site has to maintain a listing of courses and exams.  These courses/exams have to be created before they can become part of a degree program.  Courses and exams are managed in the same way.  This is done by completing the following steps:

·         Choose Staff/FacultyàManage Courses or Manage Exams from main menu

·         This will populate a listing of current Courses/Exams with the option to view/edit

·         To view or edit, click the “View/Edit” button

·         Make appropriate changes and then click the “Save” button

·         To enter a new Course/Exam, choose Staff/FacultyàManage Courses or Manage ExamsàCreate New Course/Exam

·         Fill out form fields and then click the “Save” button

Managing Degree Programs

Degree programs consist of a defined list of Courses and Exams.  When creating the program, the amount of Electives (Courses) and Exams must be specified.  These values will be applied to the validation logic when managing the Courses/Exams of a specific Degree Program.  To manage a Degree Program’s Meta data, perform the following steps:

·         Choose Staff/FacultyàManage Degree Programs

·         Click the “View/Edit” button in the appropriate row

·         Enter all form data and click the “Save” button

To manage a Degree Program’s Courses/Exams, perform the following steps:

·         Choose Staff/FacultyàManage Degree Programs

·         Click the “Manage Courses” button in the appropriate row

·         3 selection blocks are presented; the first block consists of a collection of check boxes for selecting the appropriate required Courses.  The amount of available courses are defined in the Degree Program’s Meta data

·         The second block consists of a collection of check boxes for selecting the appropriate required Exams.  The amount of available exams are defined in the Degree Program’s Meta data

·         The third block consists of a collection of check boxes for selecting the appropriate required Electives.  The amount of available electives are NOT defined in the Degree Program’s Meta data

 

For Students:

Creating Applications

·         Choose StudentsàCreate New Applications from main menu

·         If you are applying for the first time, you will see the screen, “PSTC Application Form – Step 1”.

·         If you already have an application on record, a re-application form will automatically be created. (Note:  Re-Applications are only allowed in January of each calendar year.  If you are out of this window, the application will disabled and will display a message stating that Re-Applications are closed at this time)

·         After Step 1 is complete, you will have the option of saving and exiting the application process (data will be saved, see Editing Applications to resume application process) or saving and continuing on to the next step.  There are 5 steps in the application process, each one having the option to save and exit or save and continue.  The steps cover the following data categories:

o   Step 1 – General Student Data

o   Step 2 – Research Practicum and Related Topics

o   Step 3 – Degrees, Awards, Publications, etc.

o   Step 4 – PSTC Degree Requirements

o   Step 5 – PSTC Course Requirements

·         Once all 5 steps are complete and you are ready to submit, you can choose StudentsàEdit Pending Applications and click the “Submit Application” button to submit the selected application.

Editing Applications

·         Choose StudentsàEdit Pending Applications from main menu

·         Choose any of the steps 1-5 for editing by clicking the appropriate button for the selected application.  For example, if you would like to edit step 1, click the “Edit Step 1” button.  This will take you to the appropriate forms for editing your application data.

·         Once all 5 steps are complete and you are ready to submit, you click the “Submit Application” button to submit the selected application.

Viewing/Printing Applications

·         Choose StudentsàView Applications from main menu

·         To print, choose specific application in grid and click the “Print” link, this will render the application in MS Word to facilitate printing of specific applications.

·         To view, choose specific application in grid and click the “View” link, this will render the application to the screen for viewing.