Statement
In order for forms to be routed to the COB - Student Documents queue in Perceptive, they must first be scanned and linked to a particular student record in Colleague. Once linked, Perceptive can "screen scrape" data from Colleague (user names of advisor, chair, dean, etc) to route the form through the COB internship form queues. The The following instructions apply to the Advising and Practical Experience Coordinator and COB staff that may assist with experiental learningthis task.
Colleague Screens
- XRIA
XRIC
Perceptive
This process requires the desktop version of Perceptive (Perceptive Client). See IT to have this software installed.
Helpful Links
SCANNING AND LINKING DOCUMENTS IN PERCEPTIVE (THE PROCESS)
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Step-by-step Guide
1.Open Perceptive and login using your Valpo username and password.
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2.A pop-up menu will appear. Workflow is the area where Scan and Link is performed.
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3.The first time you open workflow
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Click the small arrow to the right of "workflow"
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Select SAF - Applied Learning Experiences
Select COB - Scan & Link (SAF - Scan & Link Superqueue). This sets your default to scan & link so that every time you open workflow, you
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first see this drawer
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.
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NOTE: Alternatively, you may click on Workflow in step 2 and navigate through the Perceptive drawers and folders similarly to windows file explorer. Use the plus and minus signs to open and close "drawers" to view content.
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For this purpose, navigate to COB - Scan & Link (SAF - Scan & Link
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Superqueue).
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- Sorted by time in queue:
- Sorted by document type:
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screen shot of document
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- Academic Course Overload - XRIA
- Audit a Course - XRIC
- CAPS: Exception to the Stated Graduation Requirements - XRIA
- CAPS: Registration Change After the Deadline - XRIC
- Change Sections of a Course After the Deadline - XRIC
- Concurrent Enrollment - XRIA
- Curriculum Change - XRIA
- Independent Academic Work - XRIC
- Individualized Program - XRIA
- Satisfactory/Unsatisfactory Grading - XRIC
- Time Conflict Permission - XRIC
- Transfer Credit Approval - XRIA
- Verification Request - XRIA
- OGE - Study Abroad Course Planning Form - XRIA
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If a student does not have an active academic program (e.g. Readmission or similar scenario), or if a course does not have an assigned instructor you may need to manually populate those fields in order for the form to route properly. Be sure to use the correct Colleague abbreviation or username. |
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- XRIC
- XRIC will ask for a course section next. search for the section using term, course prefix, and section number (if available). Ex. 2019FA BIO 151 A
- If you do not have all of the appropriate information, or would like to perform a broader search, you can simply enter less information. Ex. 2019FA BIO 151 will bring up all of the BIO 151 sections offered that term, not just a single course (this is especially helpful if a student transposes numbers/letters or enters a section that is slightly off from what is in the system). You can then select the appropriate section from what pops up in your Lookup results.
- Hit OK to populate this course information into the main screen, or double-click on the Lookup results if it brings up a list.
- XRIC has a second course lookup for certain forms (ex. Time Conflict). If you need a second course, go ahead and enter the section when the Sections Lookup field pops up a second time. If not, just hit OK without entering information to leave it blank.
- For IAW forms on courses that are not yet built, can “finish” through both courses, since there is nothing built to pull from.
- You now have all of the available information visible for Perceptive to screen scrape and fill in.
- XRIA
- XRIA will ask for a student's active program next. The first pop up will always autopopulate (in the background) with the student's primary active program so you can just hit enter without adding any additional information.
- There are currently 3 program lookup on XRIA. The second can be used if the student is dual-degree or to lookup additional chair information for second majors/minors. For example, if the student's primary program is A.BA.POLS, but they are petitioning for a substitution in their history major/minor, use the second program popup to view department info on history by searching for A.BA.HIST
- SCREEN SHOTS OF XRIA LOOKUPS
- If not additional programs need to be pulled up, simply hit OK to dismiss and leave fields blank
- screen shots of XRIA
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- Clicking this key will pull the Colleague information into properties in Perceptive. It make take a couple of seconds.
- SAMPLE DOCUMENT KEYS:
Every single form, regardless of type, will have these fields. The "Name" and "Unique ID#" fields are automatically generated in Scan & Link and are used as identifiers for the document itself, you do not need to change them. The important Document Keys being scraped over from Colleague are: Colleague ID#, Full Name, and Email. Field 3 remains blank. - SAMPLE CUSTOM PROPERTIES
When you link the document, a majority of these will fill in automatically, using the information that you have pulled up in either XRIA or XRIC. (More details on that below)
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- Academic Course Overload - XRIA
- Normal workflow; use primary program information
- Audit a Course - XRIC
- Normal workflow; lookup course and scrape that information as-is
- CAPS will be added manually if necessary.
- CAPS: Exception to the Stated Graduation Requirements - XRIA - Reference: Katrina
- For course substitutions (see below in point vii.)
- CAPS: Registration Change After the Deadline - XRIC - Reference: Katrina
- Normal workflow; routing using course information as-is
- Additional tasks will depend on whether form has to go to CAPS or not; if it is recommended to go to CAPS after routing for rest of approvals, can “route anywhere” to CAPS folder – Katrina will manage this, please do not manually move forms without consulting with her first.
- Change Sections of a Course After the Deadline - XRIC
- Normal workflow; use second lookup box to find second section of course; Scan & Link should scrape over the info for both courses into the appropriate custom property fields
- Concurrent Enrollment - XRIA - Reference: Alyssa/Katrina
- Normal Workflow
- CAPS will be added manually for second instance.
- Course Substitution (Exception to Graduation Requirements) - XRIA
- Course Substitution
- Check Manually
- Department chair should always be the one in charge of the major/minor needing the exception. If exception is related to primary major, general education, overall credits, etc. Then normal workflow is fine and the form can be routed after the initial scan&link.
- If exception relates to a second major or any minor with a different department chair than primary major, manually change department chair to the correct department.
- Course Substitution
- Curriculum Change - XRIA - Reference: Katrina\Katie
- Refer to "Approvals Needed" section below if questions arise regarding which type of changes need specific additional approvals.
- Depending on the changes being made, workflow will be different. The screen scrape will always pull the current program and advisor, but additional approvers may need to be added. See the sections below:
- Regular Curriculum Change form
- Primarily used for catalog year changes, degree changes, or dropping majors/minors
- Normal workflow
- Before processing, check to make sure that all approvals are received; if student filled out form incorrectly, may still need additional approvals. Refer to "Approvals Needed" if questions on what may require additional approvals.
- Curriculum Change A
- Primarily used for changing colleges
- Normal workflow, look up new college/degree (see directions below) for second program line
- Dean 2 field for new college should fill automatically; will need to manually enter Advisor 2, use the department chair's ID for this field (copy/paste from the XRIA screen). The department chair will then assign an advisor when the form comes to them for approval, if needed.
- Curriculum Change B
- Primarily used for adding majors/minors
- When scanning/linking, use the additional program lines in XRIA to look up what the student wants to add and pull the information for that department. Will need to manually enter Advisor 2, using the department chair's ID for the departments being added (copy/paste from the XRIA screen). The department chair will then assign an advisor when the form comes to them for approval, if needed.
- IF the student is adding more than one major/minor or is also doing a change of degree/college, additional approval tasks will need to be added AFTER the form completes the full approval process and is assigned to sa-registrar.
((Refer to notes on adding new tasks))
- Regular Curriculum Change form
- Early Entry - XRIA - Reference: Katrina
- Normal Workflow.
- Graduate Advisor will always be
JHANEY. She will reassign as necessary. (Undergraduate early entry students do not have graduate advisor assigned in Colleague.) - Send through Reg Doc Sort. After approvals received, move it to Early Entry queue to await processing. These forms will sit in queue for months/years so this will keep them out of the way and easily searchable.
- Grad Internship Form - XRIC
- Normal workflow, the same as the undergraduate IAW form (see step xi below)
- Independent Academic Work - XRIC- Reference: Katrina
- Normal workflow; may need to enter course information manually for IAW if it wasn't previously built in Colleague.
- Alternatively, if the course is not yet built for that term, you can search for offering in previous years using the course lookup, if it was offered with that same instructor as listed on the form, can use that to pull the username for the instructor; if looking up from a previous term, will need to update the "Term" custom property field to match the form
- Normal workflow; may need to enter course information manually for IAW if it wasn't previously built in Colleague.
- Individualized Program - XRIA - Reference: Katrina
- Pre-Thesis Form - XRIC
- Normal workflow; will need to look up/enter the 2nd instructor manually
- Readmission or Grad Petition for Readmission
- If a student does not have an active program, neither the program nor the college will populate via Scan & Link. Please populate manually so that it will route for the proper approvals.
- Satisfactory/Unsatisfactory Grading - XRIC- Reference: Katrina
- Normal workflow
- Check to make sure the course is not in their major/minor field before routing it forward.
- The easiest way to check this is to link the form (so all the information is scraped to Perceptive), but do not route forward yet; navigate to SPRO and check the student's active program and any additional majors/minors to make sure the course is not in any of those academic fields.
- Thesis Form - XRIC
- Normal workflow; as in the pre-thesis form, may need to manually add the 2nd instructor
- Time Conflict Permission - XRIC
- Normal workflow
- Be sure to enter BOTH courses (after entering first course info, enter second course info when course field pops up again)
- Transfer Credit Approval - XRIA
- Normal Workflow
- Verification Request - XRIA
- Normal workflow
- It's possible to receive requests from alumni or students who are no longer current; please double check to ensure that the Academic
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4.Sort by document type to scan and link “Student Internship Information” forms first. To sort, click in the column heading next to the word “Type.” A small arrow will appear. Click the arrow to sort by type.
5.Double click a form to open it.
6.In a new window, open Colleague.
7.Type XRIC in the search box at the top of the screen. Click Enter or click the looking glass icon.
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8.Enter the student ID that should be linked to the “Student Internship Information” form open in Perceptive. Click OK.
The student file will appear. Review it to ensure the correct student is listed then,
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9.Double click to open.The student information now appears in the background and the Course Sections Lookup menu appears.
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10.Enter MGT-395. Click OK. Several offerings will appear.
11.Double click the offering that matches when the student will be taking MGT-395. Another Course Section Lookup pop-up box will open. Click Cancel. The screen will now appear similar to this:
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Keep this screen open and active on one of your monitors.
12.On the monitor where the Perceptive form is open, locate the golden key logo.
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13.Click the golden key logo to pull information into the form. After a few moments, the student’s Colleague information will populate into the Properties tab pictured above.
14.Once all information is in place, click “route forward” (paper w/blue arrow) at bottom of screen.
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REPEAT: Perceptive automatically opens the next document in the queue. Repeat the steps 1-14 for each document in the scan & link queue.
Helpful Tip: Before routing, it is helpful to make sure all fields are filled in. Any fields containing unusual data such as "Inquiry field VAR7," "populated by script," " Window LIST.VAR1 row 1 Inquiry field LIST.VAR11," etc. will cause routing errors
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. Complete a help ticket to report errors and request assistance.
Missing information will display as:
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Curriculum Change Form Approvals
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The student's primary advisor should always approve the forms so they are built into the workflow as the first approval.
- Dropping a major or minor
- primary advisor
- Changing catalog year
- primary advisor
- Changing degree type only (with primary major staying the same)
- primary advisor
- This is allowed only for science majors that can be either BA or BS. ex) biology, chemistry, psychology, etc.
- Adding an additional major or minor
- primary advisor
- department chair of each new major/minor must approve
- changing colleges
- primary advisor
- New college dean
- Old college dean
- department chair of new primary major - (Keep in mind, some professional colleges do not have department chairs, in which case the new college Dean will be used)
Current departments as of 4/22/19:
Department chairs are listed in catalog, and a more current list is also maintained on the Provost website here: https://www.valpo.edu/provost/faculty-lists/
Looking up department chair usernames for additional majors/minors
- XRIA
XRIA automatically pulls in a student's active program. If that is the only program needed, simply hit OK. If department chair information for an additional program(s) is needed, it can be searched via the academic program lookup pop up.
To pull the department chair of an additional major/minor, pull up any program in the same department as that major/minor. For example, if a student is adding a theology minor, type ...theo...
This will pull up any programs containing the code THEO, and you can select any active program in that department that will provide us with the department chair. You can also find other majors within that department in catalog which can used for lookup purposes. This lookup does not make any changes to the student record. It is for screen scraping purposes only so you can pull any undergraduate program at all that shares a department chair and dean.
We now have the department chair information from colleague and a username that can be copy/pasted into the appropriate custom property field in Perceptive.
Legacy Scan & Link:
The S Drive has a Legacy Scan & Link folder. When documents are placed in the folder, they will show up in the Legacy Scan & Link queue in Perceptive. The import folder is located at: "S:\REGISTRAR\Imports\ImageNow Legacy Imports"
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