© 2016 Nova Southeastern University Revised February 2020...iii. Official Transcript (OTRAN) and...

Nova Southeastern University | 2

Table of Contents

INTRODUCTION ............................................................................................................................................. 4

SECTION 1: ADMISSIONS DOCUMENTS ............................................................................................ 5

1.1 Sign for Mail ..................................................................................................................................... 5

1.2 Admissions Online Submission

1.3 Researcher for NSU ID.................................................................................................................... 8

1.4 Mail Sort-Separation ..................................................................................................................... 15 Priority 1: Application-LAW .......................................................................................................................... 15 Priority 2: Transcript & Evaluations ............................................................................................................ 16 Priority 3: Letters of Recommendation (LOR) ........................................................................................... 19 Priority 4: Test Score (TSTSCR)................................................................................................................. 21 Priority 5: Miscellaneous Documents (Misc.) ........................................................................................... 22

1.5 Transcript Request ....................................................................................................................... 24

1.6 Applicant File ................................................................................................................................. 27

1.7 Un-Orphaning Process ................................................................................................................. 28

SECTION 2: FINANCIAL AID DOCUMENTS ...................................................................................... 32

2.1 Financial Aid Image Documents .................................................................................................. 32 2.1.2 List of Possible Verification Documents for Financial Aid: ................................................... 32 2.1.3 Incomplete Imaged Documents ..................................................................................................... 33 2.1.4 Financial Aid document Returned Procedures ......................................................................... 33

2.2 Financial Aid Image & Store Documents .................................................................................... 33

2.3 Financial Aid Online Submission ................................................................................................ 34

SECTION 3: BURSAR DOCUMENTS ................................................................................................... 35

3.1 Bursar Image Store Documents .................................................................................................. 35

3.2 Bursar Direct Deposit ................................................................................................................... 35

3.3 Bursar Cashier .............................................................................................................................. 36

SECTION 4: MAIL PROCESSING .......................................................................................................... 37

4.1 Horvitz Mail Sort/Mail Separation ................................................................................................ 37

4.2 Mail Run ......................................................................................................................................... 38

4.3 Letters to be Folded and Mailed .................................................................................................. 40

EPS MAIL & RESEARCH PROCEDURE MANUAL Admissions


SECTION 5: REDACTION ......................................................................................................................... 41

APPENDICES ................................................................................................................................................. 44

Appendix A: Policy for Original Foreign Credentials ................................................................... 444

Appendix B: How to Determine the Status of a Transcript ............................................................ 45

Appendix C: Processing Checks………………………………………………………………………… 49

EPS MAIL & RESEARCH PROCEDURE MANUAL Introduction


Introduction

The intent of this Manual is to provide you with the EPS Mail and Research, procedures needed to complete Mail and Research’s daily workload. It has been developed as a resource and reference for EPS Service Assistants, Leads and Supervisors. The policies within this Manual are easily listed and easily accessed via the contents page. This Manual will be updated as required as our processes evolve. This manual is not a standalone resource, therefore mandatory training is necessary.

S e c t i o n 1 : A d m i s s i o n D o c u m e n t s

All admissions documents are processed based on Priorities. Priority 1 documents are applications, Priority 2 are transcripts or evaluations, Priority 3 are letters of recommendations, Priority 4 documents are test scores, and Priority 5 documents are miscellaneous. When a student identification number has been found, the year or birth and the first five digits of the student’s social security number must be masked.

S e c t i o n 2 : F i n a n c i a l D o c u m e n t s

All Financial Aid documents and other financial documents can be Image or Image and Store (I/S) /Bypass. Of the two, Image documents are of a higher priority since such documents are needed for current student processing. I/S or Bypass documents are for storage purposes only.

S e c t i o n 3 : B u r s a r D o c u m e n t s

All Bursar documents are Image and Store (I/S). Their document codes are provided on the documents by the Bursar’s office.

S e c t i o n 4 : R e t u r n e d D o c u m e n t s

Original foreign documents.

Bursar documents,

Financial Aid

Please note: as a rule, all hard-copied documents processed through Mail & Research, need:

Date stamp

Indicate “received by” with initials by date

Return to Table of Contents



Section 1: Admissions Documents

1 . 1 S i g n e d f o r M a i l

Admit/Financial Aid “Signed for Mail”: delivered throughout the day from the mailroom department “Innovative Systems Technology” (IST). Signed for mail consists of all incoming Admissions and Financial Aid mail that has a tracking label (e.g. FedEx, UPS, DHL, and USPS). Only Leads, Supervisors or designated staff in Mail & Research may sign for this mail. (Updated on 02.19.2019)

P r o c e d u r e

Upon receiving incoming Admission Signed for Mail:

1. The mail must be scanned by IST representative’s palm pilot scanner

Note: Mail & Research staff must be present

2. All scanned items must: (a) be counted, (b) be verified that they match delivery counts, and (c) if in

agreement, signed off on the IST receipt.

3. Access EPS-share Drive by pressing ( + E ) simultaneously

a. On the left side task pane, under computer, select ‘eps-share (\\oit-nas.oit.nova.edu)’

b. Select Mail and Research folder

c. Select EPS Signed Mail folder

d. Select appropriate ‘Admit and Fin Aid Signed Mail’ folder

i. Click Admit Sign for mail excel sheet for current aid year and month

ii. In the ‘admit sign for mail’ excel sheet, place cursor into empty cell

iii. Locate nearest scanner gun; Scan tracking number found on parcel this will

populate the empty cell.

iv. Once tracking number populates in excel, enter the following:

Current Date

Current Time

Sender’s Last Name/First Name

If applicable, enter information for the following categories:

Note: When entering information, be detailed as possible.



i. Application

ii. Checks/Cash

iii. Official Transcript (OTRAN) and name of College

iv. Unofficial Transcript (UTRAN) and name of College

v. Letter of reference (LOR) and name of person giving reference

vi. Test score and name of testing agency

vii. Docs (Misc. documents) e.g. certificate, licence, etc.

e. Click File tab and elect ‘Save’ (Ctrl+ S); Close document

Upon receiving incoming Financial Aid Sign for Mail:

1. The mail must be scanned by IST representative’s palm pilot scanner

Note: Mail & Research staff must be present

2. All scanned items must be counted and compared against original delivery count. If in agreement,

sign IST receipt.

3. Access EPS-share Drive by (Start Button + E)



a. On the left side task pane, select ‘eps-share on it ‘oit-nas’ ’

i. Select ‘EPS Signed Mail’ folder Select appropriate ‘Admit and Fin aid Signed

Mail’ folder

ii. Select ‘Fin aid Sign for mail’ excel sheet for current aid year

4. In the ‘Fin aid sign for mail’ excel sheet, place cursor into empty cell

5. Locate nearest scanner gun; Scan tracking number found on parcel

6. Once tracking number populates in excel, enter the following:

Note: When entering information, be as detailed as possible

a. Current Date

b. Current Time

c. ESS Employee receiving incoming document

d. Mark ‘X’ under the department receiving the document

e. UGA Student (use senders information)

f. Click File tab and select ‘Save’ (Ctrl+ S); Close document



1 . 2 A d m i s s i o n s O n l i n e S u b m i s s i o n

Procedure

Admissions Documents:

The EPS email alias mailbox for these documents is: [email protected]

Mailbox accessed daily. Internal use only. No student access o Subdivided into: International documents and Admissions documents

International documents are uploaded to the mailbox with their document

codes and N#s

They are then MTIe printed

Identified Admissions documents; uploaded to the mailbox with or without N#s.

They are MTIe printed whenever possible

Before moving the processed email to the appropriate ‘completed’ folder, add date, initials, and number of attachments worked to the subject line

Electronic Transcripts:

The EPS email alias email box for these documents is: electronictranscript(s)@nova.edu

Mailbox accessed throughout the day

Counselors/Colleges/Evaluation Services/Students have access to this mailbox

o These are considered official documents only if arrived through secure portal o N#s / redaction needed

Supplemental Applications (Undergraduate Admissions Document Submission Portal):

The EPS email alias mailbox for these documents is: [email protected]

Mailbox assessed throughout the day

The actual supplemental application is the main body of the email

If there are attachments, these are opened and MTIe printed as Essays

N#s are provided

Before moving the processed email to the appropriate ‘completed’ folder, add date, initials,

and number of attachments worked to the subject line

o Example of notation for attachments: 00/00/0000 AA 2 o Remember that the supplemental application counts as an attachment

mailto:[email protected]




Dummy Coded Admissions and Financial Aid Documents

These are processed every day and are pulled out from their respective data bases in UniSearch using N#: N01254913

Print out documents, process them, and submit for scanning

This is done because original images flagged by quality control

Delete document once it is printed/processed

Dummy Coded Recruiter Admissions Documents

These are processed every day and are pulled up in UniSearch by typing “MAIL” in the “QC BY” field

Print out documents, process them, and submit for scanning

This is done because the original image has been flagged by quality control for redaction or orientation. If only orientation; can be corrected via MTIe print in UniSearch. Not necessary to hard copy first. (02-22-19)

Delete document once it is printed/processed


1 . 3 R e s e a r c h e r f o r N S U I D

P r o c e d u r e

Applicants NSU ID# can be researched using UniSearch or Banner:

UniSearch: can be used to research applicant information by using the following (if applicable):

applicants NSU ID, Social Security number and/or applicant first & last name. UniSearch stores all documents that have been scanned in for the applicant and match the applicants NSU ID.

1. Open Interactive XL (UniSearch);

2. Login with authorized username & password



3. On the pop up screen, click Cancel then click OK

4. Click File tab and select Database List

5. Select any of the following databases to assist with matching applicants information:

1. Admit/EPS Admissions Database:

i. Click on binocular icon (located on top left corner)

ii. Search for applicant using:

Banner/NSU ID

Name: Last, First

Social Security Number

2. SFSR/Student Financial Service:

i. Click on binocular icon (located on top left corner)

ii. Search for applicant using:

Banner ID/NSU ID

Name: Last, First

Social Security Number

Banner:

Open Banner 9

1. Login (authorized username & password required)

2. Select Log In

Note: In addition to the applicants NSU ID#, all documents must match at least two criteria from the list below in order for the document to be considered a match:



o Name

o SSN-full or partial

o DOB-full of partial

o Mailing Address

o Telephone number

o E-mail

o Alternate ID (i.e. SAPP number)

The following Banner screens can be used to match applicants to NSU ID:

GUIALTI (SSN/SIN Alternate ID Search)

Note: This screen is used when limited applicant criteria is submitted.

1. If applicable, enter Applicants:

a. Name (Last, First, Middle)

b. Full or partial SSN

c. Full or partial DOB

d. Alternate ID

Note: The applicant’s information can be used independently or together. The search tool ‘%’ (known as the ‘wild card sign’) is used before or after any given partial criteria.

2. Press F8 (located on keyboard), enter, or select “go” to execute

SOAIDNS (Person Search Detail)

This screen is used with applicants Alternate ID (i.e. SAPP) or the exact spelling of applicants last, first and/or middle name (if applicable). Use this screen to verify and match applicants that have mailing address, telephone number and/or date of birth.



1. Enter applicants NSU ID or Last, First Name in appropriate fields

Note: The first letter of the applicants name must be capitalized

2. Press F8 (located on keyboard) to execute [currently still defaults to Banner 8 page]

GUISRCH (General Search)

Note: This is screen is used if the document has a name, additional ID (e.g. SAPP number), e-mail and or telephone.

1. Enter one search criteria (e.g. alternate ID or e-mail)

2. Select ‘Block’ tab (located at the top) and select “Next”

SOAPCOL (Prior Colleges)

Note: This screen is used to verify previous colleges attended. Applicants NSU ID is required in order to search in this screen. In ‘ID’ field, enter applicants NSU ID

1. Click in any blank field in pre-selected tab “Prior College and Degree”

Use scroll bar on the right to navigate to list of colleges



GOAMTCH (Common Matching Entry: Used to Search for NSU ID#s/Create NSU ID#s

Note: This screen should be the LAST Banner search tool used and the Only Banner screen to create a new NSU ID number for applicant when no criteria can be matched.

1. Click ‘Generated ID’

a. Ensure that ID reads ‘Generated’

b. Click ‘Matching source’ in drop down tab

c. Scroll down to ‘Student’

d. Click ‘OK’

2. Under ‘Data Entry’ form:

a. Enter applicants information in the following fields:

o Last name

o First name

o Middle name (if applicable)

b. Click ‘Duplicate Check’

Note: If a list of multiple matches appear, use scroll to review and locate primary name, matching SSN/DOB/ and if possible mailing address. Copy (Ctrl+C) and Paste (Ctrl+V) once NSU ID is located

c. Click ‘X’ (located at top right corner) to exit screen



3. If no match is located

a. Conduct additional search(s) in other Banner screens

Note: For all applications, whether creating or updating an existing student NSU ID to produce barcode for applicants, it is imperative that all information (e.g. address, SSN, DOB) entered in SPAIDEN is listed exactly as the student list in the application.




1 . 4 M a i l S o r t - S e p a r a t i o n

P r i o r i t y 1 : A p p l i c a t i o n - L A W

Procedure:

1. Separate documents using blue sheet dividers

2. The cover page of the application should already be stamped “LW”:

a. College code stamp-LW should already be on it. If not, stamp the front sheet with

“LW”.

3. Barcode and redact as necessary.




P r i o r i t y 2 : T r a n s c r i p t & E v a l u a t i o n s

P r o c e d u r e

1. Upon receiving a Transcript, determine if there was tampering. For example, did it arrive in a sealed envelope?

2. Review whether the document is a U.S. Transcript or Foreign Transcript:

a. If it is a U.S. transcript, review whether it’s ‘Official’ or ‘Unofficial’ and stamp first

page only with appropriate Official/Unofficial stamp.

b. If it’s an original Foreign transcript Do not stamp or notate (see Policy for original

foreign documents APPENDIX A) Stamp the photo copy as “Official” or “Unofficial”

Once research is complete and only if NSU ID# is found, we are to redact the first five digits

of SSN number on the transcript.

If there is a year for the date of birth on transcript, we will redact the year of the date

of birth.

If there is any other 9-digit ID number on the transcript, we will redact the first 5

digits of the ID number.

Note: For all other admission documents that come with SSN or Year of the date of

birth. We will do the same as we are for transcripts.

3. Transcripts are assessed according to the following criteria:

See Appendix B – follow the link to Appendix B

Transcripts are not stamped with a college code.

Transcripts received by fax or e-mail are coded as Unofficial, unless stamped by UGA and signed/dated Official

Official/Unofficial transcripts are then placed in the corresponding cubby so they can be researched for NSU ID# of the applicant

Note: Stamp as “illegible Transcript” any transcript that is hard to read and the clearest possible copy available to image




Example of an official transcript:

Regional Institutional Accrediting Organization for transcripts:

Evaluations:

Stamp evaluations as official or unofficial on the first page and barcoded.

1) Evaluations are considered official if they:

Arrive in a sealed envelope sent directly from an Evaluation company.

Are received stamped by UGA and signed/dated Official

Are sent by evaluation company directly to [email protected]

2) Evaluations are considered Unofficial if they:

Do not arrive in a sealed envelope



Have been open or tampered by another department. Arrive as an unsecured email attachment

3) All evaluations in accordance with NSU have to be approved National Association of Credential Evaluation Services (NACES)

a. http://www.naces.org/index.html

b. Evaluations sent as faxes are unofficial.

Example of an Official Evaluation


http://www.naces.org/index.html



P r i o r i t y 3 : L e t t e r s o f R e c o m m e n d a t i o n ( L O R )

P r o c e d u r e

Assign LOR’s to individual applicants unless sent in as a committee letter

A Committee Letter is a group of LOR's usually from school sent for one student with many LOR's

and is considered one document and is scanned together

a. Research for NSU ID b. Verify age or DOB are not mentioned in the content of the letter c. Barcode d. Blue sheet separator

Place LOR’s in the corresponding Priority 3 cubby to be scanned

Note: Stamp as “Bad Copy” if it is the clearest possible copy available to image

Example of a letter of recommendation:



P r i o r i t y 4 : T e s t S c o r e ( T S T S C R )

P r o c e d u r e

Test Scores are Official if they:

Arrive in a sealed envelope from the testing service.

Are given to EPS Service Specialist from Scanning data-loads with a Service

Application (SAPP) Note: data loads are given to Mail and Research by Scanning representative

Arrive from HPD as BLUE Inter-Office mail envelope i.e. MAT- Miller Analogies Test, PCAT- Pharmacy College Admission Test

Are stamped by UGA and signed/dated Official

Note: MCAT- Medical College Admissions Test: verification code must be included in the

scores to be Official.

a. Research for NSU ID

b. Redact DOB or SSN when present

c. Barcode and stamp “official” or “unofficial”

d. Blue sheet separator

e. Test Scores are placed in the test score cubby Priority 4 to be scanned

Note: Stamp as “Bad Copy” if it is the clearest possible copy available to image Example of a test score:



P r i o r i t y 5 : M i s c e l l a n e o u s D o c u m e n t s ( M i s c . )

Procedure

Miscellaneous are all other documents sent by the students that DO NOT fall into one

of the other 4 priorities

Note: Excluding medical records-which are forwarded to one of the contacts identified on the Mail

& Research Contact List- found on shared drive.

Documents in a foreign language/ except transcripts [02/23/18] are classified as

Priority 5, unless accompanied by an English translation.

Note: Stamp as “Bad Copy” if it is the clearest possible copy available to image

Example of a miscellaneous document:

a. Research for NSU ID

b. Redact DOB and SSN if present

c. Barcode

d. Blue sheet separator

e. Miscellaneous Documents are then put into Priority 5-Everything else cubby to be scanned by




Supplemental Applications (SAPP)

Summary of Procedures:

Lists of SAPPS to be electronically processed are provided by a supervisor based on

a report that is run each morning

The lists are distributed to designated team members who go to the Webadmit website to access and process application data

Go to ESAPP PROCESSING INSTRUCTIONS for details.




1 . 5 T r a n s c r i p t R e q u e s t

Procedure

1. From Mail

a. If request comes without check, money order or credit card number,

i. Write “No Funds” on the bottom of request and proceed with steps

b. If request comes with check/money order or credit card number:

i. Check: Write the amount & check number (Example: CK# 305, $10) on the

bottom of transcript request. Write student’s NSU ID# on check. Circle student’s

name on check or write it in if it is not already listed. Stamp the back of check with

Suntrust deposit stamp and place in tray labelled “Checks” and proceed with

steps

ii. Money Order: Write the amount & last four digits of money order number

(Example: MO# 305, $19) on the bottom of transcript request. Write student’s

NSU ID# on money order. Circle student’s name on money order or write name

as indicated in Banner, if correct spelling of name not already listed. Stamp the

back of money order with SunTrust deposit stamp and place in tray labelled

“Checks” and proceed with steps

iii. Credit card number: leave as is. Do Not write anything on Transcript request and

proceed with steps.

Proceed:

a. Barcode

b. Initial barcode

c. Take the processed request to Transcript Department

d. Place request on top tray in transcript labelled “To Be Processed”

2. From Transcript Room

a. Processed Transcript Request will be located in the trays labelled “Bursar” and “Image”

in Mail and Research department

i. Bursar transcript requests: Make a copy of each document. Put copies back in

Bursar tray under cover sheet that says, “Send to bursar”. On the original copy

only: (a) whiteout/redact credit card number to the extent of leaving the last four

digits only and all of the expiration date information; (b) when provided, redact

the three digit security code (sometimes referred to as the CVV or CCV); (c)

barcode and use blue separators to separate different requests. Place batch in

scanning room in cubby labelled ‘Transcript’ for processing

ii. Image Transcript request: Barcode with blue separators and put in ‘Transcript’

cubby in scanning room for processing.



b. From One Stop Shop

i. Check to see there is a One Stop Shop box stamp on it

If not: return to One Stop Shop

If present: give to transcript department, once processed they will return it for us to work as normal

c. FCVS Federation Credentials Verification Service

i. If the request does not have the following stamp on it, return it to the registrar’s

office without processing

ii. If the request does have the stamp, you may process it as normal




1 . 6 S t u d e n t F i l e

Procedure

1. An Applicant File Processing form is filed out for each student whose documents are

submitted for scan only or back file processing. Documents are placed in a blue interoffice

enveloped and delivered to EPS.

2. Scan Only Document: (sample above)

a. Each cover sheet arrives with documents attached

b. Cover sheet will say, SCAN ONLY.

c. Verify name and NSU ID

d. Process according to priority using a barcode, hand-stamp, and official/unofficial stamps as necessary.

e. All documents are imaged by priority.



3. Back Files Document: (sample above)

a. Each cover sheet arrives with documents attached

b. The first page of each student document is stamped using a BF-back file stamp.

c. Documents are processed by priority using hand-stamp, official/unofficial stamps, and barcodes


1 . 7 U n - O r p h a n i n g P r o c e s s

Procedure

How to Un-Orphan a Document

1. All documents should be un-orphaned in the UPO Orphan Review screen to retain the

integrity of the history through the note attachment in NetSearch.

2. Log into https://novaxl1.nova.edu/

3. Choose the Orphan Review screen

https://novaxl1.nova.edu/



4. Set parameters for display and adjust the list to suit your search preferences.

Search by last name, SSN, doc type, college etc.

5. Open the document you wish to examine by selecting “View” in the ‘Actions’ column.

6. Complete log in information for DOCLINK. (This is your UniSearch login information) After

you have entered the information and selected “Sign On”, the document will open

7. Once the document is displayed you will be able to search the information contained within

and match it to information in BANNER and/or UniSearch. You will need two criteria to match

between the document and the student’s BANNER account to verify that the document is

being linked to the proper account. (Criteria includes: Name, SSN, DOB, Address,

Telephone, email Address)



8. If you are satisfied the document belongs to a specific student, you may close the document

and return to the Orphan Review list. Now select “Update UniSearch” from the ‘Actions’

column.

9. An update screen will appear in the upper left-hand corner of the screen.

Enter the NSU ID into the screen and choose OK.



10. Verify information on pop up screen below and click on continue.

11. The un-orphaned document disappears from the Orphan Review screen and a “note” appears

in the notepad of the relevant document in UniSearch. The note will show the history of the

document. (When originally received, when un-orphaned, and who updated the document.)


EPS MAIL & RESEARCH PROCEDURE MANUAL Financial Aid


Section 2: Financial Aid Documents

2 . 1 F i n a n c i a l A i d I m a g e D o c u m e n t s

P r o c e d u r e

Financial Aid Image Documents:

Some Priority one (1) documents are generated based on a student’s application through the Free Application for Federal Student Aid (FAFSA) and will populate in the Banner screen- RRAAREQ.

a. These documents are researched in Banner (RRAAREQ) to see if they are required for

verification

b. If document is not listed as a required document for verification, it is returned to the student

Notations in RHACOMM are made in the students file when returning any Student Financial Aid documents: no exceptions. Signature of employee returning required. Include full name and extension X27465

For other Priority one (1) documents, that are not a part of the FASFA process, there is no need to conduct research in RRAAREQ. Some examples of these are Professional Judgement (PJMNT) and Release of Information (ROI).

In all cases Priority one (1) documents need:

i. To be box stamped and the “image” designation checked off

ii. An aid year is assigned

iii. A barcode to be placed on the first page of the document

iv. A blue sheet divider

2.1.2 List of Possible Verification Documents for Financial Aid:

For a comprehensive list of all Financial Aid documents, please refer to the Financial Aid Document

Codes on the EPS share drive. The list includes those that might be required for verification in

Banner RRAAREQ; (see last column to the right in list). Documents submitted but not required

returned to the student accompanied by the verification follow-up letter.



2.1.3 Incomplete Imaged Documents

P r o c e d u r e

a. An “Incomplete” document is scanned/imaged with an “Incomplete” stamp and a copy made the following day and returned to the student. A verification follow up letter accompanies the document.

Note: Not all, “Incomplete” documents are returned to students. STAPP “incompletes” generate an email to the students detailing the missing information negating need to return hard copies.

b. Add a comment to the student record in RHACOMM.

2.1.4 Financial Aid document Returned Procedures

Notations are made in RHACOMM when returning any student Financial Aid documents if they are not required when mailroom receives them. There are no exceptions to this. Remember to sign RHACOMM comment using employee’s full name and phone extension x27465.

2 . 2 F i n a n c i a l A i d I m a g e & S t o r e D o c u m e n t s

Procedure

Image store Documents

These documents come from the Horvitz Building and arrive with an aid year stamp.

Each of the following documents is processed as shown below:

DEMAIL, DOC, TOC, SUBPOENA, IDC, ENVER and DCF

Separate by student with blue sheet

Barcode

Place in cubby for scanning

COG

Remove paper clip, date stamp cover sheets, and place in cubby for scanning

Federal Work Study (FCWS)

Documents arrive with an identifying cover sheet

Separate documents by document type (an up-to-date list of the FCWS codes in on the EPS share drive

Separate by student with blue sheet

Place barcode on front page of each document type.

EPS MAIL & RESEARCH PROCEDURE MANUAL Financial Aid


2 . 3 F i n a n c i a l A i d O n l i n e S u b m i s s i o n

P r o c e d u r e

Financial Aid online submission:

The email aliases for Financial Aid are: [email protected] and [email protected] .

Follow the link to see list of e-mail aliases

• Emails printed daily

• Five main types of emails printed daily from Financial Aid: Authorization forms, Lender/Loan forms, Loan Reduction/Cancellation, T1098, and Teach Grant

• Each document is researched to see if it is required for processing in RRAAREQ

• Each Fin Aid document is box stamped ‘image’ or ‘image & Store’, aid year, and barcoded

• Documents placed into corresponding aid-year cubbies in scanning room




EPS MAIL & RESEARCH PROCEDURE MANUAL Bursar


Section 3: Bursar Documents

3 . 1 B u r s a r I m a g e S t o r e D o c u m e n t s

P r o c e d u r e

Bursar Image Store Documents

These documents come from the Horvitz Building with a cover sheet. The cover sheet has the document type displayed on it.

Every bursar document comes with a stamp that indicates the document type. If the document does not indicate the document type, sent it back to the bursar’s office for completion.

NOTE: An up-to-date list of the Bursar codes is on the EPS share drive

3 . 2 B u r s a r D i r e c t D e p o s i t

P r o c e d u r e

These documents are separated according to individual student record

Each document is date stamped, bar coded and separated by a blue sheet, and then placed into the Direct Deposit cubby for scanning.

EPS MAIL & RESEARCH PROCEDURE MANUAL Bursar


3 . 3 B u r s a r C a s h i e r

P r o c e d u r e

Cashier Sessions are processed by removing all staples and paper clips and date stamping the cover sheet. The documents are kept together by session number, then stacked and placed into cashier sessions cubby for scanning.

If a cashier session comes with a zero (“0”) for the session number, it is returned to the Bursar’s office for correction before it will be scanned at EPS.

Example of Cashier Session (Session user and Session Number)


EPS MAIL & RESEARCH PROCEDURE MANUAL Returned Mail


Section 4: Mail Processing

4 . 1 H o r v i t z M a i l S o r t / M a i l S e p a r a t i o n

P r o c e d u r e

Mail Separation

All mail, addressed to Financial Aid: opened and delivered to the correct person.

All outside mail addressed to a specific employee: forwarded to them unopened.

Any checks designated for a specific program: forwarded to that school.

Internal mail, marked confidential or personal and addressed to a specific employee:

forwarded to them unopened.

For all FedEx, DHL, or other courier shipments, documents are barcode-scanned and entered

in an Excel Spreadsheet database and then handled as per other mail

All legal requests for student records are sent to Dominique Britt in the Registrar’s office.

Any transcripts received are given to EPS admissions mail sort personnel for processing.

Documents Forward to the following as of 11-22-2016: Updated – 02-20-2019 Affidavit: Emmanuella Dorgera - REG CAPP COVER SHEETS: Mallory Scott –REG College Fairs and Common Applications- UGA Direct Deposit Auth: Anita Thomas- BUR Florida Bright Future: Michelle Chambers- BUR Florida Prepaid: Agueda Rittberger- BUR Horvitz President Scholarship: Stacey P.V/ Harvey Hines- FinAid Mandatory Immunization Forms (give to Supervisor or Lead)- HPD NSU PRESIDENTS Scholarships: Stacey P.V/ Harvey Hines - Scholarships Proof of Florida Residency: Mardele Thomas- HPD R2T4 Calculations and Documents/RTIVC: Beverly Crichlow- FinAid Request for Diploma: Lila Brinkman/ Richard Kelch- REG Subpoenas: Emmanuella Dorgera - REG Self –Certification Form: Collections Tate Family Scholarship: Stacey P.V/ Harvey Hines - FinAid Tuition checks form A/R: Anita Thomas- BUR Undergrad recruitment: - UGA Default Prevention Notice of Delinquency- John Lasota -FinAid Sap appeal returns –Systems 1st floor Fedloan FinAid- Susan Luna –FinAid T-1098- Howard Naser BUR NAVIENT- Apirl Jarrett –FinAid Return Award notice- Systems 1st floor



4 . 2 M a i l R u n

P r o c e d u r e

Mail Run

Morning Run: Time: 10:30 a.m. Locations: HPD/Horvitz

Afternoon Run: Time: 2:30 p.m. Location: Horvitz//DeSantis Health Professions Division (HPD) – Terry Building Enter the Admissions & Financial Aid Department on the right hand side of the main entrance and proceed to the mail cart located inside the HPD Admissions & Financial Aid office. DROP OFF:

o Sort out mail to perspective employee folders. Florida Residency Specialist Apps go to Mardele Thomas.

o Deliver any sign for mail. PICK UP:

o Pass receptionist desk and keep left, cart is straight ahead o Pick up documents in respective folders: (Cashier Sessions, Parking Decal Apps, Image,

Image & Store, Transcript Requests, ROIs, Data Change, Registrar Imaging) o Concerned with files from “Loan Disbursement to Parking Decals inclusive” o Take out pickups and crisscross them for filing in folders in tote

Note: Pick up loan disbursement documents i.e. cancelled checks (in loan disbursement folder) and Hand deliver to Anita Thomas located @ Horvitz on the 2nd floor in the Enrollment and Student Services Wing

------------------------------------------------------------------------------------------------------------------------------- Horvitz Building

BURSAR

o Enter the One-stop-shop @ the Registration Wing located on the right hand side (first floor) when entering Horvitz main entrance. Mail cart is located through double doors when entering Registration wing through One-Stop-Shop. DROP OFF:

o Transcript Requests, if given to us from our transcript section, go to cart around corner from main cart and filed according to initial of last name

o Bursar is located through the double doors of the One-Stop-Shop



o Hand deliver all BURSAR mail without a name and checks in the blue envelope to Michelle Carrion

Note: If Michelle Carrion is absent, ask one of the OSS specialists to open the door to the cashier’s office. Ann Lee is the point of contact.

o Deliver any sign for mail o Veteran affairs mail and VA blue envelopes are for Maribeth Munroe/ Veteran Affairs folder o Applicant Student Employment documents are for Patricia Chin

Pick up:

o Concerned with files from “Imaging 14/15 to 1st folder after Parking Decals; never Scholarship

folder”

e.g. of documents might be: Image, Image & store, Cashier Sessions, Parking Decals

(Boss cars), Bursar Image and Store, Direct Deposit forms, Registrar Imaging, Data

Change, and transcript request forms- these are given to EPS Transcript Unit

Loan Disbursement Checks

Note: Hand delivery to Anita Thomas located on the 2nd floor of the Enrollment and Student Services Wing

OFFICE OF STUDENT FINANCIAL SERVICES DROP OFF:

o Dr. Brown’s mail must be handed delivered to either Barbara Plunkett or herself

Note:

Anyone doing the Mail Run is allowed to wear an EPS polo shirt on that day(s)

Pants/skirts/footwear must remain business appropriate – Mondays to Thursdays – as EPS Policies & Procedures

o Mondays – Thursdays are not ‘casual Friday’ and you must dress appropriately for the mail run

o Only on Friday is the ‘casual Friday’ dress appropriate for the Mail Run

EPS MAIL & RESEARCH PROCEDURE MANUAL Returned Mail


4 . 3 L e t t e r s t o b e F o l d e d a n d M a i l e d

P r o c e d u r e [ A r r o w m a i l i s o u r t h i r d p a r t y p r o c e s s i n g / f u l f i l m e n t a g e n c y f o r t h e f o l l o w i n g d o c u m e n t s ]

Award Letters

Letters are stacked, with appropriate cover sheet, and placed in Mail Room at the back/IST for pick-up by Arrowmail once per day at approximately 4:30PM. Four pages.

Missing Information Letter

If Income Verification is not required, letters are sent to Arrowmail without any inserts. Two pages.

If Income Verification is required, letters (two pages) are sent to Arrowmail with the following

inserts: Income Verification Forms-to be filled out and returned by student and Important Verification Notices

Letters are stacked, with appropriate cover sheets, and placed in university mailroom/IST for

pick-up by Arrowmail once per day at approximately 4:30PM.

Revised Financial Aid Award Notice

Letters are stacked, with appropriate cover sheets, and placed in university mailroom/IST for pick-

up by Arrowmail once per day- at approximately 4:30PM. Three pages.

Mail from HPD/ SAP Failure/ Default Prevention

The in-house folding machine is used for these. It is located in room 105. ADD mail code to batch and deliver to back mailroom/ IST.




Section 5: Redaction

Electronic redaction- the masking of sensitive information on documents- can also be a part of Mail and Research staff responsibilities. Please see below for instructions on how this process operates. Team members would need to have Adobe Acrobat XI Pro. Installed on their computer in order to do this. Instructions on How to Redact

a. Go to tools in a pdf document-upper right hand side of page.

b. Click on: mark for redaction

REDACTION STEPS:

Click on “Control + F” simultaneously “find” function



If one is searching for a birth date, for example 1988, then type into the find function and

press next to go through the whole document. This will find every 1988.

For each 1988 found redacted as follows:

i. When using Find Function information entered will be highlighted automatically: birth

year, age or social security (first 5 digits must be masked).

ii. To apply redaction process double click on the highlighted field. Find search items will

appear as black or red box.

iii. Place cursor over the highlighted field and right click. Then choose “Apply Redactions”.

Prompt will appear asking: if you want to continue reply, YES.

Note: If unable to highlight the area to be redacted properly, go to Content Editing,

Edit text & Images. Position the cursor over the text box and adjust accordingly. Once

able to highlight and properly cover information redacted. You can also use your

highlighter if the redaction tool is not responding. When selecting the highlighter, simply

adjust the color to white or black.

iv. Ctrl + Z is to UNDO the mistakes.

1. Once more click next in Find Function to search for more results. If more masking

redaction needed apply the above same steps iii.

2. Go through all pages of the documents to see if a page(s) may need to be rotated or

erased.

3. Go Print

4. Printer



5. Choose MTIe Print (black & white), or MTIe PrintColor (OTRAN or when docs are not

very clear).

6. Print (wait a little, Note: Color prints will take longer).

7. Enter Banner ID: NSU ID

8. Go LookUp or F9 (name will pop up). All Admit-Information fields will appear. Verify all

information is correct.

Quick Tips

1. Control “F” to Search

2. [Edit text & Image] when having challenges to redact

3. Bad Copy transcripts can be printed in MTie Print COLOR for better picture


[Type here]


Appendices

A p p e n d i x A :

Policy for Original Foreign Credentials

Original Foreign Credentials are Original international documents received from students

such as Certificates, Diplomas, Birth Certificates and Transcripts. NOTE: as of 02-22-18 any foreign document stamped with verbiage similar to: “Certified to be true copy”: treat as an original foreign document

Mail/Research: Mail/Research will NOT stamp or notate any information on the Original Foreign Credentials A photocopy will be made and the copy will be stamped with the Original Foreign credential/ Returned to Applicant stamp Original Foreign Credentials will be handed to quality control and placed in designated basket Photocopy of original foreign credentials will be placed in the international cubicle in Scanning Room for pending verification of image

Photocopy of original Foreign Credentials will be retained by EPS as per policy

Mail/Research: When returning the foreign credentials, a cover letter will be attached Original foreign credentials received from agencies or any other sources will be returned to applicant’s address of record overnight via FedEx Example of Original Foreign Credentials:



Return to Transcripts

Appendix B:

H o w t o D e t e r m i n e t h e S t a t u s o f a T r a n s c r i p t

Transcripts for admissions must be sent directly to Enrolment Processing Services (EPS) at 3301 College Avenue – P.O. Box 299000, Fort Lauderdale, FL 33314-9905

Note: Effective as of today (8-11-17); all transcripts which are opened by EPS are deemed to be “Official” It does not matter if the transcript is from a foreign country and/or in a language that is not English We are, by our “Official” stamp indicating that we opened the sealed envelope in which the transcript arrived

Note: The details following, while current at 03/27/18, are under review by the Registrar and may change

Transcripts

o Official (doc type OTRAN)

Printed on school’s official paper and has the following:

School’s name

Student’s name

Issued To Student

School’s seal

Registrar or authorized signature

Emailed from a transcript service provider or from a school that transmits

electronically to NSU. These transcripts are downloaded daily by EPS or

received daily in an email that requires a password to open the document.

Transcript service providers include Docufide, National Student

Clearinghouse, Scrip-Safe, SMART (Navy and Marine), and AARTS (Army)

Submitted in a school’s sealed envelope (i.e. the envelope is glued closed)

An applicant can submit a transcript that was mailed from the

institution to the student in a sealed envelope and has no signs of

tampering.

An applicant can pick up and submit an official transcript from

another institution in a sealed envelope and has no signs of

tampering.

A transcript is still considered official if it is stamped Issued to

Student (as long as it meets the criteria listed above).



A transcript is not official if it is stamped “Student Copy” or

has a watermark printed across the page indicating “Student

Copy”

o Unofficial (doc type UTRAN)

Stamped, written, or has a watermark stating “Student Copy” or “Student

Copy” is printed across the page.

Does not have the school’s seal. The seal does not have to be a ‘raised’, it

can be printed on the transcript, like our (NSU) transcript

If the student has opened the transcript before submitting

If the transcript was faxed or emailed by the applicant

Emailed by the institution without using a secure process through an

approved agency

Transcript says “Copy of Official Transcript”

Not on school’s official transcript paper (printed on white paper)

Has school’s name, but states “Unofficial Transcript”

Opened off campus or by someone other than an EPS staff member. If the

transcript is opened in error, it needs to be sent to the University Registrar’s

Office with the envelope it was received in and with an explanation of why it

was opened instead of being submitted directly to EPS.

o Unofficial Academic Record (new doc type UAR) can be used for academic advising,

but cannot be used for admissions purposes as an unofficial transcript.

Looks like a transcript, but there is a URL at the top or bottom of the page

which signifies the student printed it from a self-service student portal.

Academic History and/or Advising Report (like our CAPP report)

MyBC, My Academic, or any “My” report which signifies a self-service student

portal.

Document called a “report” and not a “transcript”.

Foreign Transcript without an evaluation

Foreign Credentials—NSU may accept the evaluation of foreign credentials from agencies

recognized by the Department of Education, the United States Immigration and Naturalization

Service, National Association of Credential Evaluation Services (NACES), and other

recognized governmental and private agencies that are approved by NSU’s Executive

Administration. Official foreign credentials from schools which are accredited by a United

States regionally accrediting body will be accepted without an evaluation and coded as an

ODEVAL.



o Official (doc type ODEVAL)

Evaluation which states “prepared based on official original academic

credentials’. This statement can be found in the first paragraph

o Unofficial (doc type UDEVAL)

Evaluation which states “prepared based on photocopies of official

academic credentials’. This statement can be found in the first paragraph

High School Transcripts are not addressed separately in this document, but they are coded

as official (OHSTR) and unofficial (UHSTR) in a similar manner as the transcripts discussed

above

Most Service Applications (SAPP doc type) for Professional Programs have transcripts

attached which are used to make a decision on the student’s admissibility, but are not used to

satisfy a full admit status. Once the student is offered admissions he or she must provide all

final official transcripts to be fully admitted

The Official and Unofficial transcript stamp will no longer be accepted. If the envelope is

opened or the seal is broken, the transcript will be considered unofficial. Prospective and

current students are to send all admission-related documents to NSU’s EPS mail

code/address and not to individuals or individual departments

Allowed Signatories: Official transcript stamp Special allowance has been made for certain individuals, who are not at EPS, to open and process transcripts without making them “unofficial” To view a list of authorized individuals and their signatures, please visit the EPS share drive

Policy for Processing Transcripts Signed off on by Persons on Authorized Signatory List [Updated on 10.15.2019] The overriding guiding principle here is that we must provide enough information with/on the imaged document that will lead back to the originating authorization.

Situation 1: Authorized staff member sends e-mail or note in support of hard copy transcript

Transcript stamped “Official”. Complete all necessary redaction

Copy of e-mail/original note scanned with the transcript.

The email/original note will be the last page scanned.

Situation 2: Transcript is forwarded to [email protected] and “Official” status stated in

subject line & or in body of the e-mail

Transcript stamped “Official” with the “EPS SCAN OFFICIAL” stamp. Do redactions

The “EPS SCAN OFFICIAL” stamp will indicate that the transcript was received electronically

and that an originating email exists.

The originating e-mail can be retrieved if necessary from the [email protected]

mailbox if needed.





Situation 3: Transcript is forwarded to [email protected] and “Official” status stated in

subject line & or in body of the e-mail. MTIe print to be used for processing

Transcript stamped “Official” or “EPS System OFFICIAL” stamp- in Adobe

Complete all necessary redaction – in Adobe

In the “Notes” section –in MTIe print- provide information such as:

o OHSTR as per ElectronicTranscript submitted email by XXXXXX YYYYYYYY; 02-14-19.

Godfrey Thomas; ext.27458




Appendix C: Processing Checks

PROCESSING CHECKS

NOTE: The same process apply to Money Orders, Cashier Checks, Personal Checks, etc.

1. Make sure the check has the NSU ID number is on the check.

2. Imprint the back of the check with the SUNTRUST BANK FOR DEPOSIT ONLY

stamp.

3. Identify the Student name on the check:

Circle the name if is more than one.

Write the name of the student in the check, if it does not appear on the check.

4. Make copies of all the checks and file the copy with the date, in the proper folder

with matching date.

5. Place all the checks in a small envelope.

6. Fill the paper: “Check Acknowledgement & Return Form”, with the date, time, and

number of checks ready to send to Bursar.

7. Deposited in the blue interoffice envelope labeled “EPS CHECK”.

8. Place in the mail cubbyhole labeled Bursar.

NOTE: The usual amount of checks EPS received daily are:

$10 For a Regular Transcript

$19 for an Overnight delivery

$34 For an International delivery

EXCEPTION CASES: If EPS received checks for different amounts: For example:

$50 for Application Fee

$100 for requesting a Diploma etc.

Apply the same procedure as above. Use the option “Checks Other” on the same cover sheet Form, and make a note specifying on the paper the exact amount of each check(s) that is being sent to Bursar. If payment is received on a special form using a credit card, copy the form of payment, redact the credit card number (leaving the last 4 digits), and mark “Credit Card” option on the cover sheet Form to log the number of payments received in the form of credit cards.


© 2016 Nova Southeastern University Revised February 2020...iii. Official Transcript (OTRAN) and...

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