© 2018 Nova Southeastern University Revised: February 2020 · EPS SCANNING PROCEDURE MANUAL...

© 2018 Nova Southeastern University Revised: February 2020

http://www.nova.edu/index.html

Nova Southeastern University | 2

Table of Contents

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

SECTION 1: ADMISSION PRIORITIES & BATCH CLASSES .............................................................. 5

1.1 Admission Priorities ....................................................................................................................... 5

1.2 Admission Batch Classes (used in Accent Capture)..................................................................... 6

SECTION 2: FINANCIAL AID PRIORITY & BATCH CLASSES ........................................................... 7

2.1 Financial Aid Priorities ................................................................................................................... 7

2.2 Financial Aid Batch Class (used in Accent Capture) .................................................................... 8

SECTION 3: SCANNING PROCESSES ................................................................................................ 9

3.1 Scanning in Ascent Capture .......................................................................................................... 9

3.2 Scanning in UniSearch InterActiveXL ......................................................................................... 13

3.3 Adjusting Scanned Documents ................................................................................................... 16 3.3.1 Adjusting In Ascent Capture - Replacing Pages ....................................................................................... 16 3.3.2 Adjusting In Ascent Capture - Inserting Pages ........................................................................................ 17 3.3.3 Adjusting In Ascent Capture - Deleting Pages ......................................................................................... 18 3.3.4 Adjusting in UniSearch InterActiveXL...................................................................................................... 18

SECTION 4: SERVICE APPLICATIONS ............................................................................................. 22

4.1 Running of HPD NSU Application Report with new Service App ............................................... 22

4.2 Running of HPD Service Application Report with new NSU App ............................................... 23

4.3 Revised HPD Service Applications ............................................................................................. 24

4.4 Imaging Service Applications ...................................................................................................... 24

SECTION 5: DAILY PRINT .................................................................................................................. 28

5.1 World Education Services (WES) ............................................................................................... 28

5.2 GMAT Test Scores ...................................................................................................................... 30

5.3 Electronic Transcripts .................................................................................................................. 31 5.3.1 Navy Transcripts...................................................................................................................................... 31 5.3.2 Parchment Exchange .............................................................................................................................. 33 5.3.3 eSCRIP-SAFE ............................................................................................................................................ 37 5.3.4 The National Student Clearinghouse ...................................................................................................... 39 5.3.5 University Links ....................................................................................................................................... 42

SECTION 6: LAW APPLICATIONS ..................................................................................................... 44

6.1 Printing Electronic Law Applications ........................................................................................... 44

EPS SCANNING PROCEDURE MANUAL How to Use This Manual


SECTION 7: ORPHAN REPORT ......................................................................................................... 46

7.1 Researching Orphans ................................................................................................................. 46

7.2 Un-orphaning Orphan Documents .............................................................................................. 48

SECTION 8: SYSTEM ISSUES AND REPORTING PROCEDURE .................................................... 50

8.1 System issues ............................................................................................................................. 50

8.2 Reporting Issues ......................................................................................................................... 50 8.2.1 Reporting Computer Issues: .................................................................................................................... 50 8.2.2 Reporting Internal Software Program Issues: ......................................................................................... 51 8.2.3 Reporting other issues ............................................................................................................................ 51

SECTION 9: APPENDICES.................................................................................................................. 52

Appendix A: Epssystems Templates................................................................................................. 52

Appendix B: Admissions Document Scanning Cheat Sheet (in Accent Capture) ............................ 53

Appendix C: Financial Aid Scanning Cheat Sheet (in Accent Capture) ............................................ 55

Appendix D: Folder Names ............................................................................................................... 57

EPS SCANNING PROCEDURE MANUAL Introduction


Introduction

The intent of this Manual is to provide you with EPS Scanning department procedures needed to complete the department’s workload. It has been developed as a resource and reference for EPS (Enrolment Processing Specialist) 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 business evolves and grows. This manual is not a standalone resource, therefore mandatory training is necessary.

S e c t i o n 1 : L i s t s t h e p r i o r i t i e s a n d b a t c h c l a s s e s f o r A d m i s s i o n t y p e d o c u m e n t s .

S e c t i o n 2 : L i s t s t h e p r i o r i t y a n d b a t c h c l a s s e s f o r F i n a n c i a l A i d t y p e d o c u m e n t s .

S e c t i o n 3 : U s e d f o r s c a n n i n g b o t h A d m i s s i o n s a n d F i n a n c i a l A i d d o c u m e n t s i n A c c e n t C a p t u r e a n d InterActiveXL. I n a d d i t i o n t o , h o w t o a d j u s t d o c u m e n t s .

S e c t i o n 4 : U s e d f o r r u n n i n g a n d p r o c e s s i n g S e r v i c e A p p l i c a t i o n s .

S e c t i o n 5 : U s e d f o r p r o c e s s i n g e v a l u a t i o n s , e l e c t r o n i c t r a n s c r i p t s a n d t e s t s c o r e s .

S e c t i o n 6 : E x p l a i n s t h e L a w A p p l i c a t i o n p r i n t i n g p r o c e s s .

S e c t i o n 7 : E x p l a i n s t h e s t e p s f o r u n o r p h a n i n g o r p h a n d o c u m e n t s .

S e c t i o n 8 : S y s t e m a n d R e p o r t i n g p r o c e d u r e s f o r i s s u e s .

EPS SCANNING PROCEDURE MANUAL Admissions


Section 1: Admission Priorities & Batch Classes

P o l i c y

A l l A d m i s s i o n d o c u m e n t s a r e t o b e s c a n n e d u n d e r t h e c o r r e c t b a t c h c l a s s a n d p r i o r i t y d a i l y .

1 . 1 Ad m i s s i o n P r i o r i t i e s

P r o c e d u r e

The following chart is a list of the various Admission type documents, the priorities and some of the acronyms in brackets:

PRIORITIES ADMISSION DOCUMENT TYPE

PRIORITY 1 Law Applications

PRIORITY 2

(Color) Official & Unofficial Transcripts (OTRAN & UTRAN)

(Black & White) Official & Unofficial Transcripts (OTRAN & UTRAN)

(Black & White) High School Official & Unofficial Transcripts (OHSTR & UHSTR)

Official & Unofficial Evaluations (ODEVAL & UDEVAL)

PRIORITY 3 Letter of Recommendation (LOR)

PRIORITY 4 Test Scores (TSTSCR)

PRIORITY 5

Miscellaneous (MISC)

Law Package (PAC)

International Transcripts (INTPAC)

DEGREE WORKS

Back File Storage Application (BF_STOR_APP)

EPS SCANNING PROCEDURE MANUAL Admissions


1 . 2 A d m i s s i o n B a t c h C l a s s e s ( u s e d i n A c c e n t C a p t u r e )

P r o c e d u r e

The following chart shows the Batch Class under which an Admission type document is scanned:

BATCH CLASS ADMISSION DOCUMENT TYPE

ADMIT-DOCTYPE

Priority 1- Law Applications only

(Black & White) Official & Unofficial Transcripts

(Black & White) High School Official & Unofficial Transcripts

Official & Unofficial Evaluations

Priority 3 - Letters of Recommendation

Priority 4 - Test Scores

Priority 5 - All documents except Back File Storage Application

ADMIT-COMAPP Common Applications

ADMIT-ROYAPP Royal Applications

ADMIT-EABAPP Applications

ADMIT-TRANSCRIPT (Color) Official & Unofficial Transcripts only

Note: Refer to Appendix B in Section 9 for specific scanning instructions for Admission

Documents.

EPS SCANNING PROCEDURE MANUAL Financial Aid


Section 2: Financial Aid Priority & Batch Classes

P o l i c y

A l l F i n a n c i a l A i d d o c u m e n t s a r e t o b e s c a n n e d u n d e r t h e c o r r e c t B a t c h C l a s s a n d p r i o r i t y d a i l y .

2 . 1 F i n a n c i a l A i d P r i o r i t i e s

P r o c e d u r e

The following chart is a list of the various Financial Aid documents, the priority and some of the acronyms in brackets:

PRIORITIES FINANCIAL AID DOCUMENTS

PRIORITY 1 Financial Aid Image Documents

Incomplete Documents (INC)

Release of Information (ROI)

PRIORITY 5 Financial Aid Image & Store Documents

Transcript Request (TR)

Bursar Documents

Degree Applications (DA)

Student Transaction Form (STF)

Data Change Form (DOC)

Unusual Enrolment History Form (UEHF)

International Documents (INT)

Federal College Work Study (FCWS)

DEMAIL

ENVER

Subpoenas (SUBP)

Veteran Affairs (VA)

Registrar (REG)

Miscellaneous (MISC)

Bursar Direct Deposit

Cashier Sessions

Finance

BOSSCARS (Vehicle Information)

GCS Documents (Collection Letters)

Change of Grades (COG)

Transfer Credit Course Equivalency (TCCE)

EPS SCANNING PROCEDURE MANUAL Financial Aid


2 . 2 F i n a n c i a l A i d B a t c h C l a s s ( u s e d i n Ac c e n t C a p t u r e )

P r o c e d u r e

The following chart shows the Batch Class under which a Financial Aid document is scanned:

BATCH CLASS FINANCIAL AID DOCUMENT

SFSR-DOCTYPE

Financial Aid Image Documents

Incomplete Documents

Release of Information

SFSR-BYPASS

Financial Aid Image & Store Documents

Transcript Request

Bursar Documents

Degree Applications

Student Transaction Form

Data Change Form

Unusual Enrolment History Form

International Documents

Federal College Work Study

DEMAIL

ENVER

Subpoenas

Veteran Affairs

Registrar

CASHIER Bursar Cashier Sessions

SFSR-BURSAR Bursar Direct Deposit Forms

SFSR-GCS GCS Documents

BOSSCARS BOSSCARS

FINANCE Finance

Note: Refer to Appendix C in Section 9 for specific scanning instructions for Financial Aid.

EPS SCANNING PROCEDURE MANUAL Scanning


Section 3: Scanning Processes

P o l i c y

A l l A d m i s s i o n a n d F i n a n c i a l A i d d o c u m e n t s a r e s c a n n e d i n A s c e n t C a p t u r e ( K o f a x ) a n d o r I n t e r a c t i v e . A l l b a t c h e s a r e c h e c k e d f o r s t a p l e s a n d p a p e r c l i p s , i n a d d i t i o n t o s t r a i g h t n e s s , r o t a t i o n a n d c l a r i t y . I f n e c e s s a r y , d o c u m e n t s a r e r e s c a n n e d o r a d j u s t e d t o r e a c h b e s t p o s s i b l e i m a g e . E a c h b a t c h s h o u l d c o n t a i n r o u g h l y 5 0 d o c u m e n t s w i t h n o m o r e t h a n 1 2 0 p a g e s . C o m p l e t e d b a t c h e s a r e t a k e n i n t o Q u a l i t y C o n t r o l a n d p u t o n t h e a p p r o p r i a t e c a r t .

3 . 1 S c a n n i n g i n As c e n t C a p t u r e

P r o c e d u r e

1. Select document (located in labeled cubbies)

2. Locate the nearest scanning machine



3. Ensure that all documents are facing up with barcode at the top left or right corner of the first

page.

4. Open Ascent Capture (icon located on desktop)

5. Select appropriate Batch Class and or Priority from drop-down menu;

Note: refer to Appendix B or C in Section 9

6. Click ‘Scan’ button;



Note: If paper jam occurs, open the machine (press grey button located above the tray)

and carefully pull out the paper. To avoid missing pages, pay close attention to the last page

scanned before the paper jam.

7. After scanning, under Batch Contents, highlight the batch date and time; press * (located on

keyboard) to open the documents.



8. Check each document for the following:

a. Barcode or No SID

b. Official/Unofficial stamp

c. Ensure SSN and or DOB is partially hidden

d. School stamp

Note: The above must be present on the first page only.

9. To move through the documents to ensure they were scanned correctly, press the

(located on keyboard)

Note: If pages need to be rotated press [ ] (located on keyboard). If a document is found

within the current batch that belongs to another batch or priority, delete the document (see

section 3.3) and remove it from the physical batch. Scan the document under the correct

batch.

10. Under Batch Information click “Print Cover Page” button (located at the bottom left hand

corner).

Note: Use the printed cover page as the cover page for the current batch. If the cover

page was not already printed, refer to Batch Manager (icon located on desktop) and manually

write down the correct time, batch class, document count and priority on a blank piece of

paper.

11. Press Ctrl+L; Select “yes” to close out batch.

12. Carry batches over to Quality Control Department and put on the respective priority shelf.



3 . 2 S c a n n i n g i n U n i S e a r c h I n t e r Ac t i v e X L

Note: The following documents are to be scanned in UniSearch only:

I. Change of Grades (COG) II. Transfer Credit Course Equivalency (TCCE)

III. Back File Storage Application (BF_STOR_APP)

P r o c e d u r e

1. Click on UniSearch icon (located on desktop)

2. Enter username and password

3. Source should be defaulted to Fujitsu fi-5900C with VRS with AIPE; Select OK

4. On task bar, open folder icon



5. On the create Cache screen, select “New or Open File”

6. Select eps-share(\\oit-nas) (M:), from the “Look in” drop down menu

a. Select Indexing, DE, Degree Conferral folder

b. Select IMAGE & STORE

c. Select appropriate folder based on document type, (see Appendix D in Section 9)

d. Save file name as doctype name & number (e.g. COG1, COG2…); Click open

7. On the create Cache screen, select “Scan”



8. Take document from labelled cubby and place on tray

Refer to subsection 3.1: steps 1 to 3

9. Fill out the cover sheet; place sheet in front of batch

10. Place completed batch in the “Image & Store” basket located in Data Entry.

Return to Table of Contents

EPS SCANNING PROCEDURE MANUAL Service Applications


3 . 3 Ad j u s t i n g S c a n n e d D o c u m e n t s

3.3.1 Adjusting In Ascent Capture - Replacing Pages

P r o c e d u r e

1. Review batch, remove specific page (s) from physical batch to be replaced

Note: Pay close attention to where the pages were taken from, to avoid putting them back

in the wrong order.

2. Load tray with specific page(s)

Note: Refer to subsection 3.1: steps 1 to 3

3. Next to the ‘Scanning Source’ field, click “Edit Scan Source Settings”

4. In Source Properties under the Color Mode drop down menu, select “Grey Scale” and press OK



5. Under Batch Content, right click on the specific page(s) to be replaced and select the

“Replace” option

6. Add replaced page back to the physical batch. Ensure it is in the correct place.

3.3.2 Adjusting In Ascent Capture - Inserting Pages

1. Find missing page from the physical batch

Note: Pay close attention to where the pages were taken from, to avoid putting them back

in the wrong order

2. Load tray with specific page(s)

Note: Refer to subsection 3.1: steps 1 to 3

3. In ‘Scanning Source’ field, click “Edit Scan Source Settings”

4. Load tray with missing page(s)

5. Under Batch Content, right click on the area in which page (s) need to be inserted and select

“Insert” option



6. Add Inserted page(s) back to the physical batch. Ensure it is in the correct place

Note: If inserting pages at the end of the last batch, click “Scan All” alone (double arrow icon)

3.3.3 Adjusting In Ascent Capture - Deleting Pages

1. Review batch and remove specific page (s) from physical batch.

2. Under Batch Content, right click on the page (s) to be deleted and select “delete” option.

Note: Pages are only to be deleted if: it is in the wrong batch class or priority and if any of

step 8 identifiers under subsection, 3.1 are missing.

3. Rescan deleted document correctly.

3.3.4 Adjusting in UniSearch InterActiveXL

1. Click on UniSearch icon



2. Log in with username and password

3. Click file tab; select database list



4. Select appropriate database

5. Click binocular icon on taskbar; Search for specific document using any field



6. Open the specific document; see chart below for specific adjustment instructions

ADJUSTMENT INSTRUCTIONS

APPEND

1. Update Mode should be on Append status

2. Scroll to the last page using arrows

3. Load tray with specific document

Refer to subsection 3.1: steps 1 to 3

4. Click “Scan All”; Click save

INSERT

1. Update Mode should be on Insert status 2. Scroll to place to be inserted 3. Load tray with specific document 4. Click “Scan All”; Click save

REPLACE

1. Update Mode should be on Replace status 2. Scroll to the image to be replaced 3. Load tray with specific document 4. Click “Scan All”; Click save




Sect ion 4: Service Appl icat ions

P o l i c y

T h e S e r v i c e A p p l i c a t i o n R e p o r t s h o u l d b e d o n e f i r s t t h i n g i n t h e m o r n i n g o n a d a i l y b a s i s . A l l S e r v i c e A p p l i c a t i o n s a r e p r o c e s s e d u s i n g M T I e P r i n t ( N o p h y s i c a l p a p e r c o p i e s a r e p r o d u c e d ) .

P r o c e d u r e

4.1 Running of HPD NSU Application Report with new Service App

P r o c e d u r e

1. Go to Start Menu: click on Computer

2. Select eps-share (\\oit-nas) (M:)

3. Click on EPS Reports folder

4. Select HPD NSU Application.mdb access file

5. Click on Run HPD NSU Application Report ( NSU App with new Service App)

6. Enter the appropriate date range

CURRENT DAY DATE RANGE

Monday Friday to Sunday

Tuesday Monday to Monday

Wednesday Tuesday to Tuesday

Thursday Wednesday to Wednesday

Friday Thursday



7. Enter Banner username and password

8. Click ok

4 . 2 Running of HPD Service Application Report with new NSU App

P r o c e d u r e

1. Open start menu and select Computer

2. Select eps-share (\\oit-nas) (M:)

3. Click on EPS Reports folder

4. Select HPD NSU Applications. mdb access file

5. Click on Run HPD Service Application Report (Service App with new NSU App)

6. Enter the appropriate date range

CURRENT DAY DATE RANGE

Monday Friday to Sunday

Tuesday Monday to Monday

Wednesday Tuesday to Tuesday

Thursday Wednesday to Wednesday

Friday Thursday



7. Enter Banner username and password

8. Click ok

9. After the report is generated, print and email to mail & research

4 . 3 Revised HPD Service Applications

P r o c e d u r e

1. A file is emailed to [email protected] for each individual SAPP program with revised

data.

2. This file is forwarded to the AMS so they can determine which applicants need a revised

service application.

3. Once those applicants are found, AMS sends an updated file to [email protected] with

all the applicants that require a revised service application.

4 . 4 I m a g i n g S e r v i c e Ap p l i c a t i o n s

1. Go to https://caspa2013.webadmit.org/session/new

2. Login with username and password

mailto:[email protected]


https://caspa2013.webadmit.org/session/new



3. In the drop down menu select appropriate service application portal

4. Under Applicants field select Search



5. In appropriate fields enter last and first name from the service application report

6. Click Search

7. Under Name & AADSAS ID click on Student’s Name

8. Under the Documents tab, click Full Application PDF

9. Redact all SSN and Birth Years

10. Print the Service Application using MTIePrintColor

11. Make sure the (Jobs) drop down is on ADMIT-SAPP

12. Place Nova ID in the Banner ID field.

13. Select correct Doc Type (ESAPP or RESAPP)



14. Select the College that is associated with the service application. If there is a service

application that has no college in the drop down, leave it as Not Applicable.

15. Click Lookup (F9)

16. Use the right and left arrows along with the rotation keys to go through every page and make

sure all documents look right. Blank pages can be deleted.


EPS SCANNING PROCEDURE MANUAL Daily Print


Section 5: Daily Print

P o l i c y

O n a d a i l y b a s i s t h e f o l l o w i n g d o c u m e n t s m u s t b e p r i n t e d : W E S a n d E l e c t r o n i c T r a n s c r i p t s . T h e y a r e t o g i v e n t h e a p p r o p r i a t e O f f i c i a l E P S S y s t e m s s t a m p a n d p r o c e s s e d w i t h i n t h e 2 4 h r d e a d l i n e .

5 . 1 W o r l d E d u c a t i o n S e r v i c e s ( W E S )

P r o c e d u r e

1. Go to https://www.wes.org/accesswes/Pages/Logon.aspx


3. Under Filter field, click By Status drop down menu and select completed

https://www.wes.org/accesswes/Pages/Logon.aspx



4. Scroll to the bottom of screen under the Status Desc.,

a. If there is a completed file that is bold green, select the file to download,

i. Print

ii. Stamp with “EPS Systems OFFICIAL”

iii. If there is more than one WES, crisscross them

iv. Place in Research – Misc. basket located in Mailroom

b. If no completed file is in bold green, then logout

EPS SCANNING PROCEDURE MANUAL GMAT


5 . 2 G M AT T e s t S c o r e s

P r o c e d u r e – D o n e e v e r y M o n d a y

1. Go to https://www2.pearsonvue.com/affiliate/reporting/gmac/LoginPage.htm


3. Select Score Report Tab, then click on Select All

4. Click Next and print a screenshot of the populated screen (Note: tick off date printed)

5. Under View List, click the magnify glass icon to proceed to printing the test scores.

a. Compare using previous week’s GMAT screen shot for dates that were not already

printed

b. Print should be done single sided

c. Stamp each Test score with the EPS Official stamp

6. Place in Research – Misc. basket located in Mailroom

https://www2.pearsonvue.com/affiliate/reporting/gmac/LoginPage.htm



5 . 3 E l e c t r o n i c T r a n s c r i p t s

The following are transcripts received:

5.3.1 Navy Transcripts

P r o c e d u r e

1. Go to https://jst.doded.mil/smart/signIn.do;jsessionid=U5KugFWZ4k1rsYTRRvWsEEIkVDFjEBW5YNipLlfVdNpgSrviZONT!-1484840830


3. Select View Only Transcripts link

https://jst.doded.mil/smart/signIn.do;jsessionid=U5KugFWZ4k1rsYTRRvWsEEIkVDFjEBW5YNipLlfVdNpgSrviZONT!-1484840830

https://jst.doded.mil/smart/signIn.do;jsessionid=U5KugFWZ4k1rsYTRRvWsEEIkVDFjEBW5YNipLlfVdNpgSrviZONT!-1484840830



4. If there is no Y under Status, click on Print PDF to print

a. Stamp with EPS official stamp

b. Place in Research – Misc. basket located in Mailroom

5. If Status is Y, log out



5.3.2 Parchment Exchange

P r o c e d u r e

1. Go to https://exchange.parchment.com/d/member


3. Click on “All” which will check off all the boxes. Then click “Route”.

https://exchange.parchment.com/d/member



4. Click on the Default Web Download checkbox then click on Route to Destination.

5. Click “Close:



6. Click on the blue cube.

7. Click on “Process”



8. Click on the file

1. Print and move the Authenticity Sheet to the back of that record and stamp each transcript

“EPS Systems Official” on the first page.




5.3.3 eSCRIP-SAFE

P r o c e d u r e

2. Go to https://escrip-safe.com/login


4. Check all records under Received Transcripts

5. Click on Print Batch

6. Under Print Jobs click download

https://escrip-safe.com/login



7. Open file

8. Select download, print (single side)

9. For each record in a batch, move the Authenticity Sheet to the back of that record

10. On the first page of the transcript only (i.e. page 1) add the EPS Official Stamp

11. Place each record in crisscross manner

12. After the Batch is complete, place in Research – Misc. basket located in Mailroom

13. Log out



5.3.4 The National Student Clearinghouse

1. For email notifications with a link:

a. Upon receiving notification, click on the link provided

b. Login with username and password

Note: in the case that the email notification was sent to a personal email address,

then use that email to login.

c. Click submit



d. Click Download Transcript; click Open

e. In the populated screen, select the first PDF available

f. Login with the username and password provided

Note: the username can be found in the same email as the link. However, the

password can be found in a separate email.

g. Print the document

h. On the first page of the transcript only (i.e. page 1) add the EPS Official stamp

i. Place in Research – Misc. basket located in Mailroom

j. Log out

2. For email notification without a link:

a. Upon receiving an email notification, click



b. Go to

https://ftps.nslc.org/human.aspx?OrgID=1467&Arg12=filelist&Arg06=699246080

c. Login with EPS username and password

d. Look for the bold record and under Actions select Download.

e. Print the document

f. To return back to the record screen, double click the back arrow.

g. Repeat step C to D, if necessary

h. On the first page of the transcript only (i.e. page 1) add the EPS Official stamp

i. Crisscross each printed record if necessary, place in Research – Misc. basket located

in Mailroom and log out

https://ftps.nslc.org/human.aspx?OrgID=1467&Arg12=filelist&Arg06=699246080



5.3.5 University Links

P r o c e d u r e

1. Upon receiving the email notification; click the link provided



2. Click Next

3. Return to Outlook and wait for email with generated password

4. Copy (Ctrl + C) the generated password

5. Paste (Ctrl + V) the password into Passcode field.

6. Click Download and click open

7. Print

8. Place Authenticity page to back of record

9. Stamp first page with EPS Official stamp


EPS SCANNING PROCEDURE MANUAL Law Applications


Section 6: Law Applications

P o l i c y

O n a d a i l y b a s i s , l a w a p p l i c a t i o n s a r e p r i n t e d f r o m t h e p o r t a l .

6 . 1 P r i n t i n g E l e c t r o n i c L a w Ap p l i c a t i o n s

P r o c e d u r e

1. Go to https://aces2.lsac.org/Membership/Signout.aspx

2. Click on Search Tab, hover over applicants and select Applicant Document

3. In the Last and First name fields enter applicant’s information

https://aces2.lsac.org/Membership/Signout.aspx

EPS SCANNING PROCEDURE MANUAL Law Applications


4. Click Search

5. Locate EAPP for applicant and click View

6. Print document (Note: do not print beyond Certification)

7. Give printed applications to the Mail & Research department with Nova ID’s.

EPS SCANNING PROCEDURE MANUAL Orphan Report


Section 7: Orphan Report

P o l i c y

E v e r y d a y d o c u m e n t s t h a t h a v e n o N o v a I d ’ s ( o r p h a n s ) a r e r e s e a r c h t o f i n d a m a t c h i n g N o v a I d w i t h i n t h e s y s t e m .

7 . 1 R e s e a r c h i n g O r p h a n s

P r o c e d u r e

1. The daily orphan report will be printed by the Systems team every day and placed in a folder

labeled Daily Orphan Reports.



2. In UniSearch InterActiveXL, search applicant by First and Last name; look for document that

has the status “ORPHAN”

There are multiple screens in banner that can be used to find a matching NSU ID to support

a document. They include: GUIALTI, SOAIDNS and GUISRCH.

3. All documents must have at least two or three matching criteria before un-orphaning a

document.

The matching criteria include: SSN Name Date of Birth (DOB) Mailing Address Email Telephone Number Web application ID

GUIALTI – SSN, ID, Last and First Name, Middle Name and DOB. This screen should be used if

the document only has a name, a full or partial SSN, DOB and or alternate ID.



SOAIDNS – ID, Last and First Name, Middle Name, DOB, Address and Telephone. This screen

should be used if the document has a mailing address, telephone number and or a full or

partial DOB.

GUISRCH – Additional ID, Email and Telephone. This screen should be used if the document

has an email.

7 . 2 U n - o r p h a n i n g O r p h a n D o c u m e n t s

If a NSU ID was found to match the document, go to UPO

1. Click on the “Orphan Review” tab.



2. Put in the Last and First name of the student, then click search.

3. Verify that, the populated record (s) is the document to be un-orphan by looking at the Doc

Type, SSN and Date.

4. Under Actions; click “Update UniSearch”

5. Put in the NSU ID of the applicant you wish to match the file too and click “OK”, this will un-

orphan it.

6. When report has been completed, shred.

EPS SCANNING PROCEDURE MANUAL Systems


Section 8: System Issues and Reporting

Procedure

P o l i c y

P r o c e d u r e

8 . 1 S y s t e m i s s u e s

The most common issues handled by the EPS systems team, include the following:

All issues are to be reported using the following structure.

Staff will email all issues to [email protected].

All emails will follow the appropriate Systems Form; see Appendix A.

Systems Supervisor and Lead will look into all emails and advise when issue is resolved.

8 . 2 R e p o r t i n g I s s u e s

8.2.1 Reporting Computer Issues:

Computer issues such as Outlook or operations issues are to be reported to [email protected].

The following information will be needed in order to process a work order:

Explain the issue in detail using the Systems Form.

Detailed action performed at the time of the issue, if any.

Please provide a screen shot (Alt & PrtScr), if possible, for work orders.

Computer Hardware issues e.g. Mouse not working, Computer making a unsual sound, PC move request etc

BANNER Issues

UPO or UNISearch Interactive XL Issues

Outlook Issues

Missing Service Applications

Degree Application

e.g. DA needs to be moved, deleted or reloaded



EPS SCANNING PROCEDURE MANUAL Systems


8.2.2 Reporting Internal Software Program Issues:

Program issues are reported depending on the program;

Banner: ESS System Team

UPO, NetSearch, UniSearch Interactive XL and Kofax: OIIT Imagining Department

Outlook, QAS: OIIT

Access Report Issues: ESS System Team

The following information will be needed in order to process a work order for the programs mentioned

above:

Program that is causing the issue.

Detailed action being taken at the time of the issue. (e.g., In UPO, clicked on Data Entry

menu and received Error 500)

Provide a screen shot, if possible. Please indicate the correct outcome for action being taken.

(e.g., after clicking Data Entry menu, the program should route to the available admission

applications in the system to be worked on).

** A detailed explanation of the issue reported is important in order for it to be researched and

resolved by our support team. **

8.2.3 Reporting other issues

Miscellaneous issue request such as: missing Service Applications, Degree Application needing to be

moved, deleted or reloaded, are to be emailed to [email protected].

The correct template must be used and the 24 hr. turn around dead line will apply to these issues as

well.


EPS SCANNING PROCEDURE MANUAL Appendix


Section 9: Appendices

A p p e n d i x A : E p s s y s t e m s T e m p l a t e s

Hello, Please be advised of the following (Systems/Computer) Issues. - Description of Issue (Be Specific): - Program/Programs being affected: - Number of people affected: - Screen shots: Thank you for your assistance; please feel free to contact us if you have any questions.

Hello, Please be advised of the following (Service Application) Issues. - Nova ID and Name: - Description of Issue (Be Specific): - Service Application (if checkbox does not work, please highlight SAPP requested):

CASPA ☐ ADDSAS ☐ PASS ☐ AACOMAS ☐ PHARMCAS ☐ OPTOMCAS

☐ OTCAS ☐ PTCAS ☐

- SAAADMS screen present (if checkbox does not work, please highlight): YES ☐ NO ☐

- Date of corresponding NSU App: mm/dd/yr. Thank you for your assistance; please feel free to contact us if you have any questions. Regards, (NAME)



A p p e n d i x B : A d m i s s i o n s D o c u m e n t S c a n n i n g C h e a t S h e e t ( i n A c c e n t C a p t u r e )

ADMIT DOCUMENT BATCH CLASS PRIORITY QUALITY CHECKS

Generic Applications

[White Cover page]

ADMIT-GENNAPP

1 Barcode, School

Stamp, Time Stamp,

Paid Stamp (Optional)

SSN & DOB partially

blocked out

Regular Applications

[Yellow Cover page]

ADMIT-DOCTYPE

1 Barcode, School

Stamp, Time Stamp,

Paid Stamp (Optional)

SSN & DOB partially

blocked out

Black & White

Transcripts

[OTRAN & UTRAN]

ADMIT-DOCTYPE

2 Time Stamp, Official OR Unofficial Stamp, Barcode Duplicate backs will be deleted except for the last one

Official Evaluations

[ODEVAL]

ADMIT-DOCTYPE

Note: In Name field put _ODEVAL

e.g. 10/5/2005 4:25:16

PM_ODEVAL

2 Time Stamp, Official

Stamp, Barcode

Unofficial Evaluations

[UDEVAL]

ADMIT-DOCTYPE

Note: In Name field put _UDEVAL

e.g. 10/5/2005 4:25:16

PM_UDEVAL

2 Time Stamp,

Unofficial Stamp,

Barcode

Official Color

Transcripts

[OTRAN]

ADMIT-TRANSCRIPTS

Note:

From Doctype dropdown menu

select OTRAN


Stamp, Barcode

Scan documents face

down into Machine

only

Unofficial Color

Transcripts

[UTRAN]

ADMIT-TRANSCRIPTS

Note:

From Doctype dropdown menu

select UTRAN

2 Time Stamp,

Unofficial Stamp,

Barcode

Scan documents face

down into Machine

only



Letters Of

Recommendation

[LOR]

ADMIT-DOCTYPE

3 Time Stamp &

Barcode

Test Scores

[TSTSCHR]

ADMIT-DOCTYPE


Stamp, Unofficial

Stamp, Barcode

Verification Code= Official

Miscellaneous Docs

[MISC]

ADMIT-DOCTYPE

5 Time Stamp &

Barcode

Service Application

[SAPP]

ADMIT-DOCTYPE

Note: In Name field put _SAPP

e.g. 10/5/2005 4:25:16 PM_SAPP

5 Hand Stamp, Barcode,

Program Stamp

(optional)

SSN & DOB partially

blocked out

International

Transcripts

[INTPAC]

ADMIT-DOCTYPE

Note: In Name field put _INTPAC

e.g. 10/5/2005 4:25:16

PM_INTPAC

5 Time Stamp, Barcode,

International Stamp

(optional), Unofficial

Stamp

DEGREE WORKS ADMIT-DOCTYPE

Note: In Name field put _DEGREE

WORKS

e.g. 10/5/2005 4:25:16

PM_DEGREE WORKS

5 Time Stamp, Barcode



A p p e n d i x C : F i n a n c i a l A i d S c a n n i n g C h e a t S h e e t ( i n A c c e n t C a p t u r e )

FINANCIAL AID DOC. BATCH CLASS & ADDITIONS AID YEAR QUALITY CHECKS

Fin Aid Image

SFSR-DOCTYPE

Note: In Name field put _1314FINAID

e.g. 10/5/2005 4:25:16 PM_FINAID1314

1617 /

1718

Barcode

Hand Stamp

Aid Year Box Stamp

Incomplete Doc.

SFSR-DOCTYPE

Note: In Name field put _INC1314

1617 /

1718

Barcode

Hand Stamp

Incomplete Stamp

Release Of Information SFSR-DOCTYPE

Note: In Name field put _ROI 0000

Barcode

Hand Stamp

Fin aid Image & Store

SFSR-BYPASS

Note: In Name field put__1314FINAID

e.g. 10/5/2005 4:25:16 PM_1314FINAID

1314/1415

Barcode

Hand Stamp

Aid Year Box Stamp

Transcript Request

SFSR-BYPASS

Note: In Name field put _TR 0000

Barcode

Hand Stamp

Bursar SFSR-BYPASS

Note: In Name field put _BURSAR 0000

Barcode

Hand Stamp

Degree Applications SFSR-BYPASS

Note: In Name field put _DA 0000

Barcode

Hand Stamp

Student Transaction Form SFSR-BYPASS

Note: In Name field put _STF 0000

Barcode

Hand Stamp

Data Change Form SFSR-BYPASS

Note: In Name field put _DOC 0000

Barcode

Hand Stamp

Unusual Enrolment History

Form

SFSR-BYPASS

Note: In Name field put _UEHF1314 1617/1718

Barcode

Hand Stamp

International Doc. SFSR-BYPASS

Note: In Name field put _INT 0000

Barcode

Hand Stamp

Federal College Work

Study

SFSR-BYPASS

Note: In Name field put _FCWS1314 0000

Barcode

Hand Stamp

DEMAIL SFSR-BYPASS

Note: In Name field put _DEMAIL 0000

Barcode

Hand Stamp

ENVER SFSR-BYPASS

Note: In Name field put _ENVER 0000

Barcode

Hand Stamp

Subpoenas SFSR-BYPASS

Note: In Name field put _SUBP 0000

Barcode

Hand Stamp

Veteran Affairs SFSR-BYPASS

Note: In Name field put _VA1314 1617/1718

Barcode

Hand Stamp

Registrar SFSR-BYPASS

Note: In Name field put _REG 0000

Barcode

Hand Stamp

Miscellaneous SFSR-BYPASS

Note: In Name field put _MISC 0000

Barcode

Hand Stamp

Bursar Direct Deposit SFSR-BURSAR Barcode

Hand Stamp

Cashier Sessions CASHIER Barcode

Finance FINANCE Barcode



BOSSCARS BOSSCARS Barcode

GCS Doc. SFSR-GCS Hand Stamp



A p p e n d i x D : F o l d e r N a m e s

Financial Aid Document Type Folder Name

Change of Grades (COG) REGISTRAR

Transfer Credit Course Equivalency (TCCE) SYSTEMS

Back File Storage Application (BF_STOR_APP) ADMIT

© 2018 Nova Southeastern University Revised: February 2020 · EPS SCANNING PROCEDURE MANUAL...

Documents

Transcript of © 2018 Nova Southeastern University Revised: February 2020 · EPS SCANNING PROCEDURE MANUAL...