How to Move a PeopleSoft (PS) Admissions Application from One PS ID to Another PS ID When a Duplicate PS ID Exists

Overview

The purpose of this article is to explain how to move a PeopleSoft (PS) admissions application from one PS ID to another, typically when someone identified that an applicant/student has more than one PS ID. It provides the steps to follow based on available methods for moving the admissions application in a given situation.

The process of moving an admissions application from one PS ID to another should ONLY occur when a student has been identified as having duplicate PS IDs.  Resolving a duplicate PS ID issue involves moving/merging applicable data from the PS ID being deleted to the PS ID being retained.  You may receive email from a member of the Student Systems Team that contains all the required information. For example:

It has been brought to our attention that duplicate PS IDs exist for [Student Name] ([PS ID #1], [PS ID #2]).  Before we can proceed with fully merging the data, application number XXXXXXXX needs moved from PS ID [Number 1] to PS ID [Number 2].  Please let me know if you need assistance with moving the application from one PS ID to another.

Detail

Information Needed Before Proceeding

• Students bio/demo information for verification purposes
• PS ID being deleted
• PS ID being retained
• Application Number of PeopleSoft admission application to be moved
• All Program Actions and associated Action Reasons existing on the admission application to be moved

Determine Available Method for Moving the Application

1. In PeopleSoft, navigate to Main Menu > Student Admissions > Application Maintenance > Maintain Applications
   1. Locate the application to be moved using known Search Criteria. If the Application Nbr is known or was provided to you, that is the best way to locate the specific application needed to proceed, as only the Application Nbr and Academic Institution search fields need to be populated
   2. Enter available Search Criteria and click Search
   3. The student’s application will appear
   4. Go to the Application Program Data tab, activate Include History, and make note of all Program Actions/Action Reasons added to the existing application beyond the initial APPL Program Action. You will need to add these back to the moved application later in this process
   5. If the application is matriculated (Program Action: MATR), go to Move Application Using Manual Recreation Method
   6. If the application is not matriculated, go to Move Application Using Application Transactions Method to see if Application Transactions is an available method

Move Application Using Application Transactions Method

1. In PeopleSoft, navigate to Main Menu > Student Admissions > Application Transaction Mgmt > Application Transactions
2. Enter the application number in the Application Nbr field and click Search
3. If an application appears, continue to Step 4. If an application does not appear, proceed to Move Application Using Manual Recreation Method
4. Navigate to Main Menu > Student Admissions > Application Delete > Delete an Application
   1. Enter the student’s PS ID that the application is being moved from in the ID field
   2. Enter the application number in the Application Number field
   3. Click Save
5. Navigate to Main Menu > Student Admissions > Application Delete > Application Delete Process
   1. Click Search and select a run control ID
      1. See How to Create a Run Control ID in PeopleSoft if one does not already exist
   2. Click Run
   3. Make sure the following is set:
      1. The Server Name field is PSUNX
      2. The Run Date field is today’s date
      3. The Run Time is current
   4. Check the Select box next to Application Delete Job
   5. Click OK
   6. You will be taken back to the page where you previously clicked Run, but a process number will display.  Click Process Monitor
   7. Wait about 30 seconds to a minute and click Refresh.  You want the Run Status column to state Success and the Distribution Status column to state Posted
6. Navigate to Main Menu > Student Admissions > Application Transaction Mgmt > Application Transactions.
   1. Enter the application number in the Application Nbr field and click Search
   2. Click Set Status to Submitted
   3. Click Set to Update ID
   4. Delete the PS ID number displayed in the ID field and replace with the PS ID number the application is being moved to
      1. IMPORTANT: It’s critical that the PS ID entered is the correct PS ID for your applicant. Confirm before proceeding! If incorrect, you will force the application you are processing to ‘hi-jack’ the PS ID of a different applicant/student, i.e. the application will be loaded to the wrong applicant/student, updating bio/demo data incorrectly.
   5. Click Run Search/Match/Post
   6. You will be taken back to the page where you clicked Set Status to Submitted.  At this point, the application has been moved successfully
7. If the student’s application had Program Action/Action Reasons beyond APPL listed (ADMT, DENY, DEIN, WAPP), navigate to Main Menu > Student Admissions > Application Maintenance > Maintain Applications
   1. Locate the new application you just created using known Search Criteria, such as the PS ID you just moved the application to or the Application Nbr you just created
   2. The application you just created will appear.  Click the Application Program Data tab
   3. Click the + symbol icon in the Program Data box
   4. Enter the applicable value (ADMT, DENY, WAPP) in the Program Action and any associated Action Reason fields
   5. Click Save
   6. Repeat steps for any additional Program Action’s (DEIN, WAPP) and Action Reason’s that need to be added
   7. The process is complete.

Move Application Using Manual Recreation Method

1. In PeopleSoft, navigate to Main Menu > Student Admissions > Application Maintenance > Maintain Applications.
   1. Locate the application to be moved using known Search Criteria. If the Application Nbr is known or was provided to you, that is the best way to locate the specific application needed to proceed, as only the Application Nbr and Academic Institution (UPITT) search fields need to be populated
   2. Enter available Search Criteria and click Search
   3. The student’s application will appear. In the top right-hand corner of the PeopleSoft page, click New Window.
2. In the new PeopleSoft window, navigate to Main Menu > Student Admissions > Application Entry > Add Application.
   1. Leave the Application Nbr field blank.
   2. Enter the student’s PS ID that the application is being moved to in the ID field.
      1. IMPORTANT: It’s critical that the PS ID entered is the correct PS ID for your applicant. Confirm before proceeding! If incorrect, you will ‘hi-jack’ the PS ID of a different applicant/student, i.e. the application will be created on the wrong applicant/student.
   3. Make sure the Academic Institution field displays UPITT.
   4. Enter the Academic Career value (Undergraduate = UGRD, Graduate = GRAD, Law = LAW, Dental Medicine = DMED, Medicine = MEDS) associated with the application that is being moved from in the Academic Career field. 
   5. Click Add.
   6. A new application will appear.  Click the Application Program Data tab.
   7. For the APPL Program Action only, enter all the new application fields to match the data that is listed on the student’s current application APPL Program Action row. Do not insert any Program Action Rows. At this stage, you are just recreating the APPL Program Action Row.  The fields that must be entered/changed are Effective Date, Admit Term, Academic Program, Campus, Academic Plan, and Sub-Plan (if applicable).
   8. Click the Application Data tab.
   9. Enter all the new application fields to match the data that is listed on the student’s current application.  The fields that must be entered/changed are Application Center, Admit Type, Application Date, and Created On. Other fields populated on the original application should be entered as well if able, such as Housing Interest, Financial Aid Interest, External Application Number, etc.
   10. Click the Application School/Recruiting tab.
   11. If any fields on the student’s current application have values displayed, enter them on the new application.
   12. Click Save.
   13. A message prompt may appear.  Continue clicking OK until save completes.
3. If the student’s current application had Program Action/Action Reasons beyond APPL listed (ADMT, DENY, DEIN, WAPP), navigate to Main Menu > Student Admissions > Application Maintenance > Maintain Applications.  If not, skip to Step 4 to delete the application.
   1. Locate the new application you just created using known Search Criteria, such as the PS ID you just moved the application to or the Application Nbr you just created.
   2. The application you just created will appear.  Click the Application Program Data tab.
   3. Click the + symbol icon in the Program Data box
   4. Enter the applicable value (ADMT, DENY, WAPP) in the Program Action and any associated Action Reason fields.
   5. Click Save.
   6. Repeat steps for any additional Program Action’s (DEIN, WAPP) and Action Reason’s that need to be added.
4. In PeopleSoft, navigate to Main Menu > Student Admissions > Application Delete > Application Delete Process.
   1. Click Search and select a run control ID.
      1. See How to Create a Run Control ID in PeopleSoft if one does not already exist
   2. Click Run.
   3. Make sure the following is set:
      1. The Server Name field is PSUNX.
      2. The Run Date field is today’s date.
      3. The Run Time is current.
   4. Check the Select box next to Application Delete Job.
   5. Click OK
   6. You will be taken back to the page where you previously clicked Run, but a process number will display.  Click Process Monitor.
   7. Wait about 30 seconds to a minute and click Refresh.  You want the Run Status column to state Success and the Distribution Status column to state Posted

Related Information

If you have questions or require assistance with the above procedures while working with someone on the Student Systems Team through an existing ticket, please continue working with them directly. 

If you suspect an applicant/student has duplicate PeopleSoft IDs and require assistance to confirm and determine how to proceed, please use the Request Help button to open a ticket.