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WHEN NETID PROVISIONING HAPPENS
According to ID Management (idmgmt@cornell.edu), NETID provisioning occurs ahead of expected ENTRY TERM, not all of the time for any entry term. JCB typically experiences a gap in requisitioning between September and February for the summer and fall arrivals. The exception would be for any Spring admits which is not typical.
If a ticket comes in from Admissions indicating that matriculated students have not received their NetId's yet, follow the instructions below.
Step 1: Check the Application status fields and ensure both internal and external status are set to Accepted
Step 2: Check the Application record to see if the GRADM, PeopleSoft, or EmplId fields are populated
- If the PeopleSoft Adm Upload Attempt Date field is empty, then no attempt has been made to upload this application to PeopleSoft. Presuming the application is at least in status "Under Review" or later this usually means at least one field of data isn't meeting validation "muster" - please refer to the TS189 Tableau page to search for this application and see if there is a noted validation error message pointing to any fields that are not correct
- If the PeopleSoft Adm Upload Attempt Date field has a datetime in it but the GRADM Upload Status and GRADM Upload Status Date fields are empty, then the application HAS BEEN UPLOADED to PeopleSoft but is likely being held in PeopleSoft Admissions TS189 area awaiting manual intervention by admissions.
- Typically a fuzzy match on applicant first and last names causes the system to pause and wait for an Admissions person to verify that the applicant is legitimate. If the application is NOT in the TS189 area, contact JCB-IT dev team to look further into the issue
Step 3: Ask the program owner to resolve the data discrepancies between Salesforce and PeopleSoft
- These errors require access to Tableau reporting to identify the issues with the student record, as well as access to Admissions data in PeopleSoft to manually resolve the data discrepancies
- Using the information in Tableau, update the mismatched Admissions data in PeopleSoft
Step 4: Ask the program owner to reach out to CIT if the NetId exists but the student hasn't received notification
- If the PeopleSoft Adm Upload Attempt Date field has a datetime in it and the GRADM Upload Status and GRADM Upload Status Date fields are also populated, then the application has been uploaded to PeopleSoft and we have been receiving feedback FROM PeopleSoft and the "GRADM Upload Status Date" field will show when we received that status update.
- The "GRADM Upload Status" field will show that last known Action-Reason code we received from PeopleSoft. The first value for the "GRADM Upload Status" will be "APPL-APP" (code for Application in PeopleSoft)
- It is possible for that field value to be behind the actual application Status by at least one day (that is, an Accepted application might still show the GRADM Upload Status value one step behind). If there has been more than a few days delay between the Application status and the GRADM Upload Status field, then contact JCB-IT dev team for more investigation into the application's status.
- If the fields are all populated, and the associated Contact record HAS a NetId listed, but the student has indicated they didn't receive the welcome email, then you can ask the program owner to contact General Support through Cornell IT Service
- The request will be routed to Identity Management who will reach out to the student directly to resolve the issue
NOTE:
- Should the Admissions team have attrition and a new program owner needs access to the PeopleSoft data and the Tableau report
- Reach out to the development team for assistance in getting the new program owner access to the correct Tableau report (TS189)
- Reach out to the appropriate Registrar or PSSR Student Records Support to request access to Admissions data in PeopleSoft