Personal Assistant Manager: Documentation

Many times files received from the registrar must be modified before they can be used to invite students to accept membership in Phi Theta Kappa. Files may contain students who are already members of Phi Theta Kappa or students who do not meet all of the chapter’s eligibility requirements. Before allowing students to complete the membership application process online, the list of eligible students must be as accurate as possible.

Note: Files that contain students who are already members:

If there is not a field in the registrar’s database denoting membership in Phi Theta Kappa, the list of eligible students may include students who are already members of Phi Theta Kappa. These files may be handled in one of two ways:

1. If a student’s college identification was used when reporting members to Headquarters in eMembers, and the file of eligible students also included the student’s identification, PAM will compare these numbers at load time and automatically reclassify any student with that same student identification as “Already a Member,” eliminating the need to manually compare the eligible students with the list of current Phi Theta Kappa members.
2. If the student identification was not reported to Headquarters in the past or it was not listed in the current list of eligible students, PAM will not be able to perform this match automatically and advisors need to make this comparison before generating a list of students for membership invitations.

Note: Files that contain students who do not meet all of the eligibility requirements:

If there are other eligibility requirements that your registrar’s office was not able to verify, indicate that on the list of eligible students as not meeting the requirements for membership. To reclassify students by removing them from the Eligible classification is the same in either situation:

1. Review the list of eligible students.
2. Edit the student by changing their classification from Eligible to either Already Member or Does Not Meet Requirements.

When PAM completes loading the data in the file of eligible students and generates all necessary Passcodes, a screen similar to the following will appear. The top section of this screen lists options to work with the file now that it is loaded into PAM, while the bottom section of the screen provides a summary of current enrollment.

To Manage Eligible Students – there are three sub-steps to edit student files for compliance with eligibility requirements:

3A – Review List of Eligible Students
3B – Exporting Data on Eligible Students
3C – Submitting Eligible Students to Headquarters

Step 3A – Review List of Eligible Students

1. Under the Enrollment and Reporting category of tasks, select the Manage Eligible Students Task.
   
2. From the Manage Eligible Students task page, select the Search Eligible Students link:
   
3. After selecting the Search Eligible Students link, the following screen will appear:
   
4. To update the data file, select Paid = No and then click the Display button.
5. The results will look similar to the following screen.
   
6. To reclassify a student as Does Not Meet Requirements or Already Member, click on the Edit link beside the person’s name as shown below.
   
7. Enter or edit the incorrect or missing data or select the Classification from the dropdown list as shown here. Click the Submit button to save changes.

8. The screen will return to the original list of members. Notice that the member’s data shows the change made from Eligible Student to Already Member in the following figure:
   
9. Continue editing classifications of eligible students until all students classified as Eligible Student meet the chapter’s requirements for eligibility.

Step 3B – Exporting Data on Eligible Students for Use in Letters of Invitation

When the list of eligible students is up to date, a file containing the names and addresses of eligible students for letters of invitation may be created. If there are students completing their membership application online and paying their fees online, this file also needs to contain their Passcode which uniquely identifies them to Phi Theta Kappa as a student who has met all requirements of membership for your chapter.

To export Eligible Student files for Letters of Invitation:

1. Select the Manage Eligible Students task in the Enrollment and Reporting category of the task list or select the Manage Eligible Students link located on the bottom of the Eligible Student Search Results screen.
2. Select the Search Eligible Students option and search for all students classified as Eligible Students and press the Display button.
   
3. The following screen will appear, with a preview of the students who are classified as Eligible Students. This list should be ready to export to a CSV (Comma Separated Value) format which can be used in a Microsoft Word mail merge to create mailing labels and personalized invitation letters.
   
4. Select the Export link shown above.
5. The following screen will appear listing the types of information that may be included in the CSV file.
   
6. Uncheck any types of data not needed for the letter of invitation. The following figure denotes the data usually needed to complete a letter of invitation. Note that the field labeled Passcode is checked. This is the code eligible students will use to identify themselves as having met the requirements for membership into Phi Theta Kappa when completing an online membership application and submitting fees online.
7. Press the Export button.
8. Depending on what type of web browser is used (Internet Explorer, Netscape or Firefox) PAM will either ask what you would like to do next, or where you would like to save the file.

Adding an Eligible Student

In some cases, eligible students may not be attainable from your registrar or perhaps a student was omitted from the electronic file of eligible students and that student is requesting membership into your chapter.

To add an eligible student to the database:

1. Select the Manage Eligible Students task from the “Enrollment and Reporting” category on the task list.
   
2. Click on the Add Eligible Student link on the Enrollment – Manage Prospects screen.
   
3. The following screen will appear:
   
4. Fields highlighted in red in the figure above denote data fields which are required before a student may be submitted to Headquarters.
5. Fields highlighted in green are highly recommended to be completed for students accepting membership so the student will have access to all benefits of membership in Phi Theta Kappa.
   
6. To add an eligible student to report to Headquarters, select the member type Member.
7. Be sure to check that the student has paid their membership fees and that their membership application is complete. Only records marked as “Paid = Yes” will be listed for submission when you select the “Submit Inductees” option from the “Manage Eligible Students” screen.
8. To save input, click the ADD TO LIST button.
9. Press the SAVE button.

Note: It is recommended that you submit several eligible students who have been updated to membership at one time. Many advisors submit their new inductees to Headquarters on a periodic basis such as once a week or once a month.

Step 3C - Submitting Eligible Students to Headquarters

Entering a student’s information into PAM or marking a student as having updated their application and paid their fees does not complete the submission process for that student. You may only submit students to Headquarters who you have marked as Paid = Yes in their eligible student records.

Only students who have paid will be listed when you select the Submit Inductees link on the Manage Eligible Students task main page.

1. Begin by searching for all the eligible students. For every student who has paid, mark their record as Paid
   
2. Click Submit button after every edit to save the change.
3. Under the Enrollment and Reporting category of tasks, select the Manage Eligible Students task.
   
4. From the Manage Eligible Students task page, select the Submit Inductees.
   
5. The following page will appear:
   
6. Click Next to submit the inductees to Headquarters for membership into PhiTheta Kappa.
7. The following page will appear. Make sure the total cost is correct. Edit shipping information accordingly.
8. Click Set Shipping and the page will update with the information entered.
   
9. Scroll down to the Billing Address and Payment Sections. Enter information accordingly and click Submit Inductees.
   
10. A Receipt page will appear. Print this page for your records.