Student Worker Process Manual

Residency


Written 2014 by Jedd Cole




























Student Worker Process Manual / 2


Table of Contents
Introduction .................................................................................................................................................. 2
Mail Processing ............................................................................................................................................. 3
Email Maintenance ....................................................................................................................................... 5
Confirmation/Data Form Information Requests ........................................................................................... 6
Add/Drop Form Filing.................................................................................................................................... 7
Imaging Filing ................................................................................................................................................ 7
Appendix ....................................................................................................................................................... 8

Introduction
In the Office of the Registrar, student worker duties relate to the overall goal of managing
student enrollment at the University of Cincinnati. Primarily, the student worker position
involves the processing of incoming residency applications, whether by mail, email, or fax.

Your supervisor will brief you concerning what each residency application entails, but you may
find additional information online at:
www.uc.edu/registrar/residency_reciprocity_metro/residency.html.

Described in this process manual are the typical duties of a student worker, including (but not
limited to) processing incoming mail (e.g., applications and documents), management of
outgoing mail (e.g., approval letters and document requests), and document filing. (Note: this
manual assumes the user is competent with UniverSIS)

If questions or problems arise, see your supervisor.





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Mail Processing
This section covers the processing of incoming mail from Pams mailbox, including coding new
applications and other types of documents received.
o Pick up mail for Pam at 12pm and 3pm daily
Save regular, stamped envelopes for Fran
o Coding Residency Applications:
1. Mark Recd [date] in upper right-hand corner
2. Write applicants name (last, first) along left margin
3. Mark effective year/term (i.e., 14US) in upper left-hand corner
4. Highlight applicants M#
o If applicant has only written their SS#, look up in UniverSIS (in
RESIDENCY, enter d and applicants M# or SS#)
5. In UniverSIS, enter new comment in RESIDENCY recording receipt of
application ([application type] appl recd [date], review pending)
6. Mark the applicants academic program (e.g., "15BA") and
academic area (e.g., "BIOL") codes in top-center of application
(from UniverSIS in STU-ACAD-PROGRAM; enter b and applicant's
M#)
o If academic area reads MED or LAW, correct term on
application accordingly (i.e., 14UM or 14UL, respectively)
7. Send receipt email
o See Email Maintenance for details (p. 5)
o Use BC and PT emails (from UniverSIS in LOCATORS)
To find PT email, enter y in the Show Inactive?
field







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o Processing Loose Documents:
In UniverSIS, find applicant in RESIDENCY and consult comments to
determine whether document is for residency application or data form
If for residency application, pull the pending application from
Pams pending drawer (top-right drawer on Pams left); attach
and place in Pams inbox (remember to enter a comment in
RESIDENCY, as described in Processing Documents Received, p.
6)
If for a data form, pull the pending form from the request pending
drawer (large drawer on Mollys right); attach and place in Anns
inbox (remember to enter a comment in RESIDENCY)
o If the document does not bear the students M#, write
their name and M# on the document before attaching
o See Confirmation/Data Form Information Requests (p. 6)
for details
o Coding Memoranda from Selective Service:
1. In UniverSIS, go to STUDENT
2. Enter y in Registered? field
3. Enter selective service number (without dashes or spaces) in
Registration Number field
4. Enter r in Registration Status field
5. Enter your M# in *Verifying Official field
6. Enter m in Action (C, D, M) field
7. Mark a checkmark in the hard copy (printed) memos upper right-hand
corner
8. Place in Pams inbox







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Email Maintenance
o Login for resid@ucmail.uc.edu:
Username: ******** (case-sensitive)
Password: ******** (case-sensitive)
o Forward queries and ongoing conversations to either Ann or Pam based on who
requested the information (check comments from UniverSIS in "RESIDENCY")
o Print any attached applications or documents using printer code SharpARM237
After printing, follow coding directions in Mail Processing (p. 3)
o Using Form Letters in Residency Email Templates Folder:
Copy and paste each template into a new message, then modify as
follows
Send [REPLY Email for Applicatio] after coding each new application
Subject: Application Received
Fill in parentheses with applicant/date/type
Use BC and PT emails (from UniverSIS in LOCATORS)
Send [Application Recommendati] for data forms recommending
residency applications (one-time outreach; do not send second email)
First email subject: Application Recommendation
Write X in appropriate application field and highlight yellow
Use BC and PT emails (from UniverSIS in LOCATORS)
Send [IMPORTANT: Information] for data forms requesting
enumerated items (1-8) and/or other documents
Subject (copy and paste from parent email): IMPORTANT:
Information Needed To Verify UC Tuition Rate
Delete each item not requested (see Appendix for number code
definitions, p. 8)
Use BC and PT emails (from UniverSIS in LOCATORS)
o Using Approval Form Letters in Pam H Approval Letters Folder:
Send the appropriate form letter for each approved application
Correct the date, student name, and term/year as appropriate
Confirm term/year in UniverSIS under RESIDENCY
Subject: [application type] Approval
Use only BC email (from UniverSIS in LOCATORS)
Print each sent approval email using printer code SharpARM237 and
attach to approved application; place in Residency Files imaging basket
to be filed
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Confirmation/Data Form Information Requests
o Send appropriate email for forms marked by Ann or Pam with application type
(i.e., as an application recommendation; see Email Maintenance for details, p.
5); place forms in left-side imaging bin
o Send appropriate email for forms marked by Ann or Pam with number codes or
document types (see Appendix for number code definitions, p. 8)
o Processing Pending Forms:
1. After sending first request, mark Emailed [date] at the top of the form
2. Place in request pending drawer (large drawer on Mollys right side), in its
appropriate folder (folders are alphabetical by term)
3. Regularly check all first request forms in pending drawer and pull any
forms two weeks old or older
4. In UniverSIS, check comments in RESIDENCY to see if Ann or Pam has
already resolved the information request
If unresolved, perform second request on pulled forms (same
directions as first request; see Email Maintenance for details, p.
5)
If resolved, place form in the left-side imaging bin
5. After sending second request, mark the date at the top of the form
6. In UniverSIS, enter new comment in RESIDENCY recording second
request (second request for info [date])
If there is no comment for first request, add in parentheses the
date of the first request as marked on form (first request for
[items] sent [date] per [Ann/Pam])
7. Place in request pending drawer in its appropriate folder
o Regularly check all second request forms in pending drawer and pull any forms
with a second request date two weeks old or older; place in left-side imaging bin






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o Processing Documents Received:
1. In UniverSIS, enter new comment in RESIDENCY recording what
documents were received, the date, and to whom they are given
([document] recd [date], fwd to [Ann/Pam])
2. Ensure that the students name and M# are clearly marked on each
document, then forward as follows
For documents requested by Ann, forward the email to her inbox
directly; if documents are received via mail, follow the directions
below
For documents requested by Pam, pull the appropriate data form
from the request pending drawer (large drawer on Mollys right
side); attach document and place in Pams inbox
o In the case of received information in the body of an
email, print the email using printer code SharpARM237
and attach

Add/Drop Form Filing
o Alphabetize add/drop forms by term/year and place in appropriate file location
(see Ann or Jana for more details)

Imaging Filing
o Each day, bring all forms in left-hand basket to Imaging
o Regularly file all documents in Residency Files basket (right-hand side)
1. Alphabetize documents by student last name
2. In a new Notepad document, list M#s or SS#s
Use caps lock, enter each number on a new line
3. Save Notepad document (.txt) in [share (S:)\Imaging\] as Residency Files
[date]
4. Rubber band stack and bring to Imaging

If questions or problems arise, see your supervisor.

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Appendix
Number Code Definitions for Information Requests
1. Number of years of consecutive Ohio residence
2. List of employment/support for the past 12 months (company, location, dates)
3. Selective Service number
4. Copy of current Visa/PR card/I-797
5. Copy of parent(s) Federal Tax Return listing student as dependent
6. Copy of students Ohio Drivers License
7. Copy(ies) of dated lease(s) or deed(s) indicating Ohio residence for the past 12 months
8. Copy of students Ohio State Tax Return