COMMON PSCS ERRORS

COMMON PSCS ERRORS

ADMISSION
COMMON PSCS ERRORS - ADMISSION

ERROR 1:

COMMON PSCS ERRORS

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CAUSE:

NO MIDDLE NAME
Before, middle name is not a required field, As per Audit, it should be
required. Now we make it required. So when the student was added in
PSCS without middle name this errors will display.
COMMON PSCS ERRORS
SOLUTION:
To fix this, you must request update student name from the University
Registrar.
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ERROR 2:
USN NOT GENERATED.

CAUSE:
First, Due to Duplicate Entry. Student was admitted twice in PSCS.

COMMON PSCS ERRORS

To check,go to Reporting Tools >> Query >> Query Viewer >> (AKCD_NO USN)

Create
ID Last First Name Middle d On MATRICULATE DT
5/7/201
014168 CANERO JOSHUA RAMON P. 3 2013-05-07
5/7/201
014165 CANERO JOSHUA RAMON PEDROLA 3 2013-05-07
SOLUTION:
To fix this, You must delete one Id. If Id is Term Activated and Matriculated, you
must remove it first. Then, you must request approval from University Registrar to
delete Id. Once Approved, send approval to helpdesk@amaes.edu.ph including the
Name of the student and Temporary ID to be deleted.
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CAUSE:
Second, ID is NOT MATRICULATED.

COMMON PSCS ERRORS

SOLUTION:

To fix this, Matriculate Student. Go to Student Admission >> Application

Maintenance >> Maintain Applications >> Application Program Tab
Choose MATR and Click Create Program Button
NOTE: After adding directly Matriculate Student.
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ERROR 3:
RETURNEE STUDENT NOT FOUND IN PSCS

CAUSE:
Student was tagged as INACTIVE during Data Balancing. So student was not
included during migration.

SOLUTION:
COMMON PSCS ERRORS
Add student in PSCS using
his/her existing USN.
For student data such as grades
and previously enrolled subjects,
it will be added using add/delete
template to be send to the
University Registrar.
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ERROR 4:
ENROLLMENT – DROPPING BELOW MINIMUM UNITS

COMMON PSCS ERRORS

ENROLLMENT – MAXIMUM LOAD EXCEEDED
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CAUSE:

In PSCS we have a maximum and minimum units for part time and full time
student. Minimum of 1 unit and maximum of 15 units for PART TIME and
minimum of 16 units for and maximum of 30 units for FULL TIME.

COMMON PSCS ERRORS

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SOLUTION:
Go to Records and Enrollment
>>Student Term Information >>
Term Activate Student

COMMON PSCS ERRORS

Step 1: Under Term Activation
Tab, Change Acad Load

Step 2: Under
Enrollment Limit Tab,
Change Approved
Academic Load
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ERROR 4:
PRE-REQUISITE ERROR

COMMON PSCS ERRORS

CAUSE:
1. The course you are trying to enroll has a pre requisite. Student has
not yet taken the requisite class.
2. Requisite grade has not been posted.
3. Requisite course was credited thru transfer credit and not credited
correctly.
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SOLUTION:

To fix,
1. Go to Curriculum Management >> Enrollment Requirements >> Enrollment
Requirement Groups, check the pre requisite of the class you are enrolling.

COMMON PSCS ERRORS

2. Go to Records and Enrollment >> Enrollment Summaries >> Enrollment

Summary, check if the student already taken the requisite class

3. Go to Records and Enrollment >> Student Term Information >> Student Grades,
check if the requisite class is graded.
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ERROR 5:

COMMON PSCS ERRORS

CAUSE:
Student is not matriculated during Admission.
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SOLUTION:

To fix this, Go to Student Admission >> Application Maintenance >> Maintain

Applications
Choose MATR and Click Create Program Button

COMMON PSCS ERRORS

NOTE: After adding directly Matriculate Student.

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ERROR 6:

COMMON PSCS ERRORS

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CAUSE:
Student is not Term Activated

COMMON PSCS ERRORS

SOLUTION:
To fix this, Go to Records and Enrollment >> Student Term Information >> Term
Activate Student

Note: When enrollment calendar has ended, the Max Program Effdt for Term
has also ended. You cannot anymore term activate student.
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ERROR 7:

COMMON PSCS ERRORS

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CAUSE:
Student do not belong to your campus. We have a data security set up in PSCS,
meaning if the student id from the other branches you will not be able to enroll them

SOLUTION:
COMMON PSCS ERRORS
To fix this, Check student campus.
Go to Records and Enrollment >> Career and Program Information >> Student
Program/Plan

Note: If the student belongs to your branch, coordinate with your branch registrar
to update student branch.
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ERROR 8:

COMMON PSCS ERRORS

CAUSE:
Enrollment Calendar set up has ended.

SOLUTION:
Coordinate with Area Director to request approval from the Chairman to extend
enrollment Calendar. Once approved, email memo to the University Registrar.
Note: Wait for further notice from the University Registrar if the calendar has been
changed before enrolling or dropping
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ERROR 9:

COMMON PSCS ERRORS

CAUSE:
The default enrollment capacity was set to 40 slots. Branch do not have access to
edit this facility

SOLUTION:
To fix this, Coordinate with your Dean. Dean to request approval from the Chairman
to allow editing enrollment capacity. Once approved, send memo to
helpdesk@amaes.edu.ph
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ERROR 10:

COMMON PSCS ERRORS

CAUSE:
This error is a warning message that the class you are trying to enroll was already
taken/enrolled by the student.

SOLUTION:
To check, Go to Records and Enrollment >> Enrollment Summaries >> Enrollment
Summary
Check whether the class is already enrolled to the student.
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ERROR 11:

COMMON PSCS ERRORS

COMMON PSCS ERRORS - ADMISSION

CAUSE:
This error is a warning message that the class you are trying to enroll was already
credited to the student thru Transfer Credit by the Dean.

SOLUTION:
To check Go to Records and Enrollment >> Transfer Credit Evaluation >> Course
COMMON PSCS ERRORS
Credits – Manuals
Check with your Dean if the course was allowed for crediting.
If yes, check Unofficial Transcript of the student if grade was present.
If not, remove (-) class from Transfer credit.
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REMINDERS:
1. DROPPING STUDENT ENROLLMENT
When dropping student enrollment, leave the Action Reason as “blank”.

COMMON PSCS ERRORS

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REMINDERS:
2. CROSS ENROLLMENT
a. Host campus to check if the student has a previously assigned USN in the host
campus.
If yes, student will use the existing USN previously used in the host campus.

COMMON PSCS ERRORS

If no, host campus to create new USN and will be admitted as Cross Registrant
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REMINDERS:
3. SHIFTING STUDENT PROGRAM AFTER ENROLLMENT

Example; In the Student Program/Plan the program of the student is BSCS2. The
student shift from BSBA2 to BSCS2.

COMMON PSCS ERRORS

In the Enrollment Summary, the

student was enrolled when she is still
under BSBA2 program.
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SOLUTION:

To correct this, student should be dropped from all the classes before shifting
program, then enroll her again in the correct classes, then calculate again the fees.

Note: Academic Program of the student must be same in Enrollment Summaries and
COMMON PSCS ERRORS
Student Program/Plan.

Note: If this is not fixed, student will not be able to generate Assessment Form, COR
and other reports
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REMINDERS:
4. SWAPPING COURSES
When swapping courses with LAB, do not forget to include the Lab component in
the related class, or else the lab will not be enrolled to the student.

COMMON PSCS ERRORS

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REMINDERS:

In the Enrollment
Summary, the lab

COMMON PSCS ERRORS

component of CPE
400 (5971) is not
enrolled to the
student.

SOLUTION:
Send request to University Registrar to add the subject not enrolled to student.
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ERROR 12: SHIFTING FROM SEMESTRAL TO TRIMESTRAL

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CAUSE:
The student is not shifted from Semestral to Trimestral Program.

SOLUTION:
To fix this error, Go to: Records and Enrollment >> Career and
Program Information >> Student Program/Plan

• Add new row (+)

• Click Correct History Button
• Change Program Action to PRGC (Program Change)
• Change Academic Program (Choose Program with 3 at the end)
• Change the correct Effective Sequence
• In Student Plan Tab, Choose the Academic Plan (Choose Plan with 3 at the end)
• Click Save
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Note: Do not override the existing row, this will remove the history of the student. Always add new row
(+).
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Note: For New student, admission may automatically admit student in Trimestral Program.
If you forgot to do so, follow the steps on the previous page and you may edit the existing row and adding
a new row is not necessary anymore.