Enrollment Management Residency Processors Manual

Enrollment Management Residency documents aide in determining eligibility for student tuition exceptions. These documents route to the RDO Processing, RDO Under 18 Hold, and RDO Error Queue workflow processing queues, as appropriate within in the RDO Residency Determination Office drawer. 

Processing Residency Documents in Perceptive Content

1. Email is sent to student requesting the exception with a link to the DocuSign form based on a WebFOCUS report or other means for the following forms:
   1. Members of the Armed Forces and Their Families Certification of Continued Eligibility
   2. North Carolina National Guard Certification of Continued Eligibility
   3. North Carolina Ward of the State
   4. Tuition Benefits for Family Members of Deceased or Disabled Emergency Workers
   5. Campus Residency Deadline Request
   6. Request for Confirmation of Immigration Status
2. The student requesting an exception completes and signs the appropriate DocuSign.
   1. If the student is under the age of 18, it is required for their parent and/or guardian to sign the DocuSign form. The parents are forwarded an email with a DocuSign link, in which they complete and sign the form, selecting the type of exception. 
      1. Parent or Guardian Exception Authorization
3. For the students requesting the following exception form, the Residency Compliance Manager sends an email to the student requesting UNC Employee and parental information as necessary (i.e. Name and Email):
   1. UNC Employee and Their Families
   2. The UNC Employee is then emailed the link to the DocuSign form and instructions. 
   3. The UNC Employee (e.g. parent, student, spouse) competes and signs their portion of the form. 
   4. The UNC Employee and Their Families form is then routed to the student to complete and sign their portion of the form.
   5. If the student is under the age of 18, it is required for their parent and/or guardian to sign the DocuSign form. The parents are emailed a DocuSign link, in which they complete and sign the form, selecting the UNC Employee & Their Families as the exception. 

      1. Parent or Guardian Exception Authorization
         Note: The parent or student can be the UNC employee which would require them to sign the DocuSign form twice: once as the student or parent and a second time as the UNC Employee.

          
4. Completed forms are imported into Perceptive Content via an application programming interface (API). They are then routed to the RDO Route queue where custom properties are assigned from Banner based on the Document Type.
5. Subsequently, they route to the RDO Processing queue if the student is over the age of 18 or the RDO Under 18 Hold queue if the student is under the age of 18 for the EM Residency Compliance Manager to process them.
6. Access the appropriate form(s) and supplemental documentation via Perceptive Content.
   1. Log in to Perceptive Content with their NinerNet credentials and click the Connect button. 
   2. Select Workflow from the Perceptive Content toolbar and navigate to the appropriate queue (i.e. RDO Processing or RDO Under 18 Hold).
      
   3. Double click the document from the grid to view or Search for document, if necessary.
      1. If Custom Properties do not automatically display, select Properties from the View menu and then the custom properties will display, as shown below:
              
      2. If attachments/document pages do not display at the bottom of the screen, select Thumbnails from the View menu and then the attachments will display, as shown below:
                
   4. Perform their due diligence and update custom properties that require manual entry.
      
      1. The Parent or Guardian Authorization Documents will route to the RDO Under 18 Hold processing queue within Perceptive Content.
      2. The documents are automatically set to Default Document Type and will need to be changed to the appropriate document type within Perceptive Content.
         

      3. Merge document with the appropriate student documents, if applicable.
         
         Merging Documents: Note: To merge documents, select the parent document FIRST (i.e. secondary document), then select student document SECOND (primary document with custom properties update) by holding down the shift key, right click on the grid with both documents highlighted, select Merge from the menu displayed. 

   5. Select the appropriate decision from the Exception Decision from the Document Keys.
      
   6. Click the Save icon at the top left of the screen OR select Save from the File dropdown menu.
   7. Route the document forward to the appropriate queue using the Route Forward icon OR by selecting Route Forward from the Workflow dropdown menu.
      
   8. Select the appropriate Routing Queue from the list.
      
      1. Ward of the State and Emergency Workers Documents should be routed to RDO Bursars Office for processing by the Office of the Bursar.
         1. The Bursar’s Office will perform their due diligence and Route forward to the appropriate queue.
            
         2. Based on the queue selection, the appropriate email will be sent to the student and the Residency Compliance Manager indicating if the waiver was applied or not applied.
7. Emails are distributed to the student to inform him or her if they are deemed eligible or ineligible for the exception at this time.
   
8. After emails are distributed to students, the documents are automatically archived in the RDO Residency Determination drawer and can be viewed by anyone who has access as an RDO Processor or RDO External Viewer.
   1. To request access, use the Imaging Add / Remove Access Request form.

Requesting Additional Documentation

1. If additional information is required to determine eligibility, the Residency Compliance Manager will send an email directly to the student providing a link to a Residency Document Upload DocuSign form.
   1. 1. Immigration Additional Document Request is sent in request for additional immigration documentation.
      2. Campus Residency General Upload Form is sent to request a variety of documentation needed to process exception eligibility.
   2. Documents will route to the RDO Under 18 Hold processing queue within Perceptive Content.
   3. The documents are automatically set to Default Document Type and will need to be changed to the appropriate document type within Perceptive Content.
      
   4. Update Custom Properties, as necessary.
   5. Click the Save icon on the at the top left of the screen OR select Save from the File dropdown menu.
       
   6. Route the document forward to RDO Ready to Archive OR to the appropriate queue to have email distributed to the student.
2. Documentation can also be imported into Perceptive Content using the ImagenowEMR@charlotte.edu email account.
   1. This should be used for non-level three data such as email correspondence.
   2. These documents can be located in the RDO Processing workflow queue.
   3. The Document Type, Document Keys and Custom Properties should be updated as necessary.
   4. After any updates, save the document using the Save icon.
   5. Route the document forward to RDO Ready to Archive OR to the appropriate queue to have email distributed to the student.

Processing Errors

1. If there is an error in processing (i.e. an incorrect ID was entered), the Residency Compliance Manager will receive an email indicating there is a New Document in Imaging RDO Error Queue.
   
2. To resolve the error, log in to Perceptive Content with their NinerNet credentials and click the Connect button.
3. Click on Workflow from the Perceptive Content Toolbar.
   
4. Navigate to the RDO Error Queue in Workflow from the left navigation pane.
   
5. Double click the document from the grid to view it.
   
6. Once the document is open, link document from Banner.
7. Save the document using the Save icon.
8. Click the Route Anywhere icon at the bottom of the screen, select RDO Route from the dialogue box, and click the Route button to re-process the document properly.
   

Using the Perceptive Content Desktop Client

Linking Documents in Perceptive Content

1. To link a document from Banner, use the Perceptive Content client and Banner.
   1. Log in to Banner using the Google Chrome browser. 
      1. Go to banner.uncc.edu.
      2. Click the BANPROD link.
         
      3. Enter your NinerNET credentials and click the Log In button.
   2. Enter SPAIDEN for the form name to link data from Banner.
      
   3. Enter the UNC Charlotte ID (i.e. 800#) of the person’s information you are processing and click the Go button.
      
   4. The following information will be displayed on the screen, as shown below:
      
   5. Log in to Perceptive Content client.
      1. Open Perceptive Content client by double clicking on the Perceptive Content icon from your desktop, taskbar system tray, or Windows start menu.
      2. Enter your NinerNET credentials and click the Connect button.
   6. Open the document for processing.
      1. Click on the Workflow dropdown menu from the Perceptive Content toolbar.
      2. Click on the RDO Error Queue from the Workflow menu.
         
      3. Double click on the document from the grid to view and link it.
         
   7. Click the key icon beside the Application Plan.
      1. The information with populate from Banner into the imaging system (e.g. Student ID and Student Name).
                        
         
         Linking Requirements: Linking requires the use of Perceptive Content client (installed on your desktop) and the browser Google Chrome to open Banner. For best results, only open one tab when linking.

1. Login using your NinerNET credentials and press the CONNECT button.

2. Click on the Documents
   menu from the Perceptive Content toolbar.

3. 
4. Once logged into the application, a screen will display all Views in the left panel.
   
5. Select the appropriate document name from the Documents view (e.g. RDO Residency Determination Office) and click the Go button.  A list of documents submitted will display, as shown below:
    
6. Double click the document to view it.
7. Once the document is open, you can email, print or export and save the document file locally, using these icons .
8. Press the to Exit icon at the top right of the document and return to the previous list.
   Note:  indicates the document is being processed in workflow; otherwise, the document has already been processed (i.e. archived). 

1. To search for documents in Perceptive Content, click the Perceptive Content client icon on your desktop
2. Login using your NinerNET credentials and press the CONNECT button.
3. Once logged into the application, a screen will display all VIEWS on the left side panel.
   
4. Select the appropriate document name (i.e. RDO Residency Determination Office) from the Documents view.
5. Specify your search criteria under the Quick Search tab.
   
6. Select the appropriate item (e.g. Student ID, Student Name) from in the drop-down list.
7. Change the operator parameter (i.e. how to search) from the drop-down list. Examples include: starts with, contains, and is equal to.
   
8. Enter in the appropriate information in the text box area such as the Name (format: Last name, First name, MI).
9. Click the Go button. A list of documents you submitted will display, as shown below:
10. To view a document, double click the line item in the grid.
    
11. Once the document is open, you can email, print, or export and save the document file locally, using these icons .
12. Press the to Exit icon at the top right of the document and return to the previous list.
    Note: You can also search using pre-existing filters (i.e. Document Type) or using the add icon for advanced searching conditional queries.