PID Creation Report:
Once a student has been accepted and has digitally signed the letter of intent, the student goes into ENROLLED
status. At that point a PID should be created for the student. An automatic email is generated nightly to see if there are any incoming
exchange students that need to have the PID created. The PID Creation Report generates a list of all incoming students that need to have
a PID created. The report supplies all of the necessary data to enter the student into ConnectCarolina. Once entered, the student is checked
off on the PID Creation Report.
Onyen Creation Report: Once the PID has been created, it generally takes a day before it becomes visible in the system. Once it does, the Onyen
can be created. An automatic email is generated nightly to see if there are any students who need to have an Onyen created. The
Onyen Creation Report generates a list of all students who currently need to have the Onyen created. This is done at onyen.unc.edu. Once
entered, and the created Onyen and password have been entered in at Incoming Student Search, the student is checked off on the
Onyen Creation Report.
UNC Course Schedule Posted: Use this tool to indicate that the Regisrar’s Office has posted the searchable course schedule for
a given term. Until the schedule is posted, and the database updated to reflect that, students will not be able to complete
the course request form.
Registration Grid: Use this tool to indicate that you have scheduled an incoming exchange student for classes
Housing Assignment: Use this tool to assign incoming exchange students to on-campus housing, Granville Towers housing, or to off-campus housing based on
student preference and on other factors. For example, for the fall semester, preference should be given to year long students.
Send to Housing: Once housing assignments have been made, completed housing forms for those students selected to live in on-campus
housing need to be sent to the Housing Office. Use this tool to determine which students need to be sent to Housing and then mark them off
on this form once the forms are sent.
Send to Student Health Services: Medical history forms need to be sent to Student Health Services for all ENROLLED exchange students.
This report will indicate which student’s health forms are complete and ready to be sent. Once sent, mark the student off on this form.
Request Visa Address: Once the I-20s have been prepared by OISSS, use this form to send an email request to
to students to determine where to send the I-20. If an enrolled student is coming from a school that has already requested that I-20s be mailed
directly to the school, then those students will automatically be designated as such, and not appear on this report. Otherwise
any student whose name is checked on the report when run will receive an automated email which includes instructions for going online
and indicating a preference to have the I-20 sent to their home institution or to an address the student specifies.
Send Visa Packets: Use this report to determine where students want their I-20 sent, and once sent, mark the student off on this
form.
Visa Packets Received: Use this report see which students have responded online that they have received their visa packets or to update
the student’s record to indicate that the packet was received if the student emails you to tell you so.
Request Transcripts: At the end of each term and at the end of summer school, use this report to
generate a list of students for whom we need to request a transcript to be sent to their home university. Each student on the
list must be checked for holds. Mark the holds on the report. This will generate a daily automatic email, sent to the exchange students permanent and campus email addresses, informing
them of the hold and how to remove it. Included in the email are instructions for informing us that the hold has been lifted. Any students without holds should be checked as requested, and the form
process. An email will be generated to the Records Coordinator with a list of students to send to Joan Roberts-Coleman in the Registrar’s Office for processing.
Send Transcripts: Once the transcrips are received from the Registrar’s Office, mark them off on this report to indicate that they have been sent to the student’s home institution.
