GRADUATE COLLEGE

Retrievex Electronic Filing System

Department/Program Documentation

Last updated on March 17, 2011

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Contents Contents ................................................................................................................. ii

Message from the Graduate College ............................................................................ iii

Logging into the System ........................................................................................... 1

System Overview ..................................................................................................... 2

Changing Your Password ........................................................................................ 2

Navigating Student Records .................................................................................... 3

Searching for Documents ....................................................................................... 5

Viewing Documents ............................................................................................... 7

Signing Out ............................................................................................................. 7

APPENDIX A: Document Type Code Listing ................................................................... I

APPENDIX B: Degree Program Code Listing ................................................................. II 

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Message from the Graduate College    Dear Colleagues,  Welcome to our new online document storage and retrieval system.  Formerly known as RIMS, the company and their database product are now called Retrievex.  This version of the system was built in response to critiques and requests from campus users; we have worked closely with the programmer at RIMS/Retrievex to address your concerns.  While we were technologically unable to fulfill every request or implement every good suggestion, I think you will appreciate the changes and enjoy this new interface with our e‐document system.  This online version of our Retrievex system is browser independend and can be used equally well on both PCs and Mac computers.  This online system facilitates faster search and retrieval, too.  Finally, in this system you may search by NSHE ID and/or by PeopleSoft plan codes (remember that in PeopleSoft lingo, “plan” refers to degree programs).  When using this online database, you may notice that student term of admission is missing from this version of our Retrievex system.  Keeping that data up‐to‐date and clean (in other words, reliable and useful) proved to be too large of a task for our small staff and there is no way to maintain this data except manually.  I don’t think it will impact the usability of this system for departments, but I wanted to bring it to your attention because now all documents pertaining to a specific student/plan code combination will be viewable in the student’s file.  Kara Wada has put together an excellent, step‐by‐step users manual to train our users and for future reference to ensure continued ease of use.  I hope that you find this system both an efficient and effective way to manage our graduate college student documents.  In the future, I am certain that we will continue to expand and improve upon our document storage system, but I believe that this online Retrievex system will meet the needs of campus quite well in the meantime.  With sincere good wishes,  

  Kate Korgan, Ph.D. Senior Associate Dean  UNLV Graduate College 

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Logging into the System

• From your computer desktop, open an Internet browser.

• In the address field of your browser type: http://unlvgc.letsgopaperless.com

• Type in your User Name and Password.

• Click “Log In”.

• The “Home” screen will appear.

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System Overview From the “Home” screen, users may change their password, navigate “Student Records”, or search for documents.

Changing Your Password Upon logging into the system, you may change your password using the “Change Password” fields on the lower right-hand side of the page.

• Type in your existing password into the “Password” field.

• Enter your new password into

the “New Password” and “Confirm New Password” fields.

• Click “Change Password”.

• Once the change is complete, the following message will appear:

NOTE:It is not necessary to click “Continue”. This will refresh the page but the message will remain until you navigate away from the “Home” screen.

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Navigating Student Records The “Student Records” navigation may be used if you would like to view all students in a particular degree program, or if you do not know the specific spelling of a student’s name or their student number. Your level of security will determine which colleges, departments, and degree programs you have access to view.

• On the left-hand side of the page, click on the “Student Records” link.

• Click on the name of the college/division/school

• Next, click on the name of the department

• Click on the appropriate degree plan code (for more information regarding plan

codes, see Appendix B)

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• Student records are arranged into alphabetic files based on students last names. Click on the appropriate letter of the alphabet.

• Click on the name of the student.

• Links to all of the documents in that particular student’s file will appear.

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Searching for Documents The recommended way to pull up student documents is through the “Basic Profile Search” available on the “Home” screen.

• Under “Basic Profile Search” decide which of the five listed criteria you would like to

use to search:

o Document/Folder Name – Use this criteria if you want to search for a specific type of document (See Appendix A for Document Type Codes and Names).

o Student Number – This is the student’s NSHE ID.

o First Name

o Last Name

o Degree Program – This is the PeopleSoft plan code (for more information regarding plan codes, see Appendix B)

• We recommend using “Student Number”. Type the NSHE ID into the field.

• Alternatively, you can search using a combination of these fields. For example, you

can search by “First Name” and “Last Name”.

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NOTE: We recommend using the default “Contains” operator when running searches.

• Once you have entered information into the search field(s), click “Search”. The

results will appear at the bottom of the screen.

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Viewing Documents In order to view documents in the system, your computer will need to be able to open Microsoft Word documents and Adobe PDF files.

• Once you have located the document that you want to view, click on either the document logo under “type” or document name under “Name” to open the file.

Signing Out For security purposes, it is important to properly sign out of the system before closing your Internet browser.

• In the upper right-hand corner of the page, you click on the downward triangle next to your name.

• From the drop-down menu, select “Sign Out”.

• You will be returned to the login screen.

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APPENDIX A: Document Type Code and Name Listing 1. APPLICATION FOR ADMISSION

2. NON-DEGREE APPLICATION

3. OFFICIAL TRANSCRIPTS WITH ID

4. (INACTIVE)

5. (INACTIVE)

6. APPLICATION UPDATE FORM

7. PRIOR APPROVAL TRANS CREDITS

8. WAIVER - ADD’L TRANS CREDITS

9. TOEFL/MICHIGAN/IELTS DOCS

10. (INACTIVE)

11. ENG. LANGUAGE EXEMPTION

12. PERMANENT RESI DOCS

13. ADMISSION EVALUATION FORM

14. ADVISORY COMMITTEE APPT

15. CHANGE ADVISORY COMMITTEE

16. AUTHORIZATION FOR OVERLOAD

17. CERTIFICATE COMPLETION FORM

18. GA DOCUMENTS

19. LEAVE OF ABSENCE

20. RESEARCH CERTIFICATE DOCS

21. SCHOLARSHIP APP FORMS

22. APPEAL FORM

23. GRADE CHANGE FORM

24. NAME CHANGE FORM

25. PERSONAL IDENTIFICATION

CHANGE

26. PROP CERT PROG

27. (INACTIVE)

28. PROP MA/SPEC DEGREE PROG

29. (INACTIVE)

30. PROP DOC DEGREE PROG

31. (INACTIVE)

32. PROP DEGREE PROG CHANGE

33. TIME LIMIT EXTENSION

34. PROSPECTUS APPROVAL

35. ADVANCE TO CANDIDACY

36. FINAL EXAM RESULTS

37. ORAL DEFENSE FORM

38. THESIS TITLE PAGE

39. DISSERTATION TITLE PAGE

40. APPLICATION FOR GRADUATION

41. EXIT SURVEY

42. DEPT. MEMOS & REQUESTS

43. GC LETTERS TO STUDENT

44. STUDENT MEMOS & REQUESTS

45. OTHER/MISC (W/ APPROVAL)

46. SIS SCREENS (W/ APPROVAL)

47. TEACHER ED PROG RESI LETTER

48. MS/MED CHANGE FORM

49. THESIS/DISS SIGNATURE PAGE

50. DEGREE PLAN REQUIREMENTS

51. DEPT RECOMMENDATION FOR

PROBATION

52. DEPT RECOMMENDATION FOR

SEPARATION

53. W/D FROM UGRD ADMITTED STATUS

54. IMMUNIZATION EXEMPTION

55. GRADUATION PACKET

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APPENDIX B: Degree Program Code Listing Plan Code Description ACCCERTG Advanced Accounting CERTG ACCMS Accountancy MS ACGCERTG Accounting CERTG ADSCERTG Addiction Studies CERTG ANTMA Anthropology MA ANTPHD Anthropology PHD ARCMARCH Architecture MARCH ARTMFA Art MFA ASEMS Aerospace Engineering MS ASTMS Astronomy MS ASTPHD Astronomy PHD BIOENVPHD Biological Sciences PHD BIOMS Biological Sciences MS CEDMED Counselor Ed-School Couns MED CEDMS Clinical Mental Health Cons MS CEGMSEG Civil & Env Engr MSEG CEGPHD Civil & Env Engineer PHDEG CEMEXEMS Crisis and Emergency Mgmt MS CHBIMS Biochemistry MS CHEMS Chemistry MS CHEPHD Chemistry PHD CMGMS Construction Management MS COSMA Communication Studies MA CRJMA Criminal Justice MA CSCMSCS Computer Science MSCS CSCPHD Computer Science PHD ECEMED Early Childhood Education MED ECOMA Economics MA ECOMAT Economics/Mathematical Sciences Dual MA/MS EDLEDD Educational Leadership EDD EDLEDS Educational Leadership EDS EDLEXDEDD Ed Leadership - Executive EDD EDLMED Educational Leadership MED EDLMS Educational Leadership MS EDLPHD Educational Leadership PHD EDPEDS Educational Psychology EDS EDPMED Educational Psychology MED EDPPHD Educational Psychology PHD EDPSYMS Educational Psychology MS EDTPHD Learning and Technology PHD

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EEGCMSEG Computer Engineering MSEG EEGMSEG Electrical Engineering MSEG EEGPHDEG Electrical Engineering PHDEG ENGMA English MA ENGMFA Creative Writing MFA ENGPHD English PHD ENVMS Environmental Science MS ENVPHD Environmental Science PHD EPSMA Ethics and Policy Studies MA ESPEDD Special Education EDD ESPEDS Special Education EDS ESPMED Special Education MED ESPMS Special Education MS ESPPHD Special Education PHD FINCERTG Accounting Finance CERTG FLMMFA Screenwriting MFA FMECERTG Food & Beverage Mgmt Ed CERTG FNPCERTG Adv Family Nurse Pract CERTG FOLSPAMA Foreign Language-Spanish MA FSWCERTG Adv Forensic Social Work CERTG GEOMS Geoscience MS GEOPHD Geoscience PHD HCAMHCA Health Care Admin MHCA HEPMED Health Promotion MED HISMA History MA HISPHD History PHD HOAMHA Hospitality Administration MHA HOAMS Hotel Administration MS HOAPHD Hospitality Administration PHD HPPMS Health Physics MS ICSEDD Curriculum & Instruction EDD ICSEDS Curriculum & Instruction EDS ICSMED Curriculum & Instruction MED ICSMS Curriculum & Instruction MS ICSPHD Curriculum & Instruction PHD INFMSINF Informatics MSINF INFPHDINF Informatics PHDINF ITEPHD Teacher Education PHD JMSMA Journalism & Media Studies MA KINEXRMSEP Exercise Physiology MSEP KINMSK Kinesiology MSK MATMS Mathematical Sciences MS MATPHD Mathematical Sciences PHD

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MBA Business Administration MBA MBAEXEMBA Business Admin (Executive) MBA MBAHOA Business Administration/Hotel Administration Dual MBA/MS MBAMIS Business Administration/Mgmt Information Systems Dual

MBA/MS LAWMBA Law/Business Administration Dual JD/MBA DENMBA Dental/Business Administration Dual DMD/MBA MEGBIOMSEG Mech Engr-Biomedical MSEG MEGMSEG Mechanical Engineering MSEG MEGPHDEG Mechanical Engineering PHDEG MFTCERTG Adv Marr & Family Ther CERTG MFTMS Marriage and Family Therapy MS MGTCERTG Management CERTG MHASINMHA Hospitality Admin MHA MHCCERTG Adv Mental Health Couns CERTG MISCERTG Mgmt Information Systems CERTG MISHOA Mgmt Information Systems/Hotel Administration Dual MS/MS MISMS Mgmt Information Systems MS MNEMS Materials and Nuclear Engr MS MUSDMA Performance DMA MUSMM Music MM NPMCERTG Nonprofit Management CERTG NURCERTG Adv Nursing Education CERTG NURDNP Doctor of Nursing Practice NURMS Nursing MSN NURPHD Nursing PHD NURRENO Nursing DNP Reno-Cohort NVMCERTG New Venture Management CERTG OBIOMS Oral Biology MS PAFPHD Public Affairs PHD PBMCERTG Public Management CERTG PEDMED Physical Education MED PEDMS Physical Education MS PHMPH Public Health MPH PHPHD Public Health PHD PHTDPTDPT Physical Therapy DPT PHYMS Physics MS PHYPHD Physics PHD PNPCERTG Pediatric Nurse Pract CERTG POSMA Political Science MA POSPHD Political Science PHD PSYMA Psychology MA PSYPHD Psychology PHD

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PUAMPA Public Administration MPA RADCHEPHD Radiochemistry PHD RCOCERTG Adv Rehabilitation Couns CERTG SCIMA Science MA SELPHD Sports Ed Leadership PHD SLSMSSLS Sport & Leis Svcs Mgmt MSSLS SOCMA Sociology MA SOCPHD Sociology PHD SPACERTG Spanish Translation CERTG SWKMSW Social Work MSW THAMA Theatre Arts MA THAMFA Theatre Arts MFA TRAMS Transportation MST WOMCERTG Women's Studies CERTG