PS5001 – Pre-Applicant Screen
Description
Use the Pre-Applicant Screen to add and update current contact information for prospective applicants
and the positions in which they are interested. Use the records entered on this screen to build a current
contact list of prospective applicants.
See below for an example of the Pre-Applicant Screen:
User Functions and Key Fields
Func
A
C
I
D
R
Add a new pre-applicant record.
Change an existing pre-applicant record.
Inquire about (display) all current information for a selected pre-applicant ID
(Key1).
Delete a record for a selected pre-applicant ID (Key1).
Change a pre-applicant's ID
Key1
Enter an Applicant ID
Key2
Leave blank
Key3
Leave blank
Changing a Pre-Applicant ID
To change a pre-applicant ID, use the following steps.
1
1. In the Func field, type R (change pre-applicant's ID).
In the Screen field, type PS5001
In the Key1 field, type the applicant ID that you want to change.
Leave the Key2 and Key3 fields blank.
2. Press the Enter key.
3. In the Pre-Applicant ID field, type the new pre-applicant ID and press the Enter key.
4. In the Func field, type I (inquire)
In the Key1 field, type the new pre-applicant ID and press the Enter key.
The individual's pre-applicant information is displayed using the new pre-applicant ID. The
original pre-applicant ID no longers exists.
Defining the Misc Fields
You can customize the Pre-Applicant Screen and the data that you collect on it; for example, to collect
affirmative action information. Two miscellaneous fields, Pre-App Misc 1 (four characters maximum) and
Pre-App Misc 2 (two characters maximum) are available for this purpose. To configure the miscellaneous
fields for your college's purposes, you need to define them using the Institution Parameter Table
(PS9001).
•
To create labels (titles) for each of the two miscellaneous fields, use institution parameters 1550
and 1551 (Pre-Applicant Miscellaneous Title 1 and 2).
On the Institution Parameter Table (PS9001), in the Character Parameter Value field, type the
field label that you want, for example, 1550 might be CITZ COUNTRY and 1552 might be SEX.
Field labels can be up to 20 characters long.
•
To indicate the length for each miscellaneous field, use institution parameters 1552 and 1553
(Pre-Applicant Miscellaneous Size 1 and 2).
On the Institution Parameter Table (PS9001), in the Numeric Parameter Value field, type a
number indicating the maximum length of data that can be entered. For example, for a custom
field labeled SEX, you would probably want the data length to be 1 (one) (for M or F). Field
length can be up to four (4) characters for the Pre-App Misc 1 field and up to two (2) characters
for the Pre-App Misc 2 field.
•
To define valid values that will be edited by the process for each miscellaneous field, use
institution parameters 1554 and 1555 (for Misc 1) and 1556 and 1557 (for Misc 2).
On the Institution Parameter Table (PS9001), in the Character Parameter Value field, type the
valid values that can be entered in the custom field. For example, for the custom field labeled
SEX, only the values and M or F will be accepted; any other entries will generate an error
message. These institution parameters allow you to enter up to 60 characters of valid entries in
two parameters (for a total of 120 characters) for each custom field.
2
Data Field List
Date Entered (display only)
Last Activity Date (display only)
Pre-Applicant ID (Key1)
Acknowledgment Print Ind
Name: Last (entry required)
Name: First
Name: Mid
Prefix
Suffix
Addr Ln1 (entry required)
Addr Ln2
City
State
Zip (entry required)
Domestic/Foreign Addr Ind (entry required)
Country
Home Phone
Other Phone
Exten
Email
Full Part Ind
CIP Code (entry required)
Job Class (entry required)
Job Family (entry required)
Job Family Title (display only)
Date Entered
Definition
Display only. The system-generated date when information was entered onto the
Pre-Applicant Screen.
Length
10 digits
Last Activity Date
Definition
Display only. A system-generated date indicating when the last activity occurred for
this pre-applicant record.
Length
10 digits
Pre-Applicant ID
Definition
Key1 field. A code assigned to a pre-applicant for the purpose of identification.
Length
9 characters
Acknowledgment Print Indicator
Definition
A code indicating if an acknowledgment letter has been printed.
Length
1 character
Values
Y
N
Edit
Yes, acknowledgment has been printed
No, acknowledgment has not been printed (default)
Acknowledgment Indicator must be Y or N.
Name: Last (EMP-NAME-LAST)
Definition
Entry required. An employee's legal surname.
Length
26 characters
Name: First (EMP-NAME-FIRST)
Definition
An employee's legal given name.
Length
16
3
Name: Mid (EMP-NAME-MIDDLE)
Definition
An employee's legal middle name.
Length
12 characters
Prefix (EMP-NAME-PREFIX)
Definition
The abbreviated professional or personal title associated with an employee's name,
for example, Dr.
Length
6 characters
Suffix (EMP-NAME-SUFFIX)
Definition
The abbreviated identifier, title, degree, or affiliation associated with an employee's
name, for example, Ph.D., Jr, and III.
Length
4 characters
Address Line 1
Definition
Entry required. The "in care of" (C/O) name, house or apartment number, street
name, or route number of an individual's mailing address.
Length
30 characters
Address Line 2
Definition
The continuation of the first address line.
Length
30 characters
City
Definition
The name of a city or town in an individual's mailing address.
Length
20 characters
Edit
If the Domestic/Foreign Addr indicator is F (foreign), then the City, Zip, and Country
must be filled.
State
Definition
The U.S. Postal Service abbreviation identifying a state or Canadian province.
Length
2 characters
Zip Code
Definition
Entry required. A code designated by the U.S. Postal Service for a postal delivery
area.
You can skip the City and State fields and enter a zip code in this field; PPMS then
fills the City and state fields automatically from the Zip Code Table (ZX0020).
Length
9 digits
Edits
The zip code must be entered and must be valid on the Zip Code Table (ZX0020).
Domestic/Foreign Address Indicator
Definition
4
Entry required. A code indicating if an address is foreign or domestic.
Length
Value
1 character
D
F
Domestic (default)
Foreign
Country
Definition
The name of a country outside of the United States.
Length
20 characters
Home Phone
Definition
The area code and telephone number of an individual's residence or other
telephone number at which the individual can be reached.
Length
10 characters
Other Phone
Definition
The area code and telephone number at which messages can be left for an
individual.
Length
10 characters
Extension
Definition
The extension number of the message telephone.
Length
4 characters
Email
Definition
The e-mail address of the individual.
Length
40 characters
Full or Part-Time Indicator
Definition
A code indicating if a pre-applicant is seeking full-time or part-time employment.
Length
1 digit
Values
Valid codes are:
F
P
B
Edits
Full-time
Part-time
Both (default)
The Full/Part Ind must be either F or P.
CIP Code
Definition
Entry required. The Classification of Instructional Program (CIP) code as defined by
the Center for Statistics.
Length
2 digits
Job Class
Definition
5
Entry required. A college-defined code identifying one or more positions that have
similar duties and qualifications.
Length
6 characters
Edits
The job class code must exit on the Job Class Table (PS9004)
Job Family
Definition
Entry required. A college-defined code representing a logical grouping of like job
classes and CIPs for one or more positions in which a pre-applicant is interested.
Length
6 characters
Edits
Job family must be C (CIP code), J (job class code), or F (job family)
Job Family Title
Definition
Display only. The descriptive title for a CIP, job class, or job family.
Length
30 characters
6