SA9_Recruiting_and_Admissions
Created on Saturday, February 06, 2016
Training Guide
SA9_Recruiting_and_Admissions
Table of Contents
SA9_Recruiting_and_Admissions ................................................................................... 1
Recruiting and Admissions ....................................................................................................... 1
Managing Recruiting Setup ....................................................................................................................1
Entering a New Referral Source_FINAL ............................................................................................................ 1
Managing Prospect Records ...................................................................................................................4
Creating Prospect Records Manually_FINAL .................................................................................................... 6
Managing Applicant Records ............................................................................................................... 55
Adding an Application Manually for a New Applicant_FINAL ....................................................................... 56
Adding an Application Manually for an Existing Prospect_FINAL ............................................................... 113
Entering Supporting Information ........................................................................................................ 142
Entering Education Data_FINAL ................................................................................................................... 142
Admitting Applicants Manually ......................................................................................................... 165
Admitting an Applicant Manually_FINAL ..................................................................................................... 166
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Recruiting and Admissions
PeopleSoft Enterprise Recruiting and Admissions helps you plan, manage, and track
admissions and recruitment activities.
Upon completion of this module, you will be able to:









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

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Search for records.
Manage recruiter records.
Manage recruiter setup.
Manage prospect and applicant records.
Enter supporting information.
Evaluate and admit applicants manually.
Create alternate graduate program offers.
Manage enrollment.
Manage web inquiries.
Manage external test scores.
Manage pre-applicant records.
Manage web applications.
Process transfer credits.
Managing Recruiting Setup
This lesson describes how to set up recruiting categories and enter a new referral source.
The Recruitment and Admissions Set Up pages are located under the Set Up SACR module in
PeopleSoft 8.0. The Recruitment and Admissions Set Up pages allow you to define the
information you want to use within the Recruiter and Prospect records.
Once you have set up this information, you can then use it when entering a prospect or applicant
within the Recruiting and Admissions module.
In this lesson, you will assume that both the recruiting category and the referral source have not
been set up.
Upon completion of this lesson, you will be able to create a recruiting category and a referral
source.
Entering a New Referral Source_FINAL
You can set up new referral sources within the Referral Source Table in the Set Up SACR
module. You should perform a search on the Find an Existing Value page to confirm the
recruiting source does not already exist.
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Procedure
Consider this scenario:
Your goal is to enter a new referral source.
Key Information:
Referral Source: SSS
Step
Action
1.
Navigate to the Referral Source Table page.
Click the Set Up SACR link.
2.
Click the Product Related link.
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Step
Action
3.
Click the Recruiting and Admissions link.
4.
Click the Prospects link.
5.
Click the Referral Source Table link.
Step
Action
6.
Click the Add a New Value tab.
7.
Enter the desired information into the Referral Source field.
Enter "SSS".
8.
Click the Add button.
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Step
Action
9.
Enter the desired information into the Description field.
Enter "Student Search Services".
10.
Enter the desired information into the Short Description field.
Enter "SSS".
11.
Click the Save button.
12.
Congratulations! You have successfully entered a new referral source.
End of Procedure.
Managing Prospect Records
This lesson describes how to create prospect records and assign prospects to recruiters.
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Prospects are individuals in whom your institution is interested, and with whom you want to
conduct ongoing communications to help determine if you want to actively recruit them for
admission to your institution.
Applicants are individuals who have applied to your institution, and for whom you enter
application records. You might or might not have an existing prospect record for an individual
when you enter his or her application into your database.
You can create records for prospects who are of interest to your institution and add each
prospect's applications to your database when they apply.
You can also assign recruiters for follow up. You must identify the category of your institution's
interest in the applicant or prospect (such as high test scores, athletics, parent attended, and so
on). You can also assign groups of prospects to a recruiter by running the Recruiter Assignment
process.
To create a person record, whether prospect or application, begin by using the Search/Match
feature to determine if a record for the person already exists in your database. The person might
already exist as one or more of the following:
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




Prospect
Applicant
Student
Alumni
Employee
Instructor
If the person's record does not already exist, you must create it by entering data on Campus
Community's Biographical Details and Regional pages. These pages are shared with many
components across applications, including PeopleSoft Recruiting and Admissions.
To create a prospect record, access these shared pages in the Create/Update Prospects
component and continue to enter prospect-related data on the remaining pages in the component.
To create an application record, access these shared pages in the Add Application component
and continue to enter application-related data on the remaining pages in the component.
For both prospect and application records, you must create one record per Academic Career
(undergraduate, graduate, pre-law, and so on). A record can include several programs within a
career, but you can have only one record per career.
If your institution enables the Copy Data feature in its Admissions installation defaults, you can
copy data from an existing prospect record to create the application record and you can copy from
the application record to update the prospect record (or create the prospect record, if it does not
already exist).
You can create Prospect records several ways. You can create them:

One by one, manually, using the Create/Update Prospects component under Student
Recruiting.
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By having your system administrator set the system to automatically create a prospect
record each time an application is created and no prospect record for the applicant already
exists. Automatic prospect record creation can occur either when the application is
created manually or when applications are created by the Quick Admit Batch Apps
process.
In batch, for all individuals from a single test load.
In batch, from user-defined queries.
In batch, from a system-defined query.
You can create Application records several ways. You can create them:


One by one, manually, using the Add Application component under Student
Admissions.
In batch, from test score loads.
Upon completion of this lesson, you will be able to:









Create prospect records manually.
Create a prospect record with quick entry.
Create prospect records as part of a test score load.
Create prospect records from a query of previous test loads.
Assign recruiters to a group of prospects.
View a summary of a prospect's information.
View a summary of recruiters assigned to a prospect.
Delete prospect records (duplicates or created in error).
Delete prospect records by batch.
Creating Prospect Records Manually_FINAL
Use the Create/Update Prospects component to manually create prospect records and assign a
recruiter to the prospect.
Note: To add an applicant record and assign a recruiter, use the Add Application component.
The transaction is very similar to adding a prospect record, which is described in this topic.
The first two pages in the component, the Biographical Details and Regional pages, are shared
among several components throughout the PeopleSoft system. When you save data on these
pages, the data is updated across those components.
The Create/Update Prospects component also contains the Prospect Career Data, Prospect
Program Data, and Prospect School/Recruiting pages.
On the Prospect Career Data page, you enter data unique to the specific Academic Career
(undergraduate, graduate, law school, medical school, and so on) in which the prospect is
interested. Prospect career data is required. Each prospect record can have only one career.
Therefore, if the prospect is interested in more than one career, you must create a prospect record
for each of those careers.
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Entering prospect program data on the Prospect Program Data page is optional.
Assign the prospect to a recruiter on the Prospect School/Recruiting page.
In this topic, you create a prospect record and assign the prospect to the recruiter responsible for
the region of the prospect's last school attended.
Procedure
Consider this scenario:
Susan Bressler is a new prospect at your campus. Your goal is to create a prospect record for her.
Key Information:
First Name: Susan
Last Name: Bressler
Date of Birth: 04/15/1991
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Step
Action
1.
Navigate to the Create/Update Prospects page.
Click the Student Recruiting link.
Step
Action
2.
Click the Maintain Prospects link.
3.
Click the Create/Update Prospects link.
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Step
Action
4.
Click the Add a New Value tab.
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Step
Action
5.
Access the Create/Update Prospects page.
Click the Add button.
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Step
Action
6.
Use the Biographical Details page to begin entering the prospect's personal data.
7.
The Biographical Details and Regional pages are a Campus Community page
shared by many applications, including Recruiting and Admissions. When you
enter and save data on these pages in one component, the system updates these
pages in the other components.
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Step
Action
8.
Click the Prefix list.
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Step
Action
9.
Click the Ms. list item.
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Step
Action
10.
Enter the desired information into the First Name field.
Enter "Susan".
11.
Enter the desired information into the Last Name field.
Enter "Bressler".
12.
Enter the desired information into the Date of Birth field.
Enter "04/15/1991".
13.
Click the Gender list.
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Step
Action
14.
Click the Female list item.
15.
In the National ID section, enter or confirm the country of this individual's
national ID.
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Step
Action
16.
Enter the desired information into the National ID field.
Enter "216-52-4578".
17.
Scroll to the bottom of the page.
Click the vertical scrollbar.
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Step
Action
18.
In the Contact Information section, enter the address information for this
individual.
Enter the type of address, such as Permanent, Business, or Mailing. The system
displays Permanent as the default address type.
19.
The default for the Effective Date field is the current system date. The effective
date is the date when the address for the address type you selected is effective.
This date is also the date when the status that you select is valid.
20.
The Status field is set to either Active or Inactive.
21.
When you specify the Country for the address, the system displays the address
entry fields in the format required for that country.
22.
Click the Edit Address link.
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Step
Action
23.
Use the QuickAddress Address Selection page to edit an individual's address
data.
The system validates the address that you enter when you click OK. The system
validates the address by comparing it to the county, state, and city. If your address
does not contain a valid county, state, and city for the selected country, the system
will display the closest match.
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Step
Action
24.
Enter the desired information into the Address 1 field.
Enter "1 Juniper Ave.".
25.
Enter the desired information into the Address 2 field.
Enter "Apt 2".
26.
Enter the desired information into the City field.
Enter "Pleasanton".
27.
Enter the desired information into the State field.
Enter "CA".
28.
Click the Search button.
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Step
Action
29.
Click the Accept recommended address. link.
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Step
Action
30.
Click the OK button.
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Step
Action
31.
Next, enter phone information for this individual.
Click the Type list.
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Step
Action
32.
Click the Permanent list item.
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Step
Action
33.
Enter the desired information into the Phone field.
Enter "9255551111".
34.
Click the Type list.
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Step
Action
35.
Click the Personal list item.
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Step
Action
36.
Enter the desired information into the Email Address field.
Enter "sbressler@notemail.com".
37.
Use the Visa/Permit Data link to enter the individual's visa and permit data at this
time, if appropriate. This information also can be added at a later time.
38.
Use the Citizenship link to enter the individual's citizenship and passport data at
this time, if appropriate. This information also can be added at a later time.
39.
Scroll to the top of the page.
Click the vertical scrollbar.
40.
Access the Regional page.
Click the Regional tab.
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Step
Action
41.
Use the Regional page to enter region-specific data for an individual.
42.
Use the Ethnic Group field to enter the prospect's ethnic designation.
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Step
Action
43.
For this example, your prospect claims a Cherokee heritage.
Enter the desired information into the Ethnic Group field.
Enter "CHEROK".
44.
Access the Prospect Career Data page.
Click the Prospect Career Data tab.
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Step
Action
45.
Use the Prospect Career Data page to record details related to the prospect's
career interest.
46.
Prospect records include three levels: Career, Program, and Plan. At minimum,
a prospect must have a career and a program. Though a prospect can have
multiple programs and plans, a prospect record can have only one career.
If a prospect has interest in a second career, you must create a new prospect record
for that career (You cannot add rows as you often can on PeopleSoft pages. You
must create a new record for each career).
47.
Use the Admit Term field to enter the term in which the prospect has expressed
interest for admission. The prospect might have expressed this interest in a letter,
on a recruiting card, in an interview, or any other method.
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Step
Action
48.
Enter the desired information into the Admit Term field.
Enter "2010".
49.
To see the related descriptions of the values that you have entered, you can refresh
the page.
You can refresh the page as often or as seldom as you like.
50.
Click the Refresh button.
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Step
Action
51.
The correct related description for the Admit Term field value appears.
52.
Use the Admit Type field to indicate the type of admission, from your
institution's list of predefined admit types. Delivered Admit Types include Firstyear, Transfer, Internal Transfer, or Readmit Admission.
53.
For this example, you want to enter the code for First-Year admission.
Enter the desired information into the Admit Type field.
Enter "FYR".
54.
Click the Academic Load list.
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Step
Action
55.
Click the Full-Time list item.
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Step
Action
56.
Click the Academic Level list.
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Step
Action
57.
Click the Freshman list item.
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Step
Action
58.
Click the Recruiting Status list.
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Step
Action
59.
Use the Recruiting Status field to indicate the level of interest, at the academic
career level, that your institution has in the prospective student.
For example, you might consider a person who attended an on-campus event a
suspect (someone who you suspect is interested in your institution). Conversely,
you might consider a person who sends a prospect card a prospect (someone who
you know is interested in your institution).
The Recruiting Status field is also helpful for targeting mass mailings.
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Step
Action
60.
Click the Prospect list item.
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Step
Action
61.
Click the Referral Source button.
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Step
Action
62.
Use the Referral Source page to indicate how this person became a prospect.
The referral source is a high-level indicator of how your institution came into
contact with the person. For example, a Referral Group could be College Fairs.
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Step
Action
63.
In this example, you want to enter the code for College Fairs.
Enter the desired information into the Referral Group field.
Enter "COLF".
64.
Enter the desired information into the Referral Detail field.
Enter "ABN".
65.
Enter the desired information into the Referral Date field.
Enter "06/21/2009".
66.
Click the Refresh button.
67.
Click the OK button.
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Step
Action
68.
Use the Recruiting Center field to enter the center responsible for this prospect's
career. It also controls which users can access this prospect record.
Valid values depend upon the Academic Career and are subject to user security
established for your institution's recruiting centers.
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Step
Action
69.
For this example, you want to enter the code for the Undergraduate recruiting
center.
Enter the desired information into the Recruiting Center field.
Enter "UGRD".
70.
Click the Prospect Program Data tab.
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Step
Action
71.
Use the Prospect Program Data page to enter the prospect's program data, if any,
in which the prospect has expressed interest.
72.
In this example, you are not going to enter program data.
73.
The Transfer To drop down box is unique to Recruiting and Admissions pages.
It provides a quick navigation between the component you are currently on and
other related Recruiting and Admissions components.
In this example, you do not want to transfer to a different component at this time.
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Step
Action
74.
Click the Show following tabs button.
75.
Access the Prospect School/Recruiting page.
Click the Prospect School/Recruiting tab.
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Step
Action
76.
Use the Prospect School/Recruiting page to assign categories and recruiters to
this prospect.
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Step
Action
77.
You can access the Attendee Events page.
Click the Events link.
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Step
Action
78.
Use the Attendee Events page to view or indicate events to which the prospect
was invited or that she has attended.
For example, you might want to indicate that you invited the prospect to the
information session of the upcoming Open House event.
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Step
Action
79.
For this example, you want to enter the code for the Open House event.
Enter the desired information into the Event ID field.
Enter "000000010".
80.
Click the Meeting button.
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Step
Action
81.
For this example, you want to enter the code for the Information Session.
Enter the desired information into the Event Mtg field.
Enter "3".
82.
Click the Status list.
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Step
Action
83.
Click the Invited list item.
84.
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For more information on Events, and examples of using the Attendee Events
page, refer to the Enterprise SA 9.0 Campus Community module.
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Step
Action
85.
Return to the Prospect School/Recruiters page.
Click the OK button.
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Step
Action
86.
Click the OK button.
87.
You can search for the Last School Attended by clicking the Look up icon.
However, you may want to enter a random value in the Last School Attended
field before clicking the Look up button. Entering a random value, such as "m",
will pull up a search page. If you leave the field blank and click the Look up
button, the system will do a search for all Last School Attended values in the
system, which could take up to five minutes.
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Step
Action
88.
In this example, you want to enter the code for Jordan High School.
Enter the desired information into the Last School Attended field.
Enter "00937692".
89.
Click the Refresh button.
90.
Use the Category field to indicate the area of your institution's interest in the
propsect.
The Category field is not required.
Please be aware: If you click in the Category field, you will be required to enter
data.
91.
For this example, you want to enter the code for Honors.
Enter the desired information into the Category field.
Enter "HNRS".
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Step
Action
92.
Use the Recruiters group box to assign one or more recruiters to this prospect for
this category.
You can add rows to assign multiple recruiters.
93.
For this example, you want to enter the code for recruiter Nils Smith.
Enter the desired information into the Recruiter ID field.
Enter "00127603".
94.
You can add rows to assign additional recruiters from this category.
If you assign multiple recruiters, you must specify one of them as the Primary
recruiter.
95.
Add another recruiter.
Click the Add a new row button.
96.
For this example, you want to enter the code for recruiter Darlene Erickson.
Enter the desired information into the Recruiter ID field.
Enter "00114400".
97.
For this example, you want to select the second recruiter as the Primary recruiter
for this prospect.
Click the Primary option.
98.
Click the Save button.
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Step
Action
99.
When you click the Save button, the Biographical Details page reopens.
Note the ID number has been generated.
100.
Congratulations! You have successfully created a prospect record manually.
End of Procedure.
Managing Applicant Records
This lesson describes how to create applicant records and view application summaries.
Applicants are individuals who have applied to your institution and for whom you enter
application records. You might or might not have an existing prospect record for an individual
when you enter his or her application into your database.
You will want to add each individual's applications to your database when they apply.
You will also want to assign recruiters for follow up. You must identify the category of your
institution's interest in the applicant or prospect (such as high test scores, athletics, parent
attended, and so on).
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To create a person record, whether prospect or application, begin by using the Search/Match
feature to determine if a record for the person already exists in your database. The person might
already exist as one or more of the following:






Prospect
Applicant
Student
Alumni
Employee
Instructor
If the person's record does not already exist, you must create it by entering data on Campus
Community's Biographical Details and Regional pages. These pages are shared with many
components across applications, including PeopleSoft Recruiting and Admissions.
To create an application record, access these shared pages in the Add Application component
and continue to enter application-related data on the remaining pages in the component.
For both prospect and application records, you must create one record per Academic Career
(undergraduate, graduate, pre-law, and so on). A record can include several programs within a
career, but you can have only one record per career.
If your institution enables the Copy Data feature in its Admissions installation defaults, you can
copy data from an existing prospect record to create the application record and you can copy from
the application record to update the prospect record (or create the prospect record, if it does not
already exist).
Upon completion of this lesson, you will be able to:







Add an application manually for an existing prospect.
Add an application manually for a new applicant.
Add Application - Quick Entry (ADEF)
View a summary of an individual's applications.
View a summary of recruiters assigned to an applicant.
Delete applications (duplicate or entered in error).
Delete applications in batch.
Adding an Application Manually for a New Applicant_FINAL
Use the Add Application component to manually create an application record. As with prospect
records, you must create a separate application for each academic career (undergraduate,
graduate, and so on) to which the individual is applying. You can, however, have several
programs within the same career on one application.
The Biographical Details and Regional pages, the first two pages in the Add Application
component, are PeopleSoft Campus Community pages that are shared across applications,
including PeopleSoft Recruiting and Admissions. When you save data on these pages in any
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application, the data is updated across all applications. The remaining pages in the component are
for application-specific data.
Application data can be tracked at various levels of detail depending on your institution's
requirements, so it is important to enter that type of detail on the application record.
You can also assign the application to recruiters on the application record.
In this topic, you add an application for an individual that does not have an existing record in the
system.
Procedure
Consider this scenario:
Your goal is to add an application manually for a new applicant.
Key Information:
First Name: Harrison
Last Name: Towers
Academic Career: UGRD
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Step
Action
1.
Navigate to the Application Entry page.
Click the Student Admissions link.
2.
Click the Application Entry link.
3.
Click the Add Application link.
Step
Action
4.
Notice that when the Application Entry page appears, the Application Nbr field
is all zeros.
The system will automatically assign an application number when you save the
application.
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Step
Action
5.
The ID field defaults to NEW.
If the person already has a record in the system, you can enter their EmplID in the
ID field.
However, in this example, no record exists in the system for Harrison Towers.
Leave the ID field value as NEW. An ID will be generated when the record is
saved.
Step
Action
6.
Enter the desired information into the Academic Career field.
Enter "UGRD".
7.
Click the Add button.
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Step
Action
8.
Use the Biographical Details page to view or update the individual's biographical
information.
9.
The Biographical Details and Regional pages are a Campus Community page
shared by many applications, including Recruiting and Admissions. When you
enter and save data on these pages in one component, the system updates these
pages in the other components.
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Step
Action
10.
Click the Prefix list.
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Step
Action
11.
Click the Mr. list item.
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Step
Action
12.
Enter the desired information into the First Name field.
Enter "Harrison".
13.
Enter the desired information into the Last Name field.
Enter "Towers".
14.
Enter the desired information into the Date of Birth field.
Enter "09/03/1991".
15.
Click the Gender list.
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Step
Action
16.
Click the Male list item.
17.
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In the National ID section, enter or confirm the country of this individual's
national ID.
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Step
Action
18.
Enter the desired information into the National ID field.
Enter "111-33-1122".
19.
Click the vertical scrollbar.
20.
In the Contact Information section, enter the address information for this
individual.
Enter the type of address, such as Permanent, Business, or Mailing. The system
displays Permanent as the default address type.
21.
The default for the Effective Date field is the current system date. The effective
date is the date when the address for the address type you selected is effective.
This date is also the date when the status that you select is valid.
22.
The Status field is set to either Active or Inactive.
23.
When you specify the Country for the address, the system displays the address
entry fields in the format required for that country.
24.
Click the Edit Address link.
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Step
Action
25.
Use the QuickAddress Address Selection page to edit an individual's address
data.
The system validates the address that you enter when you click OK. The system
validates the address by comparing it to the county, state, and city. If your address
does not contain a valid county, state, and city for the selected country, the system
will display the closest match.
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Step
Action
26.
Enter the desired information into the Address Line 1 field.
Enter "5 Marie Rd".
27.
Enter the desired information into the City field.
Enter "Dorchester".
28.
Enter the desired information into the State field.
Enter "MA".
29.
Enter the desired information into the Postal Code field.
Enter "02125".
30.
Click the Search button.
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Step
Action
31.
If you enter a valid address, the address will gray out on the QuickAddress
Address Selection page.
However, if you enter an invalid address, the system will prompt you with a
recommended address.
In this example, you entered Marie Rd. The system did not find a Marie Rd in
Dorchester. The recommended address is "Marie St".
32.
Click the Accept recommended address. link.
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Step
Action
33.
Click the OK button.
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Step
Action
34.
Next, enter phone information for this individual.
Click the Type list.
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Step
Action
35.
Click the Permanent list item.
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Step
Action
36.
Enter the desired information into the Phone field.
Enter "617-111-0000".
37.
Enter the email information for this individual.
Click the Type list.
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Step
Action
38.
Click the Personal list item.
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Step
Action
39.
Enter the desired information into the Email Address field.
Enter "harrison_towers@na.com".
40.
Use the Visa/Permit Data link to enter the individual's visa and permit data at this
time, if appropriate. This information also can be added at a later time.
41.
Use the Citizenship link to enter the individual's citizenship and passport data at
this time, if appropriate. This information also can be added at a later time.
42.
Click the Citizenship link.
43.
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Use the Citizenship Detail page to enter citizenship and passport data for an
individual.
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Step
Action
44.
Enter the desired information into the Country field.
Enter "USA".
45.
In the Citizenship Status field, specify the status (for example, Native Citizen) of
this individual's citizenship in the specified country.
Click the Citizenship Status list.
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Step
Action
46.
If you are entering an international student, you must insert two rows of data. One
row should be entered as USA with Non-Resident status; and, the second row
should be the country of citizenship.
In this example, you are entering a student with a USA status of Native Citizen.
You do not need to enter an additional row.
Click the Native Citizen list item.
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Step
Action
47.
Click the OK button.
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Step
Action
48.
Click the vertical scrollbar.
49.
Click the Regional tab.
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Step
Action
50.
Use the Regional page to enter region-specific data for an individual.
51.
Use the Ethnic Group field to enter the prospect's ethnic designation.
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Step
Action
52.
Enter the desired information into the Ethnic Group field.
Enter "AFRICAN".
53.
Click the Military Status list.
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Step
Action
54.
Click the No Military Service list item.
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Step
Action
55.
Click the Application Program Data tab.
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Step
Action
56.
Use the Application Program Data page to enter program data and academic
plan data pertaining to this application.
You can also admit and matriculate an applicant from this page.
You must track applications at least at the plan level, but any lower level tracking
depends on your office policies.
57.
Data appears on pages based on user defaults and any existing prospect record for
the individual.
You can change the data to reflect the application.
58.
The Program Number defaults to 0.
59.
Use the Admit Term field to enter the admit term in which the applicant is
expected to enroll, if he or she has applied for this application.
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Step
Action
60.
Enter the desired information into the Admit Term field.
Enter "2010".
61.
Use the Academic Program field to enter or update the academic program to
which the person is applying.
62.
Enter the desired information into the Academic Program field.
Enter "LA-U".
63.
Refresh the page.
Press [Tab].
64.
Use the Academic Load field to enter the academic load that the applicant will be
taking on if admitted for this application.
65.
The default for the Effective Date is the system date on which you create this
application record. This date should remain the default, unless instructed to
change it based on your office policies.
66.
The Campus field defaults in when the Academic Program is entered. If
necessary, use the Campus field to enter or update the campus to which the
person is applying within your academic institution.
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Step
Action
67.
Use the Program Action field to enter a program action.
The Program Action is a change to the person's program data. Therefore, when
you first create an application, the Program Action is Application.
68.
Use the Academic Plan field to enter the academic plan within the academic
program being applied to with this application.
69.
Click the Look up button.
Step
Action
70.
Click the Description link.
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Step
Action
71.
Click the Application Data tab.
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Step
Action
72.
Use the Application Data page to enter additional information regarding the
application and to calculate an application fee.
73.
The system stores data on this page at the application level, as opposed to storing
it under a person or academic program. This data is relevant to all academic
programs being applied to with this application.
74.
Use the Application Center field to enter the application center that will process
this application.
This information helps you track which office is managing specific applications.
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Step
Action
75.
In this example, you want to enter the code for the Undergraduate application
center.
Enter the desired information into the Application Center field.
Enter "UGRD".
76.
The default for the Application Date is the system date that the application was
received.
77.
The default for the Created On date is the system date on which you create this
application record.
78.
Use the Admit Type field to enter the admit type for this application (for
example, First-Year or Transfer).
79.
Enter the desired information into the Admit Type field.
Enter "FYR".
80.
Click the Academic Level list.
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Step
Action
81.
Click the Freshman list item.
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Step
Action
82.
Click the Application Method list.
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Step
Action
83.
Click the Hard Copy list item.
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Step
Action
84.
Click the Housing Interest list.
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Step
Action
85.
Click the Off Campus list item.
86.
In the Application Fee Information group box, you can select a Fee Type and
click the Calculate Application Fees link to enter the fee information.
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Step
Action
87.
Click the Fee Type list.
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Step
Action
88.
Click the In State list item.
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Step
Action
89.
Click the Calculate Application Fees link.
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Step
Action
90.
Use the Application Fees page to enter fee information.
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Step
Action
91.
Click the Fee Status list.
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Step
Action
92.
Click the Received list item.
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Step
Action
93.
Click the Tender Category list.
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Step
Action
94.
Click the Check list item.
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Step
Action
95.
Enter the desired information into the Tender Amount field.
Enter "40.00".
96.
Click the OK button.
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Step
Action
97.
The Tender Details page is currently not used.
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Step
Action
98.
Click the OK button.
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Step
Action
99.
The Biographical Details page opens.
Note that the ID has been populated.
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Step
Action
100.
Navigate back to the Application Data page.
Click the Application Data tab.
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Step
Action
101.
Upon return to the Application Data page, the Status field indicates that the fees
are Calculated.
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Step
Action
102.
Click the Show following tabs button.
103.
Click the Application School/Recruiting tab.
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Step
Action
104.
Use the Application School/Recruiting page to view or enter recruiting
information about an applicant.
105.
You can search for the Last School Attended by clicking the Look up icon.
However, you may want to enter a random value in the Last School Attended
field before clicking the Look up button. Entering a random value, such as "m",
will pull up a search page. If you leave the field blank and click the Look up
button, the system will do a search for all Last School Attended values in the
system, which could take up to five minutes.
In this example, you know the Last School Attended value for Boston College
High School is 00000675.
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Step
Action
106.
Enter the desired information into the Last School Attended field.
Enter "00000675".
107.
Enter the desired information into the Graduation Date field.
Enter "05/15/2009".
108.
Use fields in the Recruiting Categories group box to target the applicant for
special recruiting efforts during the admission process regarding this application.
109.
Use the Category field to enter a recruiting category for the applicant under this
career and application.
110.
Enter the desired information into the Category field.
Enter "HNRS".
111.
A sub-category can be used to indicate the priority of this recruiting category.
112.
Click the Sub-Cat list.
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Step
Action
113.
Click the High list item.
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Action
114.
Use the Recruiter ID field to enter the ID for the recruiter, John Chavez.
Enter the desired information into the Recruiter ID field.
Enter "91270000".
115.
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The recruiter name appears when you tab out of the Recruiter ID field.
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Step
Action
116.
Click the Save button.
117.
Congratulations! You have successfully added an application manually for a new
applicant.
End of Procedure.
Adding an Application Manually for an Existing Prospect_FINAL
Use the Add Application component to manually create an application record. As with prospect
records, you must create a separate application for each academic career (undergraduate,
graduate, and so on) to which the individual is applying. You can, however, have several
programs within the same career on one application.
The Biographical Details and Regional pages, the first two pages in the Add Application
component, are PeopleSoft Campus Community pages that are shared across applications,
including PeopleSoft Recruiting and Admissions. When you save data on these pages in any
application, the data is updated across all applications. The remaining pages in the component are
for application-specific data.
Application data can be tracked at various levels of detail depending on your institution's
requirements, so it is important to enter that type of detail on the application record.
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You can also assign the application to recruiters on the application record.
In this topic, you add an application for a prospect who is already in your database.
Procedure
Consider this scenario:
Your goal is to add an application manually.
Key Information:
ID: 01012222
Academic Career: UGRD
Step
Action
1.
Navigate to the Application Entry page.
Click the Student Admissions link.
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Step
Action
2.
Click the Application Entry link.
3.
Click the Add Application link.
4.
Notice that when the Application Entry page appears, the Application Nbr field
is all zeros.
The system will automatically assign an application number when you save the
application.
5.
The ID field defaults to NEW.
If the person did not already have an Empl ID, you could create an Application
Entry by accepting the default value.
However, in this example, a prospect record already exists.
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Step
Action
6.
Enter the ID for the existing prospect, Deborah Corbett, for whom you want to
add the new application.
Enter the desired information into the ID field.
Enter "01012222".
7.
Enter the desired information into the Academic Career field.
Enter "UGRD".
8.
Access the Biographical Details page.
Click the Add button.
Step
Action
9.
Use the Biographical Details page to view or update the individual's biographical
information.
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Step
Action
10.
Access the Addresses page.
Click the Addresses tab.
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Step
Action
11.
Use the Addresses page to view or update the individual's address information.
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Step
Action
12.
Access the Regional page.
Click the Regional tab.
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Step
Action
13.
Use the Regional page to view or update the individual's regional information.
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Step
Action
14.
Access the Application Program Data page.
Click the Application Program Data tab.
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Step
Action
15.
Use the Application Program Data page to enter program data and academic
plan data pertaining to this application.
You can also admit and matriculate an applicant from this page.
You must track applications at least at the plan level, but any lower level tracking
depends on your office policies.
16.
Data appears on pages based on user defaults and any existing prospect record for
the individual.
You can change the data to reflect the application.
17.
The Program Number defaults to 0.
18.
Use the Admit Term field to enter the admit term in which the applicant is
expected to enroll, if he or she has applied for this application.
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Step
Action
19.
For this example, you want to enter the code for 2010 Fall.
Enter the desired information into the Admit Term field.
Enter "2010".
20.
Use the Academic Program field to enter or update the academic program to
which the person is applying.
21.
Enter the desired information into the Academic Program field.
Enter "NUR-U".
22.
Use the Academic Load field to enter the academic load that the applicant will be
taking on if admitted for this application.
23.
The default for the Effective Date field is the system date on which you create
this application record. This date should remain the default, unless instructed to
change it based on your office policies.
24.
The Campus field defaults in when the Academic Program is entered. If
necessary, use the Campus field to enter or update the campus to which the
person is applying within your academic institution.
25.
Use the Program Action field to enter a program action.
The Program Action is a change to the person's program data. Therefore, when
you first create an application, the Program Action is Application.
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Step
Action
26.
Use the Academic Plan field to enter the academic plan within the academic
program being applied to with this application.
27.
Enter the desired information into the Academic Plan field.
Enter "NURSNG-BS".
28.
Access the Application Data page.
Click the Application Data tab.
Step
Action
29.
Use the Application Data page to enter additional information regarding the
application and to calculate an application fee.
30.
The system stores data on this page at the application level, as opposed to storing
it under a person or academic program. This data is relevant to all academic
programs being applied to with this application.
31.
Use the Application Center field to enter the application center that will process
this application.
This information helps you track which office is managing specific applications.
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Step
Action
32.
In this example, you want to enter the code for the Undergraduate application
center.
Enter the desired information into the Application Center field.
Enter "UGRD".
33.
The default for the Application Date is the system date that the application was
received.
34.
The default for the Created On date is the system date on which you create this
application record.
35.
Use the Admit Type field to enter the admit type for this application (for
example, First-Year or Transfer).
36.
Enter the desired information into the Admit Type field.
Enter "FYR".
37.
Click the Academic Level list.
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Step
Action
38.
Click the Freshman list item.
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Step
Action
39.
Click the Application Method list.
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Step
Action
40.
Click the Hard Copy list item.
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Step
Action
41.
Click the Housing Interest list.
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Step
Action
42.
Click the Off Campus list item.
43.
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In the Application Fee Information group box, you can select a Fee Type and
click the Calculate Application Fees link to enter the fee information.
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Step
Action
44.
Click the Fee Type list.
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Step
Action
45.
Click the In State list item.
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Step
Action
46.
Click the Calculate Application Fees link.
47.
Use the Application Fees page to enter fee information.
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Step
Action
48.
Click the Fee Status list.
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Step
Action
49.
Click the Received list item.
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Step
Action
50.
Click the Tender Category list.
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Step
Action
51.
Click the Check list item.
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Step
Action
52.
Enter the desired information into the Tender Amount field.
Enter "40.00".
53.
Click the OK button.
54.
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The Tender Details page is currently not used.
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Step
Action
55.
Click the OK button.
56.
Upon return to the Application Data page, the Status field indicates that the fees
are Calculated.
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Step
Action
57.
Click the Show following tabs button.
58.
Access the Application School/Recruiting page.
Click the Application School/Recruiting tab.
59.
Use the Application School/Recruiting page to view or enter recruiting
information about an applicant.
60.
You can search for the Last School Attended by clicking the Look up icon.
However, you may want to enter a random value in the Last School Attended
field before clicking the Look up button. Entering a random value, such as "m",
will pull up a search page. If you leave the field blank and click the Look up
button, the system will do a search for all Last School Attended values in the
system, which could take up to five minutes.
In this example, you know the Last School Attended value for Jordan High
School is 00001005.
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Step
Action
61.
Enter the desired information into the Last School Attended field.
Enter "00001005".
62.
Enter the desired information into the Graduation Date field.
Enter "05/15/2009".
63.
Use fields in the Recruiting Categories group box to target the applicant for
special recruiting efforts during the admission process regarding this application.
64.
Use the Category field to enter a recruiting category for the applicant under this
career and application.
65.
A sub-category can be used to indicate the priority of this recruiting category.
66.
Use the Recruiter ID field to enter the ID for the recruiter, John Chavez.
Enter the desired information into the Recruiter ID field.
Enter "91270000".
67.
The recuiter name appears when you tab out of the Recruiter ID field.
68.
Click the Save button.
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Step
Action
69.
Congratulations! You have successfully added an application manually.
End of Procedure.
Entering Supporting Information
This lesson describes how to enter and update supporting information for a prospect or applicant.
After you create a prospect or application record, you can capture data about the individual as a
member of your campus community and use the full functionality of PeopleSoft Campus
Community's Communication, Checklist, and Comments (3Cs) tools. You can also record
extensive recruiting and educational information about them.
Many of the pages for entering and tracking personal information are Campus Community pages,
which are shared with other applications, including Recruiting and Admissions. You can access
these pages from either the Campus Community menu or the Student Recruiting or Student
Admissions menus. Though you can access the following information from both menus, you
should refer to the PeopleSoft Enterprise Campus Community module to determine how to
track:






Electronic addresses
Extracurricular activities
Honors and awards
Languages
Names
Publications
Upon completion of this lesson, you will be able to:



Enter test results.
Enter education data.
Assign student groups.
Entering Education Data_FINAL
You can enter and update academic information from external sources, such as transcripts, in the
Education component. You can record general and specific external education data such as
schools attended, academic summaries, subjects taken, degrees earned or in progress, courses and
dates attended, and so on.
Enter data on the Education component to link the data to the person. After you link the data to
the person, you can link relevant data to the appropriate applications for that person on the
Application Materials page.
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Procedure
Consider this scenario:
Your goal is to enter education data for a student. You will have the option to enter either the
high school information or college information.
Key Information:
ID: 01005550
Step
Action
1.
There are two navigation paths to the Education page.
In this example, you will navigate to the Education page through the Student
Admissions module. However, depending on your business process, you may use
the Student Recruiting module to access the Education page (Student Recruiting
> Maintain Prospects > Academic Information > Education).
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Step
Action
2.
Click the Student Admissions link.
3.
Click the Application Entry link.
4.
Click the Academic Information link.
5.
Click the Education link.
Step
Action
6.
Enter the desired information into the ID field.
Enter "01005550".
7.
Click the Search button.
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Step
Action
8.
Decision: Please make a selection from the options listed below.


9.
Enter High School Information
Go to step 9 on page 145
Enter College Information
Go to step 38 on page 159
You can search for an External Org ID by clicking on the Look up icon.
However, you may want to enter a random value in the External Org ID field
before clicking on the Look up button. Entering a random value, such as "m",
will pull up a search page. If you leave the field blank and click the Look up
button, the system will do a search for all External Org IDs in the system which
could take up to five minutes.
In this example, you know the External Org ID for North Quincy High School
is 00000902.
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Step
Action
10.
Enter the desired information into the External Org ID field.
Enter "00000902".
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Step
Action
11.
Refresh the page.
Press [Tab].
12.
The Term Type and Career fields default in based on the External Org ID you
selected.
13.
Enter the desired information into the From Date field.
Enter "09/01/2004".
14.
Enter the desired information into the To Date field.
Enter "06/01/2008".
15.
Click the Look up button.
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Step
Action
16.
Click the External Term link.
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Step
Action
17.
Click the Summary Type list.
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Action
18.
Click the HS Overall list item.
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Action
19.
Click the GPA Calc button.
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Action
20.
Click the View All link.
21.
Enter the desired information into the Ext GPA field.
Enter "85".
22.
Enter the desired information into the Ext Units field.
Enter "1".
23.
Click the vertical scrollbar.
24.
Continue to enter the appropriate electives. In this example, 16 high school
electives have been entered for Betty Jacobson.
25.
Click the Refresh button.
26.
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When you click the refresh button, the system calculates Conv GPA for each
subject.
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Action
27.
Click the vertical scrollbar.
28.
Click the OK button.
Step
Action
29.
Note that the Ext GPA and Conv GPA have been calculated based on the
electives you entered on the GPA Calc page.
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Step
Action
30.
Click the Courses and Degrees tab.
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Action
31.
Click the Look up button.
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Action
32.
Click the vertical scrollbar.
33.
Click the Description link.
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Action
34.
Enter the desired information into the Degree Date field.
Enter "06/01/2008".
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35.
Click the vertical scrollbar.
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Action
36.
Click the Save button.
37.
Congratulations! You have successfully entered High School Org education data.
End of Procedure. Remaining steps apply to other paths.
38.
You can search for an External Org ID by clicking on the Look up icon.
However, you may want to enter a random value in the External Org ID field
before clicking on the Look up button. Entering a random value, such as "m",
will pull up a search page. If you leave the field blank and click the Look up
button, the system will do a search for all External Org IDs in the system which
could take up to five minutes.
In this example, you know the External Org ID for Middlesex Community
College is 00004202.
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Action
39.
Enter the desired information into the External Org ID field.
Enter "00004202".
40.
Refresh the page.
Press [Tab].
41.
The Term Type and Career fields default in based on the External Org ID you
selected.
42.
Enter the desired information into the From Date field.
Enter "09/01/2008".
43.
Enter the desired information into the To Date field.
Enter "05/15/2009".
44.
Click the Summary Type list.
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Action
45.
Click the UG Overall list item.
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Action
46.
Click the GPA Calc button.
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Action
47.
Enter the desired information into the Credit field.
Enter "6.00".
48.
Enter the desired information into the Quality Points field.
Enter "16.05".
49.
Click the Refresh button.
50.
The GPA is calculated when you click the refresh button.
51.
Click the OK button.
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Action
52.
Click the vertical scrollbar.
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Action
53.
Click the Save button.
54.
Congratulations! You have successfully entered College Org education data.
End of Procedure.
Admitting Applicants Manually
After you complete the admissions evaluations process, you admit qualified applicants, calculate
their enrollment fees, and matriculate applicants to student status. This lesson discusses how to
admit students manually.
Oracle also provides automated processes (not covered in this lesson) that will evaluate and then
admit or deny applicants. Consult your System Administrator to determine if your institution has
set up the automated processes that do the following:




Assign evaluation codes to applications in batch.
Link application materials to applications in batch.
Calculate rating values through an automatic process.
Automatically update application program evaluation statuses.
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The processes depend on rules that define the material (test scores, transcript information,
recommendations, committee rankings) used, along with the scoring system that determines the
overall evaluation score. Once the automated evaluation process runs, an additional process must
be run to automatically make admissions decisions, scholarships decisions, or preliminary
admission decisions based on the applicant's overall evaluation score.
Upon completion of this lesson, you will be able to:


Admit an applicant manually.
Matriculate an applicant into a student.
Admitting an Applicant Manually_FINAL
As applicants are denied or offered admission to your institution, you must update the Program
Action field on the individual's Application Program Data page. The PeopleSoft system
recognizes that an application decision has been made when the Program Action field has been
changed.
When a person initially applies, the program action is Application. After your institution has
completed the evaluation process, the applicant's program action can be changed to Waitlist,
Waitlist Offer, Admit, Deny, Matriculation, or any other value that is delivered with your
system. To enter new program actions, you must add effective-dated rows, enabling you to
maintain a history of previous actions.
If you have only one applicant to admit, you can add the row directly on that individual's
Application Program Data page in the Maintain Applications component as described in this
topic. If you want to admit multiple applicants into the same career, program, and admit term,
use the Action/Reason Entry page as described in a separate topic.
Procedure
Consider this scenario:
Your goal is to admit an applicant manually.
Key Information:
ID: 01100546
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Step
Action
1.
Navigate to the Maintain Applications page.
Click the Student Admissions link.
2.
Click the Application Maintenance link.
3.
Click the Maintain Applications link.
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Action
4.
For this example, you want to enter the ID for Susan Bressler.
Enter the desired information into the ID field.
Enter "01100546".
5.
Click the Search button.
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Step
Action
6.
Click the Application Program Data tab.
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Step
Action
7.
Use the Application Program Data page to add rows for each Program Action
taken as the applicant progresses through the admissions process.
To admit an applicant, use the Application Program Data page to add a row and
change the Program Action to Admit.
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Step
Action
8.
Click the Add a new row button.
9.
Enter the desired information into the Program Action field.
Enter "ADMT".
10.
Click the Refresh button.
11.
Click the BHE button.
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Step
Action
12.
Click the BHE Code list.
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Action
13.
Click the 1. Freshman list item.
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Action
14.
Click the BHE Complete option.
15.
Enter additional High School Academic Units information if the information has
been provided.
16.
Click the OK button.
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Action
17.
Click the Save button.
18.
Congratulations! You have successfully admitted an applicant manually.
End of Procedure.
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