Enterprise SA 9 - 0 - Recruiting and Admissions - TRAIN

Enterprise SA 9.
0 - Recruiting and Admissions

Created on 2/4/2010 8:31:00 AM
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Training Guide
Enterprise SA 9.0 - Recruiting and Admissions
Table of Contents
Enterprise SA 9.0 - Recruiting and Admissions ...........................................................1
Managing Recruiter Records ................................................................................................ 1
Adding a Recruiter Record................................................................................................................ 1
Searching for Records ......................................................................................................... 12

Searching for Records..................................................................................................................... 12
Managing Prospects Records .............................................................................................. 22

Creating Prospect Records Manually............................................................................................... 24 Creating Prospect Records as Part of a Test Load ............................................................................ 41 Creating Prospect Records from a Query of Previous Test Loads ..................................................... 47 Assigning Recruiters to a Group of Prospects .................................................................................. 53 Viewing a Summary of a Prospect's Information ............................................................................. 64 Viewing a Summary of Recruiters Assigned to a Prospect ............................................................... 71 Deleting Prospect Records .............................................................................................................. 79 Deleting Prospect Records By Batch ............................................................................................... 92
Managing Applicant Records ............................................................................................. 99

Adding Applications Manually ..................................................................................................... 100 Adding Programs to an Existing Application ................................................................................. 118 Viewing a Summary of an Individual's Applications...................................................................... 124 Viewing a Summary of Recruiters Assigned to an Applicant ......................................................... 131 Deleting Applications ................................................................................................................... 140 Deleting Application Records By Batch ........................................................................................ 153
Entering Supporting Information..................................................................................... 161

Entering Test Results .................................................................................................................... 161 Entering Education Data ............................................................................................................... 167 Entering Academic Interests ......................................................................................................... 186 Assigning Student Groups ............................................................................................................ 191 Entering General Materials ........................................................................................................... 196 Viewing a Summary of an Individual's General Materials.............................................................. 207 Linking Supporting Items to an Application .................................................................................. 212 Viewing an Application Materials Summary ................................................................................. 229
Evaluating Applicants Manually ...................................................................................... 252

Assigning Evaluation Codes Manually .......................................................................................... 252 Viewing an Application Evaluation Summary ............................................................................... 263 Assigning Basis of Admission to an Applicant .............................................................................. 268 Assigning Admission Comments to an Applicant .......................................................................... 273
Admitting Applicants Manually ....................................................................................... 279

Admitting an Applicant Manually ................................................................................................. 279 Admitting Multiple Applicants Manually ...................................................................................... 286 Using Quick Admit....................................................................................................................... 293 Matriculating an Applicant into a Student ..................................................................................... 302 Unmatriculating a Student ............................................................................................................ 307
Creating Alternate Program Offers.................................................................................. 311

Create Alternate Program Offer .................................................................................................... 311
Managing Enrollment ....................................................................................................... 317

Using Enrollment Management Targets ........................................................................................ 317
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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: Manage recruiter records. Search for records. Manage prospect and applicant records. Enter supporting information. Evaluate and admit applicants manually. Create alternate program offers. Manage enrollment.
Managing Recruiter Records

Effective recruiting of your prospects and applicants is critical to your overall enrollment management strategies. PeopleSoft Student Administration provides the tools to record, analyze, and identify your recruits by geographic and demographic regions, recruiting categories, and through your staff and volunteer recruiters. A recruiter can be anyone in your campus community (staff, faculty, student, alumni, and so on) who helps with the recruiting and admissions process. Recruiters can be organized in PeopleSoft Student Administration to recruit prospects associated with a geographic region, academic plan/major or by career (for example, undergraduate, graduate, non-degreed). After you add a recruiter record for a person in your database, and after you create a prospect or applicant record for an individual interested in your institution, you can assign the recruiter to that prospect or applicant for follow up. In this lesson, assume that recruiter types and roles, categories, regions, centers, and programs, are set up in your system and that the recruiter region tree is set up and activated. Upon completion of this lesson, you will be able to add a recruiter record.
Adding a Recruiter Record

You can add recruiter records to person records in your database. The person record must already exist or you must create it. The recruiter record is attached to the person's ID, therefore an individual's person ID and recruiter ID are the same. For each Academic Career for which a person recruits, you must add a separate recruiter record. However, you can assign the recruiter to multiple categories, regions, centers, and programs within each career. When you create prospect and application records, you also assign them to categories, regions, centers, and programs within a career. You use this data to link the recruiter to the prospect or applicant for follow up. Consider this scenario: You want to create a recruiter record for a student at your institution so the student can help evaluate prospects identified at a national event. You must assign the recruiter to the appropriate categories and to the appropriate recruiting centers and programs at your institution. You also want to exclude the recruiter from a specific region which is being
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handled by another recruiter, except for a specific school within that region. You want the student to recruit from that school because he has long-established family affiliations there. Procedure
Step 1.
Action Begin by navigating to the Recruiters page. Click the Student Recruiting link.
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Step 2.
Action Click the Create/Update Recruiters link.
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Step 3. 4.
Action Click the Add a New Value tab. To add a recruiter record for a person, that person must already have an ID your system. You must click Add a New Value and enter the person's existing ID as the Recruiter ID to add the recruiter record.
5. 6.
Click in the Recruiter ID field. In this example, you want enter the ID for James Smith. Enter the desired information into the Recruiter ID field. Enter "0054".
7.
Access the Recruiters page. Click the Add button.
8. 9.
Use the Recruiters page to assign a recruiter type and recruiter roles to the individual. You can assign the recruiter as many roles and regions as are pertinent for this Academic Career. However, if the recruiter is recruiting for more than one Academic Career, you must add a separate recruiter record for each career.
10.
Use the Effective Date field to enter the date when the individual's recruiter type and roles should be effective in your system. The current date is the default. Use the Status field to enter the status for the individual's recruiter type and roles.
11.
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Step 12.
Action Use the Recruiter Type field to select a recruiter type for this individual. Click the Recruiter Type list.
13. 14.
Click the Student list item. Use the Recruiter Role to select one or more recruiter roles for this individual. Click the Recruiter Role list.
15. 16. 17. 18. 19.
Click the Evaluator list item. Click the Add Row button. Click the Recruiter Role list. Click the Event Representative list item. Access the Recruiter Categories page. Click the Recruiter Categories tab.
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Step 20. Action Use the Recruiter Categories page to assign recruiting categories to a recruiter.
Step 21.
Action Use the Category field to enter the appropriate recruiting categories for this recruiter. For automatic assignment of recruiters by region, you would enter a value of REGN in the Category field. In this example, you do not use automatic regional assignment. Enter the code for Faculty/Staff Child. Enter the desired information into the Category field. Enter "FSCH".
22.
Use the Assignment Stage field to enter the appropriate stage of recruiting in which this recruiter is involved. Click the Assignment Stage list.
23. 24.
Click the Prospect/Applicant list item. Refresh the page to see the related descriptions for the values that you entered. Click the Refresh button.
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Step 25. 26. Action The system displays the Group associated with the Category that you selected. Access the Recruiter Regions page. Click the Recruiter Regions tab. 27. Use the Recruiter Regions page to link recruiters at the career level to specific geographic regional assignments.
Step 28.
Action Use the Stage field to enter the stage of recruitment (Applicant, Prospect, or Prospect/Applicant) in which this recruiter is involved for this region. Click the Stage list.
29. 30.
Click the Prospect/Applicant list item. Use the Region field to specify a region and whether you want to include or exclude this recruiter from that region. For this example, you want to enter the code for the Central States region, and Include the recruiter in that region. Enter the desired information into the Region field. Enter "CENTRAL".
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Step 31. Action Use the Include/Exclude field to choose whether to include the recruiter in or exclude the recruiter from this region. First add the regions where this individual recruits. Then, if you must exclude the individual from certain areas, add those rows last. For this example, accept the default value of Include. 32. 33. 34. 35. Click the Add Row button. Click the Stage list. Click the Prospect/Applicant list item. In this example, you want to enter the code for the IOWA region and Exclude the recruiter from that region. Enter the desired information into the Region field. Enter "IA". 36. 37. 38. Click the Include/Exclude list. Click the Exclude list item. If a specific school is an exception to the Include/Exclude value that you entered for this region, select the External Org ID of that school here. All schools within the postal code range of the selected region are available. For example, you might want to Exclude this recruiter from recruiting in Iowa, except for Cornell College, where he has certain beneficial affiliations. You can only exclude or include a school (in the External Org ID field) from a region if the Region value entered is at the lowest level region node on your region tree. If the Region value is at any other level, you cannot access the External Org ID field. 39. For this example, you want to enter the code for Cornell College. Enter the desired information into the External Org ID field. Enter "000010133". 40. Refresh the page to view the related descriptions for the values that you entered. Click the Refresh button. 41. Notice that because this is an exception to the Include/Exclude value that you entered for the Region, the system displays the opposite value here.
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Step 42. Action Access the Recruiter Centers page. Click the Recruiter Centers tab. 43. Use the Recruiter Centers page to link a recruiter to your institution's recruiting and application centers.
Step 44.
Action Use the Recruiting Center field to enter the code for the Undergraduate recruiting center. Enter the desired information into the Recruiting Center field. Enter "UGRD".
45. 46.
Click in the Application Center field. Use the Application Center field to enter the code for the Undergraduate application center. Enter the desired information into the Application Center field. Enter "UGRD".
47.
Click the Refresh button.
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Step 48. Action Access the Recruiter Programs page Click the Recruiter Programs tab. 49. Use the Recruiter Programs page to associate the recruiter with academic programs and plans.
Step 50.
Action Use the Academic Program field to enter the code for the Fine Arts Undergraduate program. Enter the desired information into the Academic Program field. Enter "FAU".
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Step 51.
Action Click in the Academic Plan field.
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Step 52.
Action Use the Academic Plan field to enter the code for the Art History (BFA) plan. Enter the desired information into the Academic Plan field. Enter "ARTHIST".
53. 54. 55.
Click the Refresh button. Click the Save button. Congratulations! You successfully added a recruiter record. You assigned the recruiter to recruiter categories, centers and programs. You also assigned the recruiter to a general region and excluded him from a specific part of that region, except for a school with which he has affiliations. End of Procedure.
Searching for Records

To maintain the integrity of your database, use the Search/Match feature to determine if a record already exists in your database for the prospect or applicant that you want to create. If duplicate records exist, you can further identify the person to determine if the duplicate records need to be deleted or if you can create the new record without causing a duplicate to be created. The person might already be in your database as one or more of the following: Prospect Applicant Student Alumni Employee Instructor Upon completion of this lesson, you will be able to search for a record.
Searching for Records

Before adding either a prospect or an applicant record for an individual, use the Search/Match feature to determine if a record for that person already exists in your database. Search/Match enables you to define search parameters that administrative users can use to determine whether a potential duplicate ID exists in the database. You can reinforce the evaluation of possible duplicates by setting up Search/Match to run automatically at save time when a user creates a new ID. For more information about Search/Match, see the Using Search/Match topic in the Enterprise Campus Community module. If the record exists, you can select the ID to automatically carry forward as you begin to update the record. If the record does not exist, you must create it. To create the record, you access the Biographical Details page from either the Student Recruiting, Maintain Prospects, Create/Update Prospects menu or the Campus Community, Personal Information, Add/Update a Person menu.
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Consider this scenario: A student is interested in applying to your institution. He thinks his record already exists in your database because he previously contacted your institution. Before creating a new record, you want to determine if his record already exists. You use the Search/Match tool and determine that he is correct -- his record already exists in the database. You must update the record. Procedure
Step 1.
Action Begin by navigating to the Search/Match page. Click the Student Recruiting link.
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Step 2. 3. 4.
Action Click the Maintain Prospects link. Click the Search/Match link. The Search/Match search page is different from a standard search page. Search/Match enables you to define search parameters that administrative users can use to determine whether a potential duplicate ID exists in the database.
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Step 5. 6. 7.
Action Click the Search button. Click an entry in the PSCS_TRADTIONAL row. Use the Search Criteria page to enter criteria to search for duplicate or multiple records. When you enter criteria on the Search Criteria page, the Search Criteria section displays each of the search fields associated with the search parameter that you selected. When you enter values and click Search or click any of the search by order number Selective Search buttons (at the bottom of the page), the system launches the search and transfers you to the Search Results page with the results displayed.
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Step 8.
Action Select the Search Result Code to use for displaying the results of this search. The search result code contains all of the information regarding how to display the IDs retrieved by Search/Match and what data to return to help you quickly determine whether an ID already exists for the person that you are looking for. Enter the desired information into the Search Result Code field. Enter "PSCS_TRAD_RESUL".
9. 10. 11. 12. 13. 14. 15.
Click in the First Name Search field. Enter the desired information into the First Name Search field. Enter "JA". Click in the Last Name Search field. Enter the desired information into the Last Name Search field. Enter "B". Click in the Gender field. Enter the desired information into the Gender field. Enter "M". Scroll to the bottom of the page. Click the vertical scrollbar.
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Step 16. Action When you enter search criteria and tab out of the field, the Selective Search button for the corresponding Search Order becomes available. Selective Search buttons become available only when you use Tab to exit the field. You can click the Selective Search button to search in that order only, or you can click the Search button at the top of the page to launch the search using each search order in sequence. For this example, you are going to click the Search button.
Step 17.
Action Scroll to the top of the page. Click the vertical scrollbar.
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Step 18.
Action Click the Search button to launch a search on all of the values that you entered and to retrieve results for the most restrictive search order number defined in the Search Parameter that you selected. When the search is complete, the system transfers you to the Search Results page. Note that when you click the Search button, the system searches only for the data specified. It filters the search orders that are defined for the Search Parameter that you selected. For example, if Search/Match finds at least one potential matching ID at search order number 10, it will stop the search and display the results obtained at search order number 10. If no potential matching IDs are found, the search continues to the next search order number, and so on. If you want to search using a specific Search Order number, use the Selective Search button for that order number. Click the Search button.
19. 20.
Use the Search Results page to view the search results of a manual search and investigate potential duplicate IDs. On the Search Results page, you can view the list of results returned by the search, view the details of any record returned in the search, and click Carry ID to have the system carry the ID forward as you subsequently access pages for further investigation.
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Step 21. Action The Number of ID's Found field displays the number of IDs that met the search criteria. This number may be smaller than the number of rows returned in the Search Results grid because the grid might include the same ID multiple times. If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered. If the National ID field is included in the search result code, the search returns rows for each national ID entered for the record matching the search criteria. 22. The Search Order Number field indicates the search order number at which results were found and indicates how precise the search wasthe lower the number, the more restrictive the search and the greater the chance of having found duplicate IDs. This number can be used as an indicator of how close the returned IDs match the criteria entered.
Step 23. 24.
Action Click the Additional Information tab. You can click the Person Organizational Summary link to access the Person Organizational Summary page where you can review the status of this person's record.
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Step 25. Action You can click the Relations With Institution link to access the Campus Solutions Relations With Institution Detail page to determine the type of relations that the individual has with your institution and further clarify whether this is the individual for whom you are searching. Note that the Relations With Institution link appears only if Student Administration or Contributor Relations is selected on the Installation Table (INSTALLATION_TB1) page. 26. Return to the Results page. Click the Results tab. 27. The Detail link appears if the selected search result code was configured to provide the user with a link to a page for more information about an ID. Access the Biographical Details page for Jay Bessmer in a separate browser window. Click the Detail link. 28. 29. Use the Biographical Details page to view, enter or update any personal, demographic, or address information for the prospect. If a prospect record did not already exist, you would need to create it using the Student Recruiting Create/Update Prospects component.
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Step 30.
Action After viewing the personal information, navigate back to the original browser window where the Search Results page is displayed. Click the Close button.
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Step 31.
Action This is the record that you want to work with, so you want the ID to automatically carry forward for you. Click the Carry ID button.
32.
Congratulations! You successfully searched for duplicate records in your system, and found the prospect's existing record. To summarize, you can maintain the integrity of your database by taking measures to minimize duplicate or multiple records. Use the Search/Match feature to define criteria for checking for duplicate or multiple entries of individuals. End of Procedure.
Managing Prospects Records

This lesson describes how to create prospect records and assign prospects to recruiters. 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.
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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. If you use recruiter regions, you can assign the prospect to a region based on the prospect's home address or the last school attended. 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: 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. 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:
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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 prospect records from 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

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. 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
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Step 1.
Action Begin by navigating to the Biographical Details page. Click the Student Recruiting link.
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Step 2.
Action Click the Create/Update Prospects link.
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Step 3. 4.
Action Click the Add a New Value tab. Access the Biographical Details page. Click the Add button.
5. 6.
Use the Biographical Details page to begin entering the prospect's personal data. 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. For more detailed examples of entering data on these pages, see the PeopleSoft Campus Community module.
Step 7. 8.
Action Click the Prefix list. Click the Ms list item.
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Step 9. 10. 11. 12. 13. 14. 15. 16. 17. Action Click in the First Name field. Enter the desired information into the First Name field. Enter "Susan". Click in the Last Name field. Enter the desired information into the Last Name field. Enter "Bressler". Click in the Date of Birth field. Enter the desired information into the Date of Birth field. Enter "04/15/1989". Click in the National ID field. Enter the desired information into the National ID field. Enter "216-52-4578". Continue entering all required personal data for the prospect on the Biographical Details and Regional pages, just as you would to add a new person on the same pages in Campus Community. Access the Regional page. Click the Regional tab. 19. Use the Regional page to enter region-specific data for an individual.
18.
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Step 20.
Action Scroll to the appropriate region for the person that you are adding. In this example, scroll to the USA group box. Click the vertical scrollbar.
21. 22.
Click in the Ethnic Group field. Use the Ethnic Group field to enter the federally mandated group that includes the prospect's ethnic designation. For this example, your prospect claims a Cherokee heritage. Enter the desired information into the Ethnic Group field. Enter "CHEROK".
23. 24.
Click the vertical scrollbar. Access the Prospect Career Data page. Click the Prospect Career Data tab.
25. 26.
Use the Prospect Career Data page to record details related to the prospect's career interest. 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.)
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Step 27. 28.
Action Click in the Admit Term field. 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. In this example, you want to enter the code for 2007 Fall. Enter the desired information into the Admit Term field. Enter "0590".
29.
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. In this example, the related description for the Admit Term field says 2003 Fall. But, you entered the code for 2007 Fall. To see the related description for the code that you entered, refresh. Click the Refresh button.
30. 31.
The correct related description for the Admit Term field value appears. Click in the Admit Type field.
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Step 32. Action Use the Admit Type field to indicate the type of admission, from your institution's list of predefined admit types. Delivered Admit Types include First-year, Transfer, Internal Transfer, or Readmit Admission. For this example, you want to enter the code for First-Year admission. Enter the desired information into the Admit Type field. Enter "FYR". 33. 34. 35. 36. 37. 38. Click the Academic Load list. Click the Full-Time list item. Click the Academic Level list. Click the Freshman list item. Click the Recruiting Status list. 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. 39. 40. 41. Click the Prospect list item. Click in the Referral Source field. Use the Referral Source field 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 source could be Application, DropIn, Campus Event, College Fair, or Counselor. Although this is a way to track your first contact with this person, you use Campus Community's Communication Management page to record subsequent contacts with the person. 42. In this example, you want to enter the code for Counselor. Enter the desired information into the Referral Source field. Enter "CNSL".
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Step 43. 44. Action Click in the Recruiting Center field. 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. 45. 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". 46. 47. Click the Save button. Access the Prospect Program Data page. Click the Prospect Program Data tab. 48. 49. 50. Use the Prospect Program Data page to enter the prospect's program data, if any, in which the prospect has expressed interest. In this example, you are not going to enter program data. The Transfer To dropdown 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 51. 52.
Action Click the Show following tabs button. Access the Prospect School/Recruiting page. Click the Prospect School/Recruiting tab.
53.
Use the Prospect School/Recruiting page to assign categories and recruiters to this prospect.
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Step 54.
Action You can access the Attendee Events page. Click the Events link.
55. 56.
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. For more information on Events, and examples of using the Attendee Events page, refer to the Enterprise Campus Community module.
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Step 57.
Action For this example, you want to enter the code for the Open House event. Enter the desired information into the Event ID field. Enter "000010005".
58.
Click the Meeting button.
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Step 59.
Action For this example, you want to enter the code for the Information Session. Enter the desired information into the Event Mtg field. Enter "2".
60. 61. 62.
Click the Status list. Click the Invited list item. Return to the Prospect School/Recruiters page. Click the OK button.
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Step 63.
Action Click the OK button.
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Step 64. 65.
Action Click in the Last School Attended field. In this example, you want to enter the code for Jordan High School. Enter the desired information into the Last School Attended field. Enter "000010005".
66. 67.
Click the Refresh button. In the Assign Region From box, you can click either the Home Postal Code button to assign the prospect to the region that includes her home address, or you can click the School Postal Code button to assign the region of Last School Attended. For this example, you want to assign the prospect to the region of her last school attended.
Step 68.
Action Click the School Postal Code button.
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Step 69. 70.
Action Click in the Category field. Use the Category field to indicate the area of your institution's interest in the prospect. You must enter at least one Category for the Academic Career. You can add rows to enter multiple categories.
71.
For this example, you want to enter the code for High GPA. Enter the desired information into the Category field. Enter "HGPA".
72. 73. 74.
Click the Sub-Category list. Click the High list item. You can select the Move to Application check box to copy the information in the Recruiting Categories group box to the application record when the prospect applies to your institution. The system selects this check box if you set up the system to copy prospect data to the application by selecting the Copy Data and Recruiting Categories check boxes on the Installation Defaults - AD page.
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Step 75. Action 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. 76. The system selects the Recruiters Prompt check box by default. With the check box selected, all recruiters are available from the Recruiter ID prompt list regardless of their assigned categories. If you want to limit the prompt list to only recruiters in the specified category, clear the Recruiters Prompt check box. If you manually assigned the region from the region tree, the system displays a list all recruiters who are assigned to a recruiting category of REGN when you click the prompt on the Recruiter ID field. 77. 78. Click in the Recruiter ID field. For this example, you want to enter the code for recruiter, Gloria Wilson. Enter the desired information into the Recruiter ID field. Enter "ADREC2". 79. 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. 80. Add another recruiter. Click the Add a new row button. 81. 82. Click in the Recruiter ID field. For this example, you want to enter the code for recruiter, John Chevez. Enter the desired information into the Recruiter ID field. Enter "ADREC1". 83. For this example, you want to select the second recruiter as the Primary recruiter for this prospect. Click the Primary option.
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Step 84. 85.
Action Click the Save button. Congratulations! You have successfully added a new prospect record manually, and assigned two recruiters to the prospect. End of Procedure.
Creating Prospect Records as Part of a Test Load

If your system is configured for external test score loads and you have the appropriate security, you can create prospect records as part of the test score posting process. You simply click the Create Prospects check box on the Search/Match/Post Test Scores run control page before running the process. In this topic, you begin to create a prospect record for each individual whose SAT test score you are about to load. Procedure
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Step 1.
Action Begin by navigating to the Search/Match/Post Test Scores page. Click the Student Recruiting link.
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Step 2.
Action Click the Search/Match/Post Test Scores link.
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Step 3.
Action You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the report may help you remember it for future use. Click the Add a New Value tab.
4.
A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Enter the desired information into the Run Control ID field. Enter "PROSPECT".
5. 6.
Click the Add button. Use the Search/Match/Post Test Scores page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run. Use the Test ID field to enter the test ID you want to process. Once the Test ID is entered, the additional fields specific to the test will display. You must have Test ID security established in order to select a value. The prompt will only display Test IDs you have security to access.
7.
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Step 8. 9. 10. 11. 12. 13. Action Enter the desired information into the Test ID field. Enter "SAT I". Click the Refresh button. Use the Data Source field to enter the data source from which this information was received. Click the Data Source list. Click the ETS list item. Use the Address Type field to enter the address type that you want the process to assign to the new address. If the search/match/post process adds a new record to your database, the process loads the address information from the test record into the Addresses page. 14. 15. 16. Click the Address Type list. Click the Home list item. Use the Phone Type field to enter the phone type that you want the process to assign to the new phone number. If the search/match/post process adds a new record to your database, the process loads the phone number from the test record to the Personal Information page. 17. 18. 19. 20. Click the Phone Type list. Click the Home list item. Click the Create Prospects option. When you select the Create Prospects check box, the Default Prospect Values group box appears at the bottom of the page. The process uses the values in this group box to create the prospect records. 21. If you have user defaults, those default values will appear in the required fields. If you do not have user defaults, you must enter the Academic Institution, Academic Career, Recruiting Status, and Recruiting Center to use for the prospect records.
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Step 22. Action Use the Academic Institution field to enter the default Academic Institution value that you want the system to assign to the prospects that you create from the test score post. Use the Academic Career field to enter the default Academic Career value that you want the system to assign to the prospects that you create from the test score post. Use the Recruiting Status field to enter the default Recruiting Status value that you want the system to assign to the prospects that you create from the test score post. Use the Recruiting Center field to enter the default Recruiting Center value that you want the system to assign to the prospects that you create from the test score post. Click in the Recruiting Center field. Enter the desired information into the Recruiting Center field. Enter "UGRD". Access the Search Parameters page. Click the Search Parameters tab. 29. Use the Search Parameters page to specify parameters for this search.
23. 24. 25.
26. 27. 28.
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Step 30. 31. 32. Action Click in the Search Parameter field. Enter the desired information into the Search Parameter field. Enter "PSCS_TRADTIONAL". At this point, you would continue to run the Search/Match/Post Test Scores process just as you would any other PeopleSoft Enterprise Process Scheduler process. See the Running Reports module for an example of running a process. 33. Congratulations! You have successfully run the process to create prospect records while loading test scores. End of Procedure.
Creating Prospect Records from a Query of Previous Test Loads

You can query candidate data from previously loaded test scores to create prospect records. Testing agencies such as ADA, AMCAS, and LSDAS usually send test scores to you for individuals who want to apply for admission to your organization. When you download the test scores, the system creates an application for each of the individuals. If your system is set to create a related prospect record each time an application is created, the system creates the prospect records from the test scores for you. However, if your system is not set to automatically create prospect records from applications, you will want to create the prospect records from the test scores data yourself. Define your own queries using PeopleTools' Query Manager or modify the sample data queries that Oracle delivers. Then use the query when running the Create Prospects from Tests process to select the specific population of applicants that you want to recruit and for whom you want to create prospect records. Consider this scenario: SAT scores were previously loaded into your system, but no prospect records were created. You want to create prospect records from those scores for the undergraduate career at your institution. Procedure
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Step 1.
Action Begin by navigating to the Create Prospects from Tests page. Click the Student Recruiting link.
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Step 2. 3.
Action Click the External Test Score Processing link. Click the Create Prospects From Tests link.
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Step 4.
5.
A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Enter the desired information into the Run Control ID field. Enter "CREATEPROS".
6. 7.
Click the Add button. Use the Create Prospects from Tests page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run. Use the Test ID field to enter the test ID for the query you want to run. When you search for a query on the Select Query page, the system searches for valid queries for the test ID that you enter.
8.
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Step 9. 10. 11. 12. 13. Action Enter the desired information into the Test ID field. Enter "SAT I". Use the Academic Institution field to assign an academic institution value to the prospects that you create from the query. Use the Academic Career field to assign an academic career value to the prospects that you create from the query. Use the Recruiting Status field to assign a recruiting status value to the prospects that you create from the query. If you have user defaults, those default values appear in the required fields. If you do not have user defaults, you must enter values in the required fields. For this example, you have user defaults for all required fields except Recruiting Center. 14. 15. 16. 17. 18. Use the Recruiting Center field to assign a recruiting center value to the prospects that you create from the query. Click in the Recruiting Center field. Enter the desired information into the Recruiting Center field. Enter "UGRD". Click in the Admit Term field. For this example, you want to enter the code for 2007 Fall. Enter the desired information into the Admit Term field. Enter "0590". 19. 20. 21. 22. Click the Academic Level list. Click the Freshman list item. Click in the Academic Program field. For this example, you want to enter the code for Intercommunicative Technology. Enter the desired information into the Academic Program field. Enter "ICTEC". 23. 24. Click the Assign 3C option. Click in the Event ID field.
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Step 25. Action When you select the Assign 3C check box, the Event ID field appears. You can choose to assign 3Cs to the prospects that you create from the query. To do so, you must select an Event ID to use. Only the event IDs that have the administrative functions PROS (prospect) and PROP (prospect program) are available. Prospect program is available only if you select an academic program on this page. See the PeopleSoft Campus Community module for information about assigning 3Cs and using administrative functions. 26. For this example, you want to enter the code for New Prospect. Enter the desired information into the Event ID field. Enter "NEWPROS". 27. Access the Select Query page. Click the Select Query button.
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Step 28. Action Use the Select Query page to enter parameters for the query to use. Click in the Search field. 29. 30. Enter the desired information into the Search field. Enter "PS". Even if you enter the entire query name on the Select Query page, you must click the Search button. Click the Search button. 31. Query search results return only those queries that are defined for the specified Test ID and to which you have access. Because the system searches all queries to which you have access, leaving the search string blank might increase your wait time. The system identifies the primary candidate data record from the External Data Mapping page. 32. 33. Click the PS_AD_SAT_CPTEST01 link. At this point, you would continue to run the Create Prospects from Tests process just as you would any other PeopleSoft Enterprise Process Scheduler process. Refer to the Running Reports module for an example of running a process. 34. Congratulations! You have successfully set the process to select candidates from previously loaded test scores and create prospect records for them. End of Procedure.
Assigning Recruiters to a Group of Prospects

You can assign regions, recruiting categories, and recruiters in batch to a group of prospects (not applicants) using the Recruiter Assignment component. Consider this scenario: Your institution is especially interested in a group of prospects from a particular school because of their high GPAs. You want to select all prospects who last attended that school, and continue to select the group based on other selection criteria. You want to assign (or re-assign) the region for those prospects to that of the school's postal code. And, you want to assign two recruiters from that region to prospects in the group. Procedure
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Step 1.
Action Begin by navigating to the General Selection Crit page. Click the Student Recruiting link.
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Step 2.
Action Click the Recruiter Assignment link.
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Step 3.
4.
A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Enter the desired information into the Run Control ID field. Enter "RECRUITERS".
5. 6.
Click the Add button. Use the General Selection Crit page and the other pages in the Recruiter Assignment component to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run. Use the General Selection Crit (general selection criteria) page to begin specifying selection criteria for the desired group of prospects. You must enter at least the required data (denoted by *) on this page and on each page in this component. You may enter additional data to further define your selection criteria.
7. 8.
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Step 9.
Action Use the Institution field to enter the academic institution for this prospect group. Enter the desired information into the Institution field. Enter "PSUNV".
10. 11.
Click in the Last School Attended field. In this example, you want to enter the code for Jordan High School. Enter the desired information into the Last School Attended field. Enter "000010005".
12. 13. 14. 15. 16.
Click in the Academic Career field. Enter the desired information into the Academic Career field. Enter "UGRD". Click the Refresh button. After refreshing the page, review the updated related descriptions to be sure that you entered the desired values. You can enter additional data in the Bio/Demo Selection and Address Selection group boxes to select prospects. For example, if you want to select only prospects who are single, male, and from certain postal codes in Maryland, you could specify that data here.
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Step 17. Action You can select existing prospect records (that match your criteria) based on their currently assigned regions, if any. If you want to select only prospects who do not have a region assigned, select the Blank option. If you want to select only prospects with a currently assigned region, select the NonBlank option. If you want to specify a region, you can enter that region in the NonBlank field. For this example, accept the N/A option, which is the default value. 18. Access the Academic Selection Crit page. Click the Academic Selection Crit tab. 19. Use the Academic Selection Crit (academic selection criteria) page to enter any academic program or academic plan selection criteria for the prospect group.
Step 20.
Action In this example, you will enter the code for 2007 Fall. Enter the desired information into the Admit Term field. Enter "0590".
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Step 21. 22. Action Click in the Admit Type field. In this example, you want to enter the code for the First-Year admit type Enter the desired information into the Admit Type field. Enter "FYR". 23. 24. 25. 26. 27. 28. 29. 30. 31. Click in the Campus field. Enter the desired information into the Campus field. Enter "MAIN". Click the Acad Load list. Click the Full-Time list item. Click the Acad Level list. Click the 1st Year list item. Click the Refresh button. After refreshing the page, you can review the fields to be sure that you entered the desired criteria. Access the Prog/Plan Selection Crit page. Click the Prog/Plan Selection Crit tab. 32. 33. Use the Prog/Plan Selection Crit (program or plan selection criteria) page to enter any academic program or academic plan selection criteria for the prospect group. Use the Academic Program field to enter an academic program for this prospect group. You can enter more than one academic program. If you enter more than one academic program (for example, Liberal Arts and Fine Arts) people who are in either the Liberal Arts or the Fine Arts academic programs are selected for this prospect group.
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Step 34.
Action In this example, you want to enter the code for Intercommunicative Technology. Enter the desired information into the Academic Program field. Enter "ICTEC".
35. 36.
Click in the Campus field. In this example, you want to enter the code for the Main Hacienda Campus. Enter the desired information into the Campus field. Enter "MAIN".
37.
Use the Academic Plan field to enter an academic plan. If you enter more than one academic plan, a person must have only one of the plans that you enter to be included in this prospect group.
38. 39.
Click in the Academic Plan field. In this example, you want to enter the code for Communication Technology. Enter the desired information into the Academic Plan field. Enter "COMMTECH".
40. 41.
Click the Refresh button. After refreshing, review the related descriptions to confirm that you entered the desired values.
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Step 42. Action Access the Acad Interests Selection Crit page. Click the Acad Interests Selection Crit tab. 43. Use the Acad Interests Selection Crit (academic interests selection criteria) page to select individuals for a prospect group who have expressed an academic interest in a common subject area. If you want to select prospects who have expressed a high prioritized interest in a subject matter, select the Priority option. If you want to select people who have expressed any interest in a subject matter, select the Non-Priority option. For this example, accept the Not Applicable option, which is the default value. 45. Use the Subject Area field to enter more than one subject area. For example, if you enter English and Math as subject areas, the system selects those people who have expressed an interest in either English or Math for this prospect group. The values available for the Subject Area field are based on the Priority, NonPriority, or Not-Applicable option selected at the top of the page.
44.
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Step 46. 47. Action Click in the Subject Area field. In this example, you want to enter the code for Technology. Enter the desired information into the Subject Area field. Enter "TECH". 48. 49. Click the Show following tabs button. Access the Assignment Crit page. Click the Assignment Crit tab. 50. Use the Assignment Crit (assignment criteria) page to enter criteria for selecting the recruiters to assign to this group of prospects.
Step 51.
Action Select the School option to assign the region based on the postal code of the prospect's last school attended, which is specified on the General Selection Criteria page. Click the School option.
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Step 52. Action Use the Category field to enter a recruiting category for this prospect group. Click in the Category field. 53. In this example, you want to enter the code for High GPA. Enter the desired information into the Category field. Enter "HGPA". 54. 55. 56. Click the Sub-Cat list. Click the High list item. Use the Existing Recrs field to specify how to handle existing recruiters, if any, for people in this prospect group. You can Merge or Replace them with the recruiters that you are assigning in this transaction. The system selects Merge by default. In this example, you want to accept the default value. 57. 58. Click in the Recruiter ID field. In this example, you want to enter the ID for recruiter, Gloria Wilson. Enter the desired information into the Recruiter ID field. Enter "ADREC2". 59. You want to assign one more recruiter to this group of prospects. However, you want this recruiter to be the primary recruiter. Click the Primary option. 60. 61. 62. Click the Add a new row button. Click in the Recruiter ID field. In this example, you want to enter the ID for recruiter, John Chavez. Enter the desired information into the Recruiter ID field. Enter "ADREC1". 63. 64. Click the View All link. Both of the recruiters that you assigned appear in the Recruiters group box.
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Step 65. Action At this point, you would continue to run the Recruiter Assignment process just as you would any other PeopleSoft Enterprise Process Scheduler process. Refer to the Running Reports module for an example of running a process. 66. Congratulations! You have set the Recruiter Assignment process to select a group of prospects according to your criteria and to assign the specified recruiters to each prospect in that group. End of Procedure.
Viewing a Summary of a Prospect's Information

After you create a prospect record for an individual, you can view a summary of the individual's prospect data on a single page and select links to access more detailed information. You can also review a summary of the recruiters assigned to the prospect. Consider this scenario: You are a recruiter to whom a prospect has just been assigned. You want to view a summary of the prospect's information. Procedure
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Step 1. Action Begin by navigating to the Prospect Summary page. Click the Student Recruiting link.
Step 2.
Action Click the Prospect Summary link.
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Step 3.
Action For this example, you want to enter the ID for Susan Bressler. Enter the desired information into the ID field. Enter "0055".
4.
Access the Prospect Summary page. Click the Search button.
5.
Use the Prospect Summary page to view a summary of information about a prospect, such as academic career, recruiting status, and referral source. You can also determine whether or not the prospect has applied.
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Step 6.
Action The Detail Panel link redirects you to the person's Prospect Career Data page for this academic career. Click the Detail Panel link.
7. 8.
The system opens a new browser window displaying the Create/Update Prospects component, with the Prospect Career Data page selected. Use the Prospect Career Data page and other pages in the Create/Update Prospects component to view prospect record details.
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Step 9.
Action After reviewing the details, close the current browser window to return to the Prospect Summary page. Click the Close button.
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Step 10.
Action The Prospect Program link appears if academic program data exists for the prospect. Access the Prospect Program page. Click the Prospect Program link.
11.
Use the Prospect Program page to determine the programs in which the prospect has expressed interest.
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Step 12.
Action Return to the Prospect Summary page. Click the Return button.
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Step 13.
Action After reviewing the prospect's data, you might want to navigate to the Prospect Recruiters page to determine the recruiters assigned to the prospect. Click the Prospect Recruiters Summary link.
14. 15.
Use the Prospect Recruiters page to view a list of recruiters assigned to a prospect. Congratulations! You successfully viewed the summary pages for the prospect. End of Procedure.
Viewing a Summary of Recruiters Assigned to a Prospect

Use the prospect pages in the Recruiter Summary component to view a summary of prospects assigned to a specific recruiter. You can search for and view prospects by category or by region. In this topic, you view a list of prospects assigned by category to a specific recruiter and a list of prospects assigned by region to a specific recruiter. Procedure
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Step 1.
Action Begin by navigating to the Prospects by Category page. Click the Student Recruiting link.
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Step 2. 3.
Action Click the Student Recruiters link. Click the Recruiter Summary link.
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Step 4. 5.
Action Click in the Recruiter ID field. In this example, you want to enter the code for recruiter, Gloria Wilson. Enter the desired information into the Recruiter ID field. Enter "ADREC2".
6.
Access the Prospects By Category page. Click the Search button.
7. 8.
Use the Prospects By Category page to view a list of prospects assigned to a specific recruiter for any category to which the recruiter is assigned. You must enter at least one selection criterion in the Select Prospects By group box.
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Step 9. 10.
Action Click in the Category field. In this example, you want to enter the code for High GPA. Enter the desired information into the Category field. Enter "HGPA".
11.
You can select a Sort Prospects By option to sort the search results. For this example, use the default value of Admit Term.
12. 13. 14.
Click the Search button. The system displays a list of the prospects assigned to the specified recruiter according to the criteria you that you selected. The Prospect Program link appears if program data exists for this prospect. Access the Prospects Program page for the prospect Barry Brown. Click the Prospect Program link.
15.
Use the Prospects Program page to determine the programs in which the prospect has expressed interest.
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Step 16.
Action Return to the Prospects by Category page. Click the Return button.
17.
You can click the Carry ID button to carry forward this prospect's ID to other pages that you access.
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Step 18.
Action Access the Applicants By Category page. Click the Applicants By Category tab.
19.
If the prospect is also an applicant, you could use the Applicants By Category page to view a list of applicants assigned to a specific recruiter for any category to which the recruiter is assigned. For more information about this page, see Viewing a Summary of Recruiters Assigned to an Applicant in the Managing Application Records lesson.
20.
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Step 21. 22.
Action Click in the Category field. In this example, you want to enter the code for High GPA. Enter the desired information into the Category field. Enter "HGPA".
23. 24. 25.
Click the Search button. The system displays the applicants assigned to the specified recruiter according to the criteria you that you selected. Access the Prospects By Region page. Click the Prospects By Region tab.
26.
Use the Prospects By Region page to view a list of prospects assigned to a specific recruiter for a region. For example, you might search by the Last School Attended or by Region.
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Step 27.
Action Access the Applicants by Region page. Click the Applicants By Region tab.
28. 29. 30.
If the prospect is also an applicant, you could use the Applicants By Region page to view a list of applicants assigned to a specific recruiter for a region. For more information about this page, see the Viewing a Summary of Recruiters Assigned to an Applicant topic in the Managing Application Records lesson. Congratulations! You successfully viewed a list of prospects assigned by category to a specific recruiter and applicants assigned by category to the same recruiter. End of Procedure.
Deleting Prospect Records

You can delete specific prospect records due to data errors or duplicate records. To do so, you specify the records to delete on the Delete Prospect Record page. When you save the page, the prospect's ID number goes into a prospect delete holding table. You can then re-enter the Delete Prospect Record page for any additional prospects that you want to delete. Run the Prospect Delete Process once to delete all the prospect records in the holding table. The Prospect Delete process removes only the prospect record and associated prospect 3C information for the individual. It does not remove the person record. The process removes data entered from PeopleSoft Enterprise Recruiting and Admissions only; it does not remove data originating from any other application within PeopleSoft Enterprise Student Administration.
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In this topic, you delete a prospect record and confirm its deletion. You also enter a record to delete, but you remove it from the Delete Holding table prior to running the Prospect Delete Process. Procedure
Step 1.
Action Begin by navigating to the Delete Prospect Record page. Click the Student Recruiting link.
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Step 2. 3. 4. 5.
Action Click the Delete Prospect Record link. Use the Delete Prospect Record page to select individual prospect records for deletion. Use the ID field to select a prospect record you want to delete. Use the Academic Institution field to select the academic institution associated with the prospect record. If a prospect has a single academic institution and career record, the institution and career will appear automatically. If a prospect has multiple institution or career records, you must enter a row for each record that you want to delete.
6.
Use the Academic Career field to select the academic career associated with the prospect record. If a prospect has a single academic institution and career record, the institution and career will appear automatically. If a prospect has multiple institution or career records, you must enter a row for each record that you want to delete.
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Step 7.
Action For this example, you want to delete the prospect record for Brian Teng who has a single academic institution and career record. Brian's prospect ID is 0046. Enter the desired information into the ID field. Enter "0046".
8. 9. 10.
Click the Prospect Details tab. Use the Prospect Details tab to view additional information about the record that you have selected. Return to the Prospect tab. Click the Prospect tab.
11.
For each prospect record, you can select the 3Cs (Communications, Checklists, and Comments), if any, that you want to delete. The system selects the delete 3Cs check boxes by default. For this example, accept the defaults.
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Step 12. Action For this example, you want to delete another prospect record. Click the Add Rows button.
Step 13.
Action Click the OK button.
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Step 14.
Action You want to delete the record for Susan Bressler. Susan's prospect ID is 0055. Enter the desired information into the ID field. Enter "0055".
15.
When you save this page, the selected records are inserted into the Prospect Delete Holding table, where they are stored until you run the Prospect Delete process. Click the Save button.
16.
For this example, you changed your mind about deleting any of Susan Bressler's prospect data. You must remove her from the Prospect Delete Holding page before running the delete process.
17.
Navigate to the Prospect Delete Holding page. Click the Prospect Delete Holding link.
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Step 18. 19. 20.
Action Enter the desired information into the ID field. Enter "0055". Click the Search button. Use the Prospect Delete Holding page to review the prospect records that you selected for deletion and remove any that you no longer want to delete.
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Step 21.
Action Remove Susan's record from the holding table. Click the Remove From Holding Table button.
22.
Click the Yes button.
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Step 23.
Action Navigate to the Prospect Delete Process page. Click the Prospect Delete Process link.
24.
You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the report may help you remember it for future use. Click the Add a New Value tab.
25.
A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Enter the desired information into the Run Control ID field. Enter "PROSDEL".
26. 27.
Click the Add button. Use the Process page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run. The Prospect Delete Process page does not have any request parameters.
28.
The Prospect Delete process deletes all the records in the Prospect Delete Holding table.
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Step 29. Action At this point, you would continue to run the Prospect Delete process just as you would any other PeopleSoft Enterprise Process Scheduler process. Refer to the Running Reports module for an example of running a process.
Step 30.
Action After the process runs successfully, you can confirm deletion. Navigate to the Prospect Summary page. Click the Prospect Summaries link.
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Step 31.
Action Click the Prospect Summary link.
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Step 32.
Action For this example, you want to enter the ID of the record for Susan Bressler. Enter the desired information into the ID field. Enter "0055".
33.
Access the Prospect Summary page. Click the Search button.
34.
Use the Prospect Summary page to view data from a prospect record. For this example, you use the Prospect Summary page to confirm that a prospect record still exists.
35.
You decided not to delete any of her prospect data, so you want to be sure that you did not delete her. Susan's record still exists, so you successfully removed her from deletion.
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Step 36. Action Navigate to the Prospect Summary page for Brian Teng to see if you successfully deleted him. Click the Return to Search button.
Step 37.
Action For this example, you want to enter the ID of the record for Brian Teng. Enter the desired information into the ID field. Enter "0046".
38. 39. 40.
Click the Search button. Notice that the record was not found. Congratulations! You successfully deleted a prospect record and confirmed its deletion. You also successfully entered a record to delete and removed it from the Delete Holding table prior to running the Prospect Delete Process. End of Procedure.
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Training Guide
Deleting Prospect Records By Batch

You can delete groups of prospect records that you no longer want to keep in your database for example, once a semester, you might delete all prospect records that are five years old. To do so, use the Prospect Delete by Batch page to select a group of prospect records for deletion. The Prospect Delete By Batch process inserts all the selected records into the Prospect Delete Holding table. Run the Prospect Delete Process once to delete all the prospect records in the holding table. In this topic, you delete a group of prospect records. Procedure
Step 1.
Action Begin by navigating to the Prospect Delete by Batch page. Click the Student Recruiting link.
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Step 2.
Action Click the Prospect Delete by Batch link.
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Step 3.
4.
A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Enter the desired information into the Run Control ID field. Enter "BATCHPROSDEL".
5. 6.
Click the Add button. Use the Prospect Delete By Batch page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run. The By Population group box appears when the Population Selection process is selected. The Population Selection process is a method for selecting the IDs to process for a specific transaction. Use the Selection Tool field to choose a tool to select the group of prospect records that you want to delete. Values are: Equation Engine, External File, and PS Query.
7.
8.
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Step 9. 10. 11.
Action Click the Selection Tool list. Click the PS Query list item. A number of queries are delivered with the PS Query tool. If you run queries other than those that are delivered, you must include the appropriate bind record in your query or it will not appear when you select the prompt to view the available queries. The bind record for prospect delete is SAD_PRS_DEL_BND. Your query must also contain the following values: EMPLID, INSTITUTION and ACAD_CAREER.
12. 13.
Click in the Query Name field. For this example, you want to select the prospect records associated with the admit term 2004 Fall. Enter the desired information into the Query Name field. Enter "PROSPECTS_2004FALL".
14.
Access the Preview Selection Results page. Click the Preview Selection Results link.
15.
Use the Preview Selection Results page to verify that the records that you selected are the ones that you want to delete.
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Step 16.
Action Return to the Prospect Delete by Batch page. Click the Return button.
17.
Use the 3C PROS/PROP/PSSV Delete Optns (3C PROS/PROP/PSSV delete options) group box to select the 3Cs, if any, that you want to delete. Your selection will apply to all prospect records in the group. At this point, you would continue to run the Prospect Delete by Batch process just as you would any other PeopleSoft Enterprise Process Scheduler process. Refer to the Running Reports module for an example of running a process.
18.
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Step 19.
Action Navigate to the Prospect Delete Process page. Click the Prospect Delete Process link.
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Step 20.
21.
A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Enter the desired information into the Run Control ID field. Enter "BATCHPROS".
22. 23.
Click the Add button. Use the Process page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run. The Prospect Delete Process page does not have any request parameters.
24.
At this point, you would continue to run the Prospect Delete Process just as you would any other PeopleSoft Enterprise Process Scheduler process. Refer to the Running Reports module for an example of running a process.
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Step 25. Action Congratulations! You have successfully run the processes to delete prospect records by batch. End of Procedure.
Managing Applicant Records

This lesson describes how to create applicant records, add programs to existing applications, 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. If you use recruiter regions, you can assign the applicant to a region based on the applicant's home address or the last school attended. 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). 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 applicants manually. Add programs to an existing application.
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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 Applications Manually

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, law school, 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. 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
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Step 1. Action Begin by navigating to the Biographical Details page. Click the Student Admissions link.
Step 2. 3.
Action Click the Add Application link. Notice that when the Application Entry page appears, the Application Number field is all zeros. The system will automatically assign an application number at save time.
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Step 4.
Action If the person did not already have a record in your database, you could create one by accepting the default value of New. However, in this example, the prospect record already exists. Enter the ID for the existing prospect, Susan Bressler, for whom you want to add the new application. Enter the desired information into the ID field. Enter "0055".
5.
Access the Biographical Details page. Click the Add button.
6.
Use the Biographical Details page to view or update the individual's biographical information.
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Step 7.
Action Access the Addresses page. Click the Addresses tab.
8.
Use the Addresses page to view or update the individual's address information.
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Step 9.
Action Access the Regional page. Click the Regional tab.
10.
Use the Regional page to view or update the individual's regional information.
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Step 11.
Action Access the Application Program Data page. Click the Application Program Data tab.
12.
Use the Application Program Data page to enter program data and academic plan data pertaining to this application. You can also create an enrollment deposit 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.
13.
Data appears on pages in the component based on user defaults and any existing prospect record for the individual. If the Copy To installation feature is enabled, and if the Move to Application check box is selected on the prospect record, then the system copies data from the prospect record to the following fields in this component: Academic Program, Academic Load, Recruiting Categories, Last School Attended, Graduation Date, Fin Aid Interest, and Housing Interest. You can change the data to reflect the application.
14.
Students can apply to multiple programs within one career. The Program Number shows the number of the program in the order that it was entered, beginning with 0.
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Step 15. Action Use the Admit Term field to enter the admit term in which the applicant is expected to enroll, if he or she is admitted for this application.
Step 16.
Action For this example, you want to enter the code for 2007 Fall. Enter the desired information into the Admit Term field. Enter "0590".
17.
Use the Academic Program field to enter or update the academic program to which the person is applying. For this example, accept the default academic program value of LAU (Liberal Arts program).
18.
If the applicant is applying to a joint program, you would select the Joint Program check box, at which time the Dual Program field becomes available so you can specify the joint academic program. Click the Joint Program option.
19.
Notice that the system displays the Dual Program field when you select the Joint Program option.
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Step 20. Action For this example, do not use the Joint Program option. Click the Joint Program option. 21. 22. 23. 24. Use the Academic Load field to enter the academic load that the applicant will be taking on if admitted for this application. Use the Effective Date field to enter an effective date for the application to this academic program. Click in the Expected Graduation Term field. For this example, you want to enter the code for 2010 Winter. Enter the desired information into the Expected Graduation Term field. Enter "0635". 25. 26. Use the Campus field to enter or update the campus to which the person is applying within your academic institution. 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. After you save the record, you can update this field to indicate the change from Application to Defer Decision, Deny, Early Admit, Readmit Application, and so on. 27. 28. The Career Number field becomes available only when you are updating a saved application and you enter a Program Action of Readmit Application. Access the Evaluation page. Click the Evaluation link. 29. Use the Evaluation page to view or enter the status of the person's application evaluation.
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Step 30. 31. 32.
Action Click the Evaluation Status list. Click the Progress list item. Return to the Application Program Data page. Click the OK button.
33.
Use the Academic Plan field to enter the academic plan within the academic program being applied to with this application.
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Step 34.
Action The applicant has also applied to another program in the undergraduate career, and you want to enter that application. Click the Add Row button.
35.
In this example, enter the code for Fine Arts Undergraduate. Enter the desired information into the Academic Program field. Enter "FAU".
36. 37.
Click the Refresh button. Access the Application Data page. Click the Application Data tab.
38. 39.
Use the Application Data page to enter additional information regarding the application and to calculate an application fee. 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. 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 41.
Action In the example, you want to enter the code for Undergraduate application center. Enter the desired information into the Application Center field. Enter "UGRD".
42. 43. 44. 45.
The default for the application date is the system date that the application was received. You can use the Application Date field to override this default. The default for the created date is the system date on which you create this application record. You can use the Created Date field to override this default. Use the Admit Type field to enter the admit type for this application (for example, First-Year or Transfer). Use the Notification Plan field to specify whether this person should be on a regular or special notification track. This field is useful for informational reporting purposes. Click the Application Method list. Click the Web Appl list item. Click the Housing Interest list. Click the Off Campus list item.
46. 47. 48. 49.
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Step 50. Action If the application is complete you can indicate that in the File Information group box. If the application has an external number on it, you can record that in the External Application Nbr field for your reference. 51. In the Application Fee Information group box, you can select a Fee Type and click the Calculate Application Fees to have the system calculate the required fees based on the Academic Career and Fee Type that you selected. You can also click the Transaction Summary link to access an overview of feerelated transactions.
Step 52. 53.
Action Click the Save button. Notice that the system assigned the Application Number to the new application.
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Step 54.
Action You can run the Application Fees Calculation process and access the Application Fees Page to see the resultant fees. Click the Calculate Application Fees link.
55. 56.
Use the Application Fees page to view fees that the system calculated and the status of payment. In this example, the calculated fees are 20.00 USD. If, at installation, your institution sets application fees to post to PeopleSoft Student Financials, a Run button appears on the Application Fees page. When you click the Run button, the Application Fees Calculation process runs and a COBOL posting program creates an account for this person in Student Financials.
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Step 57.
Action Return to the Application Data page. Click the OK button.
58.
Upon return to the Application Data page, the Status field indicates that the fees have been Calculated.
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Step 59.
Action You can access the Application Items page. Click the Transaction Summary link.
60.
Use the Application Items page to view information about the applicant's application fee.
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Step 61.
Action Return to the Application Data page. Click the Return link.
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Step 62.
Action Access the Application School/Recruiting page. Click the Application School/Recruiting tab.
63. 64. 65.
Use the Application School/Recruiting page to view or enter recruiting information about an applicant. If the Move to Application option is selected on the Prospect Recruiters page, much of the information on this page appears for you. You can select a Region from the region tree manually. Only regions from your region tree are available for selection. Or, you can use a button in the Assign Region From group box to select the region for you.
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Step 66.
Action For this example, use the same region as the Last School Attended. Click the School Postal Code button.
67.
If the postal code of the Last School Attended falls into a region that is set up in your database, then the system displays the related data for you, including the value in the Region field. If the school does not have a postal code or region, you will want to assign the application to an appropriate region.
68.
The From field shows you how this region was defined: Region Tree, if you manually assigned a region; Address, if you clicked the Home Postal Code button; or School, if you clicked the School Postal Code button. Use fields in the Recruiting Categories group box to target the applicant for special recruiting efforts during the admission process regarding this application. Use the Category field to enter a recruiting category for the applicant under this career and application. A subcategory can be used to indicate the priority of this recruiting category. Use the Recruiter ID field to enter the ID number of the recruiter that you want to assign to this applicant. Click in the Recruiter ID field.
69. 70. 71. 72.
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Step 73. Action In this example, you want to enter the ID for the recruiter, John Chavez. Enter the desired information into the Recruiter ID field. Enter "ADREC1". 74. 75. Click the Save button. Congratulations! You successfully added an application manually. End of Procedure.
Adding Programs to an Existing Application

An applicant can apply to multiple programs. You can add as many programs as the applicant wants while creating the application. However, once an application is entered and saved, you must use the Program Addition page to add programs to an existing application as described in this lesson. When you add a program, the Program Action automatically becomes Application. As the applicant progresses through your admissions process for a program, you will want to update the Program Action and Action Reason for that program. To do so, you must add rows either on the Application Program Data page for that individual or use the Action/Reason Entry page to update several applications with the same career, program, and plan, to the same action and reason. For example, if your institution has deferred the decision for several applicants with the same undergraduate career, Intercommunicative Technology program, Communication Technology plan, and admit term, you would use the Action/Reason Entry page to change the Program Action to Defer Decision for each of those applications. For now, you only need to add a program to the existing application. Consider this scenario: An applicant whose application is already in your database, applies for an additional program in the same academic career as the existing application. You want to add that program to the application. Procedure
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Step 1.
Action Begin by navigating to the Program Addition page. Click the Student Admissions link.
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Step 2.
Action Click the Program Addition link.
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Step 3.
Action For this example, you want to enter the ID for Linda Shepard. Enter the desired information into the ID field. Enter "RA201".
4. 5.
Click in the Application Nbr field. Only application numbers for this ID's existing applications are valid or available from the lookup feature. Enter the desired information into the Application Nbr field. Enter "00024336".
6.
Access the Program Addition page. Click the Add button.
7. 8. 9.
Use the Program Addition page to add a program to an existing application. Use the Academic Institution field to enter the academic institution to which the person is applying. Use the Effective Date field to enter an effective date for the application to this academic program if different than the default date.
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Step 10. Action Use the Academic Program field to enter or update the academic program to which the person is applying. Click in the Academic Program field. 11. For this example, you want to enter the code for the Non Degree program. Enter the desired information into the Academic Program field. Enter "NONDG". 12. Use the Campus field to enter or update the campus to which the person is applying within your academic institution. Click in the Campus field. 13. 14. When you click in the Campus field, the system enters the code for the campus associated with the Academic Program that you entered. Use the Admit Term field to enter the admit term in which the applicant is expected to enroll, if he or she is admitted for this application. For this example, you want to enter the code for 2007 Fall. Click in the Admit Term field. 15. 16. 17. Enter the desired information into the Admit Term field. Enter "0590". Use the Academic Load field to enter the academic load that the applicant will be taking on if admitted for this application. 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. 18. Access the Evaluation page. Click the Evaluation link. 19. Use the Evaluation page to enter or view the evaluation status of an application.
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Step 20. 21. 22.
Action Click the Evaluation Status list. Click the Progress list item. Return to the Program Addition page. Click the OK button.
23.
Use the Academic Plan field to enter the academic plan within the academic program being applied to with this application.
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Step 24. 25.
Action Click the Save button. Congratulations! You successfully added a program to an existing application. End of Procedure.
Viewing a Summary of an Individual's Applications

After an application record is created for an individual, you can view a summary of the individual's application data in a single component and select links to access more detailed information. You can also review a summary of the recruiters assigned to the applicant. Consider this scenario: You are a recruiter to whom an applicant has just been assigned. You want to view a list of the individual's applications. Procedure
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Step 1.
Action Begin by navigating to the Application Summary page. Click the Student Admissions link.
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Step 2.
Action Click the Application Summary link.
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Step 3.
Action For this example, you want to enter the ID for Linda Shepard. Enter the desired information into the ID field. Enter "RA201".
4.
Access the Application Summary page. Click the Search button.
5.
Use the Application Summary page to view a list of all applications in the database for an individual.
Step 6.
Action You can access the Application Program Data page. Click the Application Data link.
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Step 7. 8. 9.
Action Click in the Application Program Nbr field. Enter the desired information into the Application Program Nbr field. Enter "1". Access the Application Program Data page. Click the Search button.
10.
The system opens a new browser window. Use the Application Program Data page to view data related to the specific application.
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Step 11.
Action When you have finished viewing the application data, close the new browser window to return to the Application Summary page. Click the Close button.
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Step 12.
Action Access the Application Detail page. Click the Application Detail link.
13.
Use the Application Detail page to view details of the specific application.
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Step 14.
Action After reviewing the details of an application, return to the Application Summary page. Click the Return button.
15.
Congratulations! You successfully viewed a summary of an individual's applications. End of Procedure.
Viewing a Summary of Recruiters Assigned to an Applicant

Use the applicant pages in the Recruiter Summary component to view a summary of applicants assigned to a specific recruiter. You can search for and view applicants by category or by region. In this topic, you view a list of applicants assigned by category to a specific recruiter. Procedure
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Step 1.
Action Begin by navigating to the Prospects by Category page. Click the Student Recruiting link.
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Step 2. 3.
Action Click the Student Recruiters link. Click the Recruiter Summary link.
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Step 4. 5.
Action Click in the Recruiter ID field. In this example, you want to enter the code for recruiter, John Chavez. Enter the desired information into the Recruiter ID field. Enter "ADREC1".
6.
Access the Applicants By Category page. Click the Search button.
7.
If the prospect is also an applicant, you could use the Prospects By Category page to view a list of prospects assigned to a specific recruiter for any category to which the recruiter is assigned. For information on Prospects by Category page, see Viewing a Summary of Recruiters Assigned to a Prospect in the Managing Prospect Records lesson.
8.
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Step 9.
Action For this example, you want to view applicants. Continue navigating to the Applicants by Category page. Click the Applicants By Category tab.
10. 11.
Use the Applicants By Category page to view a list of applicants assigned to a specific recruiter for any category to which the recruiter is assigned. You must enter at least one criterion in the Select Applicants By group box.
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Step 12. 13. 14. 15. 16.
Action Click the Group list. Click the Academic list item. Click the Search button. The system displays a list of the applicants assigned to the specified recruiter according to the criteria that you selected. The Program Detail link appears if program data exists for this applicant. Access the Program Summary page. Click the Program Detail link.
17.
Use the Program Summary page to determine the programs for which the applicant has applied, and the status of that application.
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Step 18.
Action Return to the Applicants By Category page. Click the Return button.
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Step 19.
Action Navigate to the Prospects By Region page. Click the Prospects By Region tab.
20. 21.
If the applicant is also a prospect, you could use the Prospects By Region page to view a list of prospects assigned to a specific recruiter for a region. For more information on Prospects By Region page, see Viewing a Summary of Recruiters Assigned to a Prospect in the Managing Prospect Records lesson.
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Step 22.
Action For this example, you want to view applicants on the Applicants by Region page. Click the Applicants By Region tab.
23.
Use the Applicants By Region page to view a list of applicants assigned to a specific recruiter for a region.
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Step 24. 25. 26. 27. 28.
Action Click in the Region field. Enter the desired information into the Region field. Enter "AZ". Click the Search button. The system displays a list of the applicants assigned to the specified recruiter according to the criteria that you selected. Congratulations! You successfully viewed a list of applicants assigned to a specific recruiter. End of Procedure.
Deleting Applications
As with prospect records, you can delete specific applications due to data errors or duplicate records. You can select individual applications for deletion on the Delete an Application page. When you save the page, the selected records are inserted into the Application Delete Holding table. You can then re-enter the Delete an Application page for any additional applications that you want to delete. You then run the Application Delete Process once to delete all the applications in the holding table. The Application Delete feature removes only the applications and associated 3C information for the individual. It does not remove the person record. The process removes data entered from
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PeopleSoft Recruiting and Admissions only; it does not remove data originating from any other application within PeopleSoft Student Administration. In this topic, you delete an application, and confirm its deletion. Procedure
Step 1.
Action Begin by navigating to the Student Program/Plan search page. Click the Records and Enrollment link.
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Step 2.
Action Click the Student Program/Plan link.
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Step 3.
Action For this example, you want to confirm that Jackson Morris is not an active student in the academic career and program that corresponds to the application that you want to delete. Enter the desired information into the ID field. Enter "0051".
4. 5. 6.
Click the Search button. The system did not find an active student record matching Jackson's ID, so it is okay to continue to delete the application. Next you want to determine if the applicant has another application in the same academic career corresponding to this application, but in a different program. Navigate to the Applications Program Data page. Click the vertical scrollbar.
7.
Click the Student Admissions link.
Step 8.
Action Click the Maintain Applications link.
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Step 9.
Action You want to enter the number of the application to delete for Jackson Morris. Enter the desired information into the Application Nbr field. Enter "00024327".
10.
Access the Application Program Data page. Click the Search button.
11.
Use the Application Program Data page to view the program and plan data for the application.
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Step 12.
Action Review all programs to be sure this is the application that you want to delete. Click the View All link.
13.
Navigate to the Delete an Application page. Click the Application Delete link.
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Step 14. 15.
Action Click the Delete an Application link. Use the Delete an Application page to select individual applications for deletion.
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Step 16. 17. 18. 19. 20.
Action Enter the desired information into the Application Number field. Enter "00024327". Click the Application Details tab. Use the Application Details tab to view further information about the records that you have selected. Click the Application tab. You also have the option to delete the communications, checklists, and comments (3Cs) associated with the application. For this example, leave the check boxes selected.
21.
You can click the Add Rows button to select more applications for deletion. However, for this example, you want to delete only one application.
22. 23.
Click the Save button. When you save the page, the selected records are inserted into the Application Delete Holding table, where they are stored until you run the Application Delete process. You can navigate to the Application Delete Holding page to verify that the application is being held for the delete process. Click the Application Delete Holding link.
24.
25.
The system carries Jackson's ID for you.
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Step 26. 27. 28.
Action Click the Search button. Use the Application Delete Holding page to confirm that the application is being held for deletion when the Delete Applications process runs. The application is being held for the Application Delete process.
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Step 29.
Action You are ready to navigate to the Application Delete Process page to run the process. Click the Application Delete Process link.
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Step 30.
31.
A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Enter the desired information into the Run Control ID field. Enter "APPDEL".
32. 33.
Click the Add button. Use the Process page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run. The Application Delete Process page does not have any request parameters.
34.
At this point, you would continue to run the Application Delete process just as you would any other PeopleSoft Enterprise Process Scheduler process. Refer to the Running Reports module for an example of running a process.
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Step 35.
Action After the process runs successfully, navigate to the Applicant Summary page to confirm that the application was deleted. Click the Applicant Summaries link.
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Step 36. 37.
Action Click the Application Summary link. The system carries Jackson's ID for you.
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Step 38. 39. 40. 41.
Action Click the Search button. Use the Application Summary page to check that application 00024327, the application that you deleted, no longer exists. For more information about the Application Summary page, see the Viewing a Summary of an Individual's Applications topic. Congratulations! You successfully deleted an application. End of Procedure.
Deleting Application Records By Batch

You can delete groups of applications that you no longer want to keep in your database. To do so, use the Application Delete by Batch page to select a group of applications for deletion. The Application Delete By Batch process inserts all the selected records into the Application Delete Holding table. Run the Application Delete Process once to delete all the application records in the holding table. In this topic, you delete a group of application records. Procedure
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Step 1.
Action Begin by navigating to the Application Delete by Batch page. Click the Student Admissions link.
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Step 2.
Action Click the Application Delete by Batch link.
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Step 3.
4.
A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Enter the desired information into the Run Control ID field. Enter "APPDELBATCH".
5. 6.
Click the Add button. Use the Application Delete by Batch page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run. The By Population group box appears when the Population Selection process is selected. The Population Selection process is a method for selecting the IDs to process for a specific transaction. Use the Selection Tool field to choose a tool to select the group of application records that you want to delete. Values are: Equation Engine, External File, and PS Query.
7.
8.
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Step 9. 10. 11.
Action Click the Selection Tool list. Click the PS Query list item. A number of queries are delivered with the PS Query tool. If you run queries other than those that are delivered, you must include the appropriate bind record in your query or it will not appear when you select the prompt to view the available queries. The bind record for application delete is SAD_APP_DEL_BND. Your query must also contain the following values: EMPLID and ADM_APPL_NBR.
12. 13.
Click in the Query Name field. For this example, you want to select the applications for the admit term 2004 Spring. Enter the desired information into the Query Name field. Enter "APPL_SPR04".
14.
Access the Preview Selection Results page. Click the Preview Selection Results link.
15.
Use the Preview Selection Results page to verify that the records that you selected are the ones that you want to delete.
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Step 16.
Action Return to the Application Delete by Batch page. Click the Return button.
17.
Use the 3C ADMA/ADMP Delete Options group box to select the 3Cs, if any, that you want to delete. Your selection will apply to all application records in the group. You can update 3C information for individual records in the group by accessing the Application Delete Holding table after you run the process.
18.
At this point, you would continue to run the Application Delete by Batch process just as you would any other PeopleSoft Enterprise Process Scheduler process. Refer to the Running Reports module for an example of running a process.
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Step 19.
Action Navigate to the Application Delete Process page. Click the Application Delete Process link.
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Step 20.
21.
A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Enter the desired information into the Run Control ID field. Enter "APPLDEL".
22. 23.
Click the Add button. Use the Process page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run. The Application Delete Process page does not have any request parameters.
24.
At this point, you would continue to run the Application Delete Process just as you would any other PeopleSoft Enterprise Process Scheduler process. Refer to the Running Reports module for an example of running a process.
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Step 25. Action Congratulations! You have successfully run the processes to delete application records by batch. 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. Enter academic interests. Assign student groups. Enter general materials. View summaries of individual's general materials. Link support items to an application. View the Application Materials summary.
Entering Test Results

You can enter external test information manually or you can load it through an external test score data load. Test scores are tied to the person, not the location. Therefore, you can link a person's test scores to any application that the person may have in the system. After test score data is loaded, you can view it using the Academic Test Summary components. Consider this scenario: You are a recruiter. You want to manually enter the test scores for a prospect. Procedure
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Step 1.
Action Begin by navigating to the Test Results page. Click the Student Recruiting link.
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Step 2. 3.
Action Click the Maintain Prospects link. Click the Test Results link.
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Step 4.
Action In this example, you want to enter the ID for Susan Bressler. Enter the desired information into the ID field. Enter "0055".
5.
Access the Test Results page. Click the Search button.
6.
Use the Test Results page to enter, view, or update a person's test scores and related test information. You can enter test score data manually or load it from an external test score data load. In this example, you are manually entering the data.
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Step 7.
Action Use the Test ID field to enter the test you are recording. Enter the desired information into the Test ID field. Enter "SAT I".
8.
When the Checklist Item Update check box is selected, the system automatically updates this test item on the appropriate checklists when the Checklist Item Update process runs. When you save the page, the system selects this check box automatically.
9.
Use the Test Date field to enter the date on which this test was taken. The value you enter here populates the corresponding field in the bottom region (Test Components) of the page. Click in the Test Date field.
10. 11.
Enter the desired information into the Test Date field. Enter "11/01/2006". Use the Data Source field to specify how this test information was reported. For example, the data could have been self-reported or received from a testing agency. The value you select here populates the corresponding field in the bottom region of the page. Click the Data Source list.
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Step 12. 13. Action Click the ETS list item. Use the Acad Level field to specify the applicants academic level at the time this test was taken. This level can be different from the applicants current level. The value you enter here defaults to the corresponding field in the bottom region of the page. Click the Acad Level list. 14. 15. Click the 11th Grade list item. Use the Component field to enter the first test component. Values for this field are determined by the test ID that you enter. Click in the Component field. 16. 17. 18. Enter the desired information into the Component field. Enter "MATH". Click in the Score field. Notice that the system automatically populates the Test Date, Data Source, and Acad Level fields from the value you entered in the Defaults for Components group box. You can edit these field values if necessary. Enter the desired information into the Score field. Enter "700". Click in the %tile field. Enter the desired information into the %tile field. Enter "86". The default for the Loaded Date is your system date. Edit this field if necessary. If this information is electronically loaded, this field is automatically populated with your system date the day the data is loaded. 23. The Index field is populated with LSAT 3-Year Test Index if this information has been loaded, or you can enter it here. For this example, leave it blank. 24. The system selects the Stnd Admin check box by default, which indicates that this test was administered in a standard way. Clear this check box if the test was administered in a nonstandard or non-timed way. Click the Add Row button. Enter the desired information into the Component field. Enter "VERB".
19. 20. 21. 22.
25. 26.
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Step 27. 28. 29. 30. 31. 32. Action Click in the Score field. Enter the desired information into the Score field. Enter "660". Click in the %tile field. Enter the desired information into the %tile field. Enter "81". Click the Save button. Congratulations! You have successfully entered a prospect's external test scores. End of Procedure.
Entering Education Data

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. In this topic, you enter an applicant's academic information. Procedure
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Step 1.
Action Begin by navigating to the External Education page. Click the Student Admissions link.
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Step 2. 3. 4.
Action Click the Application Entry link. Click the Academic Information link. Click the Education link.
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Step 5. 6.
Action Click in the ID field. In this example, you want to enter the ID for Linda Shepard. Enter the desired information into the ID field. Enter "RA201".
7.
Access the External Education page. Click the Search button.
8. 9.
Use the External Education page to enter information about external careers, transcripts, and subjects. Use the External Org ID field to enter the source of the external data. The system automatically populates this field from the initial add of Last School Attended on the Prospect School/Recruiting page or the Application School/Recruiting page if a value is entered. You can edit this field.
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Step 10.
Action Access the applicant's school details. Click the Expand section button.
11. 12. 13. 14.
This school data is populated from the Organization Table page and the Organization School Data page. The system populates the Data Number field automatically. The first data item (or row) you enter is 1. The system numbers subsequent rows sequentially. Use the Career field to enter the external career for this external data. Use the External Term field to enter the external term to which this data relates. Click in the External Term field.
15. 16.
Enter the desired information into the External Term field. Enter "FALL". Use the Term Year field to enter the term year that is relevant to this external data entry. Click in the Term Year field.
17.
Enter the desired information into the Term Year field. Enter "2005".
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Step 18. Action Use the From Date and To Date fields to enter the dates of attendance for the career data that you entered. Click in the From Date field. 19. 20. 21. 22. 23. Enter the desired information into the From Date field. Enter "09/01/2003". Click in the To Date field. Enter the desired information into the To Date field. Enter "12/31/2006". You can click the Comments link to enter transcript comments. Use the Action field to select the appropriate action for the transcript. Click the Action list. 24. Leave the value as Desired if you are entering data for a transcript that you requested. Select a value of Received if the data is for a transcript that you have received. Click the Received list item. 25. Use the Transcript Date field to enter the date that the transcript was issued. The transcript date must not be later than the received date. Click in the Transcript Date field. 26. 27. Enter the desired information into the Transcript Date field. Enter "12/17/2006". Use the Date Received field to enter the date that your office received the transcript. Click in the Date Received field. 28. 29. 30. 31. 32. Enter the desired information into the Date Received field. Enter "01/10/2007". Click the Transcript Type list. Click the Official list item. Click the Transcript Status list. Click the Mid-Year list item.
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Step 33. 34. Action Click the Data Source list. Click the vertical scrollbar.
35. 36. 37. 38. 39.
Click the School list item. Click the Data Medium list. Click the Hard Copy list item. Click the vertical scrollbar. You can click the Customize link to ensure more efficient and flexible data entry by ordering or hiding tabs and fields. The Customize link is also available on the Courses and Degrees and Self Reported Courses pages.
40.
Use the Transcript Summary region to enter GPA (grade point average), units, and rank details for this data, which can be reported on a transcript, self-reported, or reported from another source. You can enter multiple transcripts (or similar data) under an external organization. The layout enables you to define how you want to represent a persons academic transcripts. You can associate one or more summaries for a single transcript. You can also enter the summary GPA, units, and rank of a persons entire academic career, or insert rows to create individual summaries that capture data for various segments of a persons academic career. Enter as many summary types as you require. This structure enables you to capture the GPA, rank, and units for each year of school, in addition to the overall summary, on one transcript. Use the Summary Type field to select the summary type for the external data. For example, you might select a summary of an entire high school transcript or a summary of grade 12 only. Click the Summary Type list.
41.
42.
43. 44.
Click the HS Overall list item. Many values appear by default from the User Defaults 3 page, from pages in the Create/Maintain Organizations component, and from the data that you entered in the Career Data group box.
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Step 45. Action Use the Acad Level field to select the student's academic level at the time that this information was current, which may not be the student's current academic level. Click the Acad Level list. 46. 47. 48. 49. 50. 51. 52. 53. Click the vertical scrollbar. Click the 12th Grade list item. Click the GPA/Units tab. Click in the GPA Type field. Enter the desired information into the GPA Type field. Enter "4PT". Click in the Ext GPA field. Enter the desired information into the Ext GPA field. Enter "3". If you have defined GPA conversion rules, the system automatically converts the GPA based on the External GPA that you enter. If you have not defined GPA conversion rules, the value that you enter in the External GPA field is copied to the Conv GPA field. Click in the Conv GPA field.
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Step 54.
Action Click the Unit Type list.
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Step 55. 56. 57. 58. 59. 60.
Action Click the Units list item. Click in the Attempted field. Enter the desired information into the Attempted field. Enter "19". Click in the Completed field. The value in the Completed field is automatically populated from the value in the Attempted field. You can override this value. Click the Rank tab.
Step 61.
Action Click the Rank Type list.
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Step 62. 63. 64. 65. 66. 67. 68. 69.
Action Click the Weighted list item. Click in the Class Rank field. Enter the desired information into the Class Rank field. Enter "5". Click in the Class Size field. Enter the desired information into the Class Size field. Enter "140". Click in the Percentile field. When you move out of the Class Size field, the system automatically calculates the percentile based on the values entered in the Class Rank and Class Size fields. External subject information can be reported on a transcript, self-reported, or reported from another source. Storing this data is useful for grouping subjects. For example, if your office tracks subject area requirements but does not want to enter or load all of the external courses that a student has taken, you can record course level, number of courses, units, external GPA, and converted GPA details about external subject areas. Click in the External Subject Area field. Enter the desired information into the External Subject Area field. Enter "HIST".
70. 71.
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Step 72.
Action Use the Course Level field to select the course level taken in this area. Click the Course Level list.
73. 74.
Click the Honors list item. Enter the GPA type for the school that the student attended. Click in the GPA Type field.
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Step 75. 76. 77. 78. 79.
Action Enter the desired information into the GPA Type field. Enter "4PT". Click in the External GPA field. Enter the desired information into the External GPA field. Enter "3". Click in the Converted GPA field. If you have defined GPA conversion rules, the system automatically converts the GPA. If you have not defined GPA conversion rules, the GPA that you enter in the External GPA field is copied into the Converted GPA field. Click the Subject Totals tab. Click in the Units Attempted field. Enter the desired information into the Units Attempted field. Enter "2". Click in the Units Completed field. The system copies the value from Units Attempted field into the Units Completed field. Use the Units Completed field to enter the number of units that the student completed if it is different from the number of units that the student attempted.
80. 81. 82. 83. 84.
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Step 85. 86. 87. 88. Action Click the Unit Type list. Click the Units list item. Click the vertical scrollbar. Access the Courses and Degrees page. Click the Courses and Degrees tab. 89. Use the Courses and Degrees page to enter information about external courses and degrees.
Step 90.
Action If the courses that you enter are linked to a row of transcript data on the External Education page, enter the data number from that page. Click the Data Number list.
91.
Click the 1 list item.
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Step 92. Action When you navigate out of this field, the system automatically populates a number of the remaining fields with the data that is linked to this data number. If the courses that you enter are not linked to a data number, do not enter a value in this field but complete the remaining fields. If you use the Term Type field to select a value of Other, the Begin Date and End Date fields become available. If you select any other value, the External Term and Term Year fields become available.
93.
Step 94.
Action Click the Course Level list.
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Step 95.
Action Click the vertical scrollbar.
96. 97. 98. 99. 100. 101.
Click the Regular list item. Click the Unit Type list. Click the Units list item. Click in the Units Taken field. Enter the desired information into the Units Taken field. Enter "1". Use the Grading Scheme field to select the grading scheme to convert the grading scheme of the external school to your standards. Click the Grading Scheme list.
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Step 102.
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Step 103. 104. 105. 106.
Action Click the Undergrad list item. Click in the Grading Basis field. Enter the desired information into the Grading Basis field. Enter "GRD". Use the School Subject field to enter the school subject area for the course that you are entering. If you have set up a course catalog for this school, you can prompt for the valid values in this field. If a course catalog does not exist for this school, enter the subject. Click in the School Subject field.
107. 108.
Enter the desired information into the School Subject field. Enter "ARTS". Use the Course Nbr field to enter the school course number for this course. If you have set up a course catalog for this school, you can prompt for the valid values in this field. If a course catalog does not exist for this school, enter the course number. Click in the Course Nbr field.
109.
Enter the desired information into the Course Nbr field. Enter "45".
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Step 110. Action The Course Name field is populated when you enter a course number. You can also enter a course name if one is not automatically populated. Click in the Course Name field. 111. 112. 113. Enter the desired information into the Course Name field. Enter "Historical Arts". Click the Grades tab. Click Apply Defaults to populate the default values to the first row of the External Courses group box. Click the Apply Defaults button. 114. 115. 116. 117. 118. Notice that the values appear by default from the value in the External Course Defaults group box. Click in the Subject Area field. Enter the desired information into the Subject Area field. Enter "HIST". Click in the Grade In field. Use the Grade In field to enter grades and grade changes. When you save grade changes, the History link appears. Enter the desired information into the Grade In field. Enter "B". 119. 120. 121. 122. Click the Details tab. Click the Unit Type list. Click the Units list item. Use the Transfer Credit/Comments tab to view transfer credit details about external courses. The tab also contains the Course Comment link that you can use to access the External Course Comments page and enter comments about courses. 123. 124. Click in the Degree field. Enter the desired information into the Degree field. Enter "HSD".
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Step 125. Action Use the Description field to enter a description, if a degree value is not available. If you enter a value in the Degree field, the Description field is populated. 126. Use the Degree Date field to enter the date that the degree was or will be granted. Click in the Degree Date field. 127. 128. 129. 130. 131. 132. 133. 134. Enter the desired information into the Degree Date field. Enter "06/05/2007". Click the Degree Status list. Click the Progress list item. Click the vertical scrollbar. Click the Save button. Click the Regional link. Use the Regional page to enter previous education information for ESIS (Extended Student Information System) reporting. Use the Self Reported Courses page to copy self-reported courses entered by the student on the Evaluate My Transfer Credit page to the Courses and Degrees page. This page is available if a student has modeled transfer credit through self service. Congratulations! You successfully entered academic data, including transcript data, for this applicant. End of Procedure.
135. 136.
Entering Academic Interests

You can record a person's external subject areas of interest, whether or not your institution offers them. You can also record the person's level of academic interest. You can use this information for recruiting purposes by determining what areas you offer that are similar to the person's preferences. This information is also valuable for reporting and academic program planning purposes. Consider this scenario: The school has reported that a prospect is most interested in Technology. The prospect has also reported to you, the recruiter, that she has also considered Pre-Law. She said that if she could not get into either of those programs, she would like to be a French teacher. Procedure
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Step 1.
Action Begin by navigating to the Academic Interests page. Click the Student Recruiting link.
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Step 2. 3.
Action Click the Maintain Prospects link. Click the Academic Interests link.
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Step 4.
Action In this example, you want to enter the ID for Susan Bressler. Enter the desired information into the ID field. Enter "0055".
5.
Access the Academic Interests page. Click the Search button.
6. 7.
Use the Academic Interests page to record a person's external subject areas of interest, whether or not your institution offers them. You can also record the person's level of academic interest. For example, Technology could be a person's first priority of interest, and Pre-Law could be the person's second priority interest. You can use this information for recruiting purposes by determining what areas you offer that are similar to the person's preferences. This information is also valuable for reporting and academic program planning purposes.
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Step 8. 9.
Action Click in the Subject Area field. In this example, you want to enter the code for Technology. Enter the desired information into the Subject Area field. Enter "TECH".
10. 11. 12.
Click the Refresh button. When you refresh the page, the related description appears for the subject area that you entered. Use the Data Source field to select how this information was provided to your institution. Click the Data Source list.
13.
Click the School list item.
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Step 14. Action Enter a priority level of interest (for example 1, 2, 3, and so on), where 1 is the highest priority. If your system is set at installation to enable the Use Priority Academic Interest feature, the system continues to enter and decrease the priority levels for you. You can override the priority values, however the system does not re-order them in sequence at Refresh or Save time. 15. Add another area of interest. Click the Add Row button. 16. In this example, you want to enter the code for Pre-Law. Enter the desired information into the Subject Area field. Enter "PLAW". 17. 18. 19. Click the Add Row button. When you click the Add Row button, the related description displays, just as it did when you clicked Refresh. In this example, you want to enter the code for French. Enter the desired information into the Subject Area field. Enter "FREN". 20. 21. 22. Click the Save button. The related description appears when you click Save, just as it did when you clicked Refresh or the Add Row button. Congratulations! You successfully entered an individual's prioritized areas of academic subject matter interest. End of Procedure.
Assigning Student Groups

You can assign individuals to student groups and determine all the student groups to which an individual has been assigned. In this topic, you view the student groups to which a prospective student has been assigned and assign the prospect to an additional student group. Procedure
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Step 1.
Action Begin by navigating to the Student Groups page. Click the Student Recruiting link.
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Step 2. 3.
Action Click the Maintain Prospects link. Click the Student Groups link.
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Step 4.
Action In this example, you want to enter the ID for Jason Heys. Enter the desired information into the ID field. Enter "RA200".
5.
Access the Student Groups page. Click the Search button.
6.
Use the Student Groups page to assign an individual to groups that your institution has defined, or to view the list of groups to which an individual is already assigned. For example, your institution might have created a First Generation group to indicate students are the first in their families to attend college. Another recruiter might have already included the same person in the Honor Student group.
7.
Notice that this person already belongs to the Honor Student group.
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Step 8.
Action You want to assign this person to an additional group. Click the Add Row button.
9.
In this example, you want to enter the code for First Generation. Enter the desired information into the Student Group field. Enter "FGEN".
10. 11.
Click in the Effective Date field. The system enters the current system date in the Effective Date field and refreshes the page. You can change the auto-generated Effective Date and enter Comments.
12.
You want to view all the student groups to which this person is assigned. Click the View All link.
13. 14. 15.
The Student Groups page expands to show all of the student groups to which the person is assigned, including the one you just added. Click the vertical scrollbar. Click the Save button.
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Step 16. Action Congratulations! You successfully assigned a person to a Student Group and viewed the list of all student groups to which that person is assigned. End of Procedure.
Entering General Materials

You can enter information about general materials that you receive for or about prospects and applications, including essays, portfolios, recommendations, and interviews. Materials data is linked to the person, so anything that you enter can be used to evaluate any application for that person. After you have identified the materials, you can link them to applications and evaluations. Consider this scenario: You want to enter information about materials that you recently received for an undergraduate applicant. You want to enter information about a recommendation from one of the applicant's former teachers, enter information about an interview conducted by one of the staff, and indicate that the applicant submitted a personal statement essay. Procedure
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Step 1. Action Begin by navigating to the General Materials page. Click the Student Admissions link.
Step 2. 3.
Action Click the Application Evaluation link. Click the General Materials link.
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Step 4.
Action For this example, you want to enter the ID for Tina Smith. Enter the desired information into the ID field. Enter "AD5030".
5.
Access the General Materials page. Click the Search button.
6.
Use the General Materials page to enter information about materials received from or about the prospect or applicant.
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Step 7.
Action Use the Material Group field to enter the material group to which you are associating this applicant. For this example, you want to enter the code for Undergraduate Recommendation. Enter the desired information into the Material Group field. Enter "UGRECOMM".
8.
Use the Material Type field to enter a material type associated with the entered material group. Click in the Material Type field.
9.
For this example, you want to enter the code for Recommendation. Enter the desired information into the Material Type field. Enter "REC".
10.
The system automatically selects the Checklist Item Update check box. If the Checklist Item Update check box is selected and the item is on a checklist for this person, the next time the Checklist Item Update process runs, it will update this item on that checklist.
11.
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Step 12. Action When you refresh the page, the system displays the related descriptions for the values that you entered. It also displays additional fields and links based on the Material Type. In this example, the Rcmd Type field, and Recommender Information and Address Information links appear based on the Material Type of REC. 13. 14. Click in the Rcmd Type field. In this example, you want to enter the code for Teacher. Enter the desired information into the Rcmd Type field. Enter "TCH".
Step 15.
Action You can access the Recommender Information page. Click the Recommender Information link.
16.
Use the Recommender Information page to enter information about the individual who made the recommendation.
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Step 17.
Action For this example, you want to enter the ID for Lucy Burns. Enter the desired information into the ID field. Enter "0028".
18. 19.
Click the Refresh button. When you refresh the page, the system displays the information that is in your database about the ID. In this example, only the ID's Name is in the database. If you know the other information, you will want to enter it here.
20. 21.
Click in the Org Name field. Enter the desired information into the Org Name field. Enter "City College".
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Step 22.
Action Return to the General Materials page. Click the OK button.
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Step 23.
Action You can access the Address Information page. Click the Address Information link.
24.
Use the Address Information page to enter the recommender's address and phone information.
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Step 25. 26.
Action Enter the desired information into the Country field. Enter "USA". If the ID's address and phone information is in the database, the system displays it for you. If you want to add or edit the address, you can click the Edit Address link. In this example, you do not know the recommender's address, but you do know the phone number.
27. 28. 29.
Click in the Phone field. Enter the desired information into the Phone field. Enter "5559453287". Return to the General Materials page. Click the OK button.
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Step 30.
Action For this example, you want to add another material. Click the Add Row button.
31.
For this example, you want to enter the code for Undergraduate Essays. Enter the desired information into the Material Group field. Enter "UGESSAYS".
32. 33.
Click in the Material Type field. In this example, you want to enter the code for Essay. Enter the desired information into the Material Type field. Enter "ESS".
34. 35. 36.
Click the Refresh button. Click in the Essay Topic field. For this example, you want to enter the code for Personal Statement. Enter the desired information into the Essay Topic field. Enter "PRS".
37.
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Step 38. 39. Action Click the Add Row button. For this example, you want to enter the code for Undergraduate Interview. Enter the desired information into the Material Group field. Enter "UGINTRVW". 40. 41. Click in the Material Type field. For this example, you want to enter the code for Interview. Enter the desired information into the Material Type field. Enter "INT". 42. 43. 44. Click the Refresh button. Click in the Interview Type field. For this example, you want to enter the code for Staff. Enter the desired information into the Interview Type field. Enter "STF". 45. 46. Click in the Interviewer ID field. For this example, you want to enter the ID for Susan Jones. Enter the desired information into the Interviewer ID field. Enter "0002". 47. 48. Click in the Committee field. For this example, you want to enter the code for UG Interview Committee. Enter the desired information into the Committee field. Enter "UGINVW". 49. 50. 51. 52. 53. 54. Click the Refresh button. Click the View All link. You should see all three of the materials that you just added. Click the vertical scrollbar. Click the Save button. Congratulations! You successfully entered general materials for an applicant. End of Procedure.
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Viewing a Summary of an Individual's General Materials

After general materials are entered for an individual, you can view a summary of the individual's general materials in a single page and select links to access more detailed information. Consider this scenario: You are a recruiter to whom an applicant has been assigned. You want to know if any recommendations, interviews, essays, portfolios, and so on are on file for the applicant. Procedure
Step 1.
Action Begin by navigating to the General Materials Summary page. Click the Student Admissions link.
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Step 2. 3.
Action Click the Applicant Summaries link. Click the General Materials Summary link.
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Step 4. 5.
Action Click in the ID field. For this example, you want to enter the ID for Tina Smith. Enter the desired information into the ID field. Enter "AD5030".
6. 7. 8.
Click in the Application Program Nbr field. Enter the desired information into the Application Program Nbr field. Enter "1". Access the General Materials Summary page. Click the Search button.
9. 10.
Use the General Materials Summary page to search for and view a list of general materials that are in the database for an applicant. You can enter criteria by which to search for specific materials, or you can click Search without entering criteria to get a list of all materials in the database for this individual. You can set the system to sort the search results by Material Group or Material Type.
11.
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Step 12. Action For this example, you want a list of all materials in the database for this individual. Click the Search button. 13. 14. The system displays a list of materials based on the criteria you selected. You can access the Interviewer Detail page. Click the Interviewer link. 15. Use the Interviewer Detail page to determine who conducted the interview.
Step 16.
Action Return to the General Materials Summary page. Click the Return button.
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Step 17.
Action You can access the Recommender Detail page. Click the Recommender link.
18.
Use the Recommender Detail page to determine who made the recommendation.
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Step 19.
Action Return to the General Materials Summary page. Click the Return button.
20.
Congratulations! You successfully viewed a summary of an individual's general materials. End of Procedure.
Linking Supporting Items to an Application

You will want to link support information to application records for quick reference and evaluation. You can manually link relevant supporting information to an individual's application record on the Application Materials page if the supporting information exists in your database and it is not already linked to the specific application. Consider this scenario: You entered transcript data and general materials data that you know are relevant to an individual's application. You want to link that data to the application. If other relevant supporting data is in your database, you want to link that to the application, too. Procedure
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Step 1.
Action Begin by navigating to the Application Materials page. Click the Student Admissions link.
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Step 2. 3.
Action Click the Application Entry link. Click the Application Materials link.
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Step 4.
Action For this example, you want to enter the ID for Tina Smith. Click in the ID field.
5. 6. 7.
Enter the desired information into the ID field. Enter "AD5030". Click in the Application Program Nbr field. For this example, you want to add materials to the program at level number One on the application. Enter the desired information into the Application Program Nbr field. Enter "1".
8.
Access the Application Materials page. Click the Search button.
9.
Use the Application Materials page to manually link materials stored elsewhere in your database to an individual's application.
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Step 10.
Action For this example, you want to enter the code for Undergraduate Tests. Enter the desired information into the Test Scores field. Enter "UGTESTS".
11. 12.
Click in the Academic Summary field. For this example, you want to enter the code for Undergraduate Summary. Enter the desired information into the Academic Summary field. Enter "UGSUMMRY".
13. 14.
Click in the External Courses field. In this example, as you move from field to field entering the Material Group, the related description and Available Materials link for that group appears. However, in practical use, you would likely use the Lookup button to select a Material Group. When you select directly from the lookup Search Results, the system displays the related description and link for you immediately, enabling you to select information from that group before moving to the next one.
15.
For this example, you want to enter the code for Undergraduate External Courses. Enter the desired information into the External Courses field. Enter "UGCRSES".
16.
Click in the External Subjects field.
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Step 17. Action For this example, you want to enter the code for Undergraduate External Subjects. Enter the desired information into the External Subjects field. Enter "UGSUBJCT". 18. 19. Click in the Transcripts field. For this example, you want to enter the code for Undergraduate External Transcripts. Enter the desired information into the Transcripts field. Enter "UGTSCCRPT". 20. 21. Click the Refresh button. Access the Select Test Scores page. Click the Test Scores link. 22. 23. Use the Select Test Scores page to select the test scores that you want to link to this application. All tests that are in the database for this applicant but that are not already linked to this application are available on this page. Select only the test scores that are relevant to this application.
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Step 24. 25. 26.
Action Click the SAT I option. Click the SAT I option. Return to the Application Materials page. Click the OK button.
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Step 27.
Action Access the Select Academic Summary Data page. Click the Academic Summary link.
28. 29.
Use the Select Academic Summary Data page to link an academic summary group to this application. All academic summaries that are in the database for this applicant but that are not already linked to this application are available on this page. Select only the academic summaries that are relevant to this application.
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Step 30. 31.
Action Click the Cottonwood High School option. Return to the Application Materials page. Click the OK button.
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Step 32.
Action Access the Select External Courses page. Click the External Courses link.
33. 34.
Use the Select External Course to link relevant external courses to this application. All external courses that are in the database for this applicant but that are not already linked to this application are available on this page. Select only the external courses that are relevant to this application.
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Step 35. 36.
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Step 37.
Action Access the Select External Subjects page. Click the External Subjects link.
38. 39.
Use the Select External Subjects page to link relevant external subjects to this application. All external subjects that are in the database for this applicant but that are not already linked to this application are available on this page. Select only the external subjects that are relevant to this application.
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Step 40. 41.
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Step 42.
Action Access the Select Transcripts page. Click the Transcripts link.
43. 44.
Use the Select Transcripts page to link relevant transcripts to this application. All transcripts that are in the database for this applicant but that are not already linked to this application are available on this page. Select only the transcripts that are relevant to this application.
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Step 45. 46.
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Step 47.
Action Access the Select General Materials page. Click the General Materials link.
48. 49.
Use the Select General Materials page to link relevant general materials (such as essays, interviews, recommendations, portfolios, and so on) to this application. All general materials that are in the database for this applicant, but that are not already linked to this application are available on this page. Select only the materials that are relevant to this application.
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Step 50. 51. 52. 53.
Action Click the Undergraduate Essays option. Click the Undergraduate Interview option. Click the Undergraduate Recommendations option. Return to the Application Materials page. Click the OK button.
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Step 54. 55.
Action Click the Save button. Congratulations! You successfully linked supporting information in your database to an individual's application record. End of Procedure.
Viewing an Application Materials Summary

After an application is created and support information is entered, you can view a summary of all of an applicant's materials in a single component and select links to access more detailed information. The pages in the Applications Materials Summary component are: Materials Summary Test Score Summary Transcripts Summary Academic Summary Academic Subjects Summary Course Summary Consider this scenario: You are a recruiter to whom an applicant has been assigned. You want to view a summary of all of the application materials in the database for that applicant. Procedure
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Step 1.
Action Begin by navigating to the Materials Summary page. Click the Student Admissions link.
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Step 2. 3.
Action Click the Applicant Summaries link. Click the Application Materials Summary link.
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Step 4. 5.
6. 7. 8.
Click in the Application Program Nbr field. Enter the desired information into the Application Program Nbr field. Enter "1". Access the Materials Summary page. Click the Search button.
9.
Use the Materials Summary page to view a list of general materials associated with this application and academic program for the applicant.
Step 10.
Action You can access the Interviewer Detail page. Click the Interviewer Detail link.
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Step 11. Action Use the Interviewer Detail page to view details about the interviewer.
Step 12.
Action Return to the Materials Summary page. Click the Return button.
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Step 13.
Action You can access the Recommender Detail page. Click the Recommender Detail link.
14.
Use the Recommender Detail page to view recommender information.
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Step 15.
Action Return to the Materials Summary page. Click the Return button.
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Step 16.
Action Access the Test Score Summary page. Click the Test Score Summary tab.
17.
Use the Test Score Summary page to view a list of test scores that are associated with this application and academic program for the applicant.
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Step 18.
Action Access the Transcripts Summary page. Click the Transcripts Summary tab.
19. 20.
Use the Transcripts Summary page to view a list of transcripts that are associated with a specific application and academic program for an applicant. For this example, one official transcript, which was received from the school, is in the database for this applicant.
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Step 21.
Action Access the Academic Summary page. Click the Academic Summary tab.
22. 23.
Use the Academic Summary page to search for and view a list of the applicant's academic information that is associated with this application and academic program. You can specify the Sum Type (summary type) for which to search. For example, you could specify a High School Overall summary type or specify a particular year level such as High School Grade Twelve or High School Grade Nine.
24.
You can enter criteria or leave all criteria blank. When you click Search, if academic summary information exists on the transcript in the database for the applicant, the system displays that information.
25.
For this example, one academic summary is in the database for the applicant.
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Step 26.
Action You can access the Transcript Data page. Click the Transcript Data link.
27.
Use the Transcript Data page to view transcript data about the transcript received for the applicant from the specific organization.
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Step 28.
Action Return to the Academic Summary page. Click the Return button.
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Step 29.
Action You can access the Application Summary Detail page. Click the App Summary Detail link.
30.
Use the Application Summary Detail page to view GPA and rank details about the applicant's performance at the specific organization.
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Step 31.
Action Return to the Academic Summary page. Click the Return button.
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Step 32.
Action Access the Academic Subjects Summary page. Click the Academic Subjects Summary tab.
33.
Use the Academic Subjects Summary page to search for and view a list of academic subjects that the applicant has completed.
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Step 34.
Action Access the Transcript Data page. Click the Transcript Data link.
35.
Use the Transcript Data page to view transcript data.
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Step 36.
Action Return to the Academic Subjects Summary page. Click the Return button.
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Step 37.
Action Access the Academic Subject Detail page. Click the Acad Subject Detail link.
38.
Use the Academic Subject Detail page to view the applicant's GPA and other details for the specific subject.
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Step 39.
Action Return to the Academic Subjects Summary page. Click the Return button.
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Step 40. 41.
Action Click the Show following tabs button. Access the Course Summary page. Click the Course Summary tab.
42.
Use the Course Summary page to view summary course information that is associated with a particular application and academic program.
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Step 43.
Action Access the Transcript Data page. Click the Transcript Data link.
44.
Use the Transcript Data page to view transcript data.
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Step 45.
Action Return to the Course Summary page. Click the Return button.
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Step 46.
Action Access the Application Course Detail page. Click the App Course Detail link.
47.
Use the Application Course Detail page to view details about a specific course.
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Step 48.
Action Return to the Course Summary page. Click the Return button.
49.
Congratulations! You successfully viewed a summary of all application materials in the database for an applicant. End of Procedure.
Evaluating Applicants Manually

This lesson discusses how to evaluate students manually. You will want members of your staff to evaluate applicants being considered for admission to your institution. You can record those evaluations in your database and calculate an overall rating for each applicant. Upon completion of this lesson, you will be able to: Assign evaluation codes manually. View an application evaluation summary. Assign basis of admission to an applicant. Assign admission comments to an applicant.
Assigning Evaluation Codes Manually

To assign evaluation codes manually, you must create an evaluation for each applicant. The following components enable you to create evaluations for an applicant: Application Evaluations General Evaluations
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Application evaluations are tied to a career, program, and application number. Therefore, use the Application Evaluations component to evaluate applicants on specific criteria for the career and program to which they are applying. General evaluations are not tied to a career, program, or application number. Therefore, use the General Evaluations component to evaluate applicants on general criteria that are not required by a particular career or program (such as a required statement of purpose regardless of the career or program to which the person is applying). In addition, because general evaluations are not tied to application numbers, you can use general evaluations to evaluate individuals without having to enter an application. You would also use the Application Evaluator Ratings or General Evaluator Ratings components to enter ratings. You can enter the ratings manually, or you can use the Application Evaluation process to retrieve and evaluate objective scores, and then enter rating values. If the Application Evaluation process retrieves the ratings, they will appear on the Overall Ratings page in the Application Evaluation component. In this topic, you assign an evaluation code to an applicant. Procedure
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Step 1. Action Begin by navigating to the Application Evaluation page. Click the Student Admissions link.
Step 2.
Action Click the Application Evaluation link.
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Step 3. 4.
5. 6. 7.
Click in the Application Program Nbr field. Enter the desired information into the Application Program Nbr field. Enter "1". Access the Application Evaluation page. Click the Search button.
8.
Use the Application Evaluation page to assign an evaluation code and to enter general information about the evaluation.
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Step 9.
Action Use the Evaluation code field to enter an evaluation code to be used to evaluate this applicant. Click in the Evaluation Code field.
10.
The Evaluation Code populates various fields in this component with default information (such as rating schemes and committees). For this example, you want to enter the code for UG Applicants. Enter the desired information into the Evaluation Code field. Enter "UGAPPLFYR".
11.
The Evaluation Number automatically populates as 1 for the first application evaluation you enter, 2 for the second, and continues incrementally.
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Step 12. Action The system selects the Recalculate Evaluation check box if application materials were linked to this applicationeither manually or through the Application Materials Extract processafter the application was processed by the Application Status Update process. When the Recalculate Evaluation check box is selected, the Application Status Update process will include the application again the next time that the process runs. Click the Recalculate Evaluation option.
Step 13.
Action Click the Eval Stat list.
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Step 14.
Action Enter the current Evaluation Status for this program. Click the Committee list item.
15. 16.
Click the Refresh button. An Overall Rating ID is a rating scheme with a type equal to Overall. Such rating schemes evaluate objective information about an application. The Overall Rating ID automatically appears if the evaluation code was defined with an overall rating ID. You can change the system-generated Overall Rating ID, if desired. If you want to evaluate only subjective data, enter a Committee Rating ID only.
17.
Access the Overall Rating page. Click the Overall Rating tab.
18. 19.
Use the Overall Rating page to manually enter or edit overall rating information for an application evaluation. Because it is unnecessary for each committee member to evaluate objective information (such as a test score), you can store objective rating values for the application on this page.
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Step 20. Action If a new Course, Subject, academic Summary, Test Score, or General Material has been added to this person's record, the system automatically selects the respective check boxes. The system selects the Automatic Update Process check box if any of the other choices in this group box are selected. When this check box is selected, the Automatic Update Process will include this application in the next run of the Application Materials Extract process. 22. The Rating Components of the rating scheme that you entered in the Overall Rating ID field on the Application Evaluation page appear here. You can add new Rating Components. 23. You can enter Rating Values manually. If you used the Evaluation Calculation process to determine the values, the system displays the calculated values here. 24. The system selects the Final Value check box if the Rating Component is a final value component. A final value component must have a Rating Value before the Evaluation Calculation process can process this application. 25. The system selects the Evaluated check box if a Rating Component was evaluated through the Evaluation Calculation process. If you are manually evaluating the Rating Component, select this check box after evaluating the component.
21.
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Step 26. 27.
Action Click in the Rating Value field. For this example, you want to enter the Rating Value for the applicant's Academic Performance. Enter the desired information into the Rating Value field. Enter "4.0000".
28. 29. 30.
Click the Evaluated option. Click in the Rating Value field. For this example, you want to enter the Rating Value for the applicant's Highest SAT I score. Enter the desired information into the Rating Value field. Enter "3.5000".
31. 32. 33.
Click the Evaluated option. Click in the Rating Value field. For this example, you want to enter the Rating Value for the applicant's Subjective Committee Rating. Enter the desired information into the Rating Value field. Enter "3.9000".
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Step 34. 35. Action Click the Evaluated option. Access the Committee Rating page. Click the Committee Rating tab. 36. Use the Committee Rating page to assign application evaluation committees to an application evaluation. The overall ratings of the committees that you assign are also stored on this page. 37. The system displays the Committee and its associated Committee Type if the Evaluation Code for this application evaluation has an evaluation committee assigned to it. You can add committees.
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Step 38. Action If you use the Evaluation Code Assignment Process to automatically assign evaluation codes, the process enters the Evaluation Status here. If you do not use the process, you must manually enter the Evaluation Status of this committees evaluation. For this example, you enter the Evaluation Status manually. Click the Evaluation Status list. 39. 40. Click the Progress list item. If overall ratings exist on the General Evaluators page for each evaluator, then the system automatically calculates and enters the Overall Rating for the entire committee by averaging the Overall Ratings entered for each evaluator assigned to this evaluation and scheme. You can override this calculation if desired. If you choose not to use rating schemes to evaluate applications, you can enter an Overall Rating manually. 41. Access the Evaluator Rating page. Click the Evaluator Rating tab. 42. 43. 44. Use the Evaluator Rating page to assign evaluators to an application evaluation and record overall ratings for each evaluator. The evaluators can be from a committee or you can choose any person in your database. The individual evaluators overall ratings also appear on this page. If you entered a committee on the Application Evaluation Committee page, the first evaluator from that committee appears here and the other committee members are available from the Lookup feature. You cannot enter Evaluator IDs under an Evaluation Code unless you have first entered a committee on the Committee Rating page.
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Step 45. 46. 47.
Action Click the Evaluation Status list. Click the Progress list item. If overall ratings exist on the Application Evaluator Rating page for each scheme and each evaluator, then the system automatically calculates and enters the Overall Rating for the evaluator by averaging the overall ratings for each scheme that the evaluator evaluated. If you choose not to use rating schemes to evaluate applications, you can enter an Overall Rating manually.
48. 49.
Click the Save button. Congratulations! You successfully assigned an evaluation code to an applicant in your database, and entered general information about the evaluation of that applicant. End of Procedure.
Viewing an Application Evaluation Summary

After evaluations are entered into your database, you can use the Application Evaluation Summary component to view a summary of results from all existing evaluations of an applicant.
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You can view the overall results, or you can view the results of committee evaluations only or individual evaluators only. In this topic, you filter, sort, and view overall results of existing evaluations for an applicant. Procedure
Step 1.
Action Begin by navigating to the Overall Results page. Click the Student Admissions link.
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Step 2.
Action Click the Application Evaluation Summary link.
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Step 3. 4.
5. 6. 7.
Click in the Application Program Nbr field. Enter the desired information into the Application Program Nbr field. Enter "1". Access the Overall Results page. Click the Search button.
8. 9.
Use the Overall Results page to search for and view results of an existing application evaluations for an applicant. The system displays all existing relevant data at the bottom of each page in this component. You can enter criteria in the Search On group box and select an option in the Sort By group and then click Search to filter and sort the data.
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Step 10. 11. Action Click in the Evaluation Code field. For this example, you want to view only the Undergraduate Interviews evaluations. Enter the desired information into the Evaluation Code field. Enter "UGINTERVW". 12. For this example, you want to sort the results by Rating Value. Click the Rating Value option. 13. 14. 15. Click the Search button. This system displays the data according to the criteria and sort by option that you selected. Access the Committee Results page. Click the Committee Results tab. 16. Use the Committee Results page to search for and view all existing committee evaluations of an applicant.
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Step 17. Action Access the Evaluator Results page. Click the Evaluator Results tab. 18. Use the Evaluator Results page to search for and view evaluations of an application by evaluator.
Step 19.
Action Access the Evaluator Detail page. Click the Evaluator Detail tab.
20. 21.
Use the Evaluator Detail page to search for and view the details of evaluators evaluations of an application. Congratulations! You successfully viewed a summary of existing evaluations for an applicant. End of Procedure.
Assigning Basis of Admission to an Applicant

If your institution has defined basis of admission codes in your database that represent general admission criteria such as ACT test score, grade point average, or interview, then you can link those codes to applicants or students to indicate your reasons for admitting the individual.
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You can also print the basis of admission on admission offer letters that you generate using PeopleSoft Campus Community. In this topic, you assign a basis of admission to an applicant in your database. Procedure
Step 1.
Action Begin by navigating to the Basis of Admission page. Click the Student Admissions link.
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Step 2. 3.
Action Click the Application Evaluation link. Click the Basis of Admission link.
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Step 4.
5.
Access the Basis of Admission page. Click the Search button.
6.
Use the Basis of Admission page to enter your basis for admitting an applicant. You can include the basis of admission in the individual's offer letter.
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Step 7.
Action You must enter a Basis of Admission code that your institution has pre-defined. For this example, you want to enter the code for the Grade Point Average Basis. Enter the desired information into the Basis of Admission field. Enter "GBAP".
8. 9.
Click in the Application Nbr field. When you click in the Application Nbr field, or otherwise refresh the page, the system displays information related to the Basis of Admission code that you entered. This information includes the related description, the Long Description, and the Include in Offer and Include in Transcript check boxes.
10. 11. 12. 13. 14.
Enter the desired information into the Application Nbr field. Enter "00022777". Click in the Application Program Nbr field. Enter the desired information into the Application Program Nbr field. Enter "1". Click in the Admit Term field. For this example, you want to enter the code for 2007 Fall. Enter the desired information into the Admit Term field. Enter "0590".
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Step 15. 16. Action Click in the Academic Program field. For this example, you want to enter the code for the Fine Arts Undergraduate program. Enter the desired information into the Academic Program field. Enter "FAU". 17. 18. Click in the End Date field. Enter the date after which this basis of admission is no longer valid for this applicant. Enter the desired information into the End Date field. Enter "09/11/2007". 19. When the Include in Offer check box is selected, the system will include the Basis of Admission code and its Long Description in the admissions offer letter that you generate from your database using PeopleSoft Enterprise Campus Community's communications and comments functionality. If the Include in Offer option was selected as part of the code setup, then the system automatically selects it here. You can change this selection if desired. If you generate an offer letter for this applicant after the End Date, the basis of admission will not appear even if the Include in Offer check box is selected. 20. 21. 22. The basis of admission Long Description that was entered when the code was set up, automatically appears here. You can change it if necessary. Click the Save button. Congratulations! You successfully assigned a basis of admission to an applicant in your database. End of Procedure.
Assigning Admission Comments to an Applicant

If your institution defined admissions comments in your database, then you can assign them to an applicant either as a condition of admission or as a general information comment. You can also print the comments on admission offer letters that you generate using PeopleSoft Campus Community and transcripts that you generate using PeopleSoft Student Records. In this topic, you assign a comment regarding condition of admission, to an applicant in your database. Procedure
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Step 1.
Action Begin by navigating to the Admission Comments page. Click the Student Admissions link.
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Step 2. 3.
Action Click the Application Evaluation link. Click the Admission Comments link.
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Step 4.
5.
Access the Admission Comments page. Click the Search button.
6.
Use the Admission Comments page to enter comments for admitting an applicant. You can include these comments in the individual's offer letter and transcripts.
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Step 7.
Action You must enter an Admission Comment Code that your institution has pre-defined. For this example, you want to enter the code for the Scholarship-Trustees comment. Enter the desired information into the Admission Comment Code field. Enter "S122".
8. 9.
Click in the Admit Term field. When you click in the Admit Term field, or otherwise refresh the page, the system displays information related to the Admission Comment Code that you entered. This information includes the Description, Include in Offer and Include in Transcript check boxes, and the Comment Type option.
10.
For this example, you want to enter the code for 2007 Fall. Enter the desired information into the Admit Term field. Enter "0590".
11. 12.
Click in the Academic Program field. For this example, you want to enter the code for the Fine Arts Undergraduate program. Enter the desired information into the Academic Program field. Enter "FAU".
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Step 13. 14. Action Click in the End Date field. Enter the date after which this admission comment is no longer valid for this applicant. If you generate an offer letter for this applicant after the End Date, the comment will not appear even if the Include in Offer check box is selected. Enter the desired information into the End Date field. Enter "07/11/2008". 15. When the Include in Offer check box is selected, the system will include the Admission Comment Code and its Description in the admissions offer letter that you generate from your database using PeopleSoft Campus Community's communications and comments functionality. If the Include in Offer option was selected as part of the code setup, then the system automatically selects it here. You can change this selection if desired. 16. When the Include in Transcript check box is selected, the system will include the Admission Comment Code and Description in any transcript that you generate from your database for this individual using PeopleSoft Student Records. If the Include in Transcript option was selected as part of the code setup, then the system automatically selects it here. You can change this selection if desired. 17. When the Conditional option is selected, the comment is a condition of admission. If this option was selected when the code was set up, the system automatically selects it here, too. When the Procedural option is selected, the comment is information only. 18. 19. Click the Procedural option. The comment Description that was entered when the code was set up, automatically appears here. You can change it if necessary. 20. 21. Click the Save button. Congratulations! You successfully assigned a comment that is a condition of admission, to an applicant in your database. End of Procedure.
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Admitting Applicants Manually

After you complete the admissions evaluations process, you admit qualified applicants and 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. 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. Admit multiple applicants manually. Use Quick Admit. Matriculate an applicant into a student. Unmatriculate a student.
Admitting an Applicant Manually

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 applicants 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. In this topic, you will admit an applicant. Procedure
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Step 1.
Action Begin by navigating to the Application Program Data page. Click the Student Admissions link.
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Step 2.
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Step 3. 4.
Action Click in the ID field. For this example, you want to enter the ID for Susan Bressler. Enter the desired information into the ID field. Enter "0055".
5. 6. 7.
Click in the Application Program Nbr field. Enter the desired information into the Application Program Nbr field. Enter "1". Access the Application Program Data page. Click the Search button.
8.
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 9. 10. 11. 12. 13. Action Click the Add Row button. Click in the Program Action field. Enter the desired information into the Program Action field. Enter "ADMT". Click the Refresh button. If your application center has designated a deposit fee code that requires a deposit, and you enter a program status of Admit, the Calculate Deposit Fees link appears. You can not exit the component until you calculate the enrollment deposit. Click the Calculate Deposit Fees link. Use the Calculate Deposit Fees page to access the other pages related to the calculation of enrollment deposit fees.
14. 15.
Step 16.
Action Access the Deposit Fees page. Click the Calculate Deposit Fees button.
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Step 17. Action Use the Deposit Fees page to calculate enrollment deposit fees when you are admitting an individual. If the application center has set fees to calculate automatically, as in this example, use the Deposit Fees page to view or override the calculated fee.
Step 18.
Action Return to the Calculate Deposit Fees page. Click the OK button.
19. 20.
You can click the Deposit Fees link to access the Deposit Fees page where you can view details about a persons enrollment deposit. The Deposit Calc Messages link becomes available when the system generates a message about the deposit fee. You would click this link to view the system-generated messages.
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Step 21.
Action Return to the Application Program Data page. Click the OK button.
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Step 22. 23.
Action Click the Save button. Congratulations! You successfully admitted an applicant manually. End of Procedure.
Admitting Multiple Applicants Manually

If you have several applicants to admit or several applications to update, and they each have the same Academic Program and Admit Term, then you can set parameters and enter data on the Action/Reason Entry page to update them to the same Program Action and Action Reason. If you have a large number of applications to update, consult your System Administrator to determine if your institution has set up a Mass Change or other automated background process to update applications in batch. In this topic, you begin to admit several students by changing their Program Actions to Admit and calculating their enrollment deposit fees. Procedure
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Step 1.
Action Begin by navigating to the Action/Reason Entry page. Click the Student Admissions link.
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Step 2. 3. 4.
Action Click the Application Evaluation link. Click the Action/Reason Entry link. Use the Action/Reason Entry page to update multiple applications that have the same career, program, and admit term, to an identical Program Action. When admitting students, use the Action/Reason Entry page to change the Program Action to Admit for each applicant.
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Step 5. 6.
Action Click in the Program Action field. For this example, you want to enter the code for Admit. Enter the desired information into the Program Action field. Enter "ADMT".
7. 8.
Click in the Academic Program field. For this example, you want to enter the code for the program Intercommunicative Technology. Enter the desired information into the Academic Program field. Enter "ICTEC".
9. 10.
Click in the Admit Term field. For this example, you want to enter the code for 2007 Fall. Enter the desired information into the Admit Term field. Enter "0590".
11.
If the action you are taking has the same date as the current action, enter a 1. Enter a 2 for another action on the same date. For this example, accept the default value.
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Step 12. Action Refresh the page to view the admit term description. Click the Refresh button. 13. 14. Click in the ID field. For this example, you want to enter the ID for Linda Shepard. Enter the desired information into the ID field. Enter "RA201". 15. 16. Click in the Application Nbr field. For this example, you want to enter the Linda's Application Number for the ICTEC program. Enter the desired information into the Application Nbr field. Enter "00024336". 17. 18. 19. Click the Refresh button. When you refresh the page, the system displays the Program Data and Program Status for the Application Number that you entered. If the application center associated with the application has not set enrollment deposit fees to calculate in batch, then the Calculate Deposit Fees link appears when you refresh the page. You must calculate the applicant's enrollment fees before you can save the page. Access the Calculate Deposit Fees page. Click the Calculate Deposit Fees link. 20. Use the Calculate Deposit Fees to access pages where you can view the individual's calculated fees and any system-generated messages from the calculation.
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Step 21.
Action Access the Deposit Fees page. Click the Calculate Deposit Fees button.
22.
Use the Deposit Fees page to view the individual's calculated enrollment deposit fees.
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Step 23.
Action Access the Calculate Deposit Fees page. Click the OK button.
24. 25.
You can click the Deposit Fees link to view details of the individual's deposit fees. If the system generated any messages during the deposit fee calculation, the Deposit Calc Messages link becomes available. You can click this link to view the system-generated messages.
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Step 26.
Action Return to the Action/Reason Entry page. Click the OK button.
27.
When you return to the Action/Reason Entry page after calculating fees, the system saves the transaction and clears application-specific fields, but preserves the parameters. You can enter another Application Number and ID to admit, and repeat the process for as many applicants as you like without having to re-enter field values in the Action/Reason Parameters group box.
28.
Congratulations! You successfully began to admit multiple applicants manually. End of Procedure.
Using Quick Admit

If you have the appropriate security access, you can use the Quick Admit a Student component to add a new students personal data record to your system, to activate a student into an academic career and an academic program within that academic career, and to admit the student by activating him or her for a specific term. To avoid creating duplicate IDs in your system, always use the Search/Match function to determine if an individual with the same data already exists in your database before adding the new individual.
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You can also use the Quick Admit a Student component to update a new or continuing students personal data record after the student already has an existing personal data record stored in the system. If you are entering new students into the system through the Quick Admit a Student component and you click the Save button after entering the student's biographical data and program data, the system assigns the student a unique ID that remains associated with the individual in your database until you change or delete it. By completing and saving the Quick Admit a Student component, a student quickly becomes eligible for class enrollment. If your institution has licensed PeopleSoft Student Records, and you have the appropriate security access, you can immediately access the Quick Enroll a Student component to continue to enroll the student into classes for that term. The system carries forward the key information (ID, academic institution, academic career, and term). Typically, you use the Quick Admit a Student component and then the Quick Enroll a Student component to accelerate admissions and enrollment procedures where immediate formal processing is not required or is unavailable for students. However, the Quick Admit a Student component is not a replacement for the regular Recruiting and Admissions functionality. You must use the Application Data pages for regular admissions. After you quick admit students, you can use the Quick Admit Batch Apps process to select a group of students admitted through the Quick Admit a Student component and create historical prospect and application records or new prospect and application records, or both, for those individuals. In this topic, you will quick admit a student. Procedure
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Step 1.
Action Begin by navigating to the Biographical Details page. Click the Records and Enrollment link.
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Step 2.
Action Click the Quick Admit a Student link.
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Step 3. 4.
Action Click in the Term field. For this example, you want to enter the code for 2007 Fall. Enter the desired information into the Term field. Enter "0590".
5.
Access the Biographical Details page. Click the Add button.
6.
Use the Biographical Details page to enter personal data for the student that you are quick admitting. Enter data here just as you would to create any new person record.
Step 7.
Action For this example, you want to quick admit Mary Clark. Click in the First Name field.
8.
Enter the desired information into the First Name field. Enter "Mary".
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Step 9. 10. 11. 12. 13. 14. 15. Action Click in the Last Name field. Enter the desired information into the Last Name field. Enter "Clark". Click in the Date of Birth field. Enter the desired information into the Date of Birth field. Enter "06/26/1989". Click in the National ID field. Enter the desired information into the National ID field. Enter "215331234". Access the Regional page. Click the Regional tab. 16. Use the Regional page to enter region-specific data, including Ethnic Group, for the new student that you are quick admitting. Enter data here just as you would to create any new person record.
Step 17.
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Step 18. 19. Action Click in the Ethnic Group field. For this example, you want to enter the code for Not Specified. Enter the desired information into the Ethnic Group field. Enter "NSPEC". 20. 21. Click the Primary option. Access the Program/Plan page. Click the Program/Plan link. 22. Use the Program/Plan page to enter data to quickly admit and activate the new student for the desired program, plan, and term.
Step 23.
Action For this example, you want to enter the code for the Intercommunicative Technology program. Enter the desired information into the Academic Program Primary field. Enter "ICTEC".
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Step 24. 25. 26. 27. Action Click in the Campus field. Enter the desired information into the Campus field. Enter "MAIN". Click in the Academic Plan field. For this example, you want to enter the code for the Communication Technology plan. Enter the desired information into the Academic Plan field. Enter "COMMTECH". 28. If a student requests multiple Academic Plans within the academic program, you must enter the additional academic plans through the Student Program/Plan component. Click in the Expected Graduation Term field. For this example, you want to enter the code for 2007 Fall. Enter the desired information into the Expected Graduation Term field. Enter "0635". 31. 32. Click the Refresh button. You can access the Residency Official page to enter residency data for the new student. Click the Residency link. 33. Use the Residency Official page to enter residency data for the new student. For an example of entering residency data, see the PeopleSoft Campus Community module.
29. 30.
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Step 34.
Action For this example, you want to enter the code for 2007 Fall. Enter the desired information into the Effective Term field. Enter "0590".
35. 36.
Click in the Residency field. For this example, you want to enter the code for In State residency. Enter the desired information into the Residency field. Enter "IS".
37. 38. 39. 40.
Click in the Residency Date field. Enter the desired information into the Residency Date field. Enter "06/26/1996". Click the Refresh button. Return to the Program/Plan page. Click the OK button.
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Step 41. 42.
Action Click the Save button. After you save the Quick Admit a Student component, you can click the Quick Enrollment link to access the Quick Enroll a Student component in PeopleSoft Enterprise Student Records to begin enrolling the new student in classes for the activated term. For an example of using Quick Enroll, see the PeopleSoft Student Records module.
43.
Congratulations! You successfully used the Quick Admit feature to quickly create a record for a new student and activate her for a specific program, plan, and term. End of Procedure.
Matriculating an Applicant into a Student

After an applicant has completed all necessary steps to become an active student in an academic program, you need to matriculate the record from an applicant record in Recruiting and Admissions into a student record in PeopleSoft Student Records where you can begin to enroll the student in courses. In this topic, you will matriculate an applicant into a student. Procedure
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Step 1.
Action Begin by navigating to the Application Program Data page. Click the Student Admissions link.
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Step 2.
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Step 3. 4.
Action Click in the ID field. For this example, you want to enter the ID for Susan Bressler. Enter the desired information into the ID field. Enter "0055".
5. 6. 7.
Click in the Application Program Nbr field. Enter the desired information into the Application Program Nbr field. Enter "1". Access the Application Program Data page. Click the Search button.
8.
Use the Application Program Data page to add rows for each Program Action taken as the applicant progresses through the admissions process. To matriculate an applicant, use the Application Program Data page to add a row and change the Program Action to Matriculation.
9.
The most recently added row with the most recent Program Action appears. To matriculate an applicant, the most recent Program Action must be Admit or Intention to Matriculate or other action that requires the calculation or payment of your institution's enrollment deposit fees.
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Step 10. 11. 12.
Action Click the Add Row button. Click in the Program Action field. To matriculate an applicant into a student, you must enter the code for Matriculation. Enter the desired information into the Program Action field. Enter "MATR".
13. 14.
Click the Refresh button. When you enter an action of Matriculation, the Create Program button appears. You must click Create Program to create a record for this person in PeopleSoft Student Records. You cannot save the page until you click the Create Program button. Click the Create Program button.
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Step 15. Action When you matriculate the applicant and click Create Program, the component is saved, and all fields become unavailable for input because this person now belongs to PeopleSoft Enterprise Records. If you matriculated the applicant in error, you must access the Student Program page in the Program/Plan component in the Records and Enrollment menu to resolve. See the Unmatriculating a Student topic. 16. Congratulations! You successfully matriculated a student. End of Procedure.
Unmatriculating a Student
If you matriculate a student in error, and if you have access to PeopleSoft Student Records, you can access the Student Program page of the Program/Plan component in the Records and Enrollment menu to resolve. You must revoke the individual's admission in your database to unmatriculate the student. Procedure
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Step 1. Action Begin by navigating to the Student Program page. Click the Records and Enrollment link.
Step 2.
Action Click the Student Program/Plan link.
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Step 3.
Action For this example, you want to enter the ID for Susan Bressler. Enter the desired information into the ID field. Enter "0055".
4.
Access the Student Program page. Click the Search button.
5.
Use the Student Program page in Correct History mode to revoke admissions and thereby unmatriculate a student.
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Step 6. 7. 8. 9.
Action Click the Correct History button. Click the Add Row button. Click in the Program Action field. To reverse matriculation, you must enter the code for Admission Revocation. Enter the desired information into the Program Action field. Enter "ADRV".
10. 11.
Click the Save button. When you revoke the program admission and click Save, the system deletes all Program Action rows and sequences, including the original Application row, from this component for the individual. However, the applicant record still exists, and the Program Action rows still exist on the individual's Application Program Data page, with the most recent Program Action of Admission Revocation.
12.
Congratulations! You successfully unmatriculated a student. End of Procedure.
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Creating Alternate Program Offers

When applicants do not meet the requirements for their requested program, you can evaluate them in alternate programs, thereby giving them a second chance to attend your organization. For example, an applicant might be denied entry to your highly competitive engineering program, but when re-evaluated for a less competitive program the same applicant might be accepted. Upon completion of this lesson, you will be able to: Create alternate program offers.
Create Alternate Program Offer

To create alternate program offers you must first set up an alternate academic program and an alternate evaluation code on the Alternate Offer Table page. You select the primary academic program to which the person is applying (such as FAU), and then specify the alternate program (such as LAU). Thus, all applicants who get denied or waitlisted for FAU, in this example, get evaluated in the LAU program. After you have set up alternate program and evaluation codes, you run the Assign Alternate Eval Codes process that assigns the alternate evaluation code to applicants. You will select applicants based on academic institution, the academic program that they requested, and the admit term. For example, if you select the program FAU and admit term 0450, the process will assign an alternate evaluation code to applicants who applied to but were denied or waitlisted to FAU in Fall 2001. After you have assigned alternate evaluation codes to applicants, you must either run the materials extract process, or assign the materials manually. Then you must run the Evaluation Calculation process to evaluate them in the new program using the new evaluation code that you just assigned to them. After the Evaluation Calculation process calculates the overall rating score, you run the Alternate Programs process. The Alternate Programs process compares the minimum rating score that you define to the overall rating score that the Evaluation Calculation process calculates. If the applicant meets the criteria, the Alternate Programs process inserts a new row in the persons application for the existing application number and assigns a new program number. Thus, you still have access to the application in which the person was denied or waitlisted. Consider the scenario: Few applicants were denied admission to the FAU program. You have already set up the alternate program as LAU so that all applicants who get denied for FAU get evaluated in the LAU program. Additionally, you have already assigned the UG Applicants evaluation code to the FAU applicants. You want to run the Alternate Programs process so that the denied applicants are admitted to the LAU program if their rating for Academic Performance component is equal to or more than 3. Procedure
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Step 1.
Action Begin by navigating to the Alternate Program Addition page. Click the Student Admissions link.
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Step 2. 3.
Action Click the Processing Applications link. Click the Alternate Program Addition link.
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Step 4.
5.
A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Enter the desired information into the Run Control ID field. Enter "ALTOFFER".
6. 7.
Click the Add button. Use the Alternate Program Addition page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
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Step 8. Action Use the Academic Career field to enter the academic career for the alternate academic program. Click in the Academic Career field. 9. For this example, you want to enter the code for Undergraduate. Enter the desired information into the Academic Career field. Enter "UGRD". 10. Use the Alternate Evaluation Code field to enter the alternate evaluation code that is assigned to the applicants to be evaluated. The Alternate Programs process updates the applications of only those applicants who have been assigned this alternate evaluation code. Therefore, you must have already run the Alternate Eval Code process to assign applicants an alternate evaluation code. Click in the Alternate Evaluation Code field. 11. For this example, you want to enter the code for Undergraduate Applicants. Enter the desired information into the Alternate Evaluation Code field. Enter "UGAPPLFYR". 12. Use the Rating Component field to enter the rating component that you want to use to evaluate applicants. The rating component defines the format and meaning of the rating value. Click in the Rating Component field. 13. For this example, you want to enter the code for Academic Performance. Enter the desired information into the Rating Component field. Enter "ACAD". 14. Use the Rating Value field to enter the minimum score for consideration in the alternate program. Click in the Rating Value field. 15. For this example, the applicant must have an overall rating of at least 3 on Academic Performance to be accepted into the alternate program. Enter the desired information into the Rating Value field. Enter "3".
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Step 16. Action Use the Approved Academic Lead field to select the academic load that you want the process to assign to anyone who meets the criteria defined on this page. Click the Approved Academic Load list. 17. 18. Click the Full-Time list item. Use the Admit Term field to enter the admit term that you want the process to assign to anyone who meets the criteria defined on this page. Click in the Admit Term field. 19. For this example, you want to enter the code for Fall 2007. Enter the desired information into the Admit Term field. Enter "0590". 20. Use the Academic Plan field to enter the academic plan that you want the process to assign to anyone who meets the criteria defined on this page. Click in the Academic Plan field. 21. For this example, you want to enter the code for Undeclared Undergraduate. Enter the desired information into the Academic Plan field. Enter "UNDECL-UG". 22. Use the Campus field to enter the campus that you want the process to assign to anyone who meets the criteria defined on this page. Click in the Campus field. 23. 24. Enter the desired information into the Campus field. Enter "MAIN". Use the Program Action field to enter the program action that you want the process to assign to anyone who meets the criteria defined on this page. Click in the Program Action field. 25. For this example, you want to enter the code for Admit. Enter the desired information into the Program Action field. Enter "ADMT". 26. Use the Update Eval Status field to enter the evaluation status that you want the process to assign to anyone who meets the criteria defined on this page. Click in the Update Eval Status field.
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Step 27. Action For this example, you want to enter the code for Final. Enter the desired information into the Update Eval Status field. Enter "FN". 28. 29. Click the Refresh button. At this point, you would continue to run the Alternate Programs process just as you would any other PeopleSoft Enterprise Process Scheduler process. Refer to the Running Reports module for an example of running a process. 30. Congratulations! You successfully created an alternate program offer. End of Procedure.
Managing Enrollment
With the Management Enrollment feature, you can calculate and store target enrollment numbers and actual enrollment numbers. You can group these target numbers into levels that your institution defines to provide snapshots of how well you are meeting enrollment targets. Enrollment management targets use a three-level structure that consists of cohorts, populations, and divisions, which are levels, from highest to lowest, that your institution sets up and that you can link to one another for target evaluation. When Enrollment Management levels and targets are set up, you can run the Enrollment Target process at any time to obtain the results and see how your institution is doing with its efforts towards these targets. You can calculate these evaluation snapshots without any knowledge of PeopleSoft reporting tools such as Query and Crystal Reports, which are required for comprehensive analysis of your institution's prospect data. In this lesson, you learn how to use the Enrollment Management feature.
Using Enrollment Management Targets

If your institution has enrollment goals or targets, you will want to be able to calculate those targets and view the results of your progress toward meeting them. In this topic, you define and calculate an enrollment management target, and view the results. Procedure
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Step 1.
Action Begin by navigating to the Enrollment Target page. Click the Student Admissions link.
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Step 2.
Action Click the Define Enrollment Targets link.
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Step 3. 4.
Action Click the Add a New Value tab. Access the Enrollment Target page. Click the Add button.
5. 6.
Use the Enrollment Target page to set enrollment targets for each level that your institution has defined. Select Group if you are setting up a group enrollment management target consisting of multiple detail targets. Select Detail if you are setting up a detail enrollment management target. For this example, you accept the default setting, which is Detail.
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Step 7. Action Cohort is the highest of the three target levels that your institution has defined, and the starting point for your target development. An example of a cohort level that your institution might have defined is the entire group of students in an academic year. Or, they might have defined a cohort level of 2005 and set an enrollment target of 500 students for that academic year. Alternatively, you could break this up into a cohort level for academic terms of Fall 2005 and Spring 2006. Click in the Cohort field. 8. For this example, you want to enter the code for Fall 2007. Enter the desired information into the Cohort field. Enter "F2007". 9. Population is the next level down the hierarchy. Your institution might have defined a population level by academic career, or a population level by school or college. Click in the Population field. 10. For this example, you want to enter the code for Undergraduate Liberal Arts. Enter the desired information into the Population field. Enter "LAU". 11. Division is the final, bottom level in the enrollment management target setup. Your institution might have defined a division level, for example, by gender, ethnicity, academic program, admit type, or program status. Click in the Division field. 12. For this example, you want to enter the code for all females. Enter the desired information into the Division field. Enter "FEMALE". 13. 14. Click in the Target field. Enter the goal for this enrollment management target. Enter the desired information into the Target field. Enter "100". 15. The Result / Actual and Result DateTime fields are populated by the system after you run the Enrollment Target process.
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Step 16. Action Select Current to have the Enrollment Target process check only the most current application row. If a student is in this application program, and matches the target selection criteria, the process will include him or her in the count. Select All to have the Enrollment Target process check all the application rows. If a student has any application program row that matches the target selection criteria, the process will include him or her in the count. For this example, accept the default value which is Current. 17. You can enter a Comment to summarize the enrollment target that you are defining. For this example, the comment is entered for you. 18. If you select Group to set up a group enrollment management target consisting of multiple detail targets, the Detail Sequence field becomes available. You would use the Detail Sequence field to pull in all of the detail targets that you must to specify (roll up into) this group enrollment management target. 19. 20. 21. 22. 23. 24. 25. 26. Click in the Institution field. Enter the desired information into the Institution field. Enter "PSUNV". Click in the Career field. Enter the desired information into the Career field. Enter "UGRD". Click in the Term field. Enter the desired information into the Term field. Enter "0590". Click the Refresh button. Access the Target Detail page. Click the Target Detail tab. 27. Use the Target Detail page to specify additional details about the enrollment target that you are creating.
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Step 28. 29. 30. 31. 32. 33. 34. 35. 36. 37.
Action Click the Gender option. Click the Program Status option. Click the Academic Program option. Click the Status list. Click the Applicant list item. Click in the Acad Prog field. Enter the desired information into the Acad Prog field. Enter "LAU". Click the Gender list. Click the Female list item. Click the Save button.
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Step 38. 39. Action When you save the page, the system assigns the Target Sequence Number. If this detail comprised your entire enrollment management target, then you are finished defining the target. If you are creating a group enrollment management target and this was just one detail target, after you save the page, you must navigate back to the Enrollment Target page to specify and save each additional detail target. For this example, this detail comprises the entire target. 40. Navigate to the Calculate Enrollment Targets page to run the process to calculate the enrollment target based on the criteria that you entered. Click the Calculate Enrollment Targets link.
Step 41.
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Step 42. Action A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Enter the desired information into the Run Control ID field. Enter "TARGET". 43. 44. Click the Add button. Use the Calculate Enrollment Targets page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run. Use the Calculate Enrollment Targets process to process the enrollment management target and obtain current results. After you have set up and defined your enrollment management target levels, you can run the Calculate Enrollment Targets process at any time to obtain the results and see how your institution is doing with its efforts towards these targets.
45.
Step 46. 47.
Action Click in the Cohort field. Enter the desired information into the Cohort field. Enter "F2007".
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Step 48. Action At this point, you would continue to run the Calculate Enrollment Targets process just as you would any other PeopleSoft Enterprise Process Scheduler process. Refer to the Running Reports module for an example of running a process. 49. After you run the Calculate Enrollment Targets process, you can navigate to the Enrollment Target Summary page to view the general results. Click the Enrollment Target Summary link.
50.
Use the Enrollment Target Summary page to search for and view enrollment management target results.
Step 51. 52. 53. 54. 55.
Action Enter the desired information into the Cohort field. Enter "F2007". Click in the Population field. Enter the desired information into the Population field. Enter "LAU". Click in the Division field. Enter the desired information into the Division field. Enter "FEMALE".
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Step 56. 57. 58. 59. Action Click the Refresh button. Click the Search button. The system displays the enrollment target results based on the criteria that you entered. You can also navigate back to the Enrollment Target page, and other pages in the Define Enrollment Targets component, to see result details. Click the Define Enrollment Targets link.
Step 60. 61.
Action Enter the desired information into the Target Sequence Nbr field. Enter "000770". Click the Search button.
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Step 62. Action After you run the Enrollment Target process, the system displays the same value in the Real field as in the Result field. For group targets, you can change this field to any number between (and including) the result and actual number. For example, suppose that for a group target of Fall 2005 undergraduate enrollment, the Result field displays 100. However, suppose that some of these people applied for two or more programs. Therefore, the Actual field displays 80. The Real field defaults to 80 but you can change it to any number within that range that is appropriate, for example, 90.
Step 63.
Action Access the Target Applicants page. Click the Target Applicants tab.
64. 65.
Use the Target Applicants page to view a list of the people who meet your target selection criteria and verify the correct real number. Congratulations! You successfully defined a management enrollment target, calculated the target, and viewed the results. End of Procedure.
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Searching for Records ......................................................................................................... 12

Managing Prospects Records .............................................................................................. 22

Managing Applicant Records ............................................................................................. 99

Entering Supporting Information..................................................................................... 161

Evaluating Applicants Manually ...................................................................................... 252

Admitting Applicants Manually ....................................................................................... 279

Creating Alternate Program Offers.................................................................................. 311

Managing Enrollment ....................................................................................................... 317

Enterprise SA 9.0 - Recruiting and Admissions

Managing Recruiter Records

Adding a Recruiter Record

Action Click the Create/Update Recruiters link.

Access the Recruiters page. Click the Add button.

15. 16. 17. 18. 19.

Click the Refresh button.

Action Click in the Academic Plan field.

53. 54. 55.

Searching for Records

Searching for Records

9. 10. 11. 12. 13. 14. 15.

Step 23. 24.

Managing Prospects Records

Creating Prospect Records Manually

Action Click the Create/Update Prospects link.

Action Click the Prefix list. Click the Ms list item.

Step 27. 28.

Step 51. 52.

Click the Meeting button.

60. 61. 62.

Action Click the OK button.

Step 64. 65.

Action Click the School Postal Code button.

Step 69. 70.

72. 73. 74.

Step 84. 85.

Creating Prospect Records as Part of a Test Load

Action Click the Search/Match/Post Test Scores link.

23. 24. 25.

26. 27. 28.

Creating Prospect Records from a Query of Previous Test Loads

Assigning Recruiters to a Group of Prospects

Action Click the Recruiter Assignment link.

12. 13. 14. 15. 16.

Viewing a Summary of a Prospect's Information

Action Click the Prospect Summary link.

Access the Prospect Summary page. Click the Search button.

Viewing a Summary of Recruiters Assigned to a Prospect

Access the Prospects By Category page. Click the Search button.

12. 13. 14.

Step 21. 22.

23. 24. 25.

28. 29. 30.

Deleting Prospect Records

Action Click the OK button.

Step 18. 19. 20.

Click the Yes button.

Action Click the Prospect Summary link.

Access the Prospect Summary page. Click the Search button.

38. 39. 40.