Admissions Batch Prospect Load User Guide

Transcription

1 Overview This document will give you information and guidelines on how submit files to load Batch Prospects by filling in the template. After the template has been completed, drop the file into the appropriate folder. Once the job has been run, you will then need to work with the records in the suspense file. Steps File Creation 1. The template is located in this path: \\ADS\USSS\External_Share\Student_Information_System\Operations\Admissions\Batch_Prospect _Load\ADM Bio-Demo Input File v3.xls 2. Fill in as many fields as possible on the Template tab. The Field Explanations tab offers a brief description of each field. The fields are also listed below. Recnum Social Security Number RunDate Date Loaded (MM/DD/YYYY) ChangeEffDt Effective Date desired on the record (MM/DD/YYYY) SuffixName Suffix Name; MUST be from the Suffix Table in SIS FirstName First Name MidName Middle Name LastName Last Name Sex Gender; valid values are M, F or blank BirthDate Date of Birth (MM/DD/YYYY) Ethnicity_validated valid values are Y, N or blank White ethnicity; valid values are Y, N, 1 or blank Afr-amer ethnicity; valid values are Y, N, 2 or blank Hispanic ethnicity; valid values are Y, N, 3 or blank Asian ethnicity; valid values are Y, N, 4 or blank Amer Ind ethnicity; valid values are Y, N, 5 or blank Hawaiian ethnicity; valid values are Y, N, 7 or blank Reserved This space reserved for future use CitStat Citizenship Status. For USA, valid values are: 1 (Native) 2 (Naturalized) 3 (Alien Permanent) 4 (Alien Temp) N (Not Indicated) Most other SIS Countries have the 1 value (Native). CitCountry Citizenship Country; valid values are the 3-character country codes in SIS VisaPermitType Visa Permit Type MaritalStatus Marital Status will load as U, if not specified FERPA FERPA invoked, will default to N (No) Student Systems Services 2012 Indiana University Page: 1

2 Non-IU address ExtOrgID Last School Attended Org ID GraduationDate Graduation Date on Last School Attended (MM/DD/YYYY) AddrType Address Type = ADHM or MAIL Country Country of AddrType Address Address1 Address Line 1 Address2 Address Line 2 Address3 Address Line 3 City City County County State State Zip Zip Code TeleTmp1 Home Phone Number AddrType2 Address Type = ADHM or MAIL Country2 Country of AddrType2 address Address21 Address Line 1 Address22 Address Line 2 Address23 Address Line 3 City2 City County2 County State2 State Zip2 Zip Code TeleTmp20 Home Phone Number (not currently loaded) Admit_term Admit Term; valid term codes such as 4098 Acad_career Career = UGRD Admit_type Admit Type; valid admit type codes such as FYU Adm_recr_ctr Recruiting Center; valid values are those in SIS Recruiting_status Recruiting Status; valid values are: PROS (Prospect) APPL (Applicant) INQR (Inquiry) SUSP (Suspect) Recr_status_dt Recruiting Status Date (MM/DD/YYYY) Fin_aid_interest Financial Aid Interest; valid values are Y, N or blank Housing_interest Housing Interest; valid values are: Blank C (Commuter) F (Off-campus) H (On-campus) Acad_load_appr Academic Load; valid values are blank, F (Full Time) & P (Part Time) Adm_refrl_srce Referral Source; values available from the lookup in SIS Referral_srce_dt Referral Source Date (MM/DD/YYYY) Recruiter_id Recruiter ID; Emplid of a recruiter assigned at your campus Academic_level Academic Level of Prospect; valid values are: 10 (Freshman) 20 (Sophomore) 30 (Junior) 40 (Senior) Campus Institution Code; Use the 5-character campus codes such as IUBLA, IUINA, etc. Acad_prog Academic Program Code Acad_plan Academic Plan Code Recruitment_cat Recruiting Category; valid values available in SIS Recruitment_cat2 Recruiting Category; valid values available in SIS Student Systems Services 2012 Indiana University Page: 2

3 Recruitment_cat3 Recruiting Category; valid values available in SIS Recruitment_cat4 Recruiting Category; valid values available in SIS Acad_sub_plan Academic SubPlan Code Ext_Sys_ID_Type External System ID Type (FW = Fort Wayne, UTK = utalk CRM id; other valid values available in SIS Ext_Sys_ID_Nbr External System ID Number Saving the file 1. The naming convention for the Batch Prospect Load file may be as follows: InstUniqDate.csv Inst = Institution (IUBLA, IUCOA, IUEAA, IUINA, IUKOA, IUNWA, IUSBA, IUSEA) Uniq = Unique Identifier (Such as office abbreviation or other identifying information) Date = MMDDYYYY 2. Do NOT include any spaces in the file name. 3. Save the file as a.csv file. Be sure to verify that Save as type has been changed to CSV (Comma delimited)(*.csv). There is the possibility that you may see one or two warnings: 4. Click. 5. Click. Student Systems Services 2012 Indiana University Page: 3

4 File Handoff 1. When you are ready for the file to be run, drop the file into this folder: \\ADS\USSS\External_Share\Student_Information_System\Operations\Admissions\Batch_Prospect_Load 2. You may need to map a drive to the ads\usss server. If you are not able to access the drop folder, send a request for access to sesbatchprocessing@iu.edu. 3. The file must be dropped by 2PM in order for the file to run that same day. Files are processed and submitted to the server for that evening s batch schedule. Dropping the file after 2PM may result in the file being processed the following business day. Working with the Suspense File 1. After the file has been run, you will need to work the suspense file. 2. To locate the suspense records, navigate to: Student Recruiting > IU Specific Options > IU BioDemo Batch Suspense Tbls 3. You may narrow your results by inputting parameters into the search fields on the search page. 4. Click and select a record. 5. Click to open a new window within SIS. Student Systems Services 2012 Indiana University Page: 4

5 6. Perform a thorough Search/Match (in the new window) using the given information (name, National ID, Date of Birth, etc.) If necessary, see the Search/Match job aid. 7. If the search/match is successful and you find the person, set the Edit Processing Option to Complete and the Post Processing Option to Update ID. You will need to enter the person s emplid into the Emplid field at the top of the page. 8. If you were NOT able to find your person, set the Edit Processing Option to Complete and the Post Processing Option to New ID Add. You will NOT need to enter an emplid in the Emplid field (as you have not found one for the person). NOTE: Word of Caution: If one person has multiple records in the suspense queue and that person does NOT have an existing record in the system, mark only one suspense record as New. Marking more than one record for the same person as New will result in duplicate record creation. 9. After working the record, click before moving on to the next record. Student Systems Services 2012 Indiana University Page: 5