Recruiting and Admissions. User Guide

Transcription

1 Recruiting and Admissions User Guide

2 Copyright (c) 2001 Jenzabar, Inc. All rights reserved. You may print any part or the whole of this documentation to support installations of Jenzabar software. Where the documentation is available in an electronic format such as PDF or online help, you may store copies with your Jenzabar software. You may also modify the documentation to reflect your institution's usage and standards. Permission to print, store, or modify copies in no way affects ownership of the documentation; however, Jenzabar, Inc. assumes no responsibility for any changes you make. Filename: ugrecadm Distribution date: 04/23/2002 Contact us at Jenzabar CX and QuickMate are trademarks of Jenzabar, Inc. INFORMIX, PERFORM, and ACE are registered trademarks of the IBM Corporation Impromptu, PowerPlay, Scenario, and Cognos are registered trademarks of the Cognos Corporation UNIX is a registered trademark in the USA and other countries, licensed exclusively through X/Open Company Limited Windows is a registered trademark of the Microsoft Corporation All other brand and product names are trademarks of their respective companies

3 JENZABAR, INC. RECRUITING AND ADMISSIONS USER GUIDE TABLE OF CONTENTS SECTION 1 - GETTING STARTED... 1 Overview... 1 Introduction... 1 Product Differences... 1 Purpose of This Guide... 1 Intended Audience... 1 Learning Objectives... 1 How to Use This Guide... 1 Structure of Jenzabar CX User Guides... 1 Other Information Resources... 3 Introduction... 3 Resource List... 3 Recruiting/Admissions Menus and Menu Options... 3 Before You Begin Recruiting/Admissions... 5 Introduction... 5 Prerequisite Tasks... 5 Background Knowledge... 5 Reporting Tools... 6 Recruiting/Admissions Process... 7 Conventions Used in This Guide... 8 Introduction... 8 Style Conventions... 8 Jenzabar-Specific Terms... 8 SECTION 2 - USING THE RECRUITING/ADMISSIONS SCREENS Overview Introduction Organization Screen Differences Screen Access Admissions Entry Screen (1 of 3) Purpose Access Example Fields Commands Admissions Entry Screen (2 of 3) Purpose Access Example Fields Commands Admissions Entry Screen (3 of 3) Purpose Access Example Segments Fields on the Document Status Information Segment Fields on the Other Documents Segment Fields on the Recommendations Segment Fields on the Examinations Segment i

4 Fields on the Transcript Segment Commands Admissions Information PERFORM Screen (1 of 2) Purpose Access Example Fields Commands Admissions Information PERFORM Screen (2 of 2) Purpose Access Example Fields Commands Admissions Statistics Record PERFORM Screen Purpose Access Example Fields Commands Advertisement Record PERFORM Screen Purpose Access Example Segments Fields On The ID Record Segment Fields on the Advertisement Record segment Commands Applicant Accomplishment Information Window Purpose Access Example Fields on the Applicant Accomplishment Information Window Commands Applicant Admission Information window Purpose Access Example Fields on the Applicant Admission Information Window Commands Applicant Education Information Window Purpose Access Example Fields on the Applicant Education Information Window Commands Applicant Education Information Window for Query Purpose Purpose Access Example Fields on the Applicant Education Information Window Commands Applicant Interest Information Window Purpose Access Example ii

5 Fields on the Applicant Interest Information Window Commands Applicant Involvement Information Window Purpose Access Example Fields on the Applicant Involvement Information Window Commands Applicant Other/Alternate Address Information Window Purpose Access Example Fields on the Applicant Other/Alternate Address Information Window Commands Applicant Profile Information window Purpose Access Example Fields on the Applicant Profile Information Window Commands Business Form Screen Purpose Access Example Fields Commands Call Entry Screens Purpose Access Example Fields Example (2 of 2) Segments Fields on the Document Status Information Segment Fields on the Other Documents Segment Fields on the Recommendations Segment Fields on the Examinations Segment Fields on the Transcript Segment Commands Call Result Table Screen Purpose Access Example Fields Commands Caller Time Entry Screen Purpose Access Example Fields Commands Change Student Information Screen Purpose Access Example Fields iii

6 Church Form Screen Purpose Access Example Fields Church Information PERFORM Screen Purpose Access Example Fields Commands Decision Form Screen Purpose Access Example Fields Commands Duplicate Admissions Window Purpose Access Example Fields on the Duplicate Admission Window Commands Duplicate ID s Window Purpose Access Example Fields on the Duplicate ID s Window Commands Electronic Application Form Screen Purpose Access Example Fields on the Electronic Application Form Screen Commands Enrollment PERFORM Screen Purpose Access Example Fields Commands ID Form Screen Purpose Access Example Fields Commands ID/Profile/Relationship PERFORM Screen (1 of 2) Purpose Access Example Fields Commands ID/Profile/Relationship PERFORM Screen (2 of 2) Purpose Access iv

7 Example Fields Commands Inquiry Form Screen Purpose Access Example Fields Commands Interview/Recommendation Detail Window Purpose Access Example Fields Commands Lead Contacts Detail Window Purpose Access Example Fields Commands Lead Entry Parameters Screen Purpose Access Example Fields Commands Lead Form Screen Purpose Access Example Fields Commands Progress/Enrollment Status Detail Window Purpose Access Example Fields Commands Prospect/Applicant History Detail Window Purpose Access Example Fields Commands Query Duplicate Information Window Purpose Access Example Fields Commands Recruitment Trips Detail Window Purpose Access Example Fields v

8 Commands Schedule Entry - Recruiter Form Screen Purpose Access Example Fields Commands Schedule Entry - Visiting Student Form Screen Purpose Access Example Fields Commands School Form Screen Purpose Access Example Fields Commands School Information Window Purpose Access Example Fields Commands School Record PERFORM Screen Purpose Access Example Fields Commands Statuses PERFORM Screen Purpose Access Example Fields Commands View Financial Aid Awards Detail Window Purpose Access Example Fields Commands Visiting Student Schedule Window Purpose Access Example Fields Commands SECTION 3 - ADDING OR UPDATING RECRUITING AND ADMISSIONS INFORMATION Overview Before You Begin The Process Which Screen to Use? Updating Detail Windows vi

9 Which Detail Window to Use? How to Enter Information in the Detail Windows Helpful Hints Querying Recruiting/Admissions Information Performing a Name Query Adding and Updating Application Information Using the Admissions Entry Screens How to Add Application Information How to Update Application Information Using the Electronic Application Program Electronic Application Menu Options How to Review Electronic Applications Inserting/Updating an Electronic Application into the Database Adding and Updating Business information Using the Business Form Screen How to Add Business Information How to Update Business Information Adding Contacts for School Visits How to Add Contact and School Visit Information Adding and Updating ID information Using the ID Form Screen How to Add ID Information How to Update ID Information Adding and Updating Inquiry Information Using the Inquiry Form Screen How to Add Inquiry Information How to Update Inquiry Information Adding and Updating School information Using the School Form Screen How to Add School Information How to Update School Information Adding and Updating Caller Time Information Using the Caller Time Entry Screen How to Add and Update Caller Time Information How to Update Caller Time Information Viewing and Updating Call Information Using the Call Entry Screens How to View and Update Call Entry Information Viewing and Updating Decision Information Using the Decision Form Screen How to Update Decision Information Viewing and Updating Information Using the Admissions Information Form Screen Viewing and Updating Admissions Information for Electronic Applications Accessing The Lead Entry Program Before You Begin General Features Data Consistency & Keystroke Saving Features Data Tracking Features Duplicate Checking Features How to Access Lead Entry Information Querying A Lead Record How to Query A Lead Record Updating A Lead Record How to Update A Lead Record Adding A Lead Record Before You Begin How to Add A Lead Record Moving A Lead Record How to Move A Lead Record Moving Lead Records Using Batch Mode How to Move Lead Records Using Batch Mode Deleting A Lead Record How To Delete A Lead Record Adding A Lead Contact Record vii

10 How To Add A Lead Contact Record Updating A Lead Contact Record How To Update A Lead Contact Record Deleting A Lead Contact Record How To Delete A Lead Contact Record Defining a Lead Contact How to Define a Lead Contact in the Contact Table Preparing Lead Records For Mailing House Service Introduction Unloading Lead Data Define the Contact Schedule Expected Lead Contact Records Create Lead Letters How to Create a Merge Form Letter How To Create a Microsoft Word Mail Merge file Output Example Exiting the Lead Entry program How To Exit The Lead Entry Program Updating Waiting Lists Overview Creating Interview Confirmation Letters Introduction Sample Form Letter Creating a School Visitation Letter Introduction Sample Form Letter Creating Departmental Letters Creating File Labels The Admissions Import Process Introduction Before You Begin The Process SECTION 4 - QUERYING RECRUITING AND ADMISSIONS INFORMATION Overview Introduction Before You Begin The Process Which PERFORM Screen to Use? Viewing Information on PERFORM Screens How to Find Information in the PERFORM Screens Helpful Hints to Completing Fields What ID/Profile/Relationship Records Show Before You Begin Viewing ID/Profile/Relationship Records Viewing Admissions Information Viewing Admissions Statistics Viewing Enrollment Statuses Viewing Statuses Viewing Church Information Viewing School Information SECTION 5 - TRACKING DOCUMENTS IN RECRUITING AND ADMISSIONS Overview Introduction Tracking Transcripts viii

11 Tracking Recommendations Tracking Exam Scores Tracking Other Documents The INCAPP Letter (Incomplete Application) Searching for Incomplete Applications Select Pre-Applicants SECTION 6 - SCHEDULE ENTRY PROCESS Overview Introduction Before You Begin Process Creating Letters For School Counselors Introduction How to Update a Recruiter s Schedule Records How to Schedule Tentative Recruitment Trips for Admissions Counselors How to Create Alternate Name Records How to Create Alternate Address Records Contact and Letter Set-Up The TENTATIV Form Letter (Tentatively Scheduled Trip Letters) Other Macros You Can Use How to Create High School Counselor Letters Example Sending Letters To Parents Introduction Table and Letter Set Up How to Define the Parent/Child Relationship Code in the Relationship Table How to Define the PARENTS Addressing Runcode in the ADR Table How to Create an ADR Record Using the PARENTS Runcode How to Define a Contact in the Contact Table Using the PARENTS Runcode Sample PARENT Letter How to Create Relationship Records Relationship Records For Parents Who Live at the Same Address Relationship Records For Parents Who Live at Separate Addresses Creating Letters With Enclosures Introduction How to Define the ENCL Code in the Communication Table How to Define an Enclosure Contact in the Contact Table How to Define a Cover Letter Contact in the Contact Table Sample Cover Letter How to Create Contact Records How to Create the Merge File Sample of the Finished Letter SECTION 7 - DEFINING REQUIRED APPLICATION DOCUMENTS Overview Introduction Before You Begin Defining Applicant Categories Before You Begin How to Define Applicant Categories for Required Application Documents Defining Required Entrance Exams Introduction Before You Begin How to Define Exam Categories for Required Entrance Exams Defining Required Recommendations ix

12 Introduction How to Define Recommendations Categories for Required Recommendations Defining Required Incoming Document Contacts Introduction Before You Begin How to Define Contact Resources for Required Incoming Documents Adding Required Application Document Records Introduction How to Add Required Documents Using Admissions Entry Adding Required Application Document Records In Batch Mode Introduction How to Add Required Documents In Batch Mode SECTION 8 - GENERATING RECRUITING/ADMISSIONS REPORTS Overview Introduction Before You Begin How to Generate and View Reports Using the Output Parameters and Scheduling Window Which Report Menu to Use Contact, Counselor, Profile, and Statistical Reports Generating Contact Reports Contacts for One Student Contacts for All Students Contacts by Prospect Contacts by Counselors Expected Contacts One Contact - All Students Not Received One Contact One Contact - Not Another Eligible for Decision Not Eligible for Decision Other Schools Competing for Applicants Generating Counselor Reports Generating the Appointments for 1 Counselor Report Appointments for 3 Counselors Report Activity Schedule Student Scheduled Visits Report A Counselor's Schools and Prospects Examination Score Report Interview Report Student Visit Agenda Generating Profile Reports User Defined Profile Information Report One Student s Profile Students by School Report School Profile Students by Church Report Generating a Church Profile Generating a School Directory Applicant Committee Review Generating Statistical Reports Counts and Subtotals Report Enrollment History - Years Report Enrollment History - Percent Report Inclusive Statuses Report x

13 Current Statuses Report Status Sequences Report Contact Resources Report Reference Sources Report Sources - Inclusive Statuses Report Majors - Inclusive Statuses Report Majors - Current Statuses Report Summary by Schools Report ACT Composite Scores Report ACT Profile vs. HS Rank Report SAT Profile vs. HS Rank Report Geographical Distribution Report Students by Sex and Age Report Generating a Students Not Registered Report Generating Lead Reports Leads by Major Report Leads by Contact Resource Report Leads by School Report Leads by Sex Report Leads by Reference Source Report Leads by State Report Leads by Zip Report Generating Call Entry Reports Call Contact Schedule Report Call Entry Information Report Calls Completed Report Caller Time Entry Report Weekly Statistics by Caller Report Weekly Statistics by Contact Report Daily Statistics by Caller Report Generating Electronic Application Reports Electronic Application Report Electronic Applications Status Report Electronic Applications Duplicate Social Security Number Report Electronic Applications Education Records SECTION 9 - RESPONDING TO SYSTEM MESSAGES Overview Introduction Four Types of Messages Descriptions of Message Types Messages Lead Entry Error Messages Lead Tickler Error Messages Messages You Might Receive How to Respond WEB Application Messages Messages You Might Receive INDEX xi

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15 SECTION 1 - GETTING STARTED Overview Introduction Recruiting and Admissions is a product developed by Jenzabar, Incorporated that lets you view, track, report, add, update, and maintain recruiting and admissions information. Your understanding of how your institution recruits and admits students, coupled with hands-on experience, ensures that you can independently use Recruiting/Admissions. Product Differences This guide contains information for using features developed for the Recruiting/Admissions product. Your institution may or may not have all the features documented in this guide. Purpose of This Guide This guide serves as a learning tool and a reference guide for viewing, tracking, reporting, adding, and updating recruiting and admissions information. The procedures take you step-bystep through processes so you can accurately enter information. Intended Audience This guide is for use by Marketing, Recruiting, and Enrollment Management, as well as by Admissions office personnel who use the CX menu, such as application coordinators, Directors of Admissions, Deans of Enrollment Management, admissions counselors, administrative assistants, and operators. Learning Objectives Using this guide, you will be able to: Add and update recruiting and admissions information when a student makes an inquiry at your institution. Add and update recruiting and admissions information when a student completes an application for admission to your institution. Add and update a record for an individual or organization other than a student. View your institution s formal decision regarding a student s acceptance to your institution. Add and update a record for a school or church related to a student. Enable the Recruiting and/or Admissions offices to track enrollment status information. Add or update multiple-item information such as student interests and involvements. Review and update electronic applications from EDI files and the World Wide Web (WEB). How to Use This Guide If you are not familiar with how your institution maintains its recruiting and admission information, read this guide for detailed information about how to use Recruiting/Admissions. If you are familiar with how your institution maintains this information and just need information in a particular area of CX, look through the table of contents or index; then refer to the pages you need. Structure of Jenzabar CX User Guides CX user guides contain the following sections: Section 1 - An overview of general information Section 2 - A reference of the screens, fields, and commands for the application Recruiting and Admissions 1 Getting Started

16 Section 3 (and up) - Detailed procedures for using the application Reports - A reference of all reports that can be generated and viewed by the user Last Section - A reference of application error and warning messages Index Getting Started 2 Recruiting and Admissions

17 Other Information Resources Introduction This user guide contains information about the screens, options and procedures that are specific to Recruiting/Admissions. However, some of these may be used in other CX products. Documentation for these common features appears in the manuals or guides to which they most specifically relate. Resource List The following provides references to other CX documentation for certain functions, screens, and options that are not described in this user guide. For more information about: Communications Management Detail windows Accomplishments Contacts Education Employment/Work First Relationship Holds Interests Involvements Other Name Other/Alternate Address Second Relationship Tests/Exams CX menus CX universal commands Help ID-type Query Scroll Table Lookup PERFORM screens general description ring menus common commands Program screens general description common commands toolbars Query Tools QuickMate Recruiting/Admissions tables and table maintenance Reporting tools Terminology See: Communications Management User Guide Getting Started User Guide Getting Started User Guide Getting Started User Guide Getting Started User Guide Getting Started User Guide Getting Started User Guide Installing QuickMate and QuickMate online Help Recruiting and Admissions Technical Manual Getting Started User Guide Master Glossary Recruiting/Admissions Menus and Menu Options Menus are not illustrated in CX documentation because they may have been modified by your institution. For information about what menus you can access, as well as the options available from them, refer to the Getting Started Menus description in the Getting Started User Guide. Recruiting and Admissions 3 Getting Started

18 The following describes the menus and options that are in the standard product, and that are reflected in the access instructions for each screen. Your menus and options may differ. Getting Started 4 Recruiting and Admissions

19 Before You Begin Recruiting/Admissions Introduction This section provides the following: A checklist of information you need to know and tasks you need to perform before using Recruiting/Admissions Background knowledge you must possess to use Recruiting/Admissions A summary of the recruiting and admissions processes Prerequisite Tasks Use the following checklist to ensure that you have reviewed all required tasks before you begin using Recruiting/Admissions. Ensure your office designed the data flow in Recruiting/Admissions and linked the data flow to the screens and windows. Ensure your office determined your institution s data element requirements for local and state reporting. Ensure your office defined the letter processing requirements associated with the recruiting and admissions processes. Ensure your office created an ID record for every individual or organization your institution wants to link to a student, such as admission counselors and schools. Ensure your office set up the academic calendar as far in advance as your institution recruits students. Ensure your office defined the types of documents necessary to determine a student s admissions eligibility. Identify the specific sessions for which you are entering Recruiting/Admissions information. Ensure your office determined how to track referral sources. Background Knowledge If you work in the Recruiting and/or Admissions office and maintain the information, you must have specific background knowledge to increase your effectiveness in using Recruiting/Admissions. The following list describes the necessary background information you should have. Jenzabar CX Know how to use the following, as described in the Getting Started User Guide: CX menu structure CX screen toolbars, command lines, ring menus, and comment lines CX universal commands, including: Help ID-type Query Scroll Table Lookup Authorized personnel Know answers to the following questions: Who is authorized to change recruiting/admissions information? Who is authorized to access online recruiting/admissions information? Important dates Know when the following occur: All types of contacts made with prospective students, such as letters, telephone calls, interviews, etc. Recruiting and Admissions 5 Getting Started

20 Applications are reviewed Admission decisions are made Admission decisions are sent to applicants Application documentation (e.g., transcripts and examination scores) are required Processes Know your institution s recruiting and admissions processes: Your institution s recruiting cycle What recruiting programs exist at your institution Your institution s letter processing requirements What forms the Admissions office provides to prospective students What information from the various admissions forms you should capture using Recruiting/Admissions What type of information you should gather from a prospective student The identity of other individuals or organizations from whom you should gather information Recruiting/Admissions policies and procedures Know the answer to the following question: Does your institution assess application fees? Reporting Tools CX provides several solutions to serve Recruiting/Admissions reporting needs. In addition to standard reports located on the menus, your institution can choose from a variety of reporting tools. The reporting tools are as follows: ACE Reports The standard reports located in the CX menu system. You can access and run ACE reports from the menus to which they relate. For example, contact, counselor, and profile reports are listed on the Reports menu. The first screen that appears when you select a report prompts you to enter any required parameters for producing it. For example, to produce the School Profile report, you supply such information as the session, academic year, and program in which you are interesting in obtaining a report. Note: For more information on running ACE reports, see Producing Standard and Customized Reports in the Getting Started User Guide. Impromptu A PC/Windows-based reporting tool intended for technical users. Using Impromptu and the Jenzabar CX ODBC driver, you can access CX data to produce reports. Impromptu organizes reporting information in catalogs. Jenzabar, Inc. created the Admissions catalog to serve the reporting needs of Recruiting/Admissions. Note: For more information on using Impromptu, see the online Help provided with the product. PowerPlay A PC/Windows-based executive and management data analysis tool. Using static data files downloaded from CX, you can use PowerPlay to display and analyze data in a graphical, multilevel, drill-down structure. Note: For more information on using PowerPlay, see the online Help provided with the product. Prism Getting Started 6 Recruiting and Admissions

21 A PC/Windows-based reporting tool intended for nontechnical users. Using Prism and the Jenzabar CX ODBC driver, you can access CX data to produce reports. Prism contains specific information lookup and retrieval windows for Recruiting/Admissions. Note: For more information on using Prism, see the online Help provided with the product. Recruiting/Admissions Process This list describes the overall process involved in using Recruiting/Admissions. Note: The process shown below is an example and is not intended as policy guidance. Your institution's recruiting and admissions processes may vary. 1. Send a prospect information about your institution. 2. Move the prospect information to Admissions when an inquiry or application is received. 3. Schedule campus visits, admissions interviews, and other contacts using the Call Entry screen. 4. Follow up with documentation needed from the prospect (e.g., transcripts). 5. Maintain any changes in the status of the prospect. 6. Accept applications and enter information about applicants. 7. Make the admission decision. 8. Create a Program Enrollment record for students who pay the tuition deposit. Recruiting and Admissions 7 Getting Started

22 Conventions Used in This Guide Introduction Jenzabar, Inc. has established a set of conventions to help you use this guide. The conventions presented below are not exhaustive, but they include the more frequently used styles and terms. Style Conventions CX guides observe the following style conventions. Boldface type Represents text that you type into the system (e.g., Type UNDG.), command names (e.g., Finish), or keys you use to execute a command or function (e.g., <Enter>). Bulleted lists Show items not ranked or without a sequential performance. CAUTION: Indicates a caution or warning of a potential risk or condition. <Enter> Represents the Enter, Return, Line Feed, or key on your keyboard. Italic type Is used in any of these ways: To represent a new or key term To add emphasis to a word To reference another manual or a section within this guide To represent a variable for which you substitute another variable (e.g., substitute filename with an appropriate filename) <Key name> Represents a key that you must press. Keystrokes When you see two keys separated by a dash (e.g., <Ctrl-c>), hold down the first key (<Ctrl>) while pressing the second (<c>). Note: Indicates a note, tip, hint, or additional information. Numbered lists Show ranking of items or sequence of performance. Parentheses When used around a field name, indicate the field is unlabeled. The field description includes the location of the field. Quotation marks Represent information written in this guide exactly as it appears on the screen (e.g., The message, "Now Running..." appears.). Jenzabar-Specific Terms Some terms used in this guide may be unfamiliar to you, either because they are terms you have not used before or because Jenzabar has assigned a slightly different meaning to a familiar term. The following list identifies and explains the most common Jenzabar-specific terms: Application Getting Started 8 Recruiting and Admissions

23 One or more software programs that enable you to perform a particular procedure, such as registering students. Data Specific information you enter into fields on a particular data entry screen. Enter To type information on a keyboard and execute by doing one of the following actions: Pressing the <Enter> key Clicking on the OK button Selecting Finish F key Any of the function keys located on your keyboard (e.g., <F1>). Hot key The capitalized and highlighted letter of a command on a command line, menu bar, or ring menu. ID The number assigned to each student or organization associated with your institution (e.g., 12345). Parameter A variable in the system that is given a constant value for a specific application (e.g., a date can be a parameter for producing a report). Select To execute a command by any of the following actions: Performing the keystrokes Pressing the hot key Highlighting the command or option and pressing <Enter> Clicking the mouse System The Jenzabar product, CX. Recruiting and Admissions 9 Getting Started

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25 SECTION 2 - USING THE RECRUITING/ADMISSIONS SCREENS Overview Introduction This section shows each screen and window you use in Recruiting/Admissions and provides explanations for each of their fields. This section also provides a quick reference of the commands and options you use to perform procedures in Recruiting/Admissions. These include such major procedures as processing admission applications. They also include simpler but important procedures such as reviewing admission statuses. Refer to this section when you have questions about a specific field or command, or when you are performing procedures associated with Recruiting/Admissions. Organization The screens, windows, field names, and commands are listed by title in alphabetical order (unless otherwise noted) so you can locate the information quickly. Field descriptions for screens may be indicated as Required, Optional, or Display only. You must make an entry in a Required field before leaving the screen. Optional fields can be left blank, if desired. You cannot make an entry in or change the existing value in a Display only field. Screen Differences The screen and window examples in this section represent those contained in the CX standard product in GUI format unless otherwise noted. Screen examples show question marks (?) for the Table Lookup option where space permits. If your institution changes these screens and windows to meet its specific needs, yours will differ from those shown in this section. Your screens and windows will also look different if you use CX in character-based format. Screen Access Access instructions for screens presume you are starting at the Recruiting/Admissions Main Menu. Recruiting and Admissions 11 Screens

26 Admissions Entry Screen (1 of 3) Purpose An Admissions Entry screen exists for both graduates and undergraduates. The Admissions Entry screen simulates an application form and consists of three screens. The first screen lets you add and update profile and academic information when a student applies for admission to your institution. You can also view a student's admission status; however, you cannot update the admissions status directly on this screen, as the cursor does not move to this field. You can add and update information on this screen when, for example, a student completes and returns a formal application form to your institution. Admissions information entered on the Inquiry screen will also appear on the Application screen(s). Access Access the Admissions Entry screen by selecting the following, beginning at the Recruiting/Admissions Main Menu: 1. Admissions Processing 2. Admissions Entry (or Graduate Admissions Entry) 3. Finish 4. Application Details on the second and third Admissions Entry screens follow the description of this screen. See Admissions Entry Screen (2 of 3) and Admissions Entry Screen (3 of 3) in this section. Example Following is an example of the first Admissions Entry screen. Fields The following describes the fields that appear on the first Admissions Entry Form screen. Add App Docs Screens 12 Recruiting and Admissions

27 Optional - a code indicating whether you want application document records, such as application essays, automatically added for an applicant. Valid values include Y (Yes), N (No), and C (Complete - all document records have been added). The default is N. Change this field s value to Y to make the program add the required application document records. For a more complete explanation of how this field works, refer to the Defining Required Application Documents section of this manual. Add Date Display only - the date (mm/dd/yyyy) your institution added an applicant s ID record to the database. Addr Required - the address code indicating the type of address that is entered in the Address field (e.g., PERM for the applicant s permanent address). Address Required - the student s current address (e.g., 2222 Victoria Parkway). Two lines are provided for the applicant address. Use the second line if the address does not fit on the first line. (Applicant's Document Category) Optional - the Applicant Document Category code for the type of application documents the student needs to submit. This field is unlabeled and appears to the right of the Add App Docs field. Use Table Lookup for a list of valid codes. For a more complete explanation of how this field works, refer to the Defining Required Application Documents section of this manual. Applying For Required - the Session code and year for which a student is applying for admission. The first field indicates the Session code, while the second indicates the year (yyyy). Default values, such as FA for Fall and the current year, may be defined by your institution. Use Table Lookup to select any other Session code. Updating the session and/or year fields will make the program create an Admissions History record. Birthdate Optional - the student s date (mm/dd/yyyy) of birth. City Required - the city in which the student lives (e.g., Cincinnati). If the Zip Code table has been properly populated, entering the zip code automatically supplies the value for City. See State/Zip. Classification Optional - The classification code the applicant will have should he/she enroll, (e.g., FF for First-time Freshman). Use Table Lookup to select a classification code if these codes are unfamiliar to you. Complete Date Optional - the deadline date (mm/dd/yyyy) the Tickler program should stop scheduling contacts for a student. This date is usually the first day of classes for a student s intended term of enrollment. Use Table Lookup to view the valid first day of class for the term. Country Optional - an abbreviation for the country of a student s permanent address (e.g., USA for United States of America). Use Table Lookup to select a country code if these codes are unfamiliar to you. Degree Optional - the student s intended degree. Use Table Lookup to select the desired code. Disability Recruiting and Admissions 13 Screens

28 Optional - a code identifying a student s type of disability, if any. Use Table Lookup to select a code, or leave this field blank. Early Decision Optional - either Y (Yes) or N (No) specifying whether a student is applying for early decision at your institution. The default is N. Note: A typical early decision program is one in which a student applies to a school and is informed of acceptance six months to a year before the student plans to attend. Educational Goal Optional - a code indicating the ultimate degree a student intends to obtain whether it is obtained at your institution or not. This field is used primarily by community colleges. The default is B (for Bachelor s degree). Use Table Lookup to select any other code if these codes are unfamiliar to you. Ethnic Code Optional - a code indicating a student s ethnic background (e.g., WH for White). Use Table Lookup to view all valid ethnic codes. Financial Aid Optional - either Y (Yes) or N (No) indicating whether the student is applying for financial aid. The default is Y. Full/Part Time Optional - The number of credit hours a student intends to take for the planned enrollment session. The default is 12. Use Table Lookup to select another value. Note: Be familiar with your institution s policy on the number of credit hours that a student must take to be considered a full-time student. Gender Optional - either M (Male) or F (Female) indicating a student s gender. Housing Optional - a code indicating the type of housing in which a student intends to reside. The default is R. Valid values include: C for commuter if the student intends to live at home and commute to your institution L for local if the student is a native of the city in which your institution is located, and intends to live at home while in college. R for resident if the student intends to live on campus ID No Required - displays a student identification number. Enter an ID number only if you are performing a query prior to using the Add or Update commands. If you are adding new information, the system automatically assigns an ID number (e.g., ). Level Optional - an alphabetic code representing the student s level in the recruiting strategy. This field is used by the Tickler program. Use Table Lookup to select a code. Valid codes are: A for Hot Prospect M for Lukewarm Prospect Z for Cold Prospect Major Optional - a code identifying a student s intended major. The default is UNDE (for undecided). Use Table Lookup to view all valid codes. Marital Screens 14 Recruiting and Admissions

29 Optional - a code identifying a student s marital status. The default is S (for single). Use Table Lookup to select any other code. Name Required - the name of the applicant in Last, First, M., Jr. format (Bridges, Cassidy). Note: Use the format shown on the screen for names. In the name Doe, John J., Jr., the extra comma separating John Doe s middle initial and Jr. is a flag the system uses. When your institution sends a letter, the system transposes Doe, John J.,, Jr., and uses the salutation, Dear Dr. John J. Doe, Jr. Prev. Apply Optional - Either Y (Yes) or N (No) specifying whether a student has previously applied for admission to your institution. The default is N. Private Optional - the privacy restriction to be used with this applicant information. The second field indicates what applicant information has privacy restrictions (e.g., PHON indicates the applicant s telephone number is restricted information). Program Display only - a code specifying the program in which a student is planning to enroll in your institution. Res: Country/St/Cty Required - codes identifying the country (e.g., USA), state (e.g., OH), and county (e.g., 061) of the student s legal residence. SS No Optional - the student s social security number (e.g., ). Note: You must enter the dashes in the social security number. The system does not automatically add them. State/Zip Required - codes identifying the state (e.g., OH for Ohio) and postal area of the student s permanent address (e.g., 45230). Use Table Lookup to select a state code and appropriate zip code. If the zip code table has been properly populated, the zip code can be entered first, and the City and State fields will be filled in automatically with the appropriate values. Contact your Jenzabar coordinator if you have questions about this capability. Status Display only - a code indicating the stage at which a student is located in the admissions process. Contact records are used to update this field. Note: The code in this field is the same status code that appears in the Status field on the Decision and Inquiry Form screens and the Code field on the Progress/Enrollment Status Detail Window. Status Date Display only - the date (mm/dd/yyyy) the student s current status became active. You cannot change this date from this screen. Note: The date in this field is the same date that appears in the Status Date field on the Decision and Inquiry Form screens. Suffix Optional - a letter or sequence of letters at the end of an individual s name representing a professional title, (i.e., Ph.D., or R.N.). Use Table Lookup to view all valid suffix codes. Telephone Recruiting and Admissions 15 Screens

30 Optional - the telephone number of the student s permanent address (e.g., ). Note: If the ENABLE_FEAT_PHONE_CHECK macro is turned on you do not need to enter the dashes in the Telephone field, as the program will automatically add them. If you do not know the area code, you should enter three zeros. Tickler Track Required - the Tickler track code for a student, such as HS for High School student, ADLT for Adult student, or XFER for Transfer student. Use Table Lookup to select the desired code from the Tickler Track table. Title Optional - the code and corresponding text indicating a student s title (e.g., MISS for Miss.). Use Table Lookup to select a value. If a title is gender specific, the program will automatically enter an M or F value in the Gender field. Transfer Optional - either Y (Yes) or N (No) specifying whether a student is transferring from another institution to your institution. The default is N. Turn Tickler OFF? Optional - either Y (Yes) or N (No) indicating whether the Tickler program should stop scheduling contacts for a student. The default is N. Veteran Benefits Optional - a code indicating whether a student is eligible for, or is currently receiving veteran benefits (e.g., N for nonveteran). The default is N. Use Table Lookup to select another value. Visa Code Optional - a code identifying the type of visa for an international applicant, such as F-1, PR for Permanent Resident student s visa. Leave blank if a student does not have a visa. Use Table Lookup to select the appropriate code. Waitlist Rank (unlabeled field) Optional - a number indicating the student s rank (up to two digits) on the waitlist, if the student s status is WAITLIST. For example, the screen example shows the student s rank is 0 on the waiting list. This field appears to the right of the Status field. Note: The ENABLE_FEAT_ADM_WAITLIST macro must be enabled for this field to appear on the screen. See Updating Waiting Lists in this guide for additional information. Commands The following list describes the commands you can execute from the Admissions Entry screen. Auto-mode Automatically puts you in Insert mode if the ID record you query is not found in the CX database, or in Update mode if the ID record you query is found. Cancel Does one or all of the following without saving any of the field entries you have made: Backs out of the current command Returns to the previous command Exits from the current screen or window Detail Screens 16 Recruiting and Admissions

31 Displays the Detail Windows menu that lets you select the desired detail window needed to view, add, and update multiple-item information, such as student interests and involvements. This command appears after you execute a query. Exit Exits the Admissions Entry program. Finish In query mode, selects the specified ID. In update mode, saves any field entries and exits you from the screen. Finished Saves your field entries when you have completed your data entry or selection and want to continue. Help Displays a brief description of the screen. Id-type Displays a window showing associated records (if any) for the applicant other than an ID and Profile record, such as adm_rec or stu_serv_rec. Insert Inserts a new row (record) into the database for the applicant whose record you have retrieved. Menu Returns you to the Admissions Form menu. Next Page Advances you to the second Admissions Entry screen (screen 2 of 3). Parameters Displays the ID Query Parameters screen, a list of records to which you can restrict your query. Previous Displays the record previously retrieved. Query Lets you select and retrieve a record from the database for viewing or updating. Update Lets you enter and save changes to a record in the database. Recruiting and Admissions 17 Screens

32 Admissions Entry Screen (2 of 3) Purpose The second Admissions Entry screen lets you: Add and update information identifying a prospective student referral source, admissions counselor, and church affiliation record information. View information on a student s admissions status and outgoing and incoming correspondence information. Note: All of the information below STATUS INFORMATION: and CONTACT INFORMATION: are display only. You can view the information in these fields; however, you cannot change this information. Access Access the second Admissions Entry screen by selecting the Next Screen command from the first Admissions Entry screen. Example Following is an example of the second Admissions Entry screen. Fields The following describes the fields that appear on the second Admissions Entry screen. Add Date Display only - the date (mm/dd/yyyy) when your institution added the student s Admissions record to the database. ADM Added by Screens 18 Recruiting and Admissions

33 Display only - the login name of the person who created the Admissions record for the student. Church ID Optional - the identification number and name of the church to which a student belongs. Use Table Lookup to select the desired church. If the church does not have an ID number (e.g., it is not in the database), leave this field blank. Note: The Church ID field appears on this screen only if the ENABLE_FEAT_CHURCH macro has been enabled. For more information about macros, see the Recruiting and Admissions Technical Manual. Counselor ID Optional - the identification number and name that represents the student s admissions counselor at your institution. Note: If you do not know the counselor s identification number, select Table Lookup to find this information. If a counselor has not been assigned, leave this field blank. Current Admission Status Display only - a code indicating a student s most recent stage in the admissions process. Valid values are: APPLIED for a student who has applied for admission to your institution INQUIRED for a student who has inquired about your institution Current Status Date Display only - the date (mm/dd/yyyy) on which the current status became active. Date (Last Incoming Contact with Student) Display only - the completion date (mm/dd/yyyy) of the most recently completed incoming contact your institution has received from a student. This field is updated by the Admissions Statistics (ADMSTATS), program. Date (Next Incoming Contact with Student) Display only - the due date (mm/dd/yyyy) of the next expected incoming contact your institution should receive from a student. This field is updated by the Admissions Statistics (ADMSTATS), program. Date (Last Outgoing Contact with Student) Display only - the completion date (mm/dd/yyyy) of the most recently completed outgoing contact your institution sent to a student. This field is updated by the Admissions Statistics (ADMSTATS), program. Date (Next Outgoing Contact with Student) Display only - the due date (mm/dd/yyyy) of the next expected outgoing contact your institution will send to a student. This field is updated by the Admissions Statistics (ADMSTATS), program. Decision Code Optional - a code representing your institution s decision regarding a student s admission or denial, (i.e., FULL for Full Acceptance). A decision should be considered a sub-category of a student s admission status. Use Table Lookup to view all valid decision code values. Decision Date Optional - the date (mm/dd/yyyy) on which your institution made the admission decision regarding a student. ID No Display only - the student s identification number (e.g., ). Last INCOMING CONTACT With Student Recruiting and Admissions 19 Screens