Processing Prospects/ Recruits

Transcription

1 Processing Prospects/ Recruits Last Date Updated Page 1

2 Table of Contents Processing Recruits Processing Electronic Recruits Resolve Suspended Recruits Loading Recruit Information from Recruit Scanners Processing Recruits Manually Entering Recruits Documents SOAHSCH High School Diploma or Transcript SOAPCOL College Transcript(s) SOATEST Enter Test Scores Updating Recruit Information SRARECR Sending College Information SRIPREL Appendix Banner Responsibility Chart for Processing Prospects Last Date Updated Page 2

3 Processing Recruits Processing Electronic Recruits Access SRRSRIN (Electronic Prospect Match) Perform Next Block function twice. Enter the following values: Parameter Value 01: Electronic Prospect If you are using your individual college link: Code BPCC_PROSP BRCC_PROSP CATC_PROSP CENLA_PROS DCC_PROSP DELTA_PROS FTCC_PROSP NELTC_PROS NSHORE_PRO NUNEZ_PROS NWLTC_PROS RPCC_PROSP SCLTC_PROS SLCC_PROSP SOWELA_PRO NEW_PROSP (If you are using the link that was created for all colleges) 03: Report Term Leave A 04: Auto Load (Skip Dup Change N to Y Check Last Date Updated Page 3

4 Perform Next Block function. Click Save icon. Click Options menu. Select Review Output. Hit down arrow next to File Name field. Double click file that ends in lis. You can now view all the SSB Prospects. 1. If the prospect pushes successfully, the Load Status will state Recruit Created. 2. If Banner suspects the prospect is already in the system the Load Status will state Prospect Not Loaded. The match status will state S (Suspense). Last Date Updated Page 4

5 Resolve Suspended Recruits 1. Access SRIPREL (Electronic Prospect Inquiry) 2. Click down arrow for Match Status field and select Suspense 3. Click F8 or select execute query function. Last Date Updated Page 5

6 4. Click on Prospect ID. 5. Select Option. 6. Select Match. 7. Select Associate Person with an ID icon. 8. Perform Next Block function. 9. Click Duplicate Check icon. 10. Review for any potential matches. a. Find a duplicate record click on the ID and click Select ID icon. b. No match click Create New icon. 11. Click OK. 12. You will return to SRIPREL and the prospect that you worked on will now state Matched*with ID xxxxxxxx next to Add Date field. 13. Arrow down to work on the next suspended record. 14. Follow Steps 5 through Continue until all suspended records have been matched. Last Date Updated Page 6

7 Loading Recruitment Data Scanners Step #1: Reformat the File Locate File on Your Computer Open in Excel Clean Data: o Check to make sure all the CEEB codes are entered. If the code is missing, it needs to be populated so the correct high school can be associated with the student s recruit record. (SOISBGI can be used to look up CEEB code) o Delete the following columns: DCC & FTCC skip this step Academic Interest 1, Academic Interest 2, Extra Curricula Activity, Parent Sibling College, Varsity Sports. o Ethnicity Column can only contain one type (Delete the second type) o Remove all Commas o Check to ensure all items are enter in the correct column o Reformat Birthdate MM/DD/YYYY needs to be MMDDYYYY: Open in excel Highlight column Right click Select format cell Select custom Delete item in type box Enter Click ok Leave column highlighted Select find and replace Select Replace In find what field enter / In replace field leave blank Select Replace All Select OK o Save File: Name no longer than 11 characters including directory name Save as CSV (comma delimitated) Step #2: Move file from C drive to Banner server Open WinSCP Enter in Host Name: sg-js1.lctcs.edu Enter in your username and password and select Login Last Date Updated Page 7

8 Locate your files on the left side from your C drive Open Correct Folder on Banner Server u03/prod/(your college folder) ex. U03/PROD/NSHORE Click and drag Step #3: Access SRTLOAD Perform Next Block Make sure DATABASE populated the printer field Perform Next Block Enter parameters: Parameter Value 01 Enter your file name including directory name. Ex. /u03/prod/dcc/test21.csv 02 CFAF DCFA DCC use this code in parameter #2 FCFA FTCC use this code in parameter #2 03 Date you are loading the information (MMDDYY no spaces) write it down 05 G 06 Enter Term Code that you would like to create the Recruit Prospect Information Record (SRARECR) 07 UG 12 CNN 13 A MA 15 SELF 16 1MA 17 PERS 18 N 20 N 21 N 22 A udit or U pdate Perform Next block Save Select Options Select Review Output Double Click the arrow next to the file name field Double Click the file that ends with.lis ***Some students will have P # s until Common Matching is done*** Step #4: Access SRRSRIN Perform Next Block Make sure DATABASE populated the printer field Perform Next Block Enter parameters: Parameter Value Last Date Updated Page 8

9 01 CFAF all other colleges DCFA DCC FCFA FTCC 02 Tape Load code you created in parameter 3 on SRTLOAD 03 A 04 Y Perform Next block Click Save Select Options Select Review Output Double Click the arrow next to the file name field Double Click the file that ends with.lis ***M=Matched and S=Suspended*** Step #5: Access SRIPREL In Match Status field select Suspense Execute Query form will populate Highlight Record you want to work on Select options Select Match Select Associate Person w/id bottom of page Next Block Select Duplicate Check Then update or create new ***This has to be done for each Suspended file*** Step #6: Load Prospect Access SRRPREL Enter parameters: Parameter Value 01 CFAF DCFA DCC FCFA FTCC 02 Tape Load code you created in parameter 3 on SRTLOAD 03 A Select options Select Options Select Review Output Double Click the arrow next to the file name field Double Click the file that ends with.lis Last Date Updated Page 9

10 Processing Recruits Manually Access SRAQUIK (General Person Information) Select Generate ID icon. Select or type Person for Matching Source. Perform Next Block function. Enter as much information that you can about the student from your document (i.e. high school transcript, college transcript, test scores, recruitment card, etc). Click Duplicate Check icon. If there is no match, an ID is created and a window will open stating No matches found create as new? Click Yes Last Date Updated Page 10

11 If possible matches are found, review the information Click Details icon Note: If you have multiple duplicates you must highlight the duplicate that you would like to review. Click General Person Identification Perform Next Block function. review the information click X in the menu bar find match - click Select ID icon No match - click Create New Icon. Enter term you expect recruit to enroll. Perform Next Block function three times. Enter all information that you have on the prospect on all tabs that apply. Quick Admit Addresses Biographical Interests, Sources, Contact Default Options Entering Recruits Documents SOAHSCH: High School Transcript SOAPCOL: College Transcript SOATEST: Test Scores Entering High School Transcript SOAHSCH Prior to entering High School Transcript make sure you create a recruit record using SRAQUIK (see Processing Recruits Manually) Access SOAHSCH (High School Information) Enter the student ID in the ID field or student name (last name, first name) or search by using down arrow after ID field. Perform Next Block function. Click the down arrow to search for high school code. If you know the code you can manually input it. o To search for high school code: o Click box below HS o Under the Name Column Type the name of the school (note some schools have abbreviation which will prevent you from located a school by its name) or Use the following search code % Know the beginning type beginning and put % Know the end - % and type end Know the middle - %type middle% o Click F8 or Execute Query function to execute your query. o Double click on the correct high school code. Graduation Date field: If the transcript indicates the student graduated enter in the graduation date. Last Date Updated Page 11

12 Transcript Received Date field: Enter the date you received the transcript. Diploma field: Enter appropriate code Click Save icon. Enter College Transcript SOAPCOL Prior to entering College Transcript make sure you create a recruit record using SRAQUIK (see Processing Recruits Manually) Access SOAPCOL (Previous College Information). Enter the student ID in the ID field or student name (last name, first name). Perform Next Block function. Click on the drop down arrow to search for college code. If you know the code you can manually input it. o To search for college code: Click on the box below College. Under the Name Column. Type the name of the school (note some schools have abbreviation which will prevent you from locating a school by its name) or Use the following search code %part of school name% o Click F8 to execute your query. o Double click on the correct college code. Transcript Received Date field: enter date you received the transcript. Official Transcript radio button: select if you have received an official transcript. Last Date Updated Page 12

13 Entering Test Score - SOATEST Prior to entering Test Scores make sure you create a recruit record using SRAQUIK (see Processing Recruits Manually) Access SOATEST (Test Score Information). Enter the student ID in the ID field or student name (last name, first name). Perform Next Block function. Click down arrow under Test Code. A menu window will appear. Locate and select the item that you are entering. Enter Test Score in Test Score column. Enter the date (putting a period then hitting enter will put the current date). Admission Request field will automatically populate. Tab to the Source field. Hit down arrow. Select the source of the item from the menu. Click Save icon. Last Date Updated Page 13

14 COMPASS Codes ASSET Codes ACT Codes CALG: Compass Algebra CCOL: Compass College Algebra CENG: Compass English CGEM: Compass Geometry CMAT: Compass Math CPAL: Compass Pre-Algebra CRDG: Compass Reading CTRI: Compass Trigonometry CWRI: Compass Writing ASTR: Reading ASTM: Math ASTL: Writing A01: English A02: Math A03: Reading A04: Science A05: Composite Updating Recruits Information Access SRARECR Enter Student ID in ID field or search by name. o Two ways to search last name, first name; hit enter search box will open if there are more than one student with the name you entered. last name, initial of first name%; hit enter search box will open for you to search for the student Choose the recruit record you are searching for and double click the ID. Perform Next Block function. Update tabs if applicable. o Tabs Last Date Updated Page 14

15 Recruit Curricula Replace: Deletes curriculum and allows you to add a new one Update: Keeps existing data and allows you to change specific information Duplicate: Adds a second active curriculum Sources and Interests Contact, Cohorts, Attributes Comments and Learned Appendix Banner Responsibilities Prospects Responsibility Processing Recruits Process Electronic Prospects Enter Prospects for paper, telephone, walk in recruits (paper = recruit cards, high school diploma/transcript, college Responsible Person(s) Last Date Updated Page 15

16 transcripts, or test scores) Loading Recruitment Scanners Sending College Information Communication Packet for electronic prospects (need one letter that is for all campuses) Communication Packet to paper, telephone, & walk in recruits Last Date Updated Page 16