MAINTAIN AN APPLICATION This lesson will cover how to manually maintain an existing application in the system. Application maintenance covers areas such as updating receipt of credentials, completing checklist items and updating the status of the application. By the end of this lesson, the user will be able to: Update the residency status of the applicant Update receipt of official test scores Update receipt of official transcripts Add/Update a checklist and checklist items Add a comment to an application Add a communication to an application Update the status of the application Change the program
The first item will cover how to update the residency status. The navigation to this page is Student Admissions > Application Entry > Personal Information > Residency and you should see the following: Figure 1 Residency Data
Let s lookup the status of applicant Stephen King. Typing in the name and selecting Search will reveal this page: Figure 2 Residency Official 1 DATA FIELDS Institution ASU00 (should already be populated) Effective Term should be the first term the student will be enrolled Residency select the correct value from the drop down menu Click the yellow button to Save.
The next item will be to update the receipt of official test scores. The navigation to this page is Student Admissions > Application Entry > Academic Information > Test Scores. The page will look like the screen shot below: Figure 3 Test Results
Enter in the ID for the applicant and select search. In this example, suppose we search for Stephen King. The result is displayed below: Figure 4 Test Results entry DATA FIELDS Test ID Use the lookup to select the appropriate test Test Date enter the date the test was taken Data Source select the appropriate data source from the drop down list Acad Level select the appropriate data source from the drop down list Component use the lookup to select the correct test component Score enter the score %ile enter the percentile The other values should populate since you have already filled them in above. Click Save.
The next step will be to update the receipt of the official transcript. The navigation to that page is Student Admissions > Application Entry > Academic Information > Education and the page should look like this: Figure 5 External Data (Education) The first thing you will need to do is find the Org ID for the school that you have an official transcript. Then you will need to populate the following: Career select the appropriate value from the drop down menu Term Type select the appropriate value from the drop down menu Data Nbr should default to 1 Acad Level leave as unknown Dates of Attendance enter the dates of attendance
In the transcript section, click both the Desired checkbox and the Received checkbox if you have received the official transcript. Under Desired, select a Transcript Type of Official and a status that corresponds to the work of the transcript. Under Received, populate the date, source (usually School) and medium. Next, you will need to enter any degree information, if applicable. Click on the External Degrees tab and you should see the following: Figure 6 External Degrees DATA FIELDS Degree Nbr should already be 1 Degree Date enter the date the degree was received as indicated on the transcript Degree use the lookup to select the appropriate degree. Degrees will be highly specific. Degree Status use the drop down menu to select the correct value No other data are required.
Click on the last tab, External Courses and you will see the following page: Figure 7 External Courses On this page, you will enter each and every course from the transcript in these fields: School Subject use the lookup to select a value Course Nbr use the lookup to select a value Course Name type in the name of the course Subject Area select the correct value; these will correspond to the appropriate competency External Career select a value from the drop down menu Data Source select a value form the drop down menu Units Taken type in the number of units for the course Grading Scheme use the lookup to select a value Grading Basis use the lookup to select a value Course Level select a value from the drop down menu Grade In enter the grade from the transcript After completing this for each course, click Save.
Next, you will need to add/update the checklist and checklist items for the application. The navigation to this page is Campus Community > Checklists > Person Checklists > Checklist Management Person and should look like this: Figure 8 Checklist Management Person Keeping with our example of Stephen King, we can use his ID number to search for an existing checklist. If there is already one, you should be able to see it. Otherwise, you will need to add it by selecting Add a New Value
Figure 9 Adding a new checklist Click the yellow Add button to see the next page: Figure 10 Checklist Management 1
The Administrative Function will always be ADMA, so you can type it in to the field. After doing so, the Variable Data button will now be active. You must select it so you can link the application to this checklist. You will see the following screen: Figure 11 Variable Data
Use the lookups to select the appropriate information and then click OK. This will return you to the Checklist Management 1 page. The first Checklist Code you assign will always be UGAPPL. You can type this in the field. Now you can go to the Checklist Management 2 page by clicking the next tab and will see this page: Figure 12 Checklist Management 2
The Application Fee item will already be listed. You can add new items by clicking the plus icon. You will need to add the following checklist items: ACTSAT and TRANS. Once completed, it should look like this: Figure 13 Updated Checklist
At the same time, before you save, you can complete any items which you just added that you know are complete. If they are all complete, you should see the following: Figure 14 Completed checklist items
In addition, the Checklist Management 1 page will also update the status of the checklist itself as demonstrated by the following: Figure 15 Checklist Management 1 completed
The next thing you may have to do to an application is add a comment. The navigation is Campus Community > Comments > Comments Person > Person Comment Entry and looks like this: Figure 16 Person Comment Entry
If there are already comments, you will see them here. If you need to add a new comment, click Add a New Value and you will see the following: Figure 17 Add a new person comment
Now click the yellow Add button to see the page below: Figure 18 Entering Personal Comments
The Administrative Function will always be ADMA and the comment category will be UADCOM. Click on the Variable Data button to populate these fields and click OK when done. This will return you to the Comment page, which should look like the one below: Figure 19 Person Comment Entry In the Comments section, enter the comments for this application. NOTE: Comments are part of the legal and official academic record. Comments should only state facts and refrain from and subjectivity.
The next process you may need to do is to add a communication to the application, such as a letter to admit or to deny. The navigation for this is Campus Community > Communications > Person Communications > Communication Management and should look like the page below: Figure 20 Communication Management
Click on Add a New Value and then click the yellow Add button and you will go to the following page: Figure 21 Communication Management 1 The Function will always be ADMA. You will again need to click the Variable Data button to link this communication to the application. The Category will be one of the undergraduate or graduate letters communications categories (depending on which office you work in) and then you can select the appropriate Context in the next field. The Method will be Letter (L) and the Direction will be Outgoing. Then you will need to select the letter code from the lookup. If the communication includes enclosures, check the box and click the Enclosures button to select the appropriate enclosure(s). Then you can click the yellow Save button.
Oh no! There are blank pages EVERYWHERE!