Overview This process will show how to enter a new application. Entering an application requires the use of several panels. This will focus only on the actual application data entry. Additional job aids are available for items such as residency, student groups, and test scores. Steps Enter an Application 1. Navigate to: Student Admissions>Application Entry > Add Application. 2. The Application Entry page will be displayed. The Application Nbr field and ID field will be grayed out and will display all zeros and NEW. These fields will be automatically updated once all the information is entered. 3. Enter Academic Institution. If your defaults are set, this may already be populated. 4. Enter Academic Career. 5. Click. The Biographical Details tab will be displayed. PeopleSoft Student Training & Support 2007 Indiana University Page: 1
6. In the Personal Information group box, enter First Name, Middle Name and Last Name. 7. (Optional) Select a Suffix from the drop down list, if appropriate. 8. Enter Date of Birth. 9. In the Biographical History group box, the Effective Date will default to today s date. 10. Select Marital Status from the drop down list. The IU default value for students is Unknown. 11. Select Gender from the drop down list. 12. In the National ID group box, the National ID Type will default to Social Security Number. Enter the National ID number (this is the social security number). 13. In the Contact Information group box under Addresses, Address Type will default to Student Home. 14. The Effective Date will default to today s date. 15. The Status will default to Active. 16. The Country will default to USA. Change this if appropriate. 17. Click the Edit Address link to enter an address. PeopleSoft Student Training & Support 2007 Indiana University Page: 2
18. Enter Address 1 (Address 2 & 3 if necessary), City, State, Postal (zip code) and County. NOTE: Do not use periods in address data entry. Use IU standards for address data entry. Refer to the Standards for Entering Addresses into SIS document. 19. Click. 20. If you would like to add another address, click and add the information. 21. Under the Phone group box, Type will default to Home. 22. Enter Phone number, Ext (if appropriate) and Country. If you want to enter more than one phone number, click to add a row and enter the information. 23. Under the Email group box, Type will default to Non-IU E-Mail from the drop down list. 24. Enter Email Address. At this time, we only collect one Non-IU Email address for a person. The IU Email address will populate once the user has created their account with IU. 25. Select the Regional tab. PeopleSoft Student Training & Support 2007 Indiana University Page: 3
26. In the Ethnicity group box, the Regulatory Region will automatically populate with USA. 27. Click and select the appropriate Ethnic Group (Black/African American, American Indian/Alaska Native, Asian, Native Hawaiian/Pacific Island, Hispanic/Latino, Other American, White, Refused to Answer, etc.) from the list. Note if a HISPANIC row is present in the grid, the Person is Hispanic or Latino checkbox will show as checked (be selected) upon saving the page. 28. (Optional) If this is the student s primary ethnicity, click the Primary checkbox to select it. 29. If collected under the two question format, click the IPEDS checkbox to note that. If collected by the one question format, leave this box blank. 30. Upon saving, the Updated On and Updated By information on each row will populate with the date/time of the update and your user information as an audit on the record. The Record Last Updated and Record Last Updated By areas on the screen will also populate with the date/time of the update and your user information as an audit on the record. 31. In the History group box, the Effective Date will default to today s date. 32. (Optional) Select a Military Status from the drop down list if this applies. Refer to campus standards for entering this data. 33. (Optional) Select the appropriate checkbox(es), (Disabled, Disabled Veteran, VA Benefit) if this applies. Refer to campus standards for entering this data. 34. Select the Application Program Data tab. PeopleSoft Student Training & Support 2007 Indiana University Page: 4
35. In the Program Data group box, the Program Number and Effective Date fields are automatically populated. 36. Enter Admit Term. This may be automatically populated from Operator defaults. 37. Do not enter Expected Graduation Term. 38. Enter Academic Program or click to select from the list. 39. Enter Campus. This may be automatically populated from Operator Defaults. 40. Ignore the Joint Program checkbox as IU does not use this feature. 41. The Academic Load field defaults to Full-Time. 42. In the Program Status group box, the Status will default to Applicant with an Action Date of today s date. 43. The Program Action will default to APPL for Application. 44. Enter the appropriate Action Reason. Action Reason is typically used when the Program Action APPL is changed. 45. In the Plan Data group box, enter an Academic Plan or click to select from the list. (For those who typically type this data into the field directly, please click this field.) prior to entering into 46. (Optional) In the Sub-Plan Data group box, enter a Sub-Plan or click to select from the list. Not all students will have Academic Sub-Plans. 47. Select the Application Data tab. PeopleSoft Student Training & Support 2007 Indiana University Page: 5
48. Enter the Application Center or click to select from the list. The Application Center indicates who processed the application. This field may be automatically populated from User Defaults. 49. Enter the Admit Type or click to select from the list. This field may be automatically populated from User Defaults. 50. Enter the Application Date. This is the date when the application was received. This field defaults to the current date. 51. Select the Academic Level from the drop down list. 52. Enter the Created On date. This is the date when the application was entered into SIS. This field defaults to the current date 53. Select the Notification Plan from the drop down list (this defaults to Rolling). 54. Select the Application Method. This field defaults to Hard Copy. 55. IU does not use the Prior Application checkbox. IU will load new applications for applicants applying again rather than overwriting pervious applications. 56. Select Housing Interest from the drop down list. 57. Select the Financial Aid Interest checkbox if the applicant indicates interest in receiving financial aid information. 58. In the File Information group box, select the Complete checkbox if the application being entered is complete (with all required materials and fees). The Date field is an effective date. The complete date defaults into the Date field. 59. If the application was received from an outside application agency, record the number in the External Application Nbr field (for example, a web application). 60. Skip the Application Fee Information group box for now. This area forces a save of the application without all the data completed. After completing the last tab, you will return to this area. PeopleSoft Student Training & Support 2007 Indiana University Page: 6
61. Select the Application School/Recruiting tab. 62. Select the Last School Attended for this applicant. After tabbing out of the field, the school name, School Type, Proprietorship, City, State, and Country will default from the External Organization table. If the applicant has a prospect record and the Move to Application option on the Prospect Recruiters panel had been selected, some fields like Last School Attended and Graduation Date could be populated by the values in the matching prospect record. 63. Enter Graduation Date. This will be a future date if the individual is still attending this school. 64. In the Recruiting Information group box, enter a recruiting Region based on the suggestions below: To manually assign a region, the use of the Region drop down list is NOT Recommended. Regions are defined on a rather large Region Table and it takes a great deal of time to retrieve a Region manually. Instead, regions should be added automatically as described below. Click to automatically assign the recruiting region based on the home address postal code of the applicant. Click to automatically assign the recruiting region based on the school address postal code of the applicant. 65. If the Region is assigned by using the postal code buttons (External Organization table), the From display will automatically populate with the type of organization (for example, School or PeopleSoft Student Training & Support 2007 Indiana University Page: 7
Address ). 66. The Primary Recruiter ID field defaults from the Application Recruiters panel if one has been assigned to this region. 67. In the Recruiting Categories group box, enter a Category or click to select from the list. If you plan to assign a regional recruiter to this applicant, you must enter a Category of REGN (Regional Recruiting). 68. IU does not routinely use the Sub-Cat (sub-category) field. Refer to campus data standards. 69. Enter a Description, if desired. 70. In the Recruiters group box, the Recruiters Prompt checkbox is selected as a default to see ALL recruiters in the system. To see only recruiters linked to the current recruiting category, deselect the Recruiters Prompt checkbox. If the Region was entered on the previous panel using the button, the prompt table for the REGN category will display Recruiters for the School s Region. If the Region was entered on the previous panel using the button, the prompt table for the REGN category displays Recruiters from the Address Region. If the Region was manually assigned (although not recommended), all recruiters assigned a Recruiting Category of REGN are available from the prompt on the Recruiter ID field. 71. Enter a Recruiter ID or click to select from the list. 72. If this is the primary Recruiter for this category, select the Primary checkbox. To add more recruiters, click. 73. Navigate back to the Application Data group. 74. In the Application Fee Information group box, select the Fee Type from the drop down list. Fee Type- IU has the default set for Standard (domestic). 75. Click Calculate Application Fees. PeopleSoft Student Training & Support 2007 Indiana University Page: 8
76. Update Fee Status to the appropriate status, typically Received. 77. Select Tender Category from the drop down menu. 78. Enter the amount collected in Tender Amount. 79. The Tender Details page will appear to record the Reference Number. Enter this reference number to match your deposits from the office for the day. 80. Click on the Tender Details page. 81. Click on the Application Fees page. This will save the application and assign an Empl ID and application number to the person. PeopleSoft Student Training & Support 2007 Indiana University Page: 9
82. If you do not record an application fee with the application, Click on the Application group and it will assign an Empl ID and an application number. 83. Once this application has been saved, all modifications must be made via the Application Maintenance group. This can be found at Students Admissions > Application Maintenance > Maintain Applications. NOTE: The Communication, Checklist, and Comment buttons are grayed out until the application information is saved. PeopleSoft Student Training & Support 2007 Indiana University Page: 10