Adding Applications Manually



  1. Begin by navigating to the Biographical Details page.


    Click the Student Admissions link.

    Step 1
  2. Click the Add Application link.

    Step 2
  3. Notice that when the Application Entry page appears, the Application Number field is all zeros.


    The system will automatically assign an application number at save time.

    Step 3
  4. If the person did not already have a record in your database, you could create one by accepting the default value of New.


    However, in this example, the prospect record already exists. Enter the ID for the existing prospect, Susan Bressler, for whom you want to add the new application.


    Enter the desired information into the ID field. Enter

     a valid value

    Step 4
  5. Access the Biographical Details page.


    Click the Add button.

    Step 5
  6. Use the Biographical Details page to view or update the individual's biographical information.

    Step 6
  7. Access the Addresses page.


    Click the Addresses tab.

    Step 7
  8. Use the Addresses page to view or update the individual's address information.

    Step 8
  9. Access the Regional page.


    Click the Regional tab.

    Step 9
  10. Use the Regional page to view or update the individual's regional information.

    Step 10
  11. Access the Application Program Data page.


    Click the Application Program Data tab.

    Step 11
  12. Use the Application Program Data page to enter program data and academic plan data pertaining to this application.


    You can also create an enrollment deposit and matriculate an applicant from this page.


    You must track applications at least at the plan level, but any lower level tracking depends on your office policies.

    Step 12
  13. Data appears on pages in the component based on user defaults and any existing prospect record for the individual.


    If the Copy To installation feature is enabled, and if the Move to Application check box is selected on the prospect record, then the system copies data  from the prospect record to the following fields in this component: Academic Program, Academic Load, Recruiting Categories, Last School Attended, Graduation Date, Fin Aid Interest, and Housing Interest.


    You can change the data to reflect the application.

    Step 13
  14. Students can apply to multiple programs within one career. The Program Number shows the number of the program in the order that it was entered, beginning with 0.

    Step 14
  15. Use the Admit Term field to enter the admit term in which the applicant is expected to enroll, if he or she is admitted for this application.

    Step 15
  16. For this example, you want to enter the code for 2007 Fall.


    Enter the desired information into the Admit Term field. Enter

     a valid value

    Step 16
  17. Use the Academic Program field to enter or update the academic program to which the person is applying.


    For this example, accept the default academic program value of LAU (Liberal Arts program).

    Step 17
  18. If the applicant is applying to a joint program, you would select the Joint Program check box, at which time the Dual Program field becomes available so you can specify the joint academic program. 


    Click the Joint Program option.

    Step 18
  19. Notice that the system displays the Dual Program field when you select the Joint Program option.

    Step 19
  20. For this example, do not use the Joint Program option.


    Click the Joint Program option.

    Step 20
  21. Use the Academic Load field to enter the academic load that the applicant will be taking on if admitted for this application.

    Step 21
  22. Use the Effective Date field to enter an effective date for the application to this academic program.

    Step 22
  23. Click in the Expected Graduation Term field.

    Step 23
  24. For this example, you want to enter the code for 2010 Winter.


    Enter the desired information into the Expected Graduation Term field. Enter

     a valid value

    Step 24
  25. Use the Campus field to enter or update the campus to which the person is applying within your academic institution.

    Step 25
  26. Use the Program Action field to enter a program action.


    The Program Action is a change to the person's program data. Therefore, when you first create an application, the Program Action is Application.  


    After you save the record, you can update this field to indicate the change from Application to Defer Decision, Deny, Early Admit, Readmit Application, and so on.

    Step 26
  27. The Career Number field becomes available only when you are updating a saved application and you enter a Program Action of Readmit Application.  

    Step 27
  28. Access the Evaluation page.


    Click the Evaluation link.

    Step 28
  29. Use the Evaluation page to view or enter the status of the person's application evaluation.

    Step 29
  30. Click the Evaluation Status list.

    Step 30
  31. Click the Progress list item.

    Step 31
  32. Return to the Application Program Data page.


    Click the OK button.

    Step 32
  33. Use the Academic Plan field to enter the academic plan within the academic program being applied to with this application.

    Step 33
  34. The applicant has also applied to another program in the undergraduate career, and you want to enter that application.


    Click the Add Row button.

    Step 34
  35. In this example, enter the code for Fine Arts Undergraduate.


    Enter the desired information into the Academic Program field. Enter

     a valid value

    Step 35
  36. Click the Refresh button.

    Step 36
  37. Access the Application Data page.


    Click the Application Data tab.

    Step 37
  38. Use the Application Data page to enter additional information regarding the application and to calculate an application fee.

    Step 38
  39. The system stores data on this page at the application level, as opposed to storing it under a person or academic program. This data is relevant to all academic programs being applied to with this application.

    Step 39
  40. Use the Application Center field to enter the application center that will process this application.


    This information helps you track which office is managing specific applications.

    Step 40
  41. In the example, you want to enter the code for Undergraduate application center.


    Enter the desired information into the Application Center field. Enter

     a valid value

    Step 41
  42. The default for the application date is the system date that the application was received. You can use the Application Date field to override this default.

    Step 42
  43. The default for the created date is the system date on which you create this application record. You can use the Created Date field to override this default.

    Step 43
  44. Use the Admit Type field to enter the admit type for this application (for example, First-Year or Transfer).

    Step 44
  45. Use the Notification Plan field to specify whether this person should be on a regular or special notification track. This field is useful for informational reporting purposes.

    Step 45
  46. Click the Application Method list.

    Step 46
  47. Click the Web Appl list item.

    Step 47
  48. Click the Housing Interest list.

    Step 48
  49. Click the Off Campus list item.

    Step 49
  50. If the application is complete you can indicate that in the File Information group box. 


    If the application has an external number on it, you can record that in the External Application Nbr field for your reference.

    Step 50
  51. In the Application Fee Information group box, you can select a Fee Type and click the Calculate Application Fees to have the system calculate the required fees based on the Academic Career and Fee Type that you selected.


    You can also click the Transaction Summary link to access an overview of fee-related transactions.

    Step 51
  52. Click the Save button.

    Step 52
  53. Notice that the system assigned the Application Number to the new application.

    Step 53
  54. You can run the Application Fees Calculation process and access the Application Fees Page to see the resultant fees.


    Click the Calculate Application Fees link.

    Step 54
  55. Use the Application Fees page to view fees that the system calculated and the status of payment.

    Step 55
  56. In this example, the calculated fees are 20.00 USD.


    If, at installation, your institution sets application fees to post to PeopleSoft Student Financials, a Run button appears on the Application Fees page. When you click the Run button, the Application Fees Calculation process runs and a COBOL posting program creates an account for this person in Student Financials.

    Step 56
  57. Return to the Application Data page.


    Click the OK button.

    Step 57
  58. Upon return to the Application Data page, the Status field indicates that the fees have been Calculated.

    Step 58
  59. You can access the Application Items page.


    Click the Transaction Summary link.

    Step 59
  60. Use the Application Items page to view information about the applicant's application fee.

    Step 60
  61. Return to the Application Data page.


    Click the Return link.

    Step 61
  62. Access the Application School/Recruiting page.


    Click the Application School/Recruiting tab.

    Step 62
  63. Use the Application School/Recruiting page to view or enter recruiting information about an applicant.

    Step 63
  64. If the Move to Application option is selected on the Prospect Recruiters page, much of the information on this page appears for you.

    Step 64
  65. You can select a Region from the region tree manually.  Only regions from your region tree are available for selection.


    Or, you can use a button in the Assign Region From group box to select the region for you.

    Step 65
  66. For this example, use the same region as the Last School Attended.


    Click the School Postal Code button.

    Step 66
  67. If the postal code of the Last School Attended falls into a region that is set up in your database, then the system displays the related data for you, including the value in the Region field.


    If the school does not have a postal code or region, you will want to assign the application to an appropriate region.

    Step 67
  68. The From field shows you how this region was defined: Region Tree, if you manually assigned a region; Address, if you clicked the Home Postal Code button; or School, if you clicked the School Postal Code button.

    Step 68
  69. Use fields in the Recruiting Categories group box to target the applicant for special recruiting efforts during the admission process regarding this application.

    Step 69
  70. Use the Category field to enter a recruiting category for the applicant under this career and application.

    Step 70
  71. A subcategory can be used to indicate the priority of this recruiting category.

    Step 71
  72. Use the Recruiter ID field to enter the ID number of the recruiter that you want to assign to this applicant.


    Click in the Recruiter ID field.

    Step 72
  73. In this example, you want to enter the ID for the recruiter, John Chavez.


    Enter the desired information into the Recruiter ID field. Enter

     a valid value

    Step 73
  74. Click the Save button.

    Step 74

Congratulations! You successfully added an application manually.

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