Creating Prospect Records Manually


Concept


Steps:

  1. Begin by navigating to the Biographical Details page.

     

    Click the Student Recruiting link.

    Step 1
  2. Click the Create/Update Prospects link.

    Step 2
  3. Click the Add a New Value tab.

    Step 3
  4. Access the Biographical Details page.

     

    Click the Add button.

    Step 4
  5. Use the Biographical Details page to begin entering the prospect's personal data.

    Step 5
  6. The Biographical Details and Regional pages are a Campus Community page shared by many applications, including Recruiting and Admissions.  When you enter and save data on these pages in one component, the system updates these pages in the other components.

     

    For more detailed examples of entering data on these pages, see the PeopleSoft Campus Community module.

    Step 6
  7. Click the Prefix list.

    Step 7
  8. Click the Ms list item.

    Step 8
  9. Click in the First Name field.

    Step 9
  10. Enter the desired information into the First Name field. Enter

     a valid value
     e.g.
     "Susan"
    .

    Step 10
  11. Click in the Last Name field.

    Step 11
  12. Enter the desired information into the Last Name field. Enter

     a valid value
     e.g.
     "Bressler"
    .

    Step 12
  13. Click in the Date of Birth field.

    Step 13
  14. Enter the desired information into the Date of Birth field. Enter

     a valid value
     e.g.
     "04/15/1989"
    .

    Step 14
  15. Click in the National ID field.

    Step 15
  16. Enter the desired information into the National ID field. Enter

     a valid value
     e.g.
     "216-52-4578"
    .

    Step 16
  17. Continue entering all required personal data for the prospect on the Biographical Details and Regional pages, just as you would to add a new person on the same pages in Campus Community.

    Step 17
  18. Access the Regional page.

     

    Click the Regional tab.

    Step 18
  19. Use the Regional page to enter region-specific data for an individual.

    Step 19
  20. Scroll to the appropriate region for the person that you are adding. 

     

    In this example, scroll to the USA group box.

     

    Click the vertical scrollbar.

    Step 20
  21. Click in the Ethnic Group field.

    Step 21
  22. Use the Ethnic Group field to enter the federally mandated group that includes the prospect's ethnic designation.

     

    For this example, your prospect claims a Cherokee heritage.

     

    Enter the desired information into the Ethnic Group field. Enter

     a valid value
     e.g.
     "CHEROK"
    .

    Step 22
  23. Click the vertical scrollbar.

    Step 23
  24. Access the Prospect Career Data page.

     

    Click the Prospect Career Data tab.

    Step 24
  25. Use the Prospect Career Data page to record details related to the prospect's career interest.

    Step 25
  26. Prospect records include three levels: Career, Program, and Plan.  At minimum, a prospect must have a career and a program. Though a prospect can have multiple programs and plans, a prospect record can have only one career. 

     

    If a prospect has interest in a second career, you must create a new prospect record for that career. (You cannot add rows as you often can on PeopleSoft pages. You must create a new record for each career.)

    Step 26
  27. Click in the Admit Term field.

    Step 27
  28. Use the Admit Term field to enter the term in which the prospect has expressed interest for admission. The prospect might have expressed this interest in a letter, on a recruiting card, in an interview, or any other method.

     

    In this example, you want to enter the code for 2007 Fall.

     

    Enter the desired information into the Admit Term field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 28
  29. To see the related descriptions of the values that you have entered, you can refresh the page.

     

    You can refresh the page as often or as seldom as you like. 

     

    In this example, the related description for the Admit Term field says 2003 Fall. But, you entered the code for 2007 Fall. To see the related description for the code that you entered, refresh.   

     

    Click the Refresh button.

    Step 29
  30. The correct related description for the Admit Term field value appears.

    Step 30
  31. Click in the Admit Type field.

    Step 31
  32. Use the Admit Type field to indicate the type of admission, from your institution's list of predefined admit types.  Delivered Admit Types include First-year, Transfer, Internal Transfer, or Readmit Admission.

     

    For this example, you want to enter the code for First-Year admission.

     

    Enter the desired information into the Admit Type field. Enter

     a valid value
     e.g.
     "FYR"
    .

    Step 32
  33. Click the Academic Load list.

    Step 33
  34. Click the Full-Time list item.

    Step 34
  35. Click the Academic Level list.

    Step 35
  36. Click the Freshman list item.

    Step 36
  37. Click the Recruiting Status list.

    Step 37
  38. Use the Recruiting Status field to indicate the level of interest, at the academic career level, that your institution has in the prospective student.

     

    For example, you might consider a person who attended an on-campus event a suspect (someone who you suspect is interested in your institution). Conversely, you might consider a person who sends a prospect card a prospect (someone who you know is interested in your institution).

     

    The Recruiting Status field is also helpful for targeting mass mailings. 

    Step 38
  39. Click the Prospect list item.

    Step 39
  40. Click in the Referral Source field.

    Step 40
  41. Use the Referral Source field to indicate how this person became a prospect.

     

    The referral source is a high-level indicator of how your institution came into contact with the person. For example, a referral source could be Application, Drop-In, Campus Event, College Fair, or Counselor.

     

    Although this is a way to track your first contact with this person, you use Campus Community's Communication Management page to record subsequent contacts with the person.

    Step 41
  42. In this example, you want to enter the code for Counselor.

     

    Enter the desired information into the Referral Source field. Enter

     a valid value
     e.g.
     "CNSL"
    .

    Step 42
  43. Click in the Recruiting Center field.

    Step 43
  44. Use the Recruiting Center field to enter the center responsible for this prospect's career. It also controls which users can access this prospect record.

     

    Valid values depend upon the Academic Career and are subject to user security established for your institution's recruiting centers.

    Step 44
  45. For this example, you want to enter the code for the Undergraduate recruiting center.

     

    Enter the desired information into the Recruiting Center field. Enter

     a valid value
     e.g.
     "UGRD"
    .

    Step 45
  46. Click the Save button.

    Step 46
  47. Access the Prospect Program Data page.

     

    Click the Prospect Program Data tab.

    Step 47
  48. Use the Prospect Program Data page to enter the prospect's program data, if any, in which the prospect has expressed interest.

    Step 48
  49. In this example, you are not going to enter program data.

    Step 49
  50. The Transfer To dropdown box is unique to Recruiting and Admissions pages. 

     

    It provides a quick navigation between the component you are currently on and other related Recruiting and Admissions components.

     

    In this example, you do not want to transfer to a different component at this time.

    Step 50
  51. Click the Show following tabs button.

    Step 51
  52. Access the Prospect School/Recruiting page.

     

    Click the Prospect School/Recruiting tab.

    Step 52
  53. Use the Prospect School/Recruiting page to assign categories and recruiters to this prospect.

    Step 53
  54. You can access the Attendee Events page.

     

    Click the Events link.

    Step 54
  55. Use the Attendee Events page to view or indicate events to which the prospect was invited or that she has attended.

    Step 55
  56. For example, you might want to indicate that you invited the prospect to the information session of the upcoming Open House event.

     

    For more information on Events, and examples of using the Attendee Events page, refer to the Enterprise Campus Community module.

    Step 56
  57. For this example, you want to enter the code for the Open House event.

     

    Enter the desired information into the Event ID field. Enter

     a valid value
     e.g.
     "000010005"
    .

    Step 57
  58. Click the Meeting button.

    Step 58
  59. For this example, you want to enter the code for the Information Session.

     

    Enter the desired information into the Event Mtg field. Enter

     a valid value
     e.g.
     "2"
    .

    Step 59
  60. Click the Status list.

    Step 60
  61. Click the Invited list item.

    Step 61
  62. Return to the Prospect School/Recruiters page.

     

    Click the OK button.

    Step 62
  63. Click the OK button.

    Step 63
  64. Click in the Last School Attended field.

    Step 64
  65. In this example, you want to enter the code for Jordan High School.

     

    Enter the desired information into the Last School Attended field. Enter

     a valid value
     e.g.
     "000010005"
    .

    Step 65
  66. Click the Refresh button.

    Step 66
  67. In the Assign Region From box, you can click either the Home Postal Code button to assign the prospect to the region that includes her home address, or you can click the School Postal Code button to assign the region of Last School Attended.

     

    For this example, you want to assign the prospect to the region of her last school attended.

    Step 67
  68. Click the School Postal Code button.

    Step 68
  69. Click in the Category field.

    Step 69
  70. Use the Category field to indicate the area of your institution's interest in the prospect.

     

    You must enter at least one Category for the Academic Career. 

     

    You can add rows to enter multiple categories.

    Step 70
  71. For this example, you want to enter the code for High GPA.

     

    Enter the desired information into the Category field. Enter

     a valid value
     e.g.
     "HGPA"
    .

    Step 71
  72. Click the Sub-Category list.

    Step 72
  73. Click the High list item.

    Step 73
  74. You can select the Move to Application check box to copy the information in the Recruiting Categories group box to the application record when the prospect applies to your institution.

     

    The system selects this check box if you set up the system to copy prospect data to the application by selecting the Copy Data and Recruiting Categories check boxes on the Installation Defaults - AD page.

    Step 74
  75. Use the Recruiters group box to assign one or more recruiters to this prospect for this category.

     

    You can add rows to assign multiple recruiters.

    Step 75
  76. The system selects the Recruiters Prompt check box by default. With the check box selected, all recruiters are available from the Recruiter ID prompt list regardless of their assigned categories.

     

    If you want to limit the prompt list to only recruiters in the specified category, clear the Recruiters Prompt check box.

     

    If you manually assigned the region from the region tree, the system displays a list all recruiters who are assigned to a recruiting category of REGN when you click the prompt on the Recruiter ID field.

    Step 76
  77. Click in the Recruiter ID field.

    Step 77
  78. For this example, you want to enter the code for recruiter, Gloria Wilson.

     

    Enter the desired information into the Recruiter ID field. Enter

     a valid value
     e.g.
     "ADREC2"
    .

    Step 78
  79. You can add rows to assign additional recruiters from this category.

     

    If you assign multiple recruiters, you must specify one of them as the Primary recruiter.

    Step 79
  80. Add another recruiter.

     

    Click the Add a new row button.

    Step 80
  81. Click in the Recruiter ID field.

    Step 81
  82. For this example, you want to enter the code for recruiter, John Chevez.

     

    Enter the desired information into the Recruiter ID field. Enter

     a valid value
     e.g.
     "ADREC1"
    .

    Step 82
  83. For this example, you want to select the second recruiter as the Primary recruiter for this prospect.

     

    Click the Primary option.

    Step 83
  84. Click the Save button.

    Step 84

Congratulations! You have successfully added a new prospect record manually, and assigned two recruiters to the prospect.

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