Adding New Applications Manually

Enter an effective date for the application to this academic program if different than the default date. If you are entering the application after the start date of the admit term, you need to back date the effective date to a date prior to the start date of the admit term in order to term activate the student once they are matriculated.

Enter the admit term in which the applicant is expected to enroll, if he or she is admitted for this application. Define admit terms on the Term Table page. This is a user default field.

Enter the term in which the student expects to graduate.

Enter or update the academic program to which the person is applying. Define academic programs on the Academic Program page. This is a user default field.

After you matriculate the applicant, the system copies the application program data to the program/plan tables in PeopleSoft Student Records.

Select the academic load that the applicant will be taking on if admitted for this application. Values for this field are delivered with your system as translate values. You can modify these translate values. Values are Full-Time and Part-Time.

Select the Joint Program check box if the applicant is applying to a joint program.

This field becomes available when you select the Joint Program check box. Enter the joint academic program. Define dual programs on the Academic Program page.

Enter or update the campus to which the person is applying within your academic institution. Define campuses on the Campus Table page. This is a user default field.

Indicates the attendance pattern under which an applicant has applied and is being considered for admission. The field appears if the Use Shift check box is selected on the Academic Institution 3 page.

If only the Use Shift check box is selected, the Academic Shift field is optional and the values available here are those defined on the Academic Shift page.

If the Use Shift by Admit Term check box is also selected on the Academic Institution 3 page, then the values available here are those defined on the Academic Shift page and then mapped to an admit term on the Academic Shift Mapping page. If a match is found, you must select a value for the Academic Shift field.

See Setting Additional Institution Defaults and Options

See Defining Academic Shifts

See Mapping Academic Shifts to Admit Terms

Because you are entering a new application, this field automatically displays Applicant.

Because you are entering a new application, this field automatically displays Application. This value can be changed. Program actions are predefined on the Admissions Action Table page and should not be modified.

The default for the action date is your system date. This is the date that the action was actually entered into the system (contrast this with the effective date).

If there are action reasons associated with the program action that you selected, you can select the appropriate reason value. Action reasons enable you to record a brief explanation of why the program action took place. For example, for the action WADM (Administrative Withdrawal), you could define a reason of Incomplete Application. Define action reasons on the Program Action Reason Table page.

The date on which the page was last updated and the name of the person who last updated the page.

Available if the Program Action field contains the value Readmit Application. If you want to readmit this applicant for this application into an existing career, you can select the proper career number here. You must also have an admit type where the Readmit Processing Required check box has been selected on the Admit Type Table page. The system readmits the person into the career that corresponds to the career number that you select.

Enter the academic plan within the academic program being applied to with this application. An academic plan can be any area of study, such as English, math minor, physics, or undeclared. Define academic plans on the Academic Plan Table page. This is a user default field.

If a subplan exists for the academic plan, enter the subplan here. Define academic subplans on the Academic Sub-Plan Table page. This is a user default field.

Click this link to calculate an enrollment deposit. The Calculate Deposit Fees Page appears.

If your application center has designated a deposit fee code that requires a deposit, and you enter a program status of Admit, the Calculate Deposit Fees link appears. You can not exit the component until you calculate the enrollment deposit. Application centers are designated on the Application Data page.

Select this link to enter the status of the application. Values for this field are defined on the Evaluation Status Table.

To matriculate the applicant at the same time you are entering the new application, select Matriculation in the Program Action field. The Create Program button becomes available.

Click the Create Program button to save the component. Also, note that if you select Matriculation in the Program Action field, you are required to click the Create Program button (which, again, saves the component) before exiting the component.

After you matriculate a person, the system creates a record in Student Records. All fields on this page are unavailable because to access the information you need access to pages in Student Records. Therefore, if you must make a change to this person's record after matriculation, you must do so through Student Records.

The Recruiting and Admissions application enables you to record multiple academic programs for one application under an academic career. After you have saved the Application Entry component, however, you must use the Program Addition page to add an additional program. Note that the Prog Number field shows the number of the program in the order it was entered. For example, if you only have one program, it displays 0. The next program displays 1.

Before matriculating the applicant, you might want to move to the next page in the Application Entry component first to record additional information about the applicant before you perform the matriculation process.

Click this button to go to another component.

Click this button to access the Deposit Fees page where you can calculate an enrollment deposit fee.

Click this link to access the Deposit Fees page where you can view details about a person's enrollment deposit.

Click this link to view messages that occur while attempting to calculate deposit fees. This link becomes available when the system generates a message.

Enter the application center that will process this application. This information helps you track which office is managing specific applications. Define application centers on the Application Center Table page. This is a user default field.

Enter the admit type for this application (for example, First-Year or Transfer,). Define admit types on the Admit Type Table page. This is a user default field.

The default for the application date is the system date that the application was received. You can override this default.

Select the academic level to which the applicant is applying for admission. Values for this field are delivered with your system as translate values. You can modify these translate values. Values are Freshman, Graduate, Junior, Not Set, and Post-Baccalaureate. This is a user default field.

The default for the created date is the system date on which you create this application record.

Specify whether this person should be on a regular or special notification track. This field is useful for informational reporting purposes. Values for this field are delivered with your system as translate values. You can modify these translate values. Values are Early Admit, Regular, and Rolling.

Select this check box if this applicant previously applied to this career. This selection is useful for informational and reporting purposes.

Select a value to indicate how or in what form this application was received. Values for this field are delivered with your system as translate values. You can modify these translate values. Values are (none), Application Service, Diskette, Hard Copy, Web Application, EDI, and OUAC. This is a user default field.

Select this check box if the applicant previously attended the institution.

If the Previous Attendance check box is selected, enter the dates from which and to which the applicant previously attended the institution.

Select this check box if the applicant graduated early from the institution.

Select this check box if the applicant is not currently attending school.

Indicates that the applicant has submitted an electronic signature.

Select this check box if the applicant has a criminal conviction.

This link is available only if at least one attribute is associated with the delivered record context ADM_APPL_DATA (Attribute Record: SAD_APPL_CAF).

Refer to the documentation about the Additional Information page.

Enter any housing interest indicated by the applicant. Values for this field are delivered with your system as translate values. You can modify these translate values. Values are (none), Commuter, Off Campus, and On Campus. This is a user default field.

Select this check box if this applicant is interested in financial aid for the programs to which he or she is applying. This field is useful for informational and reporting purposes. For example, the financial aid office can run reports listing those applicants interested in financial aid. This is a user default field.

Select this check box if this application is not missing any information and is considered complete by your office.

Enter the date that you marked this application as complete.

Enter the external application number if you received this application from a service with its own application-numbering scheme.

Select the type of fee assigned to this application. Values for this field are delivered with your system as translate values. You can modify these translate values. Values are (none), International, and Standard. These fee types enable you to charge varying user-defined application fees.

You can use the Application Fees Calculation process to calculate application fees based on the Application Fee Code structure which is attached to the Application Center. The fee is calculated based on core production data—application program data. Application fees may or may not be posted to the student account. An administrator can waive the fee. The waiver is associated with an item type defined on the Application Fee Code setup. Both the application fee and waiver are posted to the student account.

If you calculate application fees based on core production data, then after selecting the fee type, click the Calculate Application Fees link to calculate the application fee owed. The Application Fees Calculation process runs and the Application Fees page appears. The system displays the calculated fee amount.

When you return to the Application Data page, the Status field in the Application Fee Information group box displays Calculated.

If your application fee is set up to post to PeopleSoft Student Financials, the Application Fees calculation process runs when you click the Run button on the Application Fees page. A COBOL posting program runs which creates an account for this person in PeopleSoft Student Financials.

If you use the Admission Applications Web Services (AAWS), fee calculation does not rely on Admissions production data. If a fee is required, fee calculation occurs during the application submit process via the web service, using the data stored in the AAWS staging table. With the exception of the maximum amounts on the Minimum/Maximum Fee Code (which rely on the charges posted to the student account), the AAWS fee calculation process produces the same amounts as the production data Application Fee Calculation process.

For AAWS application fee processing, if Yes is selected for the Application Fee Required field on the Application Center Table page and the Amount Sent to GL value is greater than zero, then when you click the Calculate Application Fees link, the fee is not recalculated. The link takes you to the Application Fees page where you can view the results of AAWS application fee and waiver processing.

See Setting Up Application Processing Centers.

See Reviewing and Editing Staged Admission Application Transactions

See Payment Integration Web Service Operations

See Setting Up Application Fees.

See Generating Direct to GL Entries.

For AAWS fee and waiver processing, the value in this field is updated based on staging table data for SAD_APL_DAT_STG.APP_FEE_STATUS.

Click this link to view information about the application fee for this application. The Application Items Page appears.

If any errors occurred during the calculation, click this link to view error details.

Click this button to go to another component.

The default for this date is your system date. Edit this field to reflect the date the application fee was entered or waived.

Values for this field are delivered with your system as translate values. You can modify these translate values. Values are Deferred, Pending, Received, Waived, and Waiver.

If you calculate fees from production data, using the Application Fee Calculation process, select a status for this application fee. If you are receiving the application fee, change the status of the fee to Received. After you change the status to Received, the fields in the lower section of the page become available.

For information about how to use this page for AAWS application fee and waiver processing:

See Reviewing and Editing Staged Admission Application Transactions

Enter the amount of the application fee that will be waived, if appropriate.

For AAWS, if manual reconciliation is required, you enter the waive amount in the Application Data staging page and it appears here after the data is posted.

The field is available for edit only if the value in the Fee Status field is Waived or Waiver.

For information about how this field is populated by AAWS fee processing:

See Reviewing and Editing Staged Admission Application Transactions

Use this field to designate how the fee payment was received. Values for this field are delivered with your system as translate values. You can modify these translate values. Values are Credit Card, Electronic Check, Check, or Cash.

You have the flexibility to receive payments in multiple tenders. For example, you can waive a portion of a fee and the student's remaining payment can be split between a credit card and a check.

If you enter Credit Card, Electronic Check, or Check, the Tender Details page appears so you can enter further information.

If you do not use AAWS fee processing, you can enter information about the echeck or credit card, although the authorize/settle must be completed outside of Campus Solutions.

Hosted payment authorize/settle functionality is available only through AAWS fee processing.

For AAWS fee processing, if payment is required at the time of the application, the value that appears here is carried through on posting from the Application Transactions staging component. You enter a value here only if the applicant is allowed to pay later or if the waiver request was denied in the Application Maintenance component and payment was received later.

After entering a form of payment, enter the amount tendered.

For information about AAWS fee processing, refer to the previous documentation about the Tender Category field.

Enter the type of currency, such as USD (US Dollars).

For information about AAWS fee processing, refer to the previous documentation about the Tender Category field.

Click this link to obtain details on the currency conversion. The Currency Conversion Page appears.

Click this link to view details about the application fee. The Tender Details page appears.