Understanding CBAP
CBAP (Centraal Bureau Aanmelding en Plaatsing), the Dutch Central Bureau for Admissions and Registration, is part of IBG (Informatie Beheer Groep). CBAP registers admissions of all prospect first year students in Higher education or University. The CBAP utilizes the automated system RASP (Registration, Admissions, Selection and Placement) to facilitate registration. RASP registers the following information; Personal data of the prospect student, information about prior education and personal preference concerning the education institution and academic program to which he/she wants to apply.
The CBAP procedure for admissions is based on a mandatory statutory requirement registered in the Higher Education and WHW act, the act Admissions for Higher Education, the Act Registration Mandatory Course Catalog for Higher Education and the Act on Prior Education Requirements for Higher Education.
Dutch Funded Education Institutions offering a pre-bachelor phase, in Dutch known as propedeuse, are obliged to partake in Central Admissions Registration procedures. This means that if a student plans to register at the propedeuse year of an academic program offered by a before mentioned funded Institution, he or she should register via the IBG. The CBAP (on behalf of IBG) then follows mandatory procedures as registered in the WHW act (article 7.37) and ensures that Admissions data is supplied to the Institution in question.
Students that are exempt from first year propedeuse registration can register directly at the Education Institution. Students can register directly at Education Institutions, which are not bound by the WHW act.
The CBAP Process can be divided into four different steps:
Load CBAP flat file into suspense table.
Search/match equivalent suspense data in PeopleSoft and check and correct suspense data manually.
Process suspense data in PeopleSoft (Posting).
Purge the suspense table.
Before starting the CBAP Load process, the user should indicate these items in the setup table:
CBAP will be used as a functionality.
External Organization.
Checklist Item codes.
Academic career relevant for Higher Education.
External Organization is used as a default organization code. Students for whom prior education data should be entered via the core External Academic Data table should have a parent row present in Academic History. The External Organization should be entered if the core tables are to be updated. This field can be left empty. CBAP does not actually supply External Organization information, but Prior Education information only. Prior Education will be registered in Dutch prior Education tables by the posting process. In Dutch functionality registration of external organization for prior education is optional.
First, the user has to place the received CBAP flat file (ASCII) in a directory at the institution's system. This directory must be known before one can read the file in the suspense table. The CBAP file will contain Personal, pre- education and info about the education program the student wants to apply to. For this an application engine based process should be created.
|
Field or Control |
Definition |
|---|---|
| Institution |
The name of the institution should be provided. |
| BRINcode |
This code will be used only for matching/processing/purge processes. The BRINcode is available on the CBAP Load run control page and in the security setup options. Including the BRINcode on the run control record enables prompting on a BRINcode security table. |
| Effective Date |
This date is used for admissions date and withdrawal date of student applications. |
| Action Date |
This date is used to track the date the application data was provided in the system. This date will update the corresponding field in the Admissions Application Maintenance pages. |
| Admit Term |
The term in which you are matriculating the student into the academic program. The admit term usually defaults from the Recruiting and Admissions matriculation process. However, because you are performing the admissions action though a data load, you must select the admit term for the primary academic program that you have specified and it will be used as the default for those applicants that are part of the CBAP Load |
| Admit Type |
Select the admit type that you want to default for those applicants that will be loaded through the CBAP Load Process. |
| Application Centre |
Select the application center to be defaulted for each application. This information helps you track what office is handling specific applications. Define application centers on the Application Center Table page. |
| Academic Level |
Select the academic level that you want to assign to the selected applicants that will be loaded from the CBAP Load. |
| Academic Plan |
Select the academic plan that you want to assign to the selected applicants that will be loaded from the CBAP Load. Use this field when no standard plan has been defined. |
After providing and then performing the checking of these parameters, the application process can be started and the data will be present in the suspense table. A status field will provide information to indicate whether the process ran successfully or not. This field will be present on a separate page in an online maintenance component for the suspense data.
This status field is called 'Edit' and contains the following values:
|
Edit Value |
Description |
|---|---|
|
Completed |
Process was able to read the data and put it in the suspense table without any problems |
|
Error |
An error has occurred after reading or loading the record in the suspense table. |
|
Perform/Post |
This value is manually maintained and is for information purposes only. The value is used for informational purposes at schools. During the upload process the system will allocate one of two edit values, namely Completed or Error. The process does not use the Perform/Post field value. |
The following errors might occur during the upload process and are displayed on the CBAP Processing Option panel:
Error in Country.
Error in Campus.
Error in Academic Program.
Error Prior Education.
Error in Subject code.
Error in Academic Plan.
These errors will occur during the loading process if values are present in the CBAP Load file that are not known in the PeopleSoft tables. The functional criteria for determining whether information supplied is correct or not is based on combinations of Academic program and Campus/BRINcode combinations. Functional and technical changes in registration of Campus, Home Campus and BRINcode should be taken into account.
For CBAP information to be present, the suspense table has to indicate whether information is to be added as new records (new student) in PeopleSoft core tables, or whether it has to be updated or ignored. To make this possible, search/match parameters must be provided. It should also indicate whether the search/match functionality setup used is actually the core search/match product provided by PeopleSoft. The posting process, which also performs search/match, uses this setup to perform search/match.
For new/existing students the following options apply for the suspense data:
Add - add the suspense information to PeopleSoft.
Suspend - nothing will be done with the suspense record.
Ignore - the record will be removed eventually from the suspense table, no actions will be done for PeopleSoft.
A status field will provide information and indicate whether the process ran successfully. This field will be present on a separate page in an online maintenance component for the suspense data. This status field is called 'Search' will provide info if the process ran successfully.
|
Search Value |
Description |
|---|---|
|
Completed |
The process has been run without any problems. |
|
Error |
An error has occurred in the search/match process of the record in the suspense table. |
|
Perform/Post |
Process has not been run yet for this record. This option is not evaluated the posting process and will not be used by it. The process uses the post field only when finished. |
The process has to be based on application engine technology.
Before a suspense record can be processed, the read process and match process must have been run successfully for the student concerned. This will result in the edit and search fields both being set to complete. The process field will provide the status of the suspense record. The values described in the following table can be maintained manually in an online maintenance component, although some will be set automatically by the search/match process.
|
Value Process |
Description |
Set By |
|---|---|---|
|
Error |
An error has occurred during the process. |
The system during the process |
|
New ID Add |
The system was not able to find a similar record/match in the PeopleSoft database and will add a new student ID when you run the search/match/post process When set manually, it means that the process identified a match and the user determined manually that no duplication exists. When the user runs the search/match/post process again, the process creates a new record and generates an ID, which it displays in the ID field on the Bio/Demo page. |
The system during the search/match process, when no match was found in the PeopleSoft database. It can be set manually. |
|
No Action |
Manually entered. Search/match/post will ignore this option and the record will not be processed and purged from the suspense table. |
Manual |
|
Purge |
This value means that the suspense record will be purged during the purge process (described in the purge section) |
By the system when the search/match/post process if the record has been completed successfully |
|
Update ID |
The search/match/post process has found a matching ID in the PeopleSoft database. The process will update the matching records with the suspense record data When set manually, this indicates that the process identified a match and the user determined manually that duplication exists. The system makes available the ID field on the Bio/Demo page. Select the ID that you want the search/match/post process to update. You must save the page and run the search/match/post process to update the record. |
By the system during the search/match process if a match was found in the PeopleSoft database and if your search parameters define that an update action should occur in this situation (only when you run search/match and post at different times). Set manually. |
|
Wait Srch |
This suspense record is waiting to be processed by the search/match/post process, |
The system during the CBAP load process. |