Setting Up Application Status and Checklist Options

This topic discusses how you can control the display of the application status, checklist due date, and checklist contact using the classic and fluid user interfaces.

The Application Status self-service page, the Admissions section of the Student Center and Student Services Center pages, and the Campus Mobile admission application pages can display the application status using the classic user interface. The Application Status page and the Campus Mobile admission application pages can display the checklist due date and checklist contact.

You can customize the Fluid Applicant Self Service display around specific applicant groups for each of these elements—Institution, Academic Career, and Admit Term information.

Page Name

Definition Name

Navigation

Usage

Applicant Status Options

SAD_APPL_STATUS

select Set Up SACR, then select Product Related, then select Recruiting and Admissions, then select Applicants, then select Applicant Status Options

On a classic interface, control the display of the application status, checklist item due date, and checklist item contact for an application based on the academic institution and academic career.

Define Attributes

SAD_FLSS_DEF_ATT

select Set Up SACR, then select Product Related, then select Recruiting and Admissions, then select Applicants, then select Fluid Applicant SS Setup. Select the Define Attributes tab.

Define attributes for an applicant group on a Fluid interface. An applicant’s complying with the attribute criteria at the sequence level depends on the other options defined in Self Service.

Display Options

SAD_FLSS_DISPLAY

select Set Up SACR, then select Product Related, then select Recruiting and Admissions, then select Applicants, then select Fluid Applicant SS Setup. Select the Display Options tab.

On a Fluid interface, define various display options for an applicant group which meets the attribute criteria on the Define Attributes tab.

Additional Options

SAD_FLSS_ACCDECC

select Set Up SACR, then select Product Related, then select Recruiting and Admissions, then select Applicants, then select Fluid Applicant SS Setup. Select the Additional Options tab.

On a Fluid interface, define additional options for display on the Application Status page if the applicant meets criteria on the Define Attributes page.

Access the Applicant Status Options page (select Set Up SACR, then select Product Related, then select Recruiting and Admissions, then select Applicants, then select Applicant Status Options).

Image: Applicant Status Options page

This example illustrates the fields and controls on the Applicant Status Options page. You can find definitions for the fields and controls later on this page.

Applicant Status Options page

Field or Control

Definition
Show Application Status

Select to display the application status on the Application Status, Student Center and Student Services Center pages and the mobile admission application pages. The application statuses are complete, incomplete and admitted.

Note: The status of the application is based on the Complete check box of the Application Data page (Student Admissions, Application Maintenance, Maintain Applications, Application Data). If the Show Application Status check box is selected and if you select the Complete check box for an application, then the system displays the application status as completed. If the Show Application Status check box is selected and the Complete check box for an application is deselected, then the system displays the application status as incomplete.

The Complete check box (ADM_APPL_DATA.ADM_APPL_COMPLETE) setting can be updated manually or by using the delivered Population Update process for ADM_APPL_DATA.

See Running the Population Update Process
Show Checklist Item Due Date

Select to display the due date on the mobile admission application pages and the Outstanding Items for this Application section of the Application Status page.
Show Checklist Item Contact

Select to display the checklist contact on the mobile admission application pages and the Outstanding Items for this Application section of the Application Status page.

Examples

Suppose you have selected all the check boxes for PSUNV (PeopleSoft University) and Graduate on the Applicant Status Options page and the Complete check box has not been selected for a PSUNV- Fine Arts Graduate application. In such a case, the Admissions section in the Student Center displays the incomplete status for the application:

Image: Admissions section displaying application status

This is an example of Admissions section displaying the application status.

Example 1 of impact of settings on Applicant Status Options page

The applicant clicks the View Status link for Fine Arts Graduate application to navigate to the Application Status page. The system displays the Show outstanding items for this application button on the Application Status page. When the applicant clicks this button, she or he can view the outstanding checklist items with the due dates and contact names:

Image: Example of Applicant Status page displaying Due Date and Contact columns

This is an example of Applicant Status page displaying the Due Date and Contact columns.

Example 2 of impact of settings on Applicant Status Options page

If you did not select the Show Application Status check box and the Complete check box has not been selected for the PSUNV- Fine Arts Graduate application, the Admissions section in the Student Center page does not display the incomplete status for the application.

Image: Example of Admissions section not displaying application status

This is an example of Admissions section not displaying the application status.

Example 3 of impact of settings on Applicant Status Options page

If you did not select the Show Checklist Item Due Date and Show Checklist Item Contact check boxes, the Outstanding Items for this Application section does not display the Due Date and Contact columns.

Image: Example of Applicant Status page not displaying Due Date and Contact columns

This is an example of Applicant Status page not displaying the Due Date and Contact columns.

Example 4 of impact of settings on Applicant Status Options page

Define a set of attributes for an applicant cohort. The Display and Additional options defined are accordingly applicable to the applicants meeting these attributes.

You can define one sequence to apply to all applicants or you can define multiple sequences under Institution, Academic Career and Admit Term to handle various applicant groups where you want to vary the display and timing of display to those groups.

Access the Define Attributes page (select Set Up SACR, then select Product Related, then select Recruiting and Admissions, then select Applicants, then select Fluid Applicant SS Setup, then select Define Attributes).

Image: Define Attributes page

This example illustrates the fields and controls on the Define Attributes page. You can find definitions for the fields and controls later on this page.

Define Attributes page

Field or Control

Definition
Copy Setup

Copy this setup to another Term under the same Institution and Career.

Applicant Self Service Display

Field or Control

Definition
Status

Select the status for each row— active or inactive.
Valid Notification Plans

Select the type of notification plan. Click the Insert Prompt Values button to insert all valid Notification Plans.
Valid Admit Types

Select Admit Types which are valid under the Institution or Career.
Valid Application Centres

Select an Application Center that is valid under a Career. Other non-Career specific Application Centres may be added as well.
Valid Program and Plans

Select an Academic Program that is valid under a Career. and an Academic Plan that is valid under the associated Career or Program.
Define Application Model

Define Application Model allows you to restrict setup only to the Program level, or to allow for a more granular setup to the Plan and sub-Plan level.

Access the Display Options page (select Set Up SACR, then select Product Related, then select Recruiting and Admissions, then select Applicants, then select Fluid Applicant SS Setup, then select Display Options).

Image: Display Options page

This example illustrates the fields and controls on the Display Options page. You can find definitions for the fields and controls later on this page.

Display Options page

Field or Control

Definition
Time Period for Application Display

Define the time period that the application remains active and viewable in Self Service. Start and end dates are calculated from the Term Start and End dates in the Term session table valid for the respective Institution and Career.

If no value is given for the Begin date, applicants meeting the set of attributes defined do not have their application available to them in Self Service. If no End date value is given, the application availability never expires in Self Service.

Display Decisions

Define when decisions become available to applicants in Self Service for the cohort defined for this sequence.

  • Manual Activation—Select the Activate check box to indicate that a user will manually activate the display of decisions in Self Service. When Manual Activation is selected, the Begin date is greyed out and any value previously populated is ignored. Decisions are the Program Action values of ADMT, COND, WAIT, WAOF, DENY.

    Activate—If Activate is selected, the decisions are immediately available to applicants in Self Service.

  • Begin date—Specify the date when you would like the decisions to be made available in Self Service.

  • Begin time— Is available when the Begin Date is populated. Specify an exact time on the Begin date to display the decisions.

  • End date—date when the decisions stop displaying.

  • Delay Days—Use this option if you want decisions to display for a set number of days from the decision row effective date. For example, if a program action of ADMT is dated 04/01/2016, and you specify 7 delay days, then the decision becomes available in Self Service on 04/08/2016.
Display for Program Action

Define which Program Actions and Action reason combinations display in Applicant Self Service. The system obtains the Program Action and its corresponding reason from the current effective dated row for the applicant/application. That Program Action/Action Reason combination is evaluated against the setup to determine whether that program action is set up for display. If the combination does not match the defined program action values, the system selects the next most current effective row from the application stack and applies the same evaluation logic to determine the Self Service display.

You can specify what should display for each Program Action/Action Reason row defined.

  • Program Action—select values populated from the Admission Action Table.

  • Action Reason—select values valid for the selected Program Action.

  • Action Description—user-defined alternative text to use instead of the program action description. Displays for all program action values excluding APPL, Application. Content specified here is displayed to the applicant as the Status.

  • Information Text ID—select a Text Catalog message to display as the content on the Status Information page which renders from the information icon.

  • Complete Action Description—user-defined alternative text to use instead of the program action description. Content specified here is displayed to the applicant as the Status. This field is available when the Program Action is APPL. This description will display when the application is marked complete.

  • Complete Text ID—select a Text Catalog message to display as the content on the Status Information page which renders from the information icon in Self Service.

  • Incomplete Action Description—user-defined alternative text to use instead of the program action description. Content specified here is displayed to the applicant as the Status. This field is available when the Program Action is APPL. This description is displayed when the application has not been marked as complete.

  • Incomplete Text ID—select a Text Catalog message to display as the content on the Status Information page which renders from the information icon in Self Service.

  • Do Not Display—select this check box to prohibit the display of that program action in Self Service without needing to delete the row from the setup.

  • View Message—opens a new window to the Maintain Text Catalog component.

  • Display Letter Link—available when the program action is in ADMT, COND, DENY, WAIT, WAOF. When selected, the View Decision Letter link is displayed to the applicant in Self Service.

  • Letter Code—available when the program action is in ADMT, COND, DENY, WAIT, WAOF. Select the Letter Code that is typically assigned to the applicant cohort defined for the associated program action.

Note: Self Service setup uses the Text Catalog to provide content to the applicants. Campus Solutions delivers a Text Catalog Owner ID of SAD, and a Sub ID of SSFL. In order to return values in the setup component, be sure to create your text IDs under this hierarchy.

Access the Additional Options page (select Set Up SACR, then select Product Related, then select Recruiting and Admissions, then select Applicants, then select Fluid Applicant SS Setup, then select Additional Options).

Image: Additional Options page

This example illustrates the fields and controls on the Additional Options page. You can find definitions for the fields and controls later on this page.

Additional Options page

Field or Control

Definition
Contact Details

Select a Text ID from the Text Catalog to provide Content to the Contact Information page which renders from the Contact Us link in Self Service.
Accept Decline Options

Display Accept or Decline buttons—specify the date by which, if an applicant does not act on an Offer of Admission, the buttons are not displayed on the Application Status page.

Accept and Decline Offer Options—define whether a Modal Confirm or Activity Guide is used when an applicant clicks the Accept button on the Application Status page. According to the selection, the Modal Confirm or Activity Guide label and fields are displayed.

If using an Activity Guide, you can select which Activity Guide to launch. PeopleSoft Campus Solutions delivers activity guides for Accept (SAD_ACCPOC) and Decline (SAD_DECPOC) options. These are intended as proof of concept to demonstrate how each could be configured. You would want to clone and configure guides for your own content and business process requirements.

In the delivered example, the Accept Offer activity guide leads the applicant through the acceptance steps of understanding the terms of the offer of admission and confirmation. Upon exiting the activity guide, the applicant is returned to the Application Status page. At this point, a Pay Admissions Deposit button may display if a deposit is due. Selecting the button launches the Student Financials Make A Payment activity guide. The applicant is returned to the Applicant homepage after completing the payment process.

Note: An applicant is able to view and use the Pay Admissions Deposit button while using the modal confirm method as well.

If declining an offer, the activity guide leads the applicant through a confirmation and a survey, similar to existing Self-Service functionality. Responses are populated on the Application Student Response page in Application Maintenance. On submitting the survey, the applicant is returned to the Application Status page.

For more information, see: