Tracking General and Application Materials for Prospects and Applicants

This chapter discusses how to:

Enter general materials for prospects and applicants.
Manually link materials to an application.
View summary application materials information.

Entering General Materials for Prospects and Applicants

This section discusses how to:

Enter general materials.
Add details about the recommender.
View general materials summary information for prospects and applicants.
Manually associate supporting materials to an application.
Link general materials to applications.

Pages Used to Enter General Materials for Prospects and Applicants

Page Name	Object Name	Navigation	Usage
General Materials	GENL_MATERIALS	Student Admissions, Application Evaluation, Evaluate Application Materials, General Materials Student Recruiting, Evaluate Prospects, General Materials	Enter supporting information for prospects and applications. The type of information you record here is the information that you defined as a general material type. For example, PeopleSoft considers essays, portfolios, recommendations and interviews as general materials. General material data is linked to a person, so anything that you enter on this page can be used to evaluate any applications for this person. After you have identified the general materials, you can link them to applications and evaluations.
Recommender Information	ORG_DATA_PANEL	Click the Recommender Information link on the General Materials page.	Add details about the recommender.
Address Information	ADDR_INFO_PANEL	Click the Address Information link on the General Materials page.	View, add, or edit a recommender’s mailing address. If you select an address location on the Recommender Information page, the system automatically populates the address on this page. Conversely, you can manually enter the mailing address information you have for this recommender. Note that if this is an address of an organization, any changes you enter do not affect the addresses that are stored elsewhere in the system for the school or organization with which this recommender is affiliated.
General Materials Summary	GENL_MATL_SUMMARY	Student Admissions, Applicant Summaries, General Materials Summary Student Recruiting, Evaluate Prospects, General Materials Summary	View any general materials stored for a person. You can display the information by material group or material type.
Recommender	RECOMMENDER_SEC1	Click the Recommender link on the General Materials Summary page.	View further details about general materials summary information. This Recommender Detail page is available with a Recommendation material type entry.

Linking Materials to an Application

This section discusses how to link materials to an application.

Pages Used to Link Materials to an Applications

Page Name	Object Name	Navigation	Usage
Application Materials	ADM_APPL_MATL	Student Admissions, Application Entry, Application Materials, Application Materials	Manually associate application materials to an application. If the information for this person is stored elsewhere in the database, you can link the pertinent data to an application on this page.
Select Test Scores	APPL_SCORES_SP	After choosing a test score material group, click the Test Scores link on the Application Materials page.	View test scores that are associated with this applicant. Select the test IDs that you want to link to this application. All tests for this applicant that are not already linked to this application are available on this page. Select only those tests that are relevant to this material group and application. You can enter tests for a applicant on the Test Results page.
Select Academic Summary Data	APPL_ACAD_SUMM_SP	After choosing an academic summary material group, click the Academic Summary link on the Application Materials page.	Link an academic summary group to this application. the system stores all academic summaries for this applicant that are not already linked to this application are available on this page. Select only those academic summaries that are relevant to this material group and application. You can enter academic summaries for an applicant on the External Academic Summary page.
Select External Courses	APPL_COURSE_SP	After you choose an external course material group, click the External Courses link on the Application Materials page.	Link external courses to this application. Select the external courses that you want to link to this application. All external courses for this applicant that are not already linked to this application are available on this page. Select only those external courses that are relevant to this material group and application. You can enter external courses for an applicant on the External Courses page.
Select External Subject	APPL_SUBJECTS_SP	After you choose an external subjects material group, click the External Subjects link on the Application Materials page.	Link external subjects to this application. Select the external subjects that you want to link to this application. All external subjects for this applicant that are not already linked to this application are available on this page. Select only those external subjects that are relevant to this material group and application. You can enter external subjects for an applicant on the External Subjects page.
Select Transcripts	APPL_TRANSCRIPT_SP	After you choose a transcripts material group, click the Transcripts link on the Application Materials page.	Link transcripts to this application. Select the transcripts that you want to link to this application. All transcripts for this applicant that are not already linked to this application are available on this page. Select only those transcripts that are relevant to this material group and application. You can enter transcript information for an applicant on the External Data page.
Select General Materials	APPL_MATL_SP	Click the General Materials link on the Application Materials page.	Link general materials to this application. Select only those general materials that you want to link to this application. All general materials for this applicant that are not already linked to this application are available on this page. You can enter general materials for an applicant on the General Materials page.
Recommender Detail	INTERVIEWER_SEC2	Click the Recommender Detail link on the Select General Materials page.	View information about an interviewer or a recommender.

Entering General Materials

Access the General Materials page.

Note. The fields on this page vary depending on the material group type you select. The material data that is attached to this type dictates what fields are available. For example, the Recommender Information and Address Information links enable you to enter information and addresses about recommenders. However, these links appear on the page only when the material type is REC (recommendation).

Material Group	Select the material group to which you are associating this applicant. Only material groups that include a material type that is marked General Material are available to select. Define material groups on the Material Group Table page.
Material Type	Select a material type. Only general material types from this material group are available. Material types are associated with groups on the Material Group Table page.
Material Nbr (material number)	This display-only field shows which general material entry you are viewing for this person. For example, the first general material entry is number 1, the second is number 2, and so on.
Checklist Item Update	When you add a new material group row, the system automatically populates this check box. The check box indicates that the checklist related to this row of general material data is updated when you run the Checklist Item Update Automated process.
Date Received	The system uses the system date as the default date on which materials were received. Edit this field if necessary.
Date Recorded	The system uses the system date as the default date on which materials were recorded. Edit this field if necessary.
Rcmd Type (recommender type)	The remaining fields you see depend on the variable data that is associated with the material type that you select. In the example, you fill in the recommender type. Values for this field are delivered with your system as translate values. You can modify these translate values.
Comments	Enter any notes or text for this general materials entry.
Recommender Information	This link appears when you select the Recommender material type. Click this link to add details about the recommender. The Recommender Information page appears.
Address Information	This link appears when you select the Recommender material type. Click this link to view, add, or edit the mailing address for this recommender. The Address Information page appears.

Adding Details About the Recommender

Access the Recommender Information page.

ID	If this recommender is in your database, select the person’s ID.
Name	If you select an ID, the recommender’s name automatically appears. If you did not select an ID because this recommender is not in your database, type in the recommender’s name.
Title	Enter the recommender’s title.
Org ID (organization identification)	If the recommender is affiliated with a school or organization in your database, select the organization ID. The name of the organization automatically appears. Leave this field blank if the recommender is not associated with a school or organization in your database and type in the name of the organization.
Location	If you entered an organization ID, you can choose any defined address for the organization or school you want to use as a mailing address for the recommender.
Org Name (organization name)	The system automatically populates the organization name if you enter an organization ID. Type in the organization name if the organization does not already exist in your database.

Viewing General Materials Summary Information for Prospects and Applicants

Access the General Materials Summary page.

You must first enter general material information for this person in the General Materials page.

Select Materials By

Material Group	Select a material group to search for a summary of general materials for this person based on material group.
Material Type	Select a material type to search for a summary of general materials for this person based on material type.

Sort Materials By

Material Group	Select a material group to sort the findings by material group.
Material Type	Select a material type to sort the findings by material type.
Search	Click the Search button to locate information that matches your search criteria.

Other Page Elements

Recommender

Click to view additional details about general materials summary information for a particular row.

Manually Associating Supporting Materials to an Application

Access the Application Materials page.

An application for this person must already exist.

Test Scores	To link a test score group to this application, select a material group for the test scores material type. Only groups that include a test scores material type are available. Define material groups on the Material Group Table page. After you select a test score material group, click the Test Scores link to view a list of test scores that are associated with this applicant. The Select Test Scores page appears.
Academic Summary	To link an academic summary group to this application, select a material group for the academic summary material type. Only those groups that include an academic summary material type are available. After you select an academic summary material group, click the Academic Summary link to view a list of academic summaries that are associated with this applicant. The Select Academic Summary Data page appears.
External Courses	To link an external course group to this application, select a material group for the external courses material type. Only those groups that include an external courses material type are available. After you select an external course material group, click the External Courses link to view a list of external courses that are associated with this applicant. The Select External Courses page appears.
External Subjects	To link an external subject group to this application, select a material group for the external subjects material type. Only those groups that include an external subjects material type are available. After you select an external subjects material group, click the External Subjects link to view a list of external courses that are associated with this applicant. The Select External Subjects page appears.
Transcripts	To link transcripts to this application, select a material group for the transcripts material type. Only those groups that include a transcripts material type are available. After you select a transcripts material group, click the Transcripts link to view a list of transcripts that are associated with this applicant. The Select Transcripts page appears.
General Materials	Click to link general materials to this application. The Select General Materials page appears, where you can view a list of general materials that are associated with this applicant.
Go	Select the component that you want to go to for this person and click the Go button. The system takes you directly to the component for this person, application, or prospect record.

Linking General Materials to Applications

Access the Select General Materials page.

Recommender Detail

If an interviewer or recommended is linked to a general material entry, click the Recommender Detail link to view information about that person.

Viewing Summary Application Materials Information

This section discusses how to:

View materials summary information.
View academic summary information.
View academic subjects summary information.
View course summary information.

Pages Used to View Summary Application Materials Information

Page Name	Object Name	Navigation	Usage
Materials Summary	APPL_MATL_SUMMARY	Student Admissions, Applicant Summaries, Application Materials Summary, Materials Summary	View summary information regarding materials assigned to a person, and associated with a particular application and academic program.
Interviewer Detail	INTERVIEWER_SEC	Click the Interviewer Detail link on the Materials Summary page.	View additional interview information.
Recommender Detail	RECOMMENDER_SEC	Click the Recommender Detail button on the Materials Summary page.	View additional recommender information.
Test Score Summary	APPL_TEST_SUMMARY	Student Admissions, Applicant Summaries, Application Materials Summary, Test Score Summary	View summary test scores information that is associated with a particular application and academic program.
Transcripts Summary	APPL_TRNS_SUMMARY	Student Admissions, Applicant Summaries, Application Materials Summary, Transcripts Summary	View summary transcript information that is associated with a particular application and academic program.
Academic Summary	APPL_SUMM_SUMMARY	Student Admissions, Applicant Summaries, Application Materials Summary, Academic Summary	View academic summary information that is associated with a particular application and academic program. You can view the data in a variety of formats, depending on your selection criteria.
Application Summary Detail	APPL_SUMM_SEC	Click the App Summary Detail link on the Academic Summary page to view the Application Summary Detail page.	View application detail information.
Academic Subjects Summary	APPL_SUBJ_SUMMARY	Student Admissions, Applicant Summaries, Application Materials Summary, Academic Subjects Summary	View summary information about academic subjects that are associated with a particular application and academic program.
Academic Subject Detail	APPL_SUBJ_SUM_SEC	Click the Acad Subject Detail button on the Academic Subjects Summary page to view the Application Subject Detail page.	View application subject information.
Course Summary	APPL_CRSE_SUMMARY	Student Admissions, Applicant Summaries, Application Materials Summary, Course Summary	View summary course information that is associated with a particular application and academic program.
Transcript Data	APPL_CRSE_TRAN_SEC	Click the Transcript Data link to open the Transcript Data page.	View transcript data.
Application Course Detail	APPL_CRSE_SEC	Click the App Course Detail link to open the Application Course Detail page.	View an applicant’s course detail information.

Viewing Materials Summary Information

Access the Materials Summary page.

You must first attach materials to the application on the Application Materials page.

Interviewer Detail	Click this link to view about interviewer information about this material type. The Interviewer Detail page appears.
Recommender Detail	Click this link to view recommender information about this material type. The Recommender Detail page appears.

Viewing Academic Summary Information

Access the Academic Summary page.

Acad Level (academic level)

Select the academic level for which you want to search for academic summary information.

Org ID (organization ID)

Select the organization ID for which you want to search for academic summary information.

Data Source

Select the data source for which you want to search for academic summary information.

Institution

Select the academic institution for which you want to search for academic summary information.

Sum Type (summary type)

Select the summary type for which you want to search for academic summary information.

Term Year

Select the term year for which you want to search for academic summary information.

Search

Click this button to view information matching your search criteria.

App Summary Detail (application summary detail)

Click this link to view application summary details. The Application Summary Detail page appears.

Viewing Academic Subjects Summary Information

Access the Academic Subjects Summary page.

Acad Level (academic level)

Select the academic level for which you want to search for academic subjects summary information.

Org ID (organization ID)

Select the organization ID for which you want to search for academic summary information.

Data Source

Select the data source for which you want to search for academic subjects summary information.

Course Level

Select the course level for which you want to search for academic subjects summary information.

Subject

Select the subject for which you want to search for academic subjects summary information.

Term Year

Select the term year for which you want to search for academic subjects summary information.

Search

Click the Search button to view information matching your search criteria.

Acad Subject Detail (academic subject detail)

Click this link to view academic subject details. The Application Subject Detail page appears.

Viewing Course Summary Information

Access the Course Summary page.

You must first attach course summaries to the application on the Application Materials page.

Acad Level (academic level)	Select the academic level for which you want to search for course summary information.
Org ID (organization ID)	Select the organization ID for which you want to search for course summary information.
Data Source	Select the data source for which you want to search for course summary information.
Course Level	Select the course level for which you want to search for course summary information.
Subject	Select the subject for which you want to search for course summary information.
Search	Click the Search button to view information matching your search criteria.
Transcript Data	Click this link to view transcript data. The Transcript Data page appears.
App Course Detail (application course detail)	Click this link to view application course details. The Application Course Detail page appears.