Setting Up Prospects

This chapter discusses how to :

Set up admissions installation defaults.
Set up admit types.
Set up referral sources.
Set up school types.
Set up extracurricular activities.
Set up honors and awards.
Set up student groups.
Set up external summary types.
Set up external GPA tables.
Review material types and define material groups.

Setting Up Admission Installation Defaults

To set up admission installation defaults, use the Installation Defaults - AD component (INSTALLATION_AD).

This section discusses how to set up admission installation defaults.

Page Used to Set Up Admission Installation Defaults

Page Name	Object Name	Navigation	Usage
Installation Defaults - AD	INSTALLATION_AD	Set Up SACR, Install, Admissions Installation	Set up defaults, such as for copying information between application and prospect records. For example, when you add an application record, and a prospect record exists for that applicant, you might want to copy some of the information from the prospect record to the application record.

Setting Up Admission Installation Defaults

Access the Installation Defaults - AD page.

Note. You must exit and reenter the application for installation defaults to take effect.

From Prospect to Application

Copy Data

Select this check box if you want prospect information copied to the application record. Clear this check box if you don’t want prospect information copied to a new application.

Matching Criteria

If you selected the Copy Data check box, choose the criteria that the system uses to update an application with prospect information. Choose which data elements in your user defaults must match those of the prospect record. When you add a new application, the system compares your user defaults to the criteria that you select here. For example, if you select Career, Institution, and Admit Type, the system compares the prospect’s career, institution, and admit type to your user defaults. If it finds a match, the system copies the prospect data into the new application. You must have defined user defaults for this functionality to work.

See Setting User Defaults.

Data to Copy

If you selected the Copy Data check box, specify those data categories that you want carried to the application from the prospect record. You can choose one or more of the following three categories:

Recruiting categories.
Last school attended and graduation date.
Financial aid, housing, admit type, and academic level and load.

The system updates the application with the selected data at the matching criteria level.

Only those matching recruiting categories with the Move to Application check box selected on the Prospect/School Recruiting page are copied to the application record.

See Adding Prospects Through the Create/Update Prospects Component.

The preceding information is copied to the application initially, but if you later edit the application, the prospect record does not change. Conversely, if you later edit the prospect record, the application does not change.

Note. If you do not select the Copy Data check box, the choices under the Matching Criteria and Data to Copy group boxes do not affect anything in the system.

From Application to Prospect

If a prospect submits an application, you can update the prospect record with the relevant application number for the career and program. If the application is for a program that is not included on the prospect record, the system adds the new program information to the existing prospect record, including the career and program to which the application pertains.

Update Data

When you receive an application from an applicant with an existing prospect record, select this check box to copy the application number into the prospect record. The application number appears on the Prospect Program Data page in the Create/Update Prospects component. On the Prospect Career Data page in the Create/Update Prospects component, the Applied field is selected. Also, on the Prospect School/Recruiting page, the Last School Attended, Graduation Date, and Region fields are populated if they had no data in them on the prospect record.

Note. If the prospect record does not include the program being applied to, the system adds that program to the prospect record and updates it with the application information.

Create Prospect if no Match

You can receive applications from people for whom you have no existing prospect records. For historical purposes, you might want to have a prospect record for all applications stored in your system. The Student Administration system enables you to create prospect records retroactively for all such applications.

Create Prospect

Select this check box to create a retroactive prospect record for an applicant. You must have selected the Update Data check box. When you save the new application, the system automatically creates a prospect record. The new record contains the following data from the application: admit term, admit type, campus, academic level, academic load, academic program, academic plan and sub-plan, recruiting status, application number, status date, last school attended, graduation date and region. Recruiting center comes from your user defaults. Additionally, the application number appears on the Prospect Program Data page in the Create/Update Prospects component, and the Applied field is selected on the Prospect Career Data page in the Create/Update Prospects component. The system only creates a prospect if a recruiting center is defined in your user defaults.

Recruiting Status and Referral Source

If you selected the Create Prospect check box, enter a recruiting status and a referral source on the new prospect record. Recruiting status values are delivered with your system as translate values. You can modify these translate values. Define referral sources on the Referral Source Table page.

Appl on File Warning Criteria

Avoid entering duplicates when adding new applications. You can specify at what level the system warns you that a potential duplicate application exists. For example, when saving an application, you might want the system to notify you that an application with the same institution, career, program, and admit term already exists for the person. Alternatively, you might want the system to warn you at a higher level, when only the institution and career match. When the system warning appears, you can either save the application or return to the application page without saving. Select your preference for being warned that a potential duplicate application exists for a person.

Institution, Career

If an application for this person exists with the same institution and career as the application that you are saving, a warning message appears.

Institution, Career, Program

If an application for this person exists with the same institution, career, and programs as the application that you are saving, a warning message appears.

Institution, Career, Program, Admit Term

If an application for this person exists with the same institution, career, program, and admit term as the application that you are saving, a warning message appears.

If the system detects a potential duplicate when you save an application, you get a warning such as the following:

“An application with Career (UGRD), Program (LAU), Admit Term (0450) and Institution (PSUNV) already exists.

If you would like to create a new application with the same Career, Program, Admit Term and Institution click the OK button, otherwise click the Cancel button.”

Student Response

Free Form Institution

Select this check box to allow your users to enter a free-form institution name on the Student Response page and to allow students to enter a free form name on the self-service Accept Admissions page. If you want users to select from a list of external organizations that your institution has, clear this check box.

You can use the Student Response page to capture reasons why a prospect or applicant chose or rejected your institution. This is important information that your institution might want to track and report on. Your institution has the option of allowing end users to enter the free-form name of a school when they capture data on the Student Response page. You might want to enable this option (on the Installation Defaults - AD page) because a student can choose to attend an institution that is not loaded as an external organization in your system.

See Updating Applications.

Academic Interest

Use Priority

Select this check box to enable the Academic Interest Priority feature. To disable the Academic Interest Priority feature for your institution, clear this check box.

The Academic Interest Priority feature enables you to capture and view a prospect's or applicant's academic interest priority ranking level. For example, pre-law could be their first level academic interest priority and technology could be their second level academic interest priority. This feature can help in your enrollment management, recruiting efforts, and reporting program evaluation. If you enable this feature, the Priority field becomes active on the Academic Interests page.

See Prerequisites.

Last School Attended

Warn for Last School Attended

Select this check box to have the following warning message appear: "Academic history not being updated." The message only appears if you do not enter a value in the Last School Attended field on the Prospect School/Region page or the Application School/Recruiting page or if you enter the last school attended after you add the initial time that you add the person.

This warning message applies to the data entry of both prospects and applicants.

External Course Entry

Duplicate Course Warning

Select this check box to warn the user that a duplicate external course has been entered in the Education component. The following message appears: “Warning - Duplicate row for Subject (Subject) and Course Nbr (Course Number) in Organization (Ext Org ID) (14200, 456)”.

A duplicate course is defined as the same school subject and course number for an external organization.

Setting Up Admit Types

To set up admit types, use the Admit Type component (ADMIT_TYPE_TABLE).

This section discusses how to set up admit types.

Page Used to Set Up Admit Types

Page Name	Object Name	Navigation	Usage
Admit Type Table	ADMIT_TYPE_TABLE	Set Up SACR, Product Related, Recruiting and Admissions, Prospect/Applicant Recruiting, Admit Type Table	Define your institution’s admit type values. You can assign an admit type to prospects and applications to clarify the type of prospect or applicant, such as first year, readmit, or transfer.

Setting Up Admit Types

Access the Admit Type Table page.

Academic Career	Select the academic career to which this admit type is related if you want this type available for only that career. Do not select an academic career if you want this admit type available for all careers.
Readmit Processing Required	Select this check box if the admit type requires you to admit a person into an existing student record (for example, a person applies to reenter a program they were previously studying at your institution). When this admit type is entered on an application record, the system populates an existing program record rather than create a new record when the person matriculates.

Setting Up Referral Sources

To set up referral sources, use the Referral Source component (REFERL_SRCE_TABLE).

This section discusses how to set up referral sources.

Page Used to Set Up Referral Sources

Page Name	Object Name	Navigation	Usage
Referral Source Table	REFERL_SRCE_TABLE	Set Up SACR, Product Related, Recruiting and Admissions, Prospects, Referral Source Table	Define your referral sources and track how prospects or applicants learned of your institution. A referral source indicates why this person was originally added to your database.

Setting Up Referral Sources

Access the Referral Source Table page.

Entering a referral source for a prospect records the initial contact made with this person. You can record subsequent contacts with a person using the Communications Management pages.

Some individuals enter your database for the first time as an applicant. In such cases, you might want to create a prospect record retroactively to record, among other information, a referral source.

Setting Up School Types

To set up school types, use the Region component School Type component (LS_SCHL_TYPE_TABLE).

This section discusses how to set up school types.

Page Used to Set Up School Types

Page Name	Object Name	Navigation	Usage
School Type Table	LS_SCHL_TYPE_TABLE	Set Up SACR, Common Definitions, External Education, School Type Table	Set up school types and categorize external organization material.

Setting Up School Types

Access the School Type Table page.

School types are another way that the system categorizes external organization material. School organizations are those that you’ll probably use the most in Recruiting and Admissions. Assign school types to an organization on the School Data page in the Organization Table component.

Advisement School Type

If this is an advisement school, select an advisement school type. Values for this field are delivered with your system as translate values. You can modify these translate values.

Use Within Student Response

When you are defining a school type code, you must also specify whether this school type can be used with the Student Response feature. Select this check box to enable student response reasons when defining a school type on the School Type Table page.

Canadian School Govt Class (Canadian school government class)

This field only appears if your system installation country equals CAN. In order to report the correct value for the school type, select a Canadian classification value.

Use the values to define the schools type. Values are Elementary, Post Sec, Secondary, University, and Unknown. These values are delivered as translate values. You can change them.

Setting Up Extracurricular Activities

To set up extracurricular activities, use the Extracurricular Activities component (EXTRA_ACTIVITY_TBL).

This section discusses how to set up extracurricular activities.

Page Used to Set Up Extracurricular Activities

Page Name	Object Name	Navigation	Usage
Extracurricular Activity Table	EXTRA_ACTIVITY_TBL	Set Up SACR, Product Related, Campus Community, Define Campus Community, Setup, Extracurricular Activity Tbl	Define extracurricular activities for tracking, reporting, and recruiting and admission purposes.

Setting Up Extracurricular Activities

Access the Extracurricular Activity Table page.

Activity Type

Select an activity type. Activity type values are delivered with your system as translate values. You can modify these translate values.

Activity Offering

Select an option in the Activity Offering group box to indicate whether the activity is offered by your institution (internal), by an external organization (external), or both.

Internal and External	The activity is offered by your institution and by an external organization. These activities are available in Recruiting and Admissions and PeopleSoft Student Records.
Internal	The activity is offered by your institution only. These activities are available only in Student Records.
External	The activity is offered by an external organization only. These activities are available only in Recruiting and Admissions.

Additional Elements

Extra Activity Primacy

Enter the extra activity primacy number for this extracurricular activity. Student Records typically uses this field for internal extracurricular activities. The Consolidate Academic Statistics process uses these primacy values to determine a student's primary extracurricular activity when a student is active in more than one academic career during an academic statistics period. The system uses this number as a key to determine the student's primary extracurricular activity. The consolidate academic statistics process reports the student's extracurricular activity that has the lowest primacy number.

Setting Up Honors and Awards

To set up honors and awards, use the Honors and Awards component (SA_HONORS_AWARDS).

This section discusses how to set up honors and awards.

Page Used to Set Up Honors and Awards

Page Name	Object Name	Navigation	Usage
Honors/Awards Table	SA_HON_AWRD_TABLE	Set Up SACR, Product Related, Campus Community, Define Campus Community, Setup, Honors and Awards Table	Define internal and external honors and awards.

Setting Up Honors and Awards

Access the Honors/Awards Table page.

You can store honors and awards, both internal and external to your institution, for prospects, applicants, and students. You can define codes for honors and awards such as Dean’s List, National Merit Finalist, and Valedictorian. Note that these honors are non-degree related. Honors related to a degree are set up in the Degree Honors Table page.

Internal/External

Select a value to indicate whether this award or honor is internal or external to your institution.

Grantor

Enter a grantor if one is associated with this award.

Transcript Level

Select the transcript level for which you want the honor or award to appear. Values are: Degr Prog (degree program), Not Print, Official, Stdnt Life (student life), and Unofficial. This field is only available if the Internal/External field is set to Internal.

The transcript level is hierarchical, based on the two position numeric codes in the value column of the translate table. Depending on the transcript level that you select, the system prints the honor or award on that transcript type and all other transcript types occurring below it on the translate table.

For example, if you select Official for your transcript level (which has a level value of 20 on the translate table), the system prints the honor or award on all transcript types.

If you select Stdnt Life for your transcript level (which has a level value of 60 on the translate table), the system prints the honor or award only on student life transcripts (level 60) and PeopleSoft Academic Advisement degree progress transcripts (level 80). The following table shows the hierarchy of these transcript level values.

Value	Translate Table Values Long Name for TRANSCRIPT_LEVEL Field
00	Never Print
20	Print on Official
40	Print on Unofficial
60	Print on Student Life
80	Print on Degree Programs

Formal Description

Enter a formal description of this honor or award. The formal description is printed on the transcript if you have specified that this award should be printed.

Setting Up Student Groups

To set up student groups, use the Student Group component (STDNT_GROUP_TABLE).

This section discusses how to set up student groups.

Page Used to Set Up Student Groups

Page Name	Object Name	Navigation	Usage
Student Group Table	STDNT_GROUP_TABLE	Set Up SACR, Product Related, Student Records, Student Standing and Awards, Student Group Table	Define student groups and track particular groups to which a prospect or applicant belongs. This data supports application information. You can define any groups that you want to record for a prospect, applicant, or student. Student groups are also used in PeopleSoft Student Records.

Setting Up External Summary Types

To set up external summary types, use the Region component External Summary Type component (EXT_SUMM_TYPE_TBL).

This section discusses how to set up external summary types.

Page Used to Set Up External Summary Types

Page Name	Object Name	Navigation	Usage
External Summary Type Table	EXT_SUMM_TYPE_TBL	Set Up SACR, Common Definitions, External Education, External Summary Type Table	Define the types of summary education information that you want to capture from a prospect or applicant. For example, you might define external summary types that mirror academic levels on a transcript, such as High School Grade 9, High School Overall, Undergraduate Third Year, and Post-Baccalaureate Overall.

Setting Up External GPA Tables

To set up external GPA tables, use the External GPA Type component (GPA_TYPE_TABLE) and the External GPA Rules component (GPA_RULES_TBL).

This section discusses how to:

Define external GPA type codes.
Set up external GPA conversion rules for GPA types.

Pages Used to Set Up External GPA Tables

Page Name	Object Name	Navigation	Usage
GPA Type Table	GPA_TYPE_TABLE	Set Up SACR, Common Definitions, External Education, External GPA Type Table	Set up grade point average types for external organizations.
GPA Rules Table	GPA_RULES_TABLE	Set Up SACR, Common Definitions, External Education, External GPA Rules Table	Define your GPA conversion rules.

Defining External GPA Type Codes

Access the External GPA Type Table page.

Defining the External GPAs

If the outside GPA type has a name that is not descriptive or self-evident, you can use the GPA values portion of this page to more clearly define the external GPAs that belong to this GPA type. You do not need to fill in External GPA and Description fields if it is clear from the GPA type name exactly what it means.

External GPA	Enter the external GPA value for each GPA value.
Short Description	Enter a short description–up to 15 characters–for each GPA value.

Setting Up GPA Conversion Rules for GPA Types

Access the External GPA Rules Table page.

Effective Date

Enter an effective date for this GPA rule. If the effective date is equal to or greater than the effective date for this GPA type, then this GPA rule is active.

Converted GPA

Enter the converted GPA that applies to the range entered in the From GPA and To GPA fields.

From GPA and To GPA

You can enter any numeric value in these fields. If you defined GPA values (on the GPA Type Table page) for this GPA type, you can prompt for those values, but you can also enter values that are not defined. You can add as many converted GPAs as required for a GPA type.

Reviewing Material Types and Defining Material Groups

To set up material groups, use the Material Type component (MATERIAL_TYPES) and the Material Group component (MATL_GRP_TYP_TBL).

Your system is delivered with predefined material types. Material types are pieces of information that you require for an application, such as letters of recommendation and transcripts. Group these types according to the needs of your office.

This section discusses how to:

View material types.
Use the Material Type Field Usage page.
Set up material groups.

Pages Used to Review Material Types and Define Material Group

Page Name	Object Name	Navigation	Usage
Material Type Table	MATL_TYPE_TABLE	Set Up SACR, Product Related, Recruiting and Admissions, Application Evaluation, Material Type Table	View material types and their material data.
Material Type Field Usage	MATL_TYPE_SP	Click the Material Data link on the Material Type Table page to view the Material Type Field Usage page.	Review additional material data content.
Material Group Table	MATL_GRP_TYP_TABLE	Set Up SACR, Product Related, Recruiting and Admissions, Application Evaluation, Material Group Table	Define material types into groups. For example, you can have one group of materials for undergraduate auditions, one for graduate test scores, and one for medical external courses.

Viewing Material Types

Access the Material Type Table page.

The information on this page includes auditions, transcripts, external course work, letters of recommendation and more. Recruiting and Admissions refers to all of this supporting application information as material types.

General Material

Material types that are designated as general materials—the check box is selected—appear as a material type on the General Materials page. When you enter general materials for a prospect or applicant, you can choose only those designated material types.

Material types that are not indicated as general materials—the check box is cleared—appear on the Application Materials page.

Material Data

Click this link to display the Material Type Field Usage page. This page is for informational purposes only. All items marked with a Y or a 1 on the Material Type Field Usage page are available to add to an application record on the General Materials page. For example, the Recommendation material type contains a Y for city, but nothing for essay topic. Thus, on the General Materials page you can enter a city for the prospect but not an essay topic.

Using the Material Type Field Usage Page

Access the Material Type Field Usage page.

If the General Material check box is cleared on the Material Type Table page, then that material type is stored elsewhere for each person and then linked to actual applications on the Application Materials page. For example, test scores (not a general material type) are linked to a person’s ID on the Test Results page. Specific test scores for that person can then be linked to an application. The material type values provided with Recruiting and Admissions are the following:

Material Type Values	General Material?
AUD - Audition	Y
CRS - External Courses	N
ESS - Essay	Y
INT - Interview	Y
POR - Portfolio	Y
REC - Recommendation	Y
SBJ - External Subjects	N
SUM - Academic Summary	N
TRN - Transcripts	N
TST - Test Scores	N

Setting Up Material Groups

Access the Material Group Table page.

Material Type

Enter the material types that you want in this group. A material group can consist of one or more material types. For example, you can define a group called Undergraduate Recommendations and assign the material type Recommendation. You can define another group called Undergraduate Portfolios and include the material types Interview and Portfolio. A material type can be assigned to as many material groups as needed.

Note. You can define as many material groups as necessary and you can choose from all material types. You can include general and specific material types in the same group. We suggest that your institution plan and name material groups to logically fit your application material requirements. For example, if you create a material group called Graduate Tests, link only relevant material types to this group. It is unlikely that you would include the material type Recommendation within that material group.

Effective Date	Enter an effective date for this GPA rule. If the effective date is equal to or greater than the effective date for this GPA type, then this GPA rule is active.
Converted GPA	Enter the converted GPA that applies to the range entered in the From GPA and To GPA fields.
From GPA and To GPA	You can enter any numeric value in these fields. If you defined GPA values (on the GPA Type Table page) for this GPA type, you can prompt for those values, but you can also enter values that are not defined. You can add as many converted GPAs as required for a GPA type.