Tracking Supporting Prospect and Applicant Information

This chapter lists prerequisites and discusses how to:

Track supporting information for prospects and applicants.
View event and meeting summary information.
View schools by groups.
View an account summary.

Note. Recruiting and Admissions shares functionality with PeopleSoft Campus Community. For this reason, many of the pages covered in this chapter are documented in their entirety in PeopleSoft Enterprise Campus Community Fundamentals 9.0 Peoplebook

Prerequisites

Before you begin entering supporting information for a prospect or applicant, you must enter prospects and applicants into your database.

See Also

Adding and Updating Applications

Adding Prospects Through the Create/Update Prospects Component

Tracking Supporting Information for Prospects and Applicants

This section discusses how to track and view the following information for prospects and applicants:

Academic interests.
Electronic addresses.
Extracurricular activities.
Honors and awards.
Languages.
Names.
Publications.
Relations with your institution.
Relationships.
Residency data.
Student group involvement.
Work experience.
Test results.
Test summary information.

Pages Used to Track Supporting Information for Prospects and Applicants

Page Name	Object Name	Navigation	Usage
Academic Interests	ADM_INTERESTS	Student Recruiting, Maintain Prospects, Academic Information, Academic Interests Student Admissions, Application Entry, Academic Information, Academic Interests	Record a person's external subject areas of interest, whether your institution offers them. You can also record the person's level of academic interest. For example, Pre-Law could be a person's first priority and Technology could be the person's second priority. You can use this information for recruiting purposes by determining what areas you offer that are similar to the person's preferences. This information is also valuable for reporting and academic program planning purposes.
Test Results	STDNT_TEST_SCORE	Student Recruiting, Maintain Prospects, Academic Information, Test Results Student Admissions, Application Entry, Academic Information, Test Results Student Recruiting, External Test Score Processing, Test Results or Student Admissions, External Test Score Processing, Test Results Records and Enrollment, Transfer Credit Evaluation, Test Results	Enter test scores and related test information for a person manually. You can also load various test information into this page through an external test score load. Test results are stored under a person's name and can be used when evaluating any application for the person. Link test scores to an application on the Application Materials page.
Test Summary	STDNT_TEST_SUMMARY	Student Recruiting, Prospect Summaries, Academic Test Summary Student Admissions, Applicant Summaries, Academic Test Summary Records and Enrollment, Transfer Credit Evaluation, Academic Test Summary Student Recruiting, External Test Score Processing, Academic Test Summary or Student Admissions, External Test Score Processing, Academic Test Summary	View a summary of academic test information for prospects and applicants. This page includes information such as test score and data source.

Tracking Academic Interests for Prospects and Applicants

Access the Academic Interests page.

Effective Date

Enter the effective date if it is different than the current date. The current date is the default. The effective date defines when the information you enter is valid.

Use Priority

Select this check box to prioritize a person's academic interests.

The default for this field is selected if you enabled the Use Priority Academic Interest feature on the Installation Defaults - AD page.

Subject Area

Enter a subject area. Define external subject areas on the External Subject Table page.

Description

The description for this subject appears.

If the person expressed an interest for which no subject area code is defined, leave the Subject Area field blank and enter a free-form.

Data Source

Select a value to indicate how this information was provided to your institution. For example, you might have received this information directly from the applicant or through a data load. Values for this field are delivered with your system as translate values. You can modify these translate values.

Priority

Enter a priority level (for example 1, 2, 3). 1 is the highest priority.

The default for this field is selected if you have enabled the Use Priority Academic Interest feature on the Installation Defaults - AD page.

Go

Click this button to go to another component.

Tracking Electronic Addresses for Applicants

Use the Electronic Addresses page to enter or update electronic addresses for a person.

See Understanding Campus Self Service.

Tracking Extracurricular Activities for Prospects and Applicants

Use the Extracurricular Activities page to record information regarding a person’s external interests.

Tracking Honors and Awards for Prospects and Applicants

Use the Honors and Awards page to record a prospect's or applicant's honors and awards. For example, an external honors could be National Merit Finalist or Valedictorian. Internal honors and awards could be a scholarship for an incoming applicant or the Dean’s List for a matriculated student.

See Also

Tracking Honors and Awards

Tracking Languages for Prospects and Applicants

Use the Languages page to enter, update, and view language proficiency information.

Tracking Names for Prospects and Applicants

Use the Names page to enter, update, and review name information. You can store various names for a person, such as their primary name, preferred name, former name, and maiden name. You can also search on these names using the Search/Match feature. When generating letters, you can specify the specific name that you want to use.

See Entering and Updating Prospect Biographical Details.

Tracking Publications for Prospects and Applicants

Use the Publications page to enter, update, and review publication information. For example, a person might have written a book, produced a video, or published a thesis.

See Also

Entering Publications Data

Tracking Relations with Your Institution for Prospects and Applicants

Use the Relations With Institution page to enter, update, and review information regarding relationships a person has with your institution. The status you designate here is reflected on the Search/Match Results page. There is a mass change definition delivered with your system that can update and move multiple peoples' status as a background process.

See Also

Managing Relationships Data

Tracking Relationships for Prospects and Applicants

Use the Relationships page to enter, update, and review information regarding relationships a prospect or applicant has with any person in your database. For example, a prospect or applicant could have a friend or a relative in the database. The Relationships page can store data for people who already exist in the system (those who have an ID) or for people who do not exist in the system. If you enter information on this page for people who do not exist in the system, the system creates a new ID.

See Also

Managing Relationships Data

Tracking Residency Data for Prospects and Applicants

Use the Residency Data component to enter, update, and review residency information for a person.

See Also

Entering Residency Data

Tracking Student Group Involvement for Prospects and Applicants

Use the Student Groups page to enter any student groups that your institution has defined to which this person belongs.

See Also

Tracking Student Groups

Tracking Work Experience for Prospects and Applicants

Use the Work Experience page to enter, update, and review work experience information you might have for a person.

See Also

Tracking Work Experience

Tracking Test Results for Prospects and Applicants

Access the Test Results page.

Test ID

Enter the test you are recording. Define tests on the Test Tables page.

Checklist Item Update

Select this check box to indicate that the checklist related to this row of data is updated when you run the Checklist Item Update Automated process. When you save the page, the system selects this check box automatically. To clear this check box, save the page, clear the check box, then save the page again.

Test Date

Select the date on which this test was taken. The value you enter here populates the corresponding field in the bottom region of the page.

Data Source

Select how this test information was reported. For example, the data could have been self-reported or received from a testing agency. The value you select here populates the corresponding field in the bottom region of the page. Values for this field are delivered with your system as translate values. You can modify these translate values.

Acad Level (academic level)

Select the applicant’s academic level at the time this test was taken. This level can be different from the applicant’s current level. The value you enter here defaults to the corresponding field in the bottom region of the page. Values for this field are delivered with your system as translate values. You can modify these translate values.

Component

Enter the first test component. Values for this field are determined by the test ID that you enter. Define test components on the Test Component Table page and link them to tests on the Test Tables page.

Score %tile (score percentile)

Enter the score, percentile, or both for this test component.

Test Date

The system automatically populates this field from the value you entered in the Defaults for Components group box. You can edit the date if necessary.

Data Source

The system automatically populates this field from the value you entered in the Defaults for Components group box. You can edit the value if necessary.

Acad Level

The system automatically populates this field from the value you entered in the Defaults for Components group box. You can edit the value if necessary.

Letter Score

Enter a letter score for this test component, if applicable.

Date Loaded

The default for the loaded date is your system date. Edit this field if necessary. If this information is electronically loaded, this field is automatically populated with your system date the day the data is loaded.

Index

The LSAT 3-Year Test Index appears if this information has been loaded.

Stnd Admin (standard administration)

The system selects this check box by default, which indicates that this test was administered in a standard way. Clear this check box if the test was administered in a nonstandard or non-timed way.

Go

Click this button to go to another component for this record.

Viewing Academic Test Summary Information for Prospects and Applicants

Access the Academic Test Summary page.

Test ID and Test Component

Enter the test ID and test component about which you want to view summary information.

Date, Score, or Test

Select the order in which you want the summary information to appear (for example, by date, score or test).

Search

Click to access information that matches your search criteria.

Viewing Event and Meeting Summary Information

Use the Person Event Summary page to look up summary information regarding events and meetings for any prospect or applicant in your database.

Viewing Schools by Groups

Use the Organization Groups page to view schools or any type of organization, in groups you designate. You can display the list in the order you choose.

See Also

Reviewing Organization Data

Viewing an Account Summary

You can view a summary of a applicant's account history through a PeopleSoft Student Financials inquire page. Use the Customer Accounts page to view a applicant's account history.

See Pages Used to View Application History.

Effective Date	Enter the effective date if it is different than the current date. The current date is the default. The effective date defines when the information you enter is valid.
Use Priority	Select this check box to prioritize a person's academic interests. The default for this field is selected if you enabled the Use Priority Academic Interest feature on the Installation Defaults - AD page.
Subject Area	Enter a subject area. Define external subject areas on the External Subject Table page.
Description	The description for this subject appears. If the person expressed an interest for which no subject area code is defined, leave the Subject Area field blank and enter a free-form.
Data Source	Select a value to indicate how this information was provided to your institution. For example, you might have received this information directly from the applicant or through a data load. Values for this field are delivered with your system as translate values. You can modify these translate values.
Priority	Enter a priority level (for example 1, 2, 3). 1 is the highest priority. The default for this field is selected if you have enabled the Use Priority Academic Interest feature on the Installation Defaults - AD page.
Go	Click this button to go to another component.

Test ID	Enter the test you are recording. Define tests on the Test Tables page.
Checklist Item Update	Select this check box to indicate that the checklist related to this row of data is updated when you run the Checklist Item Update Automated process. When you save the page, the system selects this check box automatically. To clear this check box, save the page, clear the check box, then save the page again.
Test Date	Select the date on which this test was taken. The value you enter here populates the corresponding field in the bottom region of the page.
Data Source	Select how this test information was reported. For example, the data could have been self-reported or received from a testing agency. The value you select here populates the corresponding field in the bottom region of the page. Values for this field are delivered with your system as translate values. You can modify these translate values.
Acad Level (academic level)	Select the applicant’s academic level at the time this test was taken. This level can be different from the applicant’s current level. The value you enter here defaults to the corresponding field in the bottom region of the page. Values for this field are delivered with your system as translate values. You can modify these translate values.
Component	Enter the first test component. Values for this field are determined by the test ID that you enter. Define test components on the Test Component Table page and link them to tests on the Test Tables page.
Score %tile (score percentile)	Enter the score, percentile, or both for this test component.
Test Date	The system automatically populates this field from the value you entered in the Defaults for Components group box. You can edit the date if necessary.
Data Source	The system automatically populates this field from the value you entered in the Defaults for Components group box. You can edit the value if necessary.
Acad Level	The system automatically populates this field from the value you entered in the Defaults for Components group box. You can edit the value if necessary.
Letter Score	Enter a letter score for this test component, if applicable.
Date Loaded	The default for the loaded date is your system date. Edit this field if necessary. If this information is electronically loaded, this field is automatically populated with your system date the day the data is loaded.
Index	The LSAT 3-Year Test Index appears if this information has been loaded.
Stnd Admin (standard administration)	The system selects this check box by default, which indicates that this test was administered in a standard way. Clear this check box if the test was administered in a nonstandard or non-timed way.
Go	Click this button to go to another component for this record.

Test ID and Test Component	Enter the test ID and test component about which you want to view summary information.
Date, Score, or Test	Select the order in which you want the summary information to appear (for example, by date, score or test).
Search	Click to access information that matches your search criteria.