Manual Application and Matriculation

Adding Application Manually and Matriculating Students

Business Process: Applications 

Module: Admissions 

Instructions:

There are five parts to the application process:

  • Part One: Add the application information and admit the student.
  • Part Two: Code residency (this is an important step for term activation). 
  • Part Three: Add MIS data.
  • Part Four: Matriculate the student.
  • Part Five: Enter external education.  

Completing all parts will allow for term activation and enrollment in the term the student is admitted.


Part 1:  Add Application Information and Admit the Student

Always perform Search/Match before adding a new person to the system. Search/Match checks for duplicate or multiple entries of individuals. See the Search/Match job aid for additional information regarding this process.


Step

Action

Navigate to Student Admissions → Application Entry → Add Application.

  • Application Number field defaults to all zeros. The system will automatically assign an application number at save time. Do not change this field.
  • ID field default value is NEW. If the student does not have a record in the database, do not change this field. (Use Search/Match job aid to determine if student already exists).
  • Academic Institutions should default to SDCCD. If not, enter SDCCD.
  • Enter the appropriate Academic Career, e.g. UGRD.
  • Click Add


    NOTE: If student has been previously admitted and is returning, please refer to the Readmissions job aid to readmit the student. Do not process a new application.


Step

Action

2.

Begin with the Biographical Details tab. Enter the following fields:

  • First Name
  • Middle Name, if used
  • Last Name
  • Suffix, if used
  • Date of Birth
  • Marital Status
  • Gender
  • National ID (SSN). If no SSN or ITIN, leave blank.



Step

Action

3. 

Continuing on the Biographical Details tab, enter the student's address.

  • Select the Address Type from the drop down menu (default type is Home)
  • Click on the Edit Address link.
  • Enter address information on page.
  • Click OK.




Step

Action

4. 

Continuing on the Biographical Details tab, enter the following information:

  • Phone Number—for TYPE select Main from the drop down menu. Enter the phone number without dashes or parenthesis. Once populated press Enter and the phone number will format properly. Then check the Preferred box.
  • E-mail Address—for TYPE select Email from the drop down menu and check the Preferred box.


    NOTE: If the student has additional phone numbers, click the Add button for additional rows.



Step

Action

5. 

Enter citizenship by clicking on the Citizenship link at bottom right on the Biographical Details tab.



Step

Action

6. 

On the Citizenship Detail page, complete the following fields:

  • Country—field will always be USA.
  • Citizenship Status—menu will be available once USA is populated. Select appropriate option from the drop down menu.
  • Click OK.



Step

Action

7. 

Click on the Regional tab to enter the student's Ethnicity.

  • Ethnic Group——click the magnifying glass and select the appropriate ethnic group. If student is Hispanic or Latino, click the radio box to indicate. Then click the drop down menu to the right to indicate the appropriate ethnic group.
  • Regulatory Region—USA.
  • Check the Primary box on the primary ethnic group.


    NOTE: If more than one ethnicity group, click on the add button to add another row to select another ethnicity group if student indicates more than one.

    Do not save; continue to *Application Program Data tab.



Step

Action

8. 

In Application Program Data, enter the following fields in order as listed to populate and/or find appropriate selections.

  • Effective Date—if the application is for a term that has already started, you MUST backdate the application to the appropriate effective date based on the admit term. If the application is for a future term, the current date will be appropriate. 
    • Best Practice Dates:

      • Fall—08/01/year
      • Spring—01/01/year
      • Summer—06/01/year
  • Admit Term*—semester of intent to enroll.
    *Note: For FALL applicants, enter SUMMER ADMIT TERM. If summer has already begun, backdate to Summer best practice date, 06/01/YEAR. If summer is no longer active, then just use the Fall admit term. 
  • Academic Program—ASSOC Associate/Certificate.
  • Expected Graduation Term9 terms out from admit term. Ex: 2177 admit term, 2205 expected graduation term.
  • Enter Campus
  • Program Action—leave as APPL
  • Academic Plan—click magnifying glass for menu selections.

    NOTE: entering college code before clicking on magnify glass will display only corresponding college majors; i.e. 1- City, 2- Mesa, 3- Miramar

    Default values:
  • Academic Load—leave as Full-Time
  • Action Date—defaults to date you are processing application. Cannot change.
  • Career Number—defaults to 0. Do not change.

    Do not save; continue to *Application Data tab.



Step

Action

9. 

Click on Application Data tab.  Enter the following information:

  • Application Center—select Regular.
  • Admit Type—click on magnifying glass and select appropriate admit type from menu. NOTE: Do not use any R admit types for a new student.
    • = first time after high school
    • 1R = first time after high school, admitted but never attended
    • = transfer, first time at SDCCD
    • 2R = transfer, first time at SDCCD, admitted but never attended
    • = returning student—admitted and attended in the past
    • = DO NOT USE
    • = DO NOT USE
    • = current high school student
    • YR = current high school student, admitted but never attended
  • Application Date—this can default to current date.
  • Application Method–select Hard Copy
  • Click Save. Saving will generate a Student ID number; be sure to note the ID number.

NOTE:  Once the ID number is generated, the page defaults back to the Biographical Details tab.



Step

Action

10. 

For some students, the Search/Match results page will appear because values on your current student match or are close to another student already in the system. Check your student values vs. the students that appear on the Search/Match page to be sure they are not the same person. To view the details of the students that appear on the Search/Match page, click the Details link.

If there are no duplicate students, click Return. Then click OK on the warning message to complete the ID generation.

NOTE: Student names may appear multiple times on the Search Results list. This is due to students having both a Primary and Preferred name in the system.

11. 

To view additional match criteria on a student, click on Match Criteria and/or Search Results Summary.

  • Match Criteria—shows what criteria are matching with the new student.
  • Search Results Summary—shows number of ID's found that may match the student.







Step

Action

12.

Once the ID number is generated, the page defaults back to the Biographical Details tab. Be sure to notate the ID number however, it should carry to the Maintain Applications page.


Part 2: Coding Residency

Step

Action

1.

Please see a Residency staff member to complete this step of the process. 

NOTE:  This step must be completed in order for the student to be Term Activated.


Part 3:  Enter MIS Data

Step

Action

1. 

Navigate to Student Admissions → Application Maintenance → Maintain Applications.

Once the ID number has been generated, navigate to Maintain Applications and click on the Additional Data tab. 

Click on the forward arrow  on the tabs to locate the Additional Data tab. Enter the appropriate effective date, if necessary, and complete the following sections:

  • Educational Objective
    • Educational Goals—click the magnifying glass and enter the appropriate option.
  • Education History
    • Self-Reported High School Information—select the appropriate options from the drop down menus.
  • College
    • Highest Education Level—enter the 5-digit value using the values below combined with the student’s graduation year. Ex: 32010 (high school diploma, graduated in 2010).
      • 3 = High School diploma
      • 4 = Certificate of High School Proficiency
      • 5 = California Certificate of High School Proficiency
      • 6 = International High School diploma
      • 7 = Associate’s Degree
      • 8 = Bachelor’s Degree
      • No Education = X0000
    • College Education Level—select the appropriate option from the drop down menu.
  • Parent Guardian Education–both fields must have values entered 
    • Parent/Guardian 1 Edu Level—select the appropriate option from the drop down menu.
    • If there is no second parent/guardian, select “no parent/guardian raised me”.
  • Parent/Guardian
    • Enter the appropriate effective date
    • Select the appropriate Parent/Guardian Relationship.
    • Select the applicant’s dependent status.
    • Enter the 2-digit value for the Parent/Guardian Flag using the values below. Ex: 63 (Parent 1 has Bachelor’s degree, Parent 2 has HS diploma)
      • 1 = Grade 9 or less
      • 2 = Some high school; did not graduate
      • 3 = High school graduate (diploma, GED, or equivalent)
      • 4 = Some college credit; no degree
      • 5 = Associate’s degree (for example: AA, AS)
      • 6 = Bachelor’s degree (for example: BA, BS)
      • 7 = Graduate degree (Master’s, Ph.D., or professional degree beyond)                                           
      • X = Unknown
      • Y = No second parent or guardian raised me    

Click Save



Step

Action

2. 

If the student is Military or Foster Youth, click on the Residency Data tab to populate the information.



StepAction
3.

If the student is Military, under the Military Status heading, complete the following sections:

  • Select the Military Status.
  • If the student is a dependent, select the Student Military Dependent Status.
  • Select the appropriate Military Information.
  • Select the appropriate Military Discharge Information.
Click Save.



StepAction
4.

If the student is Foster Youth, under the Residence Questionnaire heading, complete the following sections:

  • Enter the Foster Status by clicking the magnifying glass.
  • Indicate if the student is in Court Ordered Foster Care by checking the box.
  • Check the Foster Youth Priority Elig
Click Save.



Part 4: Matriculating a Student

Step

Action

Navigate to Student Admissions →  Application Maintenance →  Maintain Applications.


NOTE: If you are navigating to this page directly after coding a student's residency, the ID number, academic institution and application program number fields will already be populated. If navigating directly to this page, enter the following information:

  • ID number
  • Academic Institution—SDCCD should default
  • Academic Program Number—not required but will default.


Step

Action

2. 

Click on the Application Program Data tab. Click the add buttonto add an additional row and enter the following information:

  • Effective Date—if application is for a term that has already started, you MUST backdate the application to the appropriate effective date based on the admit term. If the application is for the future, the current date will be appropriate.
  • Effective Sequence—if backdating, change the effective sequence to 2. If using the current date, the effective sequence will update to 2 automatically.
  • Program Action—enter MATR (matriculation). Or click on the magnifying glass to select MATR from the menu. Click Enter on the keyboard so the Create Program button appears.
  • Be sure all information is accurate before proceeding to next step; it is difficult to undo it once it is done. Pay particular attention to Admit Term and Effective Date.
  • Click on Create Program. You must click Create Program to create a Student Program/Plan, which is the basis for all student records and enrollment activity.



Step

Action

3. 

When you matriculate the applicant and click Create Program, the component is saved, and all fields become unavailable (grayed out) for input.

If you matriculated the applicant in error, you must contact mySDCCD Support to resolve. 



Part 5: Entering External Education

Step

Action

1.

Navigate to Records and Enrollment → Transfer Credit Evaluation → External Education. 

On the External Education page:

  • Enter the ID number
  • Click Search


Step

Action

2. 

On the External Education tab, enter the External Org ID. If you do not know the Org ID number, click the magnifying glass to locate the school.



Step

Action

3. 

From the search fields, enter the name of the school in the Description field.

  • Click Enter on the keyboard.
  • Click on the school from the options that appear.



Step

Action

4.  

Continuing on the External Education tab, enter the following fields:

  • Career—select from the drop down menu. For High School, Career should default to High School. For College, select Undergraduate.
  • Data Source—select "Self Reported Information" from drop down menu.


Default values:

  • Academic Level—will default to Unknown
  • Action—will default to Desired. For colleges, leave as Desired. For high schools, change to "Not Desired."
  • Transcript Date—will default to current date



Step

Action

5. 

Click on the Courses and Degrees tab and under the External Degrees section, enter the following information:

  • Degree—select from the drop down menu
  • Degree Date
  • Click Save

NOTE:  If the student has a GED or California High School Proficiency Exam, complete step 22 and save.  Then add an additional Org ID for the GED, 0020000004, or the CHSPE, 0020000003, and follow steps 22 and 23 above.



Step

Action

6. 

Congratulations! You successfully admitted, coded residency, matriculated and entered external education data for a student.
End of job aid.