Manual Admissions Application

Owned by Amy Meyers
Last updated: Apr 29, 2024
6 min read

Summary


Label

Description

Business ProcessAdmissions Application
ModuleAdmissions

Instructions:

There are two parts to the application process:

  • Part One: Add the application information and admit the student.
  • Part Two: Matriculate the student.

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.

StepInstructions
1

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. CE or CEHS.
  • 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.

StepInstructions
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.

StepInstructions
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.

StepInstruction
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.

StepInstructions
5

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

StepInstructions
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.

StepInstructions
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. 
    • The Ethnic Group box will default based on the menu selection.
  • Regulatory Region—defaults to USA. Do not change. 

    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.

StepInstructions
8

Click on the Application Program Data tab.  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.
  • Academic Program—CE or CEHS
  • Enter Campus
  • Program Action—leave as APPL
  • Academic Plan—click magnifying glass for menu selections. (link to page with all the plan codes)

    NOTE: entering college code before clicking on magnify glass will display only corresponding college majors; i.e. 4 - CE

    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.

StepInstructions
9

Click on Application Data tab.  Enter the following information:

  • Application Center—select CE.
  • 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.
    • CE = first time in Continuing Education
    • CHS = first time in Continuing Education High School 

NOTE:  Admit types will only appear per career student is being admitted into.

  • Application Date—this defaults to current date, do not change.
  • Created Date—this defaults to current date, do not change.
  • 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.

StepInstructions

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.

StepInstructions
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.

StepInstructions
12Once 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:  Matriculating a Student

StepInstructions
1

Navigate to Student Admissions →  Application Maintenance →  Maintain Applications.

Enter the following information:

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

StepInstructions
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.

StepInstructions
3When 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. 

StepInstructions
4Congratulations! You successfully admitted and matriculated a student.


End of job aid.