Resolving Suspended Applications

Business Process

Suspense Management

Prerequisites

Student must have submitted an application and has a status of "Suspended" or "Error"

Description

This guide will walk through resolving potential matches that have suspended an application. In the first scenario we will determine there is no match and create a new student ID number. In the second scenario we will determine there is a match and will link the person to their already existing ID number.

Navigation:  Student Admissions -> Application Transaction Mgmt -> Constituent Staging or Campus Community -> Constituent Transaction Mgmt -> Constituent Staging

Select the status of Suspended in the Constituent Status field.  A record will become suspended if the Search/Match results have found a potential match.

Click Search.

Open

Select the student from the Search Results.

Click the Search/Match Results link to see potential matches.

NOTE:  Depending on your browser settings, the system will open up a new tab window if there are any possible matches.  Make sure to disable pop-up blockers for this page.

The new page, Integrated Search Results, will show the number of people who possibly match and what variables were matched (e.g. Name, Date of Birth, SSN, etc.)

In this example there is a possible Email/Name match with 1 person.

To see more information for the potential match, click on the additional tabs (Results2, Additional Information) in the Search Results Summary section. 

Or click the Show all columns button to expand the columns to display all information on one row. 

Once the potential match information has been reviewed, click the Constituent Staging tab to return to the original window.

Click the Constituent Details tab to view all of the applicant’s information.

Compare the applicant’s information (e.g. Name, Date of Birth, Social Security Number, Gender, Address, Email and Phone) to determine if this might be the same person as the potential match.

Click on the Search/Match Results tab.

Click on the Detail link to review the information of the potential match.

Toggle between the Constituent Staging tab window and the Add/Update a Person tab window to compare personal information.  In this case, we determine that Date of Birth is different and the addresses differ.  The email is the same but could be the result of an error and will need to be corrected. 

At this point, contacting the applicant to confirm and correct the email address will be required.  Once the email is corrected, we can determine that there is not a match.

Click the Constituent Status drop down menu. 

Because it has been determined this is NOT a match, select the Add New ID.

Click Save. 

Do not click on the Run/Search/Match/Post.  The system will do this and will generate a new ID

A new ID number will be created for this Constituent.  NOTE:  New student ID numbers will begin with 555 and will be 10-digits long.

End of Scenario

In the next example, we will examine a Suspended record and determine there is a match.

Be sure all other tabs/windows are closed.  If you are not already on the page, return to Student Admissions > Application Transaction Management > Constituent Staging. 

Click on the Constituent Status drop down menu and select Suspended.

Click Search.

Select the student from the Search Results

.

On the Summary Information tab, click the Search/Match Results link to see potential matches.

NOTE:  Depending on your browser settings, the system will open up a new tab window if there are any possible matches.  Make sure to disable pop-up blockers for this page

The new page, Integrated Search Results, will show the number of people who possibly match and what variables were matched (e.g. Name, Date of Birth, SSN, etc.)

In this example there is a possible Name/Address/City match with 1 person.

To see more information for the potential match, click on the additional tabs (Results2, Additional Information) in the Search Results Summary section. 

Or click the Show all columns button to expand the columns to display all information on one row.    

NOTE:  To collapse the columns again, click the Show tabs button. 

Once the potential match information has been reviewed, click the Constituent Staging tab to return to the original window.

Click the Constituent Details tab to view all of the applicant’s information.

Compare the applicant’s information (e.g. Name, Date of Birth, Social Security Number, Gender, Address, Email and Phone) to determine if this might be the same person as the potential match.

Click on the Search/Match Results tab.

Click on the Detail link to review the information of the potential match.

Clicking on the Detail link will open up the Biographical Details page.

Toggle between the Constituent Staging tab window and the Add/Update a Person tab window to compare personal information.  In this case, we determine that Date of Birth is different however, the address, phone and email address all match.  The difference in the birthdate could be the result of an error and will need to be corrected. 

At this point, contacting the applicant to confirm and correct the birthdate will be required.  Once the birthdate is corrected, we can determine that there is a match.

From the Constituent Staging window, click on the Summary Information tab. 

Click the Constituent Status drop down menu. 

Because it has been determined this IS a match, we have two ways to link the records.  

First Option:  On the Search/Match tab window, click the Carry ID button.  

Second Option:  On the Constituent Staging tab in your browser. 

Click the Constituent Status drop-down list.

Select Update ID

Then type in the ID# (or copy/paste) into the ID# field (which opens up as soon as the Update ID status is selected).

Confirm the Constituent Status shows UPDATE ID and that the ID# correctly displays on the Constituent Staging page (either from being carried over when CarryAll was selected, or by manually changing the status and copying in the ID#).

When you have confirmed the information, click the Save button.  

 Do not hit "Run Search/Match/Post" the system will process that.  You only need to hit save.

The application has successfully linked to a previous ID and resolved the suspended item.  The application will now post.