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Adding Application Manually and Matriculating Students

Adding Application Manually and Matriculating Students

Description

This guide explains how to manually add a student application, matriculate the student, and complete the required PeopleSoft steps to prepare the student for enrollment.

Instructions

There are five parts to the application process:

  1. Part One: Add the application information and admit the student.

  2. Part Two: Code residency (this is an important step for term activation).

  3. Part Three: Add MIS data.

  4. Part Four: Matriculate the student.

  5. Part Five: Enter external education.

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

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.

  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. 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.

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  1. 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.

  1. 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”.

  1. 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.

  1. Enter citizenship by clicking on the

    “Citizenship” link at bottom right on the Biographical Details tab.

  1. 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”.

  1. 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

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.

 

  1. 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 Term”—Do Not Use. This will affect financial aid negatively.

  • Enter “Campus”

  • “Program Action”—leave as “APPL”

  • “Academic Plan”—click magnifying glass for menu selections.

In “Application Program Data”, enter the following fields in order as listed to populate and/or find

Note: entering college code before clicking on magnify glass will display only corresponding college majors; i.e. 1- City, 2- Mesa, 3- Miramar. If student is selecting an Undeclared major, enter the following:

  • City: 1UNDECLARE

  • Mesa: 2UNDECLARE

  • Miramar: 3UNDECLARE

    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.

  1. 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.

      • 1 = first time after high school

      • 1R = first time after high school, admitted but never attended

      • 2 = transfer, first time at SDCCD

      • 2R = transfer, first time at SDCCD, admitted but never attended

      • 3 = returning student—admitted and attended in the past

      • 4 = DO NOT USE

      • X = DO NOT USE

      • Y = current high school student

      • YR = current high school student, admitted but never attended

      • Z = adult and UGRD student, concurrent

      • ZR = adult and UGRD student, concurrent, 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.

  1. 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.

  2. 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.

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.

  1. 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.

Coding Residency

  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.

 

Enter MIS Data

  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” - Only use if student is under 18 years of age

      • Effective date: leave as the current date the application is being entered.

        • 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”

 

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

 

  1. 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”.

  1. 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”.

 

Matriculating a Student

  1. Navigate to “Student Admissions” →  “Application Maintenance” →  “Maintain Applications.”

    • “ID” number

    • “Academic Institution”—SDCCD should default

    • “Academic Program Number”—not required but will default.

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:

  1. Click on the “Application Program Data” Tab. Click the add button to 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.

  1. 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.

 

Entering External Education

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

    On the “External Education” page:

    • Enter the “ID” number

    • Click “Search”

  1. 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.

  1. 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.

  1. 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

  1. 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.

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