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.

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.

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.

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.

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.

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—9 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.

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
• 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.

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.

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.

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.

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

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.

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. 

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

On the External Education page:

• Enter the ID number
• Click Search

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.

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.

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

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.

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