OAA Suspense Management 02b

Purpose: Use this document as a reference for how to manage Suspended Applications in ctcLink.

Audience: Admissions office

Application Transactions

Navigation: Main Menu → Student Admissions → Application Transaction Mgmt → Application Transactions

  1. Search for Suspended Applications.
    1. Several search criteria are available, it is recommended to search by Academic Institution and Constituent Status at minimum.
  1. Select the record to view from the Search Results list based on the parameters entered in step 1.
    1. If no search results found, remove some criteria for a broader search.

It is recommended to use two computer monitors when processing applications.  This allows users to compare records before processing the suspended application.

  1. Click on the Constituent Staging link to view Bio/Demo information.
Application Data tab
  1. Use the tabs to View Applicant Bio/Demo data.
Application Data tab, Constituent Details tab, Participation Details, Additional Personal Info tab
  1. On the Summary Information tab, users can click on Search/Match Results to view the results found when the application was suspended.

The Search/Match Results should open in a new Window, which will allow you to view results and go back to Constituent Staging as needed.

Summary Information tab
  1. Click Details link to view the data for the matched record.
  2. If the record is a Match click Carry ID.
Integrated Search Results page
  1. Users can also open a New Window to perform other Search/Matches to find other records.
  2. View the QRG for performing a Search/Match to find matching records.

Search for records using various combinations of data to avoid adding a duplicate record.  Records in suspense matched on some pieces of data, such as SSN only and therefore need to be evaluated carefully.

  1. Return to the Constituent Staging tab to update the record based on the results found.
Constituent Staging tab
  1. Once a search match is completed, the user will have several choices for processing the suspended record.
    1. Add New ID: This will create a new ID in the system. You can assign this status when you have determined that the staging record should be added with a new Student ID.
    2. Cancelled: This will do nothing with the suspended record.  This status indicates that you have determined the transaction is incomplete, duplicate or should not be processed further.
    3. Ignored: This will do nothing with the suspended record. This status indicates that you have determined this record should be passed over for further processing.
    4. Update ID: This status indicates that you have determined that an existing record should be updated with the staging data. Once selected, an ID field will open and an ID can be entered.  If you selected Carry ID in step 7 above the ID should auto-populate.
Application Data tab - Constituent Status = Suspended

If Update ID is selected, the process will update an existing ID with the information provided on the new application for effective dated rows.

  1. After Selecting Update ID or Add New ID, input ID if required and click the Run Search/Match/Post button to process the application.
Application Data tab - Constituent Status = Update ID
  1. Navigate to Application Maintenance to view the new application.
    1. Navigation: Main Menu → Student Admissions → Application Maintenance → Maintain Applications
  2. After selecting Cancelled or Ignore, scroll to the bottom of the page and click the SAVE button.
    1. No further processing is required on these applications.
Application Data - Constituent Status = Ignore
Application Data tab - Save button highlighted
Fixing a Record Updated to the Wrong ID

Use the following steps if a incorrect ID was used for the Update ID in application suspense.

Users correcting these records will need correct history access on several pages to properly and completely remove the invalid record.  Please work with a Campus Solutions Super User on these types of corrections.

Step 1

Users will need to manually add the application to the correct ID, see the following QRG for details

Adding Applications Manually 02c

Step 2

Users will need to manually delete any Student Groups created by the application.

Main Menu > Records and Enrollment > Career and Program Information > Student Groups

  1. Input the ID.
  2. Click the Search button.
Student Groups page
  1. Click the Correct History button.
  2. Click the minus "-"symbol for the student groups being removed.
  3. Click the Save button.
Student Groups correct history button

Be very careful to confirm the student groups being removed are only ones added by answers select as a part of the OAA application

Step 3

Users will need to manually delete any External Education records created by the application.

Main Menu > Records and Enrollment > Transfer Credit Evaluation > External Education

  1. Input the ID.
  2. Click the Search button.
Education page
  1. Click the minus "-"symbol for the external education page being removed.
  2. Click the Save button.
School Information page

Be very careful to confirm the Education pages being removed are only ones added by answers select as a part of the OAA application.

Step 4

Users will need to manually delete any Bio/Demo information created by the application.

Main Menu > Campus Community >Personal Information > Add/Update a Person

  1. Input the ID.
  2. Click the Search button.
Add/Update a Person page
  1. Click the Correct History button.
  2. Remove or fix any Bio/Demo data that was overwritten, users will need to review all tabs and links on the Bio/Demo pages to validate information.

Use the PQA test environment to help validate previous data.  In this case it is best to remove/overwrite invalid data for areas such as names and addresses instead of inserting a new effective dated row as students can see historical data on Bio/Demo pages and it may cause confusion.

Biographical Data tab

Step 5

Follow the steps in the Application Delete QRG to remove the application from the wrong ID.

Deleting Applications 02c

 

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