9.2 Adding Applications Manually

Purpose: Use this document as a reference for adding an application manually in ctcLink.

Audience: Admissions staff.

You must have at least one of these local college managed security roles:

  • ZC AD App Entry
  • ZZ AD App Entry

You must also set these SACR Security permissions:

If you need assistance with the above security roles or SACR settings, please contact your local college supervisor or IT Admin to request role access.

Manual Application Entry

You must always run the Search/Match process before adding a New Application. The creation of duplicate IDs is highly detrimental to Records and Financial Aid, especially in a global system. 

When adding an admission application (Quick Admit, Add Application) to an existing EMPLID:

  • If you copy/paste an EMPLID, you may have noticed that when you  copy/paste an EMPLID it can come along with an extra space and tab.  Please keep an eye out and delete those extra spaces before and after an  EMPLID before saving your record. If you save with the extra space/tab,  it creates a NEW EMPLID (a duplicate!) that includes that space/tab.
  • If you manually enter an EMPLID, please confirm it is the same as  the intended EMPLID before saving. If you save it and it is not the same  and intended EMPLID, it can create a new EMPLID (or associate data with  the wrong EMPLID).
  • When you get a warning that an SSN is already in use, heed it! It is  a clue that you may unintentionally be creating a new EMPLID. Stop and  figure out who else has the SSN on their record: Are they the same  person that you are adding to the system?

Navigation: NavBar > Student Admissions > Application Entry > Add Application

or

Navigation:  ctcLink CS Staff Homepage > Admissions Processing Tile > Entering Applications > Add Application

Application Entry

  1. Perform a Search/Match
    • After you've performed a Search/Match and have determined that the student does not already have an academic record at your institution, then you would enter their EMPLID (ctcLink ID) into the ID field. For example, a student at your college might have a student ID because they were enrolled in Continuing Education classes--a Cont Ed Academic Career. The student wants to enroll in classes under the Academic Career; therefore, you would enter their ID into the ID field and select Academic Career. 
  2. The Application Entry page displays. Enter the following information:
  3. Application Nbr. Do not change; accept the default value of eight zeros.
  4. ID. Allow to default to "NEW" unless adding an application for an existing student with an EMPLID.
    • If you have access, you can verify if the student has a student program plan at your institution. You will only add an application if the student does not have a record at your institution.

After you've performed a Search/Match and have determined that the student does not already have an academic record at your institution, then you would enter their EMPLID (ctcLink ID) into the ID field. For example, a student at your college might have a student ID because they were enrolled in Continuing Education classes--a Cont Ed Academic Career. The student wants to enroll in classes under the Academic Career; therefore, you would enter their ID into the ID field and select Academic Career. 

  1. Academic Institution: Enter or lookup.
  2. Academic Career: Enter or lookup.
  3. Select Add.
Application Entry

Biographical Details

  1. The Biographical Details tab displays. Enter the applicant information into the following sections:

Person Information

  1. Enter the student's information into the followings fields:
    • Prefix  if disclosed by a student
    • First Name 
    • Last Name 
    • Date of Birth 
Biographical Details tab
  1. Birth Information. Select this link to access the Birth Information Detail page--enter the student's birth location, country, and state (Optional) and select OK.
Birth Information Detail page

Biographical History

  1. Use the Effective Date field in the Biographical History section to enter the date the entry is valid in your system.
  2. Marital Status is not required. This field is identified with an asterisk-- it is not necessary to enter information to save the application.
  3. Select the Sex drop-down list and choose the desired item from the drop-down menu--Female, Male, Not Exclusively Male or Female, Unknown as been disclosed by the student.
Biographical History section

The Legal Definition of Sex.

  1. Please enter the legal sex as denoted on this person's birth certificate or driver's license per WAC 246-490-075 or WAC 308-104-0150.
Legal Definition of Sex
  1. If provided, enter applicant information into the National ID section(s). Additional rows can be added by selecting Add.
National ID Section

Contact Information

In the Contact Information section, enter the address information:

  • Address Type such as Home, Business, or Mailing. The system displays Home as the default address type.

The default for the Effective Date field is the current system date. The effective date is the date when the address for the address type you selected is effective. This date is also the date when the status that you choose is valid.

The Status field is set to either Active or Inactive.

  1. Select the Edit Address link in the Contact Information section.
    • If you are entering a foreign address for a student, you must select the foreign country first using the lookup tool and then click Edit Address to enter the address fields next.
Change the country first then select Edit Address

PeopleSoft delivers foreign address formats to conform to the customary address format of the specified country. Below is a helpful crosswalk for staff to use when determining where to enter values in PeopleSoft foreign address fields.

Edit Address Link
  1. Enter the desired information into the following:
    • Address 1 field
    • Address 2 field (if applicable)
    • City field
    • State field
    • Postal field
    • County field
  2. Select the OK button.

If you are unable to save your address, confirm your address by checking your address's accuracy. If you can still save the address due to an error, select the Change Country link and choose your country. This will allow you to bypass the error before choosing OK. 

Click here for instructions on bypassing an address.

Note: When searching for England, select GBR (United Kingdom) to open the address fields.

Edit address page with Change Country link
  1. Select the Type drop-down list in the Phone section and choose the desired item from the drop-down menu.
  2. Enter the desired information into the Phone field.
  3. Select the Type drop-down list in the Email section and choose the desired item from the drop-down menu.
  4. Enter the desired information into the Email Address field. To add an address, phone or email, select  Add a New Row [+].
  5. Use the Visa/Permit Data link to enter the visa/permit data that the individual has disclosed.
  6. Use the Citizenship link to enter the citizenship and/or passport data that the individual has disclosed.
  7. Select OK.
Enter Address and phone, and Email information of the student

Regional Tab

  1. Select the Regional tab.
  2. Enter the Ethnicity information that the individual has disclosed. Additional entries can be added by selecting the [+] plus icon.
  3. The History section allows you to enter Military Status information. This section is not required and should only be entered if the student has disclosed it, and it does not affect Veteran Benefit Reporting.
Regional Tab

Personal Tab

  1. Select the Personal tab.
Personal Tab
  1. Select the Gender Identity drop-down list to select the appropriate option if the information has been disclosed by the student.
Gender Identity Options
  1. Select the Sexual Orientation drop-down list to select the appropriate option of the information has been disclosed by the individual.
Sexual Orientation Options

Why are we collecting this information?

  1. Sexual Orientation & Gender Identity

The primary purpose for collecting sexual orientation and gender identity information is to ensure inclusivity and success for all students in our system. It is imperative, and a system goal, to provide safe places for all students to be affirmed in their identity and learn in an environment free from harassment and discrimination. In addition, this data will assist local colleges in providing services and creating programs and curriculum designed to support student success within the LGBTQIA+ community.

Why are we collecting this information popup informational box

Application Program Data

  1. The Application Program Data tab displays. In the Program Data section, enter the following information:
    • Effective Date: Enter or accept the default value. If the entry is after the first day of the term, backdate the effective date to the first day of the term. 
    • Admit Term: Enter or lookup.
    • Academic Program: Enter or lookup.
    • Campus: Once the Academic Program is selected, choosing a campus becomes available, defaulting to MAIN.
    • Academic Load: Defaults to Full-Time.
  1. You do not need to enter the following information into the Program Status section:
    • Program Action: Defaults to "APPL"- Do not override this value.
    • Action Reason: This field is not required.  
  1. Enter the following information into the Plan Data section:
    • Academic Plan: Enter or lookup based on the information the student has provided.
    • Sub-Plan: The student will select the optional Sub-Plan from the college's paper application. Select the looking glass to enter the desired Sub-Plan.
  2. Select the Application Data tab.
Application Program Data page

Application Data

  1. The Application Data tab displays. Enter the following information into the Application Data section:
  2. Application Center (institution code): Enter or lookup.
  3. Admit Type: Enter or lookup (FYR, INT, REA, RUN, TRF).
  4. Remaining fields: Enter or select as required by local business process/policy.
  5. Enter information into the Additional Information section as required by local business process/policy.
Application Data Tab

Application School/Recruiting

  1. Information on the Application School/Recruiting tab is optional.
Applicatio School/Recruiting
  1. Information on the Additional Details tab is optional. To view the tab, select the arrow to the right of the Application School/Recruiting tab.
Additional Details Tab
  1. After completing the required information on all tabs, select Save.
Biographical Details
  1. Once the application entry has been saved, the updated Biographical Details page displays. Note the student's ID number has been assigned.
EMPLID generated when Save was selected
  1. Process complete.
  2. To matriculate the application, follow the Matriculating an Applicant into a Student QRG--or see next section below.

Matriculating an Applicant into a Student

You must have at least one of these local college managed security roles:

  • ZC AD App Entry
  • ZC CC SOGI
  • ZD AD App Entry
  • ZD CC SOGI
  • ZZ AD App Entry
  • ZZ CC SOGI

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Student Admissions > Application Maintenance > Maintain Applications

Navigation: CS > Main Menu > ctcLink CS Staff Homepage > Admissions Processing (tile)> Processing Applications > Maintain Applications

  1. The Maintain Applications search page displays.
  2. Select the Academic Institution.
  3. Enter additional Search Criteria to locate your applicant (Application Nbr, ID, National ID, Last Name/ First Name).
    • Tip:  Deleting the "0" in the Application Program Nbr field will allow viewing all applications submitted by students. 
    • Select the Include History check box--this also allows a processor to view an applicant's history.
  4. Select Search.
Find an existing value page
  1. The Biographical Details tab displays. Select the Application Data tab.
  2. In the File Information section, check the Complete box if the application is complete.
    • Checking the box will signal as complete in the student's Self-Service Center.
  3. Enter the Date application is marked complete.
    • The External Application Nbr is populated when a student applies to the Online Admissions Application (OAAP). 
Applitication Data TaB complete check box
  1. Select the Application Program Data tab.
Application Program Data tab
  1. The Application Program Data tab displays. In the Program Data section, select the Add a New Row [+] icon; this creates a new date-effective row.
    • The Academic Plan that the student selected on their application (OAA or paper) will be populated in this field.
    • The Sub-Plan (Optional Field) students selected on their application (OAA or paper) will be populated in this field.
Add a row to MATR
  1. The new effective-dated row displays.

If a student wants to enroll in the current term, the effective date for the MATR row must be before the term start date.

For example, a student applies for the fall term and is matriculated on 9/20/2016. The term start date is 9/19/2016, so this student would not be term activated and enrolled for fall. In this case, the student's application and matriculation should be backdated before 9/19/2016.

  1. In Program Action, select "MATR."
  2. Select Create Program; this matriculates the applicant and creates the Student Program/Plan--Academic Plan & Sub-Plan (Optional).
Select the Create PRogram button.
  1. The Create Program button grays out. Add a new effective dated row to reverse, update, or alter the Program Action. 
Program Created
  1. Process complete.

 Check out the 9.2 Manually Add an Admissions Application for a New Student Video for more information.

In addition, to access the most up-to-date query information, visit dataservicesmetalink.sbctc.edu.

Bypass an Address

Sometimes, a student will provide a valid address that isn't recognized by Clean Address. This often happens when an apartment or home is under new construction. In cases where you've verified that a student's address is accurate and the address isn't recognized by Clean Address, bypass Clean Address by following the steps listed below.

The Clean Address database is updated every few months (with data from USPS), so colleges do not need to report addresses that are not recognized by Clean Address.

To view a table of invalid address error descriptions, visit the QRG 9.2 Update Address Information. 

  1. Enter the desired information into the following:
    • Address 1 field
    • Address 2 field (if applicable)
    • City field
    • State field
    • Postal field
    • County field
  2. Select the OK button in the lower-left corner.
The image displays the Edit Address page
  1. If the address is not verified as deliverable, a message box will appear at the top of the screen.
  2. In the message box, click OK.
The image displays the Address is not verified message
  1. Above the Address 1 field, select the Change Country link.
The image highlights the Change Country
  1. Select USA by scrolling or searching.
The image highlights the USA hyperlink
  1. Select OK in the bottom-left corner.
The image highlights the OK button
  1. The Address History page displays. Verify the address in the Address History panel.
  2. Select OK.
The image highlights the saved address
  1. The Addresses tab displays. Select Save in the lower-left corner.
The image highlights the Save button in the lower left corner of the Addresses tab.
  1. Process complete.

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