CC.13.1 Admissions

User Acceptance Test Overview

Applicants can enter the PeopleSoft system using different paths. If the person record is already established in PeopleSoft, the admissions process can be used to update the Person Record or else it creates the Person Record and establishes a User ID for the applicant. Most students will use the Online Admissions Application (OAA) to apply for admissions. Based on questions entered as the applicant applies to establish the type of student they are (general admissions, running start, international, Basic Education), different types of data are gathered which can include: Applicant Biographical and contact information, applicant program of interest, admit term, citizenship and visa data, prior education data, emergency contact data, residency data, dependent information, etc. After the applicant submits their application the system runs a search process to determine if their person record exists in the system and either updates or creates the user. If a possible match is identified but not clear, the application can go to a suspense table for the colleges to evaluate prior to matching to an existing user profile or creating the new user record. This application suspense process is important to prevent duplicate records being entered from the Online Admissions Application. Another path for admissions is a manual process. This is used for paper applications or in some cases for applicant populations that can’t apply online, for example, Department of Correction applicants. The process allows colleges to manually create the person record and the application in one process called Application Entry.

Once applications have been entered they will need to go through a process called Matriculation which establishes their student program record in PeopleSoft. The creation of the student program in PeopleSoft is important for many downstream processes such as activation for a term, enrollment appointments, financial aid processing, enrollment and eventually program completion. Applicants will also need to add or validate residency information as residency has a downstream impact on tuition calculation. The final step in the admissions process is sending admissions letters to students, communicating with them that they have a student profile established and giving them the next steps in the process toward enrollment.

Occasionally continuing education students also need to be manually entered, these students can bypass the typical admissions processes and be entered directly with a Student profile using a process called Quick Admit. Quick admit is only used in cases where an application record is not needed prior to establishing a student program record and can only be used once for each student career.

To use this UAT guide first review the business process flow diagram below, which outlines the various steps to complete the test activities.  Note that the business process flow diagram has distinct places where one can start testing this process, noted by a green 'Start' circle.  Use the diagram, following the arrows to each step that must be executed.  Use the Quick Reference Guide (QRGs) links, also below, to find the instructions on how to execute each step.  The Quick Reference Guides are numbered to match each box on the flow diagram to assistant testers with following the flow of the business process.  Once testing is complete for each box on the flow diagram, click the link in the Next Step (Tier 2) in the High Level UAT Framework section to access the next UAT Guide.

Self-Pace Training Materials (Advanced Prep)

To prepare yourself in advance for the richest testing experience below are additional resources and (where applicable) links to relevant video content.

 Additional Resources

  • No additional resources currently for this topic (in progress).


Instructor-Led Training Materials and Recordings

Background Configuration Information:

For information on the configuration behind what is seen in this step in the UAT flow process please refer to the following Quick Reference Guide(s):

OAA Term Display Settings

3C Configuration - Campus Solutions 3Cs and Message Center Naming Conventions

Communication Set Up

Minimum Test Case (Data) Scenarios:

  • A New Student applies via OAA
  • A Returning student applies via OAA
  • Running Start applicant applies via OAA
  • International applicant applies via OAA
  • A Veteran applies via OAA
  • A BEDA student applies via OAA
  • Student Applies through OAA and the application is suspended
  • A applicant has an existing OAA registration account but can’t remember the password, creates a new account using a different email and applies
  • A Continuing Education student applies for an Academic program via OAA
  • A staff member enters a new student application manually
  • A staff member enters a returning student application manually
  • A staff member enters a running start student manually
  • A staff member enters an International applicant manually
  • A staff member enters a Veteran applicant manually
  • A staff members enters a BEDA application manually
  • A staff member enters a continuing education student application manually
  • A staff member needs to update an admit type
  • A staff member needs to update an admit term
  • A staff member needs to change the applicant’s program of study
  • A staff member needs to enter an application for an admit term after that admit term has started
  • An Applicant requests a residency exception

An applicant on OAA selected the wrong admit type (staff member needs to update the admit type and validate Residency and Student Group coding)

An applicant on OAA selected the wrong admit term (staff member needs to update the admit term and perhaps the effective date on the application)

An applicant completes an OAA application but does not submit the application (Staff member can see this in Application search and either direct student to submit or print and enter manually)

A OAA applicant states that their residency is coded incorrectly (Use Application search to review residency answers, gather residency evidence and update residency)

When previewing the 3C engine query results when assigning the Admissions letters, expected applicants are not showing in the results (verify prompt values for Admit term and admit type when running the query, verify that expected students are Matriculated for the expected admit type and/or admit term)

After running the Communication generation process when sending the admissions letter, there are errors due to invalid emails (Input valid emails, manually re-assign the communication and re-run Communication generation process)

A student is Matriculated that should not have been (On the Program/Plan stack revoke the admission)

A student is Matriculated but there are errors on the application (Either revoke admission and correct application errors or correct on the student’s Program/Plan Stack)

The High Level (Tier 1) UAT Framework:

Next Step (Tier 2) in the High Level UAT Framework:

Links to User Acceptance Test 'How To' Information:

Overview of User Acceptance Testing

Security Matrix Mapping Information

The information below provides those completing the Security Matrix Mapping templates with the Menus, Pages and Role names needed to execute the User Acceptance Testing relevant to  this UAT guide.

CC.13.1 - Admissions:

MENU: xxx>xx>x



PDF Version of Flow Diagram for Printing