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 new applicant. Most students will use the Online Admissions Application Portal (OAAP) to apply for admissions. Based on questions entered as the applicant applies to establish the type of student they are (general admissions, Running Start, 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, 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 Portal.

Once applications have been entered; they will need to go through Matriculation, which establishes their student program record in PeopleSoft.  Creating the student program in PeopleSoft is essential 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, giving them the next steps toward enrollment.

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. Using the diagram, follow the arrows to execute each applicable step. Use the Quick Reference Guide (QRGs) links, also below, to find the instructions for each step. The Quick Reference Guides are numbered to match each box on the flow diagram to assist testers with following the flow of the business process. Once testing is complete for each box on the flow diagram, click the Next Step (Tier 2) link in the High-Level UAT Framework section to access the next UAT Guide, if applicable.

Printable View of EC.001.1 Admissions to Matriculation Flow Diagram

Online Admissions Application (OAAP): 

Applying as a student:

Link to UAT instance for OAAP: https://oaap-t1.ctclink.sbctc.edu/user

• EC.001.1 Create an Account in OAAP (use OAAP link)
  • You will need to use a valid email address to receive a one-time password notification to complete this test
• EC.001.2 OAAP General Application w/ Fee Waiver (use OAAP link) (if applicable to business process)
• EC.001.3 OAAP General Application w/ Fee (use OAAP link) (if applicable to business process)
• EC.001.4 OAAP Submitting an Admissions Application (use OAAP link)

Reviewing applications in OAAP (for College Admin processes):

Link to UAT instance for OAAP College Admin: https://oaap-t1.ctclink.sbctc.edu/admin

• EC.001.5 OAAP Dashboards (Reviewing Applications)

Process Submitted Applications in ctcLink:

Link to ctcLink environment: https://pt-six.peoplesoft-nonprod-aws.ctclink.sbctc.edu/ptsix/signon.html 

• EC.001.6 Suspense Management
• EC.001.7 Run OAAP Application Report
• EC.001.8 Run the Admissions Query
• EC.001.9 Matriculate Applications
• EC.001.10 Manage Residency
• EC.001.11 Send Admission Letters

• A New Student applies via OAAP
• A Returning ctcLink student (with an EMPL ID) applies via OAAP
• Running Start applicant applies via OAAP
• Transitional student applies via OAAP
• Student Applies through OAAP and the application is suspended
• An applicant has an existing OAAP registration account but can’t remember the password, creates a new account using a different email and applies
• Managing Suspense Management

An applicant on OAAP selected the wrong admit type (staff member needs to update the admit type and validate Residency)

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

An OAAP applicant states that their residency is coded incorrectly (Use OAAP Application Report to review residency answers, gather residency evidence and update residency)