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, 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. 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 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.

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. 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) linkin the High-Level UAT Frameworksection to access the next UAT Guide, if applicable.

Printable View of CC.006.1 Admissions Flow Diagram

For Online Admissions Application (OAAP): 

Applying as a Student:

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

• CC.006.1.1 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.
  • Manually enter the Username and Password when logging into the OAAP. You will receive an “Invalid credentials” message if the Username and Password are pasted into the fields.
• CC.006.1.2 OAAP General Application w/ Fee Waiver (use OAAP link)(if applicable to business process)
  • See QRG 9.2 OAAP Waiver SetUp to generate waivers
• CC.006.1.3 OAAP General Application w/ Fee (use OAAP link)(if applicable to business process)

Billing Information: Enter any data

• Payment Details:
• Card Type: Visa
• Card #: 4111111111111111
• Expiration: Any
• CVN: Any

• CC.006.1.4 OAAP Submitting an Admissions Application (use OAAP link)

Reviewing applications in OAAP:

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

• CC.006.1.5 OAAP Dashboards (Reviewing Applications)

Process Submitted Applications in ctcLink:

Link to ctcLink environment: https://oktapreview.ctclink.us

• CC.006.1.6 Suspense Management
• CC.006.1.7 Run OAAP Application Report
• CC.006.1.8 Run the Admissions Query
• CC.006.1.9 Matriculate Applications
• CC.006.1.10 Manage Residency
• CC.006.1.11 Send Admission Letters

For Paper Applications:

• CC.006.1.12 Application Entry with Fee Waiver 
  • If applicable to your college process
• CC.006.1.13 Application Entry with Fee Required 
  • If applicable to your college process
• CC.006.1.14 Application Entry without Fee

For Continuing Education Students (based on college business process) ex. those not using CampusCE:

• CC.006.1.15 Quick Admit

• A New Student applies via OAAP
• Running Start applicant applies via OAAP
• A Veteran applies via OAAP
• A BEDA 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
• 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 a Veteran applicant manually
• A staff members enters a BEDA application manually
• A staff member needs to update an admit type
• A staff member needs to update an admit term:  [This data scenario is associated with the Sprint 2 Test Step CC.003.2.2 Maintain Student's Program/Plan]
  • Please use the following QRG: Changing an Admit Term After Matriculation- http://ctclinkreferencecenter.ctclink.us/m/79544/l/1446047-9-2-change-an-admit-term-after-matriculation
• A staff member needs to change the applicants program/plan of study after adding a matriculation row (MATR) before selecting the Create Program button
• 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 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)

An applicant starts an OAAP application but does not submit the application (Staff member can see this in OAAP Dashboard  In-Progress Applications and either direct student to submit or print and enter manually)

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)

CC.006.2 Beginning of Term