CC.013.1 Admissions (Project Archive)

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 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, 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 required Canvas Courses. Successful course completion is a prerequisite to participate in all UAT activities.

  • RA101 Admissions
  • RA201 OAAP Suspense Management
  • SF101 Cashiering (Only for those testing step CC.006.1.14)

To register for these required courses visit the ctcLink Training Registration Page

Instructor-Led Training Materials and Recordings

For Online Admissions Application (OAAP): 

Applying as a Student:

Billing Information: Enter any data

Activate your OKTA account in UAT to get your access established prior to attempting a College Admin login to OAAP. The password you establish with OKTA is what you will use to login to your College Admin dashboard in OAAP.

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):

OAAP 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 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 continuing education student application manually (Quick Admit)
  • 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
  • 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 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)

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.013.1.1 - Create an account in OAAP

MENU: External Link
ROLE NAME: No role needed to apply using OAAP

CC.013.1.2 OAAP General Application w/Fee Waiver

MENU: External Link
ROLENAME: No role needed to apply using OAAP

CC.013.1.3 OAAP General Application w/ Fee

MENU: External Link
ROLENAME: No role needed to apply using OAAP

CC.013.1.4 OAAP Submitting an Admissions Application

MENU: External Link
ROLENAME: No role needed to apply using OAAP

CC.013.1.5 OAAP Dashboards (Reviewing Applications)

MENU: External Link
ROLENAME: No role needed but user must be granted access directly in OAAP by SBCTC

CC.013.1.6 Suspense Management and CC.013.1.14 Application Entry without Fee:

MENU: Student Admissions> Application Transaction Mgmt> Application Transactions

MENU: Student Admissions> Application Entry> Add Application

NEW SECURITY REQUIREMENT AS OF CS PUM (IMAGE) 21: Users must now also have an additional SACR security setting. Local Security Administrators in the CS Pillar will need to follow this navigation: NavBar > Navigator > Set Up SACR > Security > Secure Student Administration > User ID > CTM Transaction Security to access the additional security settings page relevant to managing suspense records for Admissions.  On the search page, enter the EMPLID of the user and click Search.  Use the spy glass to look up available values and select ADMISSIONS_APPLICATION and click Save.


For those staff involved in handling admissions application in suspense, it is important that they have access to CS Person Information (Bio/Demo) for all persons in Campus Solutions, not just Students who have been matriculated (ZZ Person Info Student).  The ZZ CC Personal Information role does allow a user to view person information for all person records, not just matriculated students, therefore staff with this access can see address/phone data for employees as well as students.  This access is the only way to unlock authorization for the 'Details' link on the Integrated Search Results page, which is the page where a person managing possible search matches can look into the specific details on a bio/demo record.  Colleges can choose to only grant this to those they want to have access to this information and the user can still carry the ID over, but keep in mind that lack of access to this means they will receive an authorization error when clicking on the 'Details' link.

CC.013.1.7 Run OAAP Application Report

MENU:Reporting Tools > BI Publisher > Query Report Scheduler

CC.013.1.8 Run the Admissions Query

MENU:Reporting Tools > Query > Query Viewer

CC013.1.9 Matriculate Applications:

MENU: Student Admissions > Application Maintenance > Maintain Applications

CC.013.1.10 Manage Residency:

MENU: Campus Community> Personal Information> Identification> Residency Data
ROLENAME: ZZ CC Personal Info Student

CC.013.1.11 Send Admission Letter:

MENU: Campus Community> 3C Engine> Run 3C Engine

CC. Application with Fee Waiver

MENU: Student Admissions> Application Entry> Add Application

CC.013.1.13 Application Entry with Fee Required

MENU: Student Admissions> Application Entry> Add Application

CC.013.1.15 Quick Admit

MENU: Records and Enrollment> Enroll Students> Quick Admit a Student

PDF Version of Flow Diagram for Printing


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