9.2 Batch Process Admissions Applications

Purpose: Use this document as a reference for processing admissions applications in batch.

Audience: Admissions staff.

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

  • ZD_DS_QUERY_VIEWER

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

The batch process performs the following actions:

  • Applicants without an active program/plan stack in student records will have their application matriculated (program action MATR).  
  • Applicants who have an existing active program/plan stack in student records will have their application administratively withdrawn (program action WADM).  
  • Applicants with more than one unprocessed application without an active program plan stack will have their lowest Admissions Application Number matriculated, and the rest of the applications will be administratively withdrawn.
  • The process does not check the "Complete" box on the Application Data tab (Maintain Applications).

Queries

Clark College created the queries in the below table to support their business decisions and are used in the first two steps of the process. Your college query developers can create other queries with different criteria to fit your business needs.

Query Description 
QCS_AD_NO_AC_PPS_IN_SR  This query identifies applicants who do not have an active program/plan stack in student records or the minimum admissions number if they have multiple applications.
  • The query prompt "Submitted X minutes ago" provides staff the option to delay processing. For example, if you enter "15," applications submitted in the last 15 minutes will not be processed
  • The query's prompt "Exclude Srvc Ind Cd @ Inst" enables staff to enter a service indicator code that, if assigned to a student, prevents the process from processing an institution-specific application
  • Additionally, this query includes two global exclusions preventing the batch process from processing the following global Service Indicators:
    • SDI -  Applied to signal a duplicate record marked for deletion
    • SXF - Applied to signal a fraudulent account
    • S99 - By replacing SDI and/or SXF service indicators, you can process an application marked with one of the services indicators. By doing so, the application will be processed to an EMPLID with one of the service indicators
    • Note: Prompt fields must be populated, or you will receive an error. 
QCS_AD_NO_AC_PPS_IN_SR_OPTION This query includes prompts for admit types and identifies applicants who do not have an active program/plan stack in student records or the minimum admissions number if they have multiple applications. For instance, if you wish to process admit type "FYR," enter it into the Admit Type 1 field and put an "X" into the additional admit type fields. The same applies to program prompts.
  • The query prompt "Submitted X minutes ago" provides staff the option to delay processing. For example, if you enter "15," applications submitted in the last 15 minutes will not be processed
  • The query's prompt "Exclude Srvc Ind Cd @ Inst" enables staff to enter a service indicator code that, if assigned to a student, prevents the process from processing an institution-specific application
  • Additionally, this query includes two global exclusions preventing the batch process from processing the           following global Service Indicators:
    • SDI -  Applied to signal a duplicate record marked for deletion
    • SXF - Applied to signal a fraudulent account
    • S99 - By replacing SDI and/or SXF service indicators, you can process an application marked with one of the services indicators. By doing so, the application will be processed to an EMPLID with one of the service indicators
    • Note: Prompt fields must be populated, or you will receive an error. 
QCS_AD_AC_PPS_IN_SR  This query identifies applicants who have active admissions applications where the student already has a dynamic program plan stack in student records or has submitted multiple applications.
  • The query prompt "Submitted X minutes ago" provides staff the option to delay processing. For example, if you enter "15," applications submitted in the last 15 minutes will not be processed
  • The query's prompt "Exclude Srvc Ind Cd @ Inst" enables staff to enter a service indicator code that, if assigned to a student, prevents the process from processing an institution-specific application
  • Additionally, this query includes two global exclusions preventing the batch process from processing the following global Service Indicators:
    • SDI -  Applied to signal a duplicate record marked for deletion
    • SXF - Applied to signal a fraudulent account
    • S99 - By replacing SDI and/or SXF service indicators, you can process an application marked with one of the services indicators. By doing so, the application will be processed to an EMPLID with one of the service indicators
    • Note: Prompt fields must be populated, or you will receive an error. 
QCS_AD_AC_PPS_IN_SR_OPTION This query includes prompts allowing institutions to select some admit types and/or programs. It identifies active admissions applicants where the student already has a dynamic program plan stack in student records or has submitted multiple applications.
  • The query prompt "Submitted X minutes ago" provides staff the option to delay processing. For example, if you enter "15," applications submitted in the last 15 minutes will not be processed
  • The query's prompt "Exclude Srvc Ind Cd @ Inst" enables staff to enter a service indicator code that, if assigned to a student, prevents the process from processing an institution-specific application
  • Additionally, this query includes two global exclusions preventing the batch process from processing the following global Service Indicators:
    • SDI -  Applied to signal a duplicate record marked for deletion
    • SXF - Applied to signal a fraudulent account
    • S99 - By replacing SDI and/or SXF service indicators, you can process an application marked with one of the services indicators. By doing so, the application will be processed to an EMPLID with one of the service indicators
    • Note: Prompt fields must be populated, or you will receive an error. 

In addition, the queries in the table below were created to support the batch process.

Query Description
QCS_AD_SAD_APPS This query identifies admissions application rows created by the Update Program Action/Reason process. 
QCS_AD_MATR_BY_SAD_NO_SR_PPS This query returns a list of students who had admissions applications processed using the run control at Student Admissions > Processing Application > Update Application > Update Program Action/Reason that are in the MATR program action who have not yet been activated using the run control at Student Admissions > Processing Applications > Update Applications > Activate Applicants and thus do not have a program/plan stack in Student Records

The subsequent processes may be scheduled on recurrence to process applications automatically.

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

  • ZC AD App Entry
  • ZD AD App Entry
  • ZZ AD App Entry

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

Step 1 - Create Run Control ID #1

Navigation:  NavBar > Navigator > Student Admissions > Processing Applications > Update Applications > Update Program Action/Reason

  1. The Update Program Action/Reason search page displays.
  2. Select the Add a New Value tab and create a Run Control ID.  
  3. Select Add.
Update Program Action/Reason page displays
  1. Select Selection Tool: PS Query.
  2. Select Query Name: QCS_AD_NO_AC_PPS_IN_SR or QCS_AD_NO_AC_PPS_IN_SR_OPTION (review query descriptions).
  3. Select the Edit Prompts link.
THis image displays the Edit Prompts link that will allow you to enter values to specifiy what applications to process
  1. Enter or look up the Institution.
  2. Enter the number of minutes in the Submitted more than X mins ago field. Enter "0" to run the query if no minutes are defined.
  3. Enter an institutional service indicator code in the Exclude Srv Ind Cd @ Inst fieldIf you do not have an institution-specific service indicator, enter "X" to run the query.
  4. SDI -  Applied to signal a duplicate record marked for deletion
  5. SXF - Applied to signal a fraudulent account
    • S99 - By replacing SDI and/or SXF service indicators, you can process an application marked with one of the services indicators. By doing so, the application will be processed to an EMPLID with one of the service indicators.
  6. Select OK.
This image displays the prompt field with examples of values and the OK button to click when entering values are complete.
  1. Select Preview Selection Results to verify students (optional).
  2. Select Return to access the Update Program Action/Reason page.
This image displays the Preview Selection Results link that will provide staff with the applications to be processed
  1. Effective Date: Select the Use System Date checkbox.
  2. Program Action: Select MATR.
  3. Action Reason: Optional (action reasons can be created for your institution).
  4. Select the Run button.
This image displays the Run Control button in the top right of the page

Note: The below image highlights the prompts available when using the query QCS_AD_NO_AC_PPS_IN_SR_OPTION (review query descriptions).

This image illustrates using the query with prompts, allowing more flexibility when processing admissions  in batch
  1. Select SAD_APL_PRG.
  2. Select OK.
The process scheduler request page displays
Step 2 - Create Run Control ID #2

Navigation:  NavBar > Navigator > Student Admissions > Processing Applications > Update Applications > Update Program Action/Reason

  1. The Update Program Action/Reason search page displays.
  2. Select the Add a New Value tab and create a Run Control ID.  
  3. Select Add.
Update Program Action/Reason page displays
  1. Select Selection Tool: PS Query.
  2. Select Query Name: QCS_AD_AC_PPS_IN_SR or QCS_AD_AC_PPS_IN_SR_OPTION (review query descriptions)
  3. Select the Edit Prompts link.
The Edit Prompts link, when clicked, will allow staff to enter values to filter populations of students
  1. Enter or look up the Institution.
  2. Enter the number of minutes in the Submitted more than X mins ago fieldEnter "0" to run the query if no minutes are defined.
  3. Enter an institutional service indicator code in the Exclude Srv Ind Cd @ Inst fieldIf you do not have an institution-specific service indicator, enter "X" to run the query.
  4. SDI -  Applied to signal a duplicate record marked for deletion
  5. SXF - Applied to signal a fraudulent account
  6. S99 - By replacing SDI and/or SXF service indicators, you can process an application marked with one of the services indicators. By doing so, the application will be processed to an EMPLID with one of the service indicators.
  7. Select OK.
Once the prompt values are entered, select the OK button in the lower left side of the box
  1. Select Preview Selection Results to verify students (optional).
  2. Select Return to access the Update Program Action/Reason page.
To view the population of applications to be processed, click the Preview Selection Results link
  1. Effective Date: Select the Use System Date checkbox.
  2. Program Action: Select WADM.
  3. Action Reason: Optional (action reasons can be created for your institution).
  4. Select the Run button.
Select the Run control button in the top left

Note: The below image highlights the prompts available when using the query QCS_AD_AC_PPS_IN_SR_OPTION (review query descriptions).

The image displays the prompts that you can enter to process admissions application in batch. Click OK once you've entered your values.
  1. Select SAD_APL_PRG.
  2. Select OK.
Process Scheduler Request page displays
  1. Wait for the Run Control you set up to MATR students to finish running.
    • The next step of the process will “throw the students over the wall” into Student Records, and WADM students don’t need this step (they’ve already been thrown over the wall!).
Verify MATR row is posted
Step 3 - Create Run Control ID #3

Navigation:  NavBar > Navigator > Student Admissions > Processing Applications > Update Applications > Activate Applicants

This step is equivalent to pushing the "Create Program" button on the "Application Program Data" on the Maintain Applications page.

  1. The Activate Applicants search page displays.
  2. Select the Add a New Value tab and create a Run Control ID.  
  3. Select Add.
Activate applicants page displays
  1. Enter or look up the Institution.
  2. Change the date to a date in the future.  When the process runs, it will be saying, “Is this student ready to be tossed over the wall on this date?”  If the date is in the past, the answer will always be “No,” so your students won’t get tossed into Student Records.
  3. Optional prompts:
    • Admit Term, Academic Program, Admit Type
    • Entering something will limit who is moved to student records
    • Entering nothing will throw everyone with a MATR row over the wall to student records
  4. Select the Run button.
enter future date and click Run
  1. Select the Process Name ADPCPPRJ.
  2. Select OK.
Process Scheduler Request page displays
  1. Select the Process Monitor link and the Process Monitor page displays.
Click the process monitor link
  1. At the Process List page, ensure the Run Status runs to Success, and the Distribution Status runs to Posted.  You may select the Refresh button until the status is SuccessPosted.
Refresh till success and posted
  1. Process complete.

4 Comments

Zhane

I noticed there is a step that I usually do in the admissions process that includes selecting that the application is completed on the Application Data tab in "Maintain Applications". Does this batch process take that step into account? Is it automatically initiated after the "Activate Application" step in this QRG? Or is this step not necessarily needed? Thank you for your help.

Tanjagay Martin

Hi Zhane, Nice catch! The process does not check the Complete box on the Application Data tab. I would submit a CS Support ticket to inquire whether it can be added. Thank you so much!~Tanjagay Martin | CS Core Trainer

Tracy

I missed the meeting. Does this actually take the place of processing and matriculating each application separately? Or do we still have to term activate each one?

Tanjagay Martin

Hi Tracy, Yes! The batch process replaces manually individually processing applications. Thank you for your question. ~Tanjagay Martin | CS Core Trainer

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