OAAP Terms Setup

Purpose: This document references configuring the Terms Setup in the OAAP.

Audience: Online Admissions staff.

Important! 
Colleges charging application fees in OAAP must coordinate with their Student Financials staff to update the Application Fees configuration in ctcLink. For each term you set up to display in OAAP, an Application Fee must also be set up in ctcLink. If this Application Fee setup is missing in ctcLink for a term a student applies to in OAAP, the application will fail to submit. See QRG Managing Admissions Application Fees Configuration.

Sign In to the OAAP
  1. Enter your Username (EMPLID).
  2. Select the Sign In button.
  3. The Okta login page will appear with your ctcLink ID pre-populated in the ctcLink ID field.
  4. Select the "Keep me signed in" checkbox to stay logged in even after closing the web browser. When users return to the protected application from the same device and browser, they are automatically logged in without reentering their credentials.
  5. Select the Next button.
    • Unlock account? In the event that you are unable to access your account, click on the "Unlock account?" link and provide your username and email address when prompted.
    • Help. If you encounter difficulty logging in with your credentials, click the Help link to connect with the college to which you are applying for admissions.
  6. The OAAP Password page displays.
  7. Enter your password in the Password field. Select the eye icon to reveal the password. Click the eye icon again to conceal it. If you enter your password but don't select the Verify button, the screen will time out, and you will receive an "Unable to sign in" message. In that case, please select the "Back to sign in" link at the bottom of the page.
  8. Click the Verify button.
    • Reset Password. After clicking the "Reset Password" link, your browser will redirect you to a page where you can select the "Send me an email" button. After clicking the button, a message will appear on your screen: "We sent an email to your email address. Click the verification link in your email to continue or enter the code below." Access your email and click the Reset Password button to display a verification code to enter on the password reset page. By resetting your password with your ctcLink ID, you are also changing your password for ctclink.
    • After clicking the Verify button, the Verify it's you with a security method page displays. Verify your account using one of the available verification methods
  9. A "Get a verification email" or "Verify with your phone" page appears depending on your verification method. Choose to receive a code, then retrieve it from your source (email, text, etc.).
    • Verify with something else. Selecting the "Verify with something else" link directs you to the "Verify it's you with a security method" page. If you have configured additional Okta password recovery options, you can reset your Okta password.
  10. The Verify box appears. Enter the code received from your source and click the Verify button.
  11. The OAAP Dashboard displays.

Create Terms

  1. The terms are fetched from the Term/Session Table in PeopleSoft before being displayed in the list on the OAAP. 
  2. Following an overnight process, new terms added to the Term/Session Table are available on the OAAP Term Setup page.
  1. Access the Online Admissions Application Portal.
  2. The admin user can log in using the LDAP username and password.
  3. Enter the Username and Password.
  4. Select the Sign In button.
  5. The OAAP Dashboard displays for the Admin.
  6. Select the Institution Setup drop-down menu.
  7. Select the Terms Setup from the sub-menu.
  8. The Terms Setup page is displayed to the right. View the OAAP Template Mapping for Term Setup section. If you’ve built out your term session table, the OAAP can pull up to two years
  9. Create Terms Setup by completing these required fields:
    • Academic Institution
    • Types
    • Programs
    • Terms (Multiple Terms can be selected)
  10. Select the Add button.
  11. A Terms Setup Saved Successfully message displays.
  12. Select OK to return to the main page.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Create Terms. This link will open in a new tab/window.

OAAP Template Mapping for Term Setup

Admit Type Academic Program OAAP Template
First Year  + Academic = General Admissions
First Year + Baccalaureate
 = General Admissions
First Year + Non-Award Seeking  = General Admissions
First Year + Professional Technical  = General Admissions
First Year + Transitional Studies  = BEdA/ Transitional Studies
Reapplying  + Academic = General Admissions
Reapplying + Baccalaureate
 = General Admissions
Reapplying + Non-Award Seeking = General Admissions
Reapplying + Professional Technical = General Admissions
Reapplying + Transitional Studies = BEdA/ Transitional Studies
Running Start  + Academic = Running Start
Running Start + Baccalaureate
 = Running Start
Running Start + Non-Award Seeking = Running Start
Running Start + Professional Technical = Running Start
Running Start + Transitional Studies = Running Start
Transfer + Academic = General Admissions
Transfer + Baccalaureate
 = General Admissions
Transfer + Non-Award Seeking = General Admissions
Transfer + Professional Technical = General Admissions
Transfer + Transitional Studies = BEdA/ Transitional Studies

Existing Terms - This QRG reflects future updates that will be implemented on 06/10/2025

 Terms will only appear in the term setup menu if they have a term begin date that is 6 months before the system date (current date) and up to two years from the system date (current date) as configured on the Term/Session Table. To intentionally remove a prior or in-progress term, select the pencil icon in the Action column and then select the Submit button without changing.

  1. The Terms Setup page displays.
  2. In the Action column, click the pencil icon to open the Academic Terms selection.
  3. Check or uncheck boxes in the Academic Terms drop-down to add or remove terms as needed.
  4. Click outside the drop-down to close the menu.
  5. Click Submit to save your changes.

By clicking the trash icon, you will delete the entire row if "Yes" is selected.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video

View the external link to Existing Terms. This link will open in a new tab/window

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