OAAP Suspense Management (copied)

Purpose: Use this document as a reference for managing suspended applications in ctcLink.

Audience: Admissions Staff.

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
  • SACR - CTM Transaction Security - ADMISSIONS_APPLICATION

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

Supporting Information:

OAAP Application Emails:

  • Once an OAAP Account is created the connection is permanent: The OAAP account will always be associated with the email used to create it. Additionally, any notifications will go to that email.
  • When a student creates their first application, that application will auto-populate the email address field with the one that they used to create the account.
  • Once they submit an application and a student record (EMPLID) is created, any new applications will be populated by the biodemo in ctcLink at the time. This includes email address. That means, if the email address is updated in ctcLink PRIOR to the application being started THEN that email address will be the one listed on the application.
  • When a subsequent application is processed some, but not all, ctcLink fields with existing data are updated. Email is one of the fields that is not updated. If a student edits the email on the application to an email that is not in ctcLink, and submits that application, that email address will not overwrite the data that already exists in the corresponding ctcLink email field. A query exists to identify these cases: QCS_AD_OAAP_PREF_EML_NOT_PRD.
  • If a student no longer uses the email address that was used to create the account, one option the student can consider is creating a new OAAP account with their current email address, transitioning to that account and submitting any new application from that account. That choice could depend on if they plan to submit additional applications or not/in what quantity.

Queries:

  • QCS_RA_APPLICATION_STAGING - Query was developed for colleges to identify students prompted by institution in the staging table that are suspended.
  • QCS_AD_OAAP_PREF_EML_NOT_PRD - List of students whose OAAP preferred email is not the same as their ctcLink preferred email.
Identify Suspended Applications
  1. Navigate to: Reporting Tools > Query > Query Viewer
  2. Enter QCS_RA_APPLICATION_STAGING in the Begins With field.
  3. Run the query to view a list of students in the staging table with Suspended status.
  4. Review the results and note the EMPLIDs that require action.

or

  1. Navigate to: ctcLink CS Staff Homepage > Admissions Processing Tile
  2. Select Applications in Suspense from the left menu.
  3. Enter your Institution.
  4. Click View Results to see suspended applications.
  5. Then select Application Transactions from the left menu to begin processing.
  6. The Application Transactions search page displays.
  7. đź’ˇTip: Use two computer monitors to compare records side-by-side.
  8. Recommended search fields:
    • Academic Institution
    • Constituent Status = Suspended
  9. Enter search criteria and click Search.
  10. If no results are found, remove some criteria to broaden your search.
  11. Select the link for the applicable record.
Validate Application Data
  1. The Application Data tab displays. Review all four tabs:
    • Application Data
    • Education History
    • Additional Academic Info
    • Supplemental Information
  2. Compare with the student’s data in the Online Admissions Application Portal.
  3. After validation or updates, select the Constituent Staging link.
  1. The Search Results displays.
  2. If no search results are found, remove some criteria for a broader search.
  3. Select a link for the applicable record.  
Review Constituent Staging Information
  1. On the Summary Information tab:
    • View applicant Bio/Demo data.
    • Click Search/Match Results to review matched records. This opens in a new window.
  2. Use different data combinations to avoid creating duplicates. ⚠️Search for records using different data combinations to prevent creating duplicates. Records with a suspended status have matched on certain data points, such as SSN only, and must be reviewed carefully..
  3. If a match is found:
    • Click Detail to view the matched record. Requires ZD CC Personal Information role. ⚠️To access the 'Detail' link, a user must have the ZD CC Personal Information role. Otherwise, they will encounter an error stating that they are 'not authorized to access this component.' Keep in mind, the navigation access provided by the ZD CC Personal Information role extends beyond viewing personal information for students. It grants all ctcLink users in the system, including employees, the ability to see personal information. Therefore, this role should be assigned with caution.
    • The Add/Update a Person page - Biographical Details page displays in a new window.
    • On the matched record window, click Carry ID.
Update Constituent Status
  1. On the Summary Information tab in the first window: (đź’ˇNote that the current Constituent Status is "Suspended.")
    • Add New ID – Creates a new Student ID.
    • Cancelled – Ends processing (incomplete, duplicate, or not to be processed).
    • Ignore – Passes over the record without processing.
    • Update ID – Updates existing record with staging data.
      • If you clicked Carry ID, the field auto-populates.
  2. If Update ID is selected: The system updates the existing ID with effective-dated application data.
Post the Transaction
  1. Select the appropriate Constituent Status (Update ID or Add New ID).
  2. Enter the ID (if required).
  3. Click Run Search/Match/Post to process the application.
    • The button changes to Post Transaction Data.
    • Constituent Status = New ID Created and ID is populated.
Review the Application in Maintain Applications

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

  • ZC AD App Entry
  • ZC CC SOGI
  • ZD AD App Entry
  • ZD CC SOGI
  • ZZ AD App Entry
  • ZZ CC SOGI

You must also set these SACR Security permissions:

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

Navigation: Student Admissions > Application Maintenance > Maintain Applications

or

Navigation: ctcLink CS Staff Homepage > Admissions Processing (tile)> Processing Applications > Maintain Applications

  1. Confirm the assigned ID.
  2. If, instead of selecting Update ID or Add New ID, you selected Cancelled or Ignore, scroll to the bottom of the page and select Save.
  3. Process complete.

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