OAAP Suspense Management

This QRG reflects future updates that will be implemented on 06/17/2026.

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:

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

The following SOGI roles have access to the Personal tab only:

  • ZD CC SOGI
  • ZZ CC SOGI
  • ZC CC SOGI

You must also set these SACR Security permissions:

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

Expand or collapse content OAAP Application Emails

OAAP accounts stay linked to the email used at account creation, and notifications are sent to that address. A student’s first application uses the OAAP email; later applications pull email and bio/demo data from ctcLink after an EMPLID is created. Updates made in ctcLink before a new application appear on the application, but application email changes do not update ctcLink. Colleges can use queries to identify suspended students and email mismatches between OAAP and ctcLink.

Topic Details
OAAP Account Email is Permanent The email used to create an OAAP account remains permanently connected to that account and continues to receive OAAP notifications.
First Application Uses OAAP Account Email When students create their first application, the email field automatically populates with the email address used to create their OAAP account.
Future Applications Use ctcLink Bio/Demo Information After an application is submitted and an EMPLID is created, future applications pull biodemo information from ctcLink, including the student email address. If the student updates their email in ctcLink before starting a new application, the updated email appears on the application.
Application Email Does Not Update ctcLink Email During processing of later applications, some ctcLink fields update and others do not. Email is not updated. If a student edits the email address on an application and submits it, that email will not overwrite the preferred email already stored in ctcLink.
Students May Create a New OAAP Account If a student no longer uses the email associated with their OAAP account, they may choose to create a new OAAP account using their current email address and submit future applications from that account. This decision may depend on whether the student expects to submit additional applications.
Queries
QCS_RA_APPLICATION_STAGING
Identifies suspended students in the OAAP staging table by institution.
QCS_AD_OAAP_PREF_EML_NOT_PRD
Identifies students whose OAAP preferred email does not match their ctcLink preferred email.
Expand or collapse content 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 applications that require action.
  5. Review the Comments column. The Comments column displays the stored Fraud Control reason codes that caused the application to be flagged.
    • ⚠️Note: Once an EMPLID is assigned or the application status changes, the SOF Service Indicator [ADD LINK to OAAP Fraud Control: Service Indicator Information QRG] is automatically applied, and the Fraud Control reason codes are available for review on the Manage Service Indicators page.

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. 💡Tip: 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.
Applications in Suspension query results showing application numbers, submission dates, and a comments column listing fraud-control flagged reason codes for suspended applications.
Expand or collapse content 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.
Constiuent Staging link is highlighted
Expand or collapse content 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..
Search Match Results link is highlighted
  1. 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. Compare data on the Add/Update a Person page with data points on the Constituent Details tab, preferably using two monitors.
    • If the record is indeed a match, go to the Search/March Results window and select the Carry ID button.
Detail link is highlighted
Expand or collapse content Update Constituent Status
  1. On the Summary Information tab in the first window, update the record according to the matching results. (💡Note 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.
Expand or collapse content 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 populate.
Run Search/March/Post button is highlighted
Expand or collapse content Review the Application in Maintain Applications

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

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

The following SOGI roles have access to the Personal tab only:

  • ZD CC SOGI
  • ZZ CC SOGI
  • ZC 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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