Adding Applications Manually without a Fee

Purpose: Use this document as a reference for adding an application manually in ctcLink.

Audience: Admissions staff.

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

  • ZC AD App Entry
  • ZZ AD App Entry

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

Navigation: Student Admissions > Application Entry > Add Application

or

Navigation:  ctcLink CS Staff Homepage > Admissions Processing Tile > Entering Applications > Add Application

Search/Match & Application Entry
  1. Perform a Search/Match.
    • You must always run the Search/Match process before adding a New Application. The creation of duplicate IDs is highly detrimental to Records and Financial Aid, especially in a global system.
    • When adding an admission application (Quick Admit, Add Application) to an existing EMPLID:
      • If you copy/paste an EMPLID, you may have noticed that when you copy/paste an EMPLID it can come along with an extra space and tab.  Please keep an eye out and delete those extra spaces before and after an  EMPLID before saving your record. If you save with the extra space/tab,  it creates a NEW EMPLID (a duplicate!) that includes that space/tab.
      • If you manually enter an EMPLID, please confirm it is the same as the intended EMPLID before saving. If you save it and it is not the same as intended EMPLID, it can create a new EMPLID (or associate data with the wrong EMPLID).
      • When you get a warning that an SSN is already in use, heed it! It is a clue that you may unintentionally be creating a new EMPLID. Stop and figure out who else has the SSN on their record: Are they the same person that you are adding to the system?
    • After you've performed a Search/Match and have determined that the student does not already have an academic record at your institution, then you would enter their EMPLID (ctcLink ID) into the ID field. For example, a student at your college might have a student ID because they were enrolled in Continuing Education classes--a Cont Ed Academic Career. The student wants to enroll in classes under the Academic Career; therefore, you would enter their ID into the ID field and select Academic Career.
  2. The Application Entry page displays. Enter the following information:
  3. Application Nbr. Do not change; accept the default value of eight zeros.
  4. ID. Allow to default to "NEW" unless adding an application for an existing student with an EMPLID.
    • If you have access, you can verify if the student has a student program plan at your institution. You will only add an application if the student does not have a record at your institution.
  5. After you've performed a Search/Match and have determined that the student does not already have an academic record at your institution, then you would enter their EMPLID (ctcLink ID) into the ID field. For example, a student at your college might have a student ID because they were enrolled in Continuing Education classes--a Cont Ed Academic Career. The student wants to enroll in classes under the Academic Career; therefore, you would enter their ID into the ID field and select Academic Career.
  6. Academic Institution: Enter or lookup.
  7. Academic Career: Enter or lookup.
  8. Select Add.
Biographical Details Tab

Person Information

  1. The Biographical Details tab displays. Enter the applicant information into the following sections:
  2. Enter the student's information into the following fields:
    • Prefix  if disclosed by a student
    • First Name
    • Last Name
    • Date of Birth
    • Birth Information (Optional). Select this link to access the Birth Information Detail page--enter the student's birth location, country, and state and select OK.
Biographical Details tab

Biographical History & National ID

  1. Effective Date: Enter the date the entry becomes valid in the system using the Effective Date field.
  2. Marital Status: This field is marked with an asterisk but is not required to save the application. You may leave it blank.
  3. Sex: From the Sex drop-down menu, select the option disclosed by the student:
    • Female
    • Male
    • Not Exclusively Male or Female
    • Unknown
  4. The Legal Definition of Sex. ❓Please enter the legal sex as denoted on this person's birth certificate or driver's license per WAC 246-490-075 or WAC 308-104-0150.
  5. If provided, enter applicant information into the National ID section(s). Additional rows can be added by selecting Add.
Biographical History section

Contact Information

Address

  1. In the Contact Information section, select the appropriate Address Type (e.g., Home, Business, or Mailing). Home is the system default.
  2. The Effective Date defaults to the current system date. This date determines when the address and its status become valid.
  3. Set the Status to either Active or Inactive.
Editing Address Details
  1. Select the Edit Address link.
    • If entering a foreign address, use the Country lookup icon 🔍 first, then select Edit Address to enter the remaining fields.
    • PeopleSoft delivers foreign address formats to conform to the customary address format of the specified country. Below is a helpful crosswalk for staff to use when determining where to enter values in PeopleSoft foreign address fields. PeopleSoft Foreign Address Field Label Crosswalk
Edit addresses
  1. Enter the required fields:
    • Address 1
    • Address 2 (if applicable)
    • City
    • State
    • Postal
    • County
  2. Select OK to save.
    • If you cannot save the address, double-check the information for accuracy.
    • If an error persists, select Change Country, reselect your country, and then choose OK to bypass the error. Click here for instructions on bypassing an address.
    • 📝Note: To search for England, use GBR (United Kingdom).
Bypassing Clean Address for a Verified Address

Occasionally, a student may provide a valid address that is not recognized by Clean Address, which can occur when the address is newly constructed or recently assigned. If you have verified that the address provided by the student is accurate, but Clean Address still does not recognize it, you may bypass Clean Address by following the established procedures outlined below.

It is important to note that the Clean Address database is updated periodically using data from the United States Postal Service (USPS), so there is no need for colleges to report unrecognized addresses. For a reference table of invalid address error descriptions, consult the Update Address Information resource.

  1. Navigate to the address entry page for the student.
  2. Enter the appropriate information in the following fields:
    • Address 1
    • Address 2 (if applicable)
    • City
    • State
    • Postal
    • County
  3. Click OK in the lower-left corner.
  4. If the address is not verified as deliverable, a message box will appear at the top of the screen. Click OK in the message box to proceed.
  5. Above the Address 1 field, click the Change Country link.
  6. Scroll or search to select USA from the list.
  7. Click OK in the bottom-left corner.
  8. The Address History page will display. Review the address in the Address History panel for accuracy.
  9. Click OK to confirm.
  10. You will be returned to the Addresses tab. Click Save in the lower-left corner to complete the process.
Phone, Email, & Citizenship Details
Phone Information
  1. In the Phone section, select the desired Type from the drop-down list (e.g., Mobile, Home, Business).
  2. Enter the phone number in the Phone field. To add another phone number, select the Add button.
Email Information
  1. In the Email section, select the appropriate Type from the drop-down menu (e.g., Personal, School, Work).
  2. Enter the email address in the Email Address field. To add another address, phone number, or email, select the Add button .
Immigration and Citizenship Information
  1. Select the Visa/Permit Data link to enter visa or permit information as disclosed by the individual.
  2. Select the Citizenship link to enter citizenship or passport data as disclosed.
  3. Select OK.
Phone and Email sections and Visa/Permit Data link and Citizenship link are highlighted in red
Regional Tab
  1. Select the Regional tab.
  2. Enter the Ethnicity information that has been disclosed by the individual.
  3. Additional entries can be added by selecting the [➕] plus icon.
  4. The History section allows you to enter Military Status information. This section is not required and should only be entered if it has been disclosed by the individual.
Ethnicity section selections
Personal Tab
  1. Select the Personal tab.
  2. Select the Gender Identity drop-down list to select the appropriate option if the information has been disclosed by the individual.
  3. Select the Sexual Orientation drop-down list to select the appropriate option based on the information disclosed by the individual.
  4. Why are we collecting this information?
  5. Sexual Orientation & Gender Identity
  6. The primary purpose of collecting sexual orientation and gender identity information is to ensure inclusivity and success for all students in our system. It is imperative, and a system goal, to provide safe places for all students to be affirmed in their identity and learn in an environment free from harassment and discrimination. In addition, this data will assist local colleges in providing services and creating programs and curriculum designed to support student success within the LGBTQIA+ community.
  7. If the information has been disclosed by the individual, select the appropriate option from the drop-down list Preferred Pronouns.
Gender Identitiy, Sexual Orientation, and Preferred Pronouns are highlighted in red
Application Program Data Tab
  1. Navigate to the Application Program Data tab.
  2. In the Program Data section, enter the following:
    • Effective Date: Enter or accept the default. If the entry occurs after the term start date, backdate to the first day of the term.
    • Admit Term: Enter or use the lookup tool.
    • Academic Program: Enter or use the lookup tool.
    • Campus: This becomes available once an Academic Program is selected. It will default to MAIN.
    • Academic Load: Defaults to Full-Time.
  3. No entry is needed in the Program Status section:
    • Program Action: Defaults to APPL. Do not override.
    • Action Reason: This field is not required.
  4. In the Plan Data section, enter the following:
    • Academic Plan: Enter or use the lookup tool based on the student’s submitted information.
    • Sub-Plan: If applicable, select the Sub-Plan indicated by the student on the college's paper application. Use the lookup (magnifying glass) to choose the appropriate Sub-Plan.
  5. Click the Application Data tab to continue the application entry process.
The Application Program Data page
Application Data
  1. The Application Data section will display.
  2. Enter the following information in the Application Data section:
    • Application Center (Institution Code): Enter directly or use the lookup tool. ⚠️To save the application, staff must set their User Defaults before selecting their institution.
    • Admit Type: Enter or use the lookup icon 🔍 to select the appropriate code (e.g., FYR, INT, REA, RUN, TRF).
    • Remaining Fields: Complete all additional fields as required by your college’s local business process or policy.
  3. In the Additional Information section, enter any information required by local business process or policy.
  4. Select Save. After saving the application entry, the updated Biographical Details page will display. At this point, verify that a student ID number has been assigned, which confirms that the application has been successfully processed.
  5. Follow the instructions to matriculate the application.
Application Data tab
Application School/Recruiting & Additional Details Tabs (Optional)
Optional Tabs Application School Recruiting and Additional Details tabs

Video Tutorial

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

View the link to Adding Applications Manually.  This link will open in a new tab/window.

Matriculating an Applicant into a Student

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

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

Navigation: Student Admissions > Application Maintenance > Maintain Applications

or

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

  1. The Maintain Applications search page displays.
  2. Select the appropriate Academic Institution.
  3. Enter additional Search Criteria to locate the applicant (e.g., Application Nbr, ID, National ID, Last Name/First Name).
    • Tip: Delete the “0” in the Application Program Nbr field to view all applications submitted by the student.
    • Select the Include History checkbox to display the applicant’s full history.
  4. Click Search.
  5. The Biographical Details tab displays. Select the Application Data tab.

Application Data Tab

  1. In the File Information section, check the Complete box if the application is complete. ✅This will signal in the student’s Self-Service Center that the application is complete.
  2. Enter the Date the application is marked complete.
    • Note: The External Application Nbr is populated if the student applied through the Online Admissions Application (OAAP).
    • Select the Application Program Data tab.

Application Program Data Tab

  1. In the Program Data section, click the Add a New Row [+] icon to create a new effective-dated row.
    • The Academic Plan selected by the student (via OAAP or paper) will auto-populate.
    • The Sub-Plan (optional) will also populate if entered.
  2. The new effective-dated row displays.
    • ⚠️Important: If the student intends to enroll in the current term, ensure the effective date of the MATR (matriculation) row is before the term start date.
      • Example: If a student is matriculated on 9/20/2024 and the fall term began on 9/19/2024, the student will not be term activated or enrolled for fall. In this case, the effective date must be backdated to before 9/19/2024.
  3. In Program Action, select MATR.
  4. Click Create Program.
    • This matriculates the applicant and creates the Student Program/Plan with the Academic Plan and Sub-Plan (if applicable).
  5. Once Create Program is selected, the button will gray out.
    • To reverse, update, or change the Program Action, add a new effective-dated row.

Video Tutorial

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

View the link to Matriculating an Applicant into a Student.  This link will open in a new tab/window.

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