9.2 Creating Prospect Record

Purpose: Use this document as a reference for how to add a prospect record into ctcLink

Audience: Advising staff

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

  • ZC AD Prospect
  • ZD AD Prospect
  • ZZ AD Prospect

A user must ALSO have the ZZ SACR User Defaults role because you can’t create a prospect unless you have your institution default set (see callout box below).

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.

Creating Prospect Records

  1. You must have your User Defaults set to your institution before you can enter and save data on the Create/Update Prospects page.  
  2. You must always run the Search/Match process before adding a new prospect. The creation of duplicate IDs is highly detrimental, especially in a global system

Navigation:  NavBar > Navigator > Student Recruiting > Maintain Prospects > Create/Update Prospects

This QRG adds a prospect record into the system. If this is a new person for ctcLink, you will also need to add the Bio/Demo and Address information. The standard is to enter only the Home address for new prospects. Date of Birth is required and should not be fictitious.

  1. The Create/Update Prospects search page displays.  It defaults to the Find an Existing Value tab.  In this example, we'll create a new prospect.
  2. Select Add a New Value.
  3. Allow ID to default to "NEW".
  4. Enter Academic Institution.
  5. Enter Academic Career.
  6. Select Add.

WARNING: Do NOT overwrite the word "NEW" in the ID field if this person was not found in Search/Match. Only if Search Results were returned, will you overwrite "NEW" with the ID returned by Search/Match.

Create Update Prospects Add a New Value tab
  1. The Biographical Details tab displays.
  2. Enter the Effective Date that the prospect will become active in the system. This will default to the system date. It is recommended NOT to modify this field.

WARNING: Do NOT modify Change Format. This link is used to format the name properly according to country preference. ctcLink will ALWAYS use USA. Changing this field may cause errors for this individual throughout Bio/Demo.WA172

  1. Enter the First Name and Last Name. Upon completing entry of these fields, ctcLink will format the name and place it in the Name field. (Prefix, Middle, and Suffix are optional. Do not use a period when recording the middle initial.)
  2. Enter the Date of Birth. This is a required field and should not be fictitious. You may not enter an individual into the system without a Date of Birth.
  3. Select the Sex drop-down list and choose the desired item from the drop down menu--Female, Male, Not Exclusively Male or Female, Unknown as been disclosed by the student.

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.

WARNING: Do NOT enter a National ID for a prospect (e.g. Social Security Number) without a legal document, such as an application or a copy of a social security card. National ID is also secured by role and changes will be restricted to only a few persons on each campus.

  1. Select the Phone Type (e.g. Mobile). You may only have one phone number per phone type.
  2. Enter a Phone NumberPhone numbers can be entered as all digits (e.g. 555-555-1234) to save keystrokes. To add another phone number, insert a new row by selecting the Add a New Row [+] icon.
  3. Select Email Type (e.g. Home).  
  4. Enter an Email Address. All email addresses must adhere to valid email address formats.
  5. Choose Address Type (e.g. Home). To add other address types, insert rows by selecting the Add a New Row [+] icon at this level.
  6. Select the Edit Address link to add an address.
    • If you are entering a foreign address for a student, you must select the foreign country first using the lookup tool and then click Edit Address to enter the address fields next.

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.

Bio Details Page
  1. The Edit Address page displays.
  2. Enter address information.
    • If you cannot save your address, confirm your address by checking the accuracy of your address. If you can still save the address due to an error, select the Change Country link and choose your country. This will allow you to bypass the error before choosing OK
    • Note: When searching for England, select GBR (United Kingdom) to open the address fields.
  3. Select OK.
Edit Address
  1. The Edit Address page disappears.  The updated Biographical Details tab displays, including the address you just entered.
  2. Select the Regional tab.
Address has been entered

NOTE: Consult your college’s policy for information on entering military status, visa/permit data, citizenship, or checking the disabled veteran or VA benefit checkboxes on the Regional page. 

This information requires documentation not usually provided at the prospect level and should not be entered into the system.

  1. Choose the prospect’s Ethnic Group. Insert another row by selecting the Add a New Row [+] icon to add additional ethnic groups.
  2. Select the Prospect Career Data tab.
  3. Select the Personal tab.
Regional Tab displaying Ethnicity information
  1. Select the Gender Identity drop-down list to select the appropriate option if the information has been disclosed by the individual.
Gender Identity
  1. Select the Sexual Orientation drop-down list to select the appropriate option of the information has been disclosed by the individual.
Sexual Orientation

Why are we collecting this information?

  1. Sexual Orientation & Gender Identity
    1. The primary purpose for 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.
Why are we collecting this information
  1. The Prospect Career Data tab displays.
  2. Choose the Admit Term the prospect is considering. This value will change if they decide to postpone their enrollment or are returning for a subsequent semester. This may be your user default.
  3. Choose the Admit Type this prospect will enter your institution (e.g., FYR for first-year students). Values are specific to institutions and careers, although some values are shared. This may be your user default.
  4. Choose Campus (e.g., MAIN). This may be your user default.
  5. Choose Academic Load, Academic Level, Housing, and Financial Aid Interest. All are optional.
  6. Choose Recruiting Status. Each institution and career should determine the definition of the choices that are presented in the drop-down menu. Status Date and Created On date will default for you.
  7. Choose Referral Source and select source if possible (optional). Source Date will populate with the proper date.
  8. Choose Recruiting Center. This field is required and maybe your user default.
  9. Select the Prospect Program Data tab.
Prospect Career Data
  1. The Prospect Program Data tab displays.
  2. Choose an Academic Program for the prospect.
    1. If your institution does not currently offer a program that meets their interest, place the prospect in the Non-Award Seeking program and track this as an academic interest. Campus should default based upon the academic program.
  3. Choose the proper Recruiting Status for this program.
    1. Status date will default to the current date. Recruiting center should reflect the value on the Prospect Career Data tab. This may be your user default.
  4. Choose an Academic Plan for the prospect. Sub-Plan Data can also be selected if disclosed by student.
    1. If you do not know what particular degree a prospect may be seeking, then leave this blank. Leaving plan blank is only acceptable for a prospect.
  5. Select the Prospect School/Recruiting tab.
Prospect Program Data

NOTE: Regions will be taught on an institution-by-institution basis

  1. The Prospect School/Recruiting tab displays.
  2. Choose all Recruiting Categories for this prospect. These categories will move to the application if the Move to Application checkbox is checked. This value is defaulted in recruiting category setup.
  1. Insert Recruiter ID for each category. Clearing the Recruiters Prompt checkbox will limit the recruiters you can choose based upon your recruiter setup.
  2. Select Save.
Prospect School Recruiting Tab
  1. ctcLink performs a secondary Search/Match on this prospect to ensure someone else in the system did not add this person to the database. If no match is found, it will assign the next available EmplID. If a match is found, then the following screen is displayed.
  2. This warning will display at which search order number a potential match was discovered. Generally, the concern for this warning is more significant the lower the search order. A match found at search order 20 (First, Last, DOB, National ID) should be investigated, whereas a match found at search order 50 (Name only) may not need to be explored.
  1. A second warning may appear if a National ID matches exactly with another individual in the database. A match at this level should require investigation, though it should have been caught in Search/Match.
  2. Press OK to add this person to the database.
  3. Press Cancel to investigate this individual further.
Search Match warning message
  1. If the prospect is added, the updated Biographical Details tab displays.  Note the system-assigned an EmplID.
Emplid generated when saved.
  1. Process complete.


Dennis Blew

Is there a way to add more 'Referral Sources' under recruiting information? We have a list of 27 options currently, but wondering if there is a way to add new ones?

Tanjagay Martin

Hi Dennis!
Your question is greatly appreciated; thank you. The Referral Source Table is where you establish referral sources and track how prospects or applicants heard about your institution. You can view the page with the ZD SACR Recruit AD Config role. Set Up SACR > Product Related > Recruiting and Admissions > Prospects > Referral Source Table. You must submit a CS Support ticket to request additional sources. Thank you so much! ~Tanjagay Martin | CS Core Functional Trainer

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