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

1. Ensure User Defaults are set to your institution.
2. Always run Search/Match before creating a new record to prevent duplicate IDs. Duplicate IDs can compromise data integrity.
3. Use this page to add a Prospect Record in ctcLink. If the prospect is new to ctcLink, you must also enter:
   • Biographical/Demographic (Bio/Demo) information
   • Home Address
4. ⛔ Date of Birth is required and must be accurate. Fictitious dates are not allowed.

1. The Create/Update Prospects page defaults to the Find an Existing Value tab.
2. Select Add a New Value.
3. Let ID default to NEW.
4. Enter the Academic Institution.
5. Enter the Academic Career.
6. Click Add.
7. ⚠️ Do NOT overwrite NEW unless Search/Match returned an existing ID.

1. The Biographical Details tab opens.
2. Effective Date defaults to the current date. It is recommended not to change it.
3. ⚠️ Do NOT modify the Change Format link. This ensures proper name formatting for the U.S. (ctcLink always uses "USA").
4. Enter:
   • First Name
   • Last Name
   • (Prefix, Middle Name, Suffix are optional—no period for middle initial)
5. Enter Date of Birth (required).
6. 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.
7. Do NOT enter National ID (e.g., SSN) unless you have legal documentation (e.g., application, SSN card). This field is role-secured.

1. Select Phone Type (e.g., Mobile).
2. Enter the Phone Number. Use digits only (e.g., 5555551234).
3. To add more numbers, click [➕] Add a New Row.
4. Select Email Type (e.g., Home).
5. Enter a valid Email Address.
6. Select Address Type (e.g., Home).
7. To add more, use [➕] Add a New Row.
8. Click Edit Address.
9. For foreign addresses:
   • First select the Country using the lookup tool.
   • Then click Edit Address to enter the fields.
10. The Edit Address page opens.

12. Enter the address details.
    • If you receive an error when saving, double-check for accuracy.
    • If needed, select Change Country, re-select the country, and proceed. 💡For England, use GBR (United Kingdom) to trigger proper formatting.
13. Click OK.
14. You return to the Biographical Details tab with the saved address.
    • PeopleSoft Foreign Address Field Label Crosswalk

1. Select the Ethnic Group for the prospect. To enter more than one ethnicity, click the Add a New Row [➕] icon.
2. Select the Personal tab.

1. From the Gender Identity drop-down, select the appropriate value if disclosed.
2. From the Sexual Orientation drop-down, select the appropriate value if disclosed.
   • Why are we collecting this information? Sexual Orientation & Gender Identity

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.

3. From the Preferred Pronouns drop-down, select the appropriate value if disclosed

1. The Prospect Career Data tab will display.
2. Choose the Admit Term the prospect is considering. This may update later if their plans change.
3. Select the Admit Type (e.g., FYR for First-Year). Options are institution- and career-specific, but some are shared.
4. Select the Campus (e.g., MAIN). This may be a default value.
5. (Optional) Choose:
   • Academic Load
   • Academic Level
   • Housing
   • Financial Aid Interest
6. Choose the Recruiting Status.
   • Each institution should define these statuses.
   • Status Date and Created On will default.
7. (Optional) Select the Referral Source and source date.
8. Choose the Recruiting Center (required).
   • This may default based on your user setup.

1. Go to the Prospect Program Data tab.
2. Select an Academic Program for the prospect.💡 If your institution does not offer a matching program, assign the prospect to a Non-Award Seeking program and track their academic interest separately.
3. Select the Recruiting Status for the program. Status Date defaults; Recruiting Center may also default.
4. Choose an Academic Plan (and Sub-Plan if disclosed).📌 If the specific plan is unknown, leave this field blank—acceptable only for prospects.

1. Go to the Prospect School/Recruiting tab.
2. Choose all applicable Recruiting Categories. These will carry over if the Move to Application checkbox is checked.
3. Enter a Recruiter ID for each category. Clearing the Recruiters Prompt checkbox will restrict the list based on recruiter setup.

1. Click Save.
2. The system performs a secondary Search/Match:
   • If no match: a new EmplID is assigned.
   • If a match is found, a warning screen appears indicating the search order of the match.
3. Review match warnings:
   • Lower search orders (e.g., #20 - First, Last, DOB, National ID) should be investigated.
   • Higher search orders (e.g., #50 - Name only) may not require action.
4. If a National ID match is found, further investigation is recommended—even if caught during initial Search/Match.
5. Click OK to proceed with adding the prospect.
6. The system displays the Biographical Details tab with a system-assigned EmplID.
7. If unsure about the match, click Cancel to investigate further before proceeding.
8. Process complete.