Using Quick Admit
Purpose: Use this document as a reference for using Quick Admit in ctcLink.
Audience: Campus Community staff.
You must have at least one of these local-college managed security roles:
- ZZ SR Quick Admit
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
You must also set these SACR Security permissions:
Important Notes
Quick Admit bypasses the Admissions module, allowing you to quickly admit a student. However, a student can only be Quick Admitted once per career, and this method is not included in admissions reporting.
When adding an admission application (Quick Admit or Add Application) to an existing EMPLID:
- Copy/Paste Tip: When copying and pasting an EMPLID, extra spaces or tabs may come along. Delete any extra spaces before or after the EMPLID before saving. Saving with extra spaces or tabs will create a new EMPLID (duplicate record).
- Manual Entry: If manually entering an EMPLID, confirm it matches the intended EMPLID before saving. Saving an incorrect EMPLID can create a new record or associate data with the wrong student.
- SSN Warning: If a warning indicates that an SSN is already in use, stop and verify.
- This is a clue that you may be unintentionally creating a new EMPLID.
- Review the other record using that SSN to confirm whether it’s the same person.
Navigator > Records and Enrollment > Enroll Students > Quick Admit a Student
- The Quick Admit a Student Add page displays.
- Allow the ID field to default to “NEW” unless quick admitting for an existing student.
- Note for Campus CE:
- After performing a Search/Match and confirming the student does not already have an academic record at your institution, enter their EMPLID (ctcLink ID) into the ID field.
- Example:
- A student who previously enrolled in Academic classes (Academic Career) now wishes to enroll in Continuing Education classes (Cont Ed Career).
- Enter their existing EMPLID in the ID field and select the Continuing Education Career.
- Academic Institution: Enter or look up 🔍 your institution.
- Academic Career: Enter or look up 🔍the appropriate career.
- Term. Enter or look up 🔍 the term.
- Click Add to proceed.
- The Biographical Details tab displays.
- Person Information:
- Prefix: Select if disclosed by the student (optional).
- First Name
- Last Name
- Date of Birth
- Birth Information: Select the link to access the Birth Information Detail page to enter birth location, country, and state (optional).
- Biographical History:
- Effective Date: Enter the date from which the entry is valid.
- Marital Status: Identified with an asterisk (*) but not required to save the record.
- Sex: Select from drop-down (Female, Male, Not Exclusively Male or Female, Unknown). Enter the legal sex as denoted on the birth certificate or driver’s license per WAC 246-490-075 or WAC 308-104-0150.
- National ID:
- If provided, enter the applicant’s information in the National ID section.
- To add more, select Add to insert additional rows.
Addresses
- Select the Addresses link in the Contact Information section or the Addresses Tab to view Current Addresses.
- To edit a current address, select the Edit/View Address Detail link in the grid.
- Select theAdd a New Row [+]icon, located on the right side of the screen.
- A new address row displays.
- EnterEffective Date.
- SelectUpdate Addresses, located to the right side of screen.
- TheEdit Addressespage displays.
- Enter the new address.
- SelectOK.
- TheAddress Historypage displays.
- SelectOK.
- TheAddressestab displays.
- SelectSave.
- Select OK to save. 💡Tip: If unable to save, confirm address accuracy.
- If still unsuccessful, use Change Country and reselect your country to bypass the error.
- 🔍When searching for England, select GBR (United Kingdom) to open address fields.
- To add an address, select the Edit Address link in the Add Address section
- TheEdit Addresspage displays.
- Enter the new address.
- SelectOK.
- TheAddressespage displays.
- Select one or more of the options underAdd Address Type.
- SelectSubmit.
- The updatedAddressespage displays.
- SelectSave.
- Select OK to save. 💡Tip: If unable to save, confirm address accuracy.
- If still unsuccessful, try using Change Country and reselect your country to bypass the error.
- 🔍When searching for England, select GBR (United Kingdom) to open address fields.
- Choose an Address Type if applicable.
Phone & Email
- Phone
- Type: Select desired phone type.
- Phone: Enter the number.
- Email
- Type: Select desired type.
- Email Address: Enter address.
- To add an additional address, phone, or email:
- Select Add a New Row [+] or Add within each section.
- Additional Links
- Visa/Permit Data: Enter visa/permit information if disclosed.
- Citizenship: Enter citizenship or passport data if disclosed.
- The Regional tab displays.
- Complete the Ethnicity section.
- If multiple ethnicities are reported, select Add a new Row [+] to enter additional records.
- The Program/Plan tab displays.
- Enter or look up 🔍the Academic Program Primary.
- Enter or look up 🔍 the Campus.
- Enter or look up 🔍 the Academic Plan.
- Enter or look up 🔍 an Admit Term.
- Enter or look up 🔍a Requirement Term.
- Enter or look up 🔍 an Expected Graduation Term. (Optional--not required at this time.)
- Select the Residency link to enter official residency information. 📝Note for CampusCE: Residency is not required for Continuing Education. Do not edit residency when Quick Admitting to the CNED Career.
- Residency Official Page: Enter the following information:
- Effective Term: Enter effective term.
- Residency: Enter determined residency status.
- Use "UD" if the status cannot be determined.
- Residency Date: Enter applicable date.
- Select OK to return to the Program/Plan tab.
- Residency Official Page: Enter the following information:
- Select Save. The student is admitted and term-activated.
- Process complete.
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