Quick Admit Issue (Business Process Modifications and Clean-Up Steps)

Purpose: Use this document to understand the various impacts and or issues of using the Quick Admit process.

Audience: Campus Community staff

When Quick Admitting a student to an admit term that is earlier than any of the admit terms in the student’s Student Program/ Plan record, the Quick Admit process does not create a new career number but instead term activates the student to an existing career. In other words: the program/ plan stack that you thought that you Quick Admitted the student into was never created and the student has a new term activation that is not associated with an active program/ plan stack. This issue generally impacts UGRD students but can also impact CNED students.

This issue has been reported to Oracle, but Oracle has declined to accept the issue as a bug. SBCTC's Application Services team will be working on a custom solution that will prevent users from Quick Admitting students into UGRD program/ plan stacks if the student already has an existing UGRD program/ plan stack. In the meantime, all colleges should update their local business process to prevent additional occurrences of the Quick Admit error and begin cleanup of program/ plan stacks impacted by this issue.

Make sure that all staff who use Quick Admit are aware of this issue and of any modifications to the college's local business process to prevent this issue. Many college users use the Quick Admit function. Staff that use Quick Admit include local Admissions staff but often also include Enrollment/ Registration staff, International Student Services staff, staff who work with BEdA/ ABE populations, staff who work with DOC students, and staff who work with Running Start students. Each college’s local business process and training procedures should reflect the variety of staff members who may utilize Quick Admit.

Quick Admit Issue Impacts

The Quick Admit issue creates a population of students who are term activated to inactive program/ plan stacks. The following problems occur when students are term activated to inactive program/ plan stacks:

  • Tuition calculation errors (for both the student’s UGRD and CNED activities, regardless of what career the error occurs under)
  • QARS reporting errors
  • Inaccurate/ incomplete data is reported to NSC/ NSLDS

These problems create additional manual work for staff members, which is why the colleges must identify and fix term activations associated with inactive plan stacks. Implementing a local business policy that includes the judicious use of Quick Admit eliminates these errors.

Review your local business processes involving program/ plan stack creation and maintenance. Identify and address gaps to prevent the creation of new Quick Admit errors. When revising your local business process, keep in mind that Quick Admit is only one way that program/ plan stacks can be created. Additional methods include OAAP applications, manual admissions applications, and the Add a New Value tab on the Student Program/ Plan page.

When is it OK to Quick Admit a UGRD student?

Before Quick Admitting a student into a UGRD plan stack, determine if it's appropriate to Quick Admit the student.

  • Does the student have a UGRD program plan stack at ANY college? If so, STOP! Do not Quick Admit! Instead, you can choose one of the following options:
  • Does the student not have a UGRD program plan stack at ANY college? If so, you may use Quick Admit. (If the student is brand new and you have confirmed that they do not already have an EMPLID by running Search/Match, you can go ahead and use Quick Admit without checking for existing program/ plan stacks. If a student already has an EMPLID, it’s very likely that they have existing program/ plan stack. Be sure to check for existing UGRD program/plan stacks at any college before Quick Admitting that student into a new UGRD program/ plan stack.)

When is it OK to Quick Admit a CNED student?

Most Continuing Education Offices use CampusCE to enroll students, which either creates a new CNED program/ plan stack or utilizes an existing CNED program/ plan stack at the time of enrollment. Most Continuing Education staff will not need to Quick Admit students as Continuing Education enrollment is performed in CampusCE. Colleges that do not use CampusCE will likely have Continuing Education staff with Quick Admit access. Continuing Education staff who need to manually troubleshoot CampusCE enrollment errors in ctcLink may also have Quick Admit access.

If your college uses CampusCE to enroll students, it's likely that you do not need to Quick Admit your student. Enroll the student through CampusCE.

If your college does not use CampusCE, or if you need to create a new CNED program/ plan stack for another reason, determine if it's appropriate to Quick Admit the student.

  • Does the student have a CNED program plan stack at ANY college? If so, do not Quick Admit! Create a new program/ plan stack using the Add a New Value tab. Be sure to check if the student has an existing program/plan stack at your college; if they do, you might not need to add a new program/ plan stack. If the student needs a new plan code, might be appropriate to simply perform a plan change (assuming that your college’s CNED career even has more than one Continuing Education plan code). Don’t forget to term activate the student if needed.
  • Does the student not have a CNED program plan stack at ANY college? If so, you may Quick Admit the student. (If the student is brand new and you have confirmed that they do not already have an EMPLID by running Search/Match, you can go ahead and use Quick Admit. If a student already has an EMPLID, it’s very likely that they have existing program/ plan stack. Be sure to check for existing CNED program/plan stacks at any college before Quick Admitting that student into a new CNED program/ plan stack.)

Cleanup Steps

Due to the complex nature of program/ plan stacks and unique student scenarios, Quick Admit errors cannot be corrected with a SQL script. Cleanup should be performed by college staff members who are familiar with the Student Program/ Plan, Residency Data, and Term Activate a Student pages. These staff members should also know how to determine if a student has Financial Aid activity and who to contact within their local Financial Aid Office for further review.

All colleges should modify local Quick Admit business processes to reduce the creation of new Quick Admit errors.

Test the cleanup process thoroughly in the PCD test environment prior to making any changes in Production.

Use QCS_SR_TA_BEFORE_ADMIT_TERM to identify students who have been Quick Admitted and term activated under program/ plan stacks that aren’t active yet. To use this query:

  • Run QCS_SR_TA_BEFORE_ADMIT_TERM for a particular term. Most colleges have at least one student impacted by this issue per term, with some colleges having up to 20 students. Consider addressing errors in current and future terms and then working backward through older terms.
  • Select a student from the query results and review their Term Activation record. They’ll be term activated under the career listed in the query before that career exists on the Student Program/ Plan page.
  • Fix the problem. Use one of the following strategies to associate the student's term activation with an active program/ plan stack.
    • Switch the student’s term activation to an existing active program/ plan stack,OR
    • Update the admit term on the program/ plan stack, OR
    • Create a new program/ plan stack and switch the student’s term activation to the new program/ plan stack.
  • Exercise caution, especially if the student has financial aid, and make sure that the program/ plan stack that the student is activated in correctly reflects their activity at the college. Consult your local Financial Aid Office if the student has financial aid activity BEFORE making changes to their program/ plan stacks or term activation. Remember: Your goal is to make sure that the Student Program/ Plan page correctly reflects the student’s academic pursuits, not to clear all the results from QCS_SR_TA_BEFORE_ADMIT_TERM as quickly as possible!
  • Rerun QCS_SR_TA_BEFORE_ADMIT_TERM. Student program/ plan stacks will disappear from query results once the Quick Admit issue has been resolved.
  • Develop a local business process to run QCS_SR_TA_BEFORE_ADMIT_TERM regularly (at least once per term, well before the Data Warehouse snapshot date)and correct errors as they occur. Use the query results to identify training gaps; Quick Admit errors can be completely avoided if Quick Admit is used appropriately.

2 Comments

Natalie Elyea

The query listed does not give an option to select a specific term.
Run QCS_SR_TA_BEFORE_ADMIT_TERM for a particular term

Tanjagay Martin

Hi Natalie!

Thank you for adding a comment. The query displays all terms; you don't need to enter a term. You want to correct current and future terms and then work backward through older terms. Thanks again, Natalie! ~Tanjagay Martin | CS Core Trainer

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