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EC.001.1 Admissions to Matriculation
Updated on: Jan 20, 2021
Applicants can enter the PeopleSoft system using different paths. If the person record is already established in PeopleSoft, the admissions process can be used to update the Person Record or else it creates the Person Record and establishes a User ID for the applicant. Most students will use the Online Admissions Application- Portal (OAAP) to apply for admissions. Based on questions entered as the applicant applies to establish the type of student they are (general admissions, running start, Basic Education), different types of data are gathered which can include: Applicant Biographical and contact information, applicant program of interest, admit term, citizenship and visa data, prior education data, emergency contact data, residency data, etc. After the applicant submits their application the system runs a search process to determine if their person record exists in the system and either updates or creates the user. If a possible match is identified but not clear, the application can go to a suspense table for the colleges to evaluate prior to matching to an existing user profile or creating the new user record. This application suspense process is important to prevent duplicate records being entered from the Online Admissions Application. Once applications have been entered they will need to go through a process called Matriculation which establishes their student program record in PeopleSoft. The creation of the student program in PeopleSoft is important for many downstream processes such as activation for a term, enrollment appointments, financial aid processing, enrollment and eventually program completion. Applicants will also need to add or validate residency information as residency has a downstream impact on tuition calculation. The final step in the admissions process is sending admissions letters to students, communicating with them that they have a student profile established and giving them the next steps in the process toward enrollment. To use this UAT guide first review the business process flow diagram below, which outlines the various steps to complete the test activities. Note that the business process flow diagram has distinct places where one can start testing this process, noted by a green 'Start' circle. Use the diagram, following the arrows to each step that must be executed. Use the Quick Reference Guide (QRGs) links, also below, to find the instructions on how to execute each step. The Quick Reference Guides are numbered to match each box on the flow diagram to assistant testers with following the flow of the business process. Once testing is complete for each box on the flow diagram, click the link in the Next Step (Tier 2) in the High Level UAT Framework section to access the next UAT Guide. -
Copying a Bill
Updated on: Oct 26, 2023
Purpose: Use this document as a reference for copying a bill in ctcLink. Audience: Billing/AR Specialists. -
Create and Update SpeedType Keys
Updated on: Jun 29, 2023
Purpose: Use this document as a reference for how to add or update speed keys in ctcLink. Audience: Student Financials staff -
9.2 SACR - 3Cs Group Security (Financial Aid)
Purpose: Use this document as a guide to setting up 3C group security in ctcLink. Audience: Campus security. -
Manage Comments Business Process Map 11g
Manage Comments Business Process Map 11g -
Exporting Data to SEVIS and/or SEVIS Master
Purpose: Use this document as a reference for exporting SEVIS data in ctcLink. Audience: College staff responsible for maintaining student SEVIS information. -
Excel to CI Template for Location Additions
Updated on: Aug 20, 2024
Purpose: Use this as a reference for instructions and links to view existing locations and a template to add locations to your college in ctcLink. Audience: Finance Staff/Supervisors or end users who work in Asset Management. -
General Staff Onboarding Training Manual
Purpose: Use this document to assist new college staff in your training journey through ctcLink (PeopleSoft). Although learning a new software system can be challenging, the hope is that this document will provide you with information to locate, understand and participate in the various training and learning opportunities available from Washington State Board for Community and Technical Colleges (SBCTC).Audience: New General Staff -
Assign Student Activity Guide by Population Selection
Updated on: Jun 21, 2024
Purpose: Use this document as a reference for how to assign a student activity guide by population selection in PeopleSoft. Audience: Student Services staff -
Running a PeopleSoft Query
Purpose: Use this document as a reference for running a query in ctcLink. Audience: All staff.
