Process Number: 130	Revision Date: 5/9/2001 10:25:04 AM
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Application Process

Office Responsible:

CA&R - Crafton - Admissions & Records VA&R - Valley - Admissions & Records

Process Type:

internal

Position Title:	Registration & Records Clerks III		Author:	GOchoa
Cross Trained Staff:	All Staff	Manager:	NSvenson	Vice Pres.:	KRagan

Timeline (Deadlines or Time-Constraints) :

None

What must be done before this process is started:

Academic Program and TOP codes, Building a Course, Building a Section

Which processes are waiting for this process:

Registration, Grading, Graduation, MIS Data Extract

Source documents or communication with information needed for this process:

Application

What is the end-result of this process, or the hand-off

Creation of student record

What steps must be taken independent of the computer system (Manual Process)

Student fills out application form, declares Academic Program and submits application via walk-in or mail. Staff audits handwritten application to ensure all information has been provided. If the application was mailed in with missing or unclear, staff will try to distinguish the information, otherwise, an attempt will be made to contact the student. Special attention to be emphasized on the Academic Program, Residency and Application Date. Physical applications are filed. At the end of each semester the applications are reviewed against the system to verify if the student has registered. If so, the application is sent to Records to get copied to microfiche. The microfiche is filed in the students file and the paper copy is destroyed. New students are referred to the assessment office for the assessment test. Returning students are referred to the Counseling office to determine if student is exempt from assessment testing, orientation and/or couseling. Student should arrange to have all official transcripts from high school or other colleges sent to the Admissions Office. Transcripts can be submitted any time, but must occur before requesting for Certificates or Graduation.

Which steps must be taken on a computer (Electronic Process):

Student applications can be electronically scanned into the system or manually entered via screens SHAP, SPRO, SACP Refer to available documentation "Application Scanning" for instructions to scanning. SHAP - Staff enters student name, social security number, all demographic information and Academic Program. Most fields are required for data entry before the process can be completed with the exception of the following: Special Serv, Veteran, and Student Type (enter HS only If student is in High School). To update information for any current or returning student, the staff must call or load the NAE and ADSU screens. For new students, these screens will automatically load during the process. STPA - documents additional academic program for the student at the time of application set-up only. Not used to maintain student`s academic profile. Not used by staff. Refer to available documentations "Introduction to Frontview & Student Application Entry" for instructions to manually enter applications, "Name and Address Data Entry Standards" for specific formats for entering information into the system, and "Name Changes Address Changes Social Security Changes Phone Number Changes" for the various screen to load to make subsequent changes to the student`s personal information. SPRO/SACP/SPSH - These screens are used to maintain the student`s academic profile (additions/deletions to a student`s Academic Program). If a student decides to withdraw from an Academic Program an End Date must be entered for that program, otherwise, the student remains active for that program irregardless of the Status. There are two locations for the End Date the SACP and SPSH. Both fields in these two screens must be populated only if the student is withdrawing from any academic program. Refer to notes Error Messages for additional comments. If a student withdraws from an academic program there is also a status code within the SPSH screen that changes from `A` (active) to antoher status. The system automatically defaults to `C` (changed mind) when an end date is entered. Refer to notes Status Codes for further details. Refer to available documentations "How to Add an Academic Program" and Datatel`s "Using Academic Records - Student Information Release 14.1/15.0/16.0" on instructions to add an academic program to a student.

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

Application Scanning Introduction to Frontview & Student Application Entry Rev 01/04/01 Name and Data Entry Standards Name Changes Address Changes Social Security Changes Phone Number Changes Rev. 05/05/99 How to Add an Academic Program Datatel: Using Academic Records - Student Information Release 14.1/15.0/16.0

Notes (Cautions, suggestions for improvement, etc.)

Scanning Apps: The process of electronically scanning the student application at Valley College is not utilized. According to staff the process of scanning is not functioning properly, as well as the issue of applicants not completing the application properly and correctly there by making the process take longer to complete. Returning Students: Returning students to the college who have been absent for one or more semesters must re-apply. The student`s record will remain in the system, but will need to be updated. Status Codes: The SPSH screen summarizes the history for any particular program. This screen will indicate if the student is still `A` active, `G` graduated, `C` changed mind or `W` withdrawn, or `P` potential the code the system generates when the student initially declares any program. The staff is unaware of the difference between `C` or `W` when a student decides he/she no longer wants to pursue any particular academic program. `W` has never been used by the staff, and was never aware of the code `W`, especially when the system automatically defaults to `C`. For MIS reporting purposes these two specific codes have no impact. Error Messages: There may be times during registration the following error message appears ’UG Program not found’. The cause could be in the SPSH screen when an end date is not entered when a change to a student`s program occurs. Computing Services has had Registration & Records delete any other statuses so registration can occur.