Process Number: 131	Revision Date: 5/15/2001 3:13:10 PM
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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 II		Author:	DKarr
Cross Trained Staff:	All Staff	Manager:	BDavis	Vice Pres.:	AContreras

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 Couseling Department Assessment/Psch 955 Exemption for AA/AS or for Advanced Degree Residency Status form

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)

All students coming to apply are checked against the system using the both the student`s name and social security number to verify if that student is already in the system or not. If student is new the scannable application is given to the student. If the student is a returning applicant the handwritten application is requested to update the system. Student fills out application form, declares Academic Program and submits application via walk-in, mail or fax. Staff audits application to ensure all required information has been provided. If the application was mailed or faxed and has missing or unclear information, staff will not enter the the application in the system and mail back the application. Special attention to be emphasized on the Academic Program, Residency and Application Date. After the student is entered or updated in the system, the 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. If the student did not register, the application is detroyed as well. Staff will also verify how long ago the student has graduated from high school or if the student has already received a degree to determine if the student needs to take an assessment test or get an exemption from the exemption test. 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, 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 - Not used to maintain student`s academic profile. Documents additional academic program for the student at the time of application set-up only. 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. SACP - main screen used to maintain the student`s academic profile. Any additions or changes to a student`s Academic Program can be easily done here instead of the SPRO screen . If a student withdraws from an academic program there is also a status code within the SPSH screen that changes from `A` (active) to another status. The system automatically defaults to `C` (changed mind) when an end date is entered. `W` is not used. Refer to notes under Status Codes for further details. PERC (Person Restrictions) - If an online application was submitted by new students a hold is put on ETR. To clear the hold, enter the date the residency status form was received in the End Date field. 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 01/04/00 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.)

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. `W` is a code that came with the system, but is not used by the staff. The system automatically defaults to `C` when an end date is entered. 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.