Add TOEFL Requirement to Admissions Checklist

This process adds a mandatory Test of English as a Foreign Language (TOEFL) admissions checklist item for international applicants with an application for a term greater than the current term where a significant admission decision has not been made.  Students must meet the following criteria:

• Residency code of ‘A’ on SAAADMS (‘T’ and ‘R’ will also be included for graduate students)
• Student Type is not ‘N’ on SAAADMS
• Citizenship with a Citizen Indicator of ‘N’ on SPAIDEN
• Nation of citizen is a non-English speaking country on GOAINTL

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5560
	Package		wksaadm
	Procedure		p_checklist_toefl

 

AIDM Processing

This process will create or update records in the Electronic Admissions Student Record Table (SABSTUD) for completed electronic applications.  This allows all applications that a student has submitted to be associated with the same AIDM.  When a student log-ins to the portal all electronic applications can then be accessed.  This process should run after the Electronic Application Purge Process (SARETPG).

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA3030
	Package		wkeapro
	Procedure		p_sync_aidms

 

Create B2, C2, D2 Admission Decisions

This process adds an Admission Decision code (SAADCRV) to ensure that students maintain a correct BRM funnel status when they have multiple applications for the same term.

 

An Admisson Decision code (SAADCRV) will be created for the following population:

Students with more than one application for the same term where the latest decision is not ‘B2’, ‘C2’ or ‘D2’ and has one or more decisions starting with a ‘B’, ‘C’, or ‘D’

Decisions will be added for the following conditions:

• When all applications have been cancelled or denied update the oldest ‘B’ decision to ‘B2’, ‘C’ to ‘C2’, and ‘D’ to ‘D2’ but leave the most recent decision untouched.
• If one of the applications has a decision of ‘B’, ‘C’ or ‘D’ and the other applications have either no decision or a decision other than ‘B’, ‘C’ or ‘D’, update all older decisions with a ‘B’, ‘C’ or ‘D’ to ‘B2’, ‘C2’, or ‘D2’ respectively.

Technical Notes: 

 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5450
	Package		wksabrm
	Procedure		p_get_appl_for_brm_decisions

 

Create Confidential (RD) Decision

For students who have a Special Admission Consideration Request (AD) code on the General Medical Information form (GOAMEDI), an Admission Decision code (SAADCRV) of Confidential (RD) is created.  This nightly process selects applicants who do not already have an RD code or RW (Referred Waiting) code and who do not already have a significant decision for the current academic term or future terms.  An email is sent to a distribution list notifying the recipients that a file is available for viewing.  The RW code is entered manually.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5440
	Package		wksaadm
	Procedure		p_insert_sarappd_rd

 

Create File for Confidential (RD) Decision

Applicants can request to be considered for admissions based on a disability.  These applicants will receive a decision code of Confidential (RD).  See Create Confidential (RD) Decision.  The weekly (Friday) process selects all applicants with a Confidential (RD) Decision who do not have a significant decision.  An email is sent to the Disability Resource Center distribution list notifying the recipients that a file of students processed is available for viewing. 

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_WEEKLY_PROCESSES
	Job		WSA1005
	Package		wksaadm
	Procedure		p_drc_download

 

Delete Expired Applications

This process will delete any admission applications that are in-progress but have had no activity for thirty days.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA3080
	Package		wkeapro
	Procedure		p_expired_apps

  

Emails to Approvers in Referral System

As part of the Admissions Referral System, there is an Admission Referral Control for Queue Management that includes a field to indicate if the Approver should be notified if there are pending Referrals that need a decision.  This nightly process selects all active programs with referrals in a referred status.  An email is sent to the approver based on the indicated frequency.  The email is sent to the Referral Distribution list if no approvers are attached to the queue.  There are separate distribution lists for graduate and undergraduate student referrals.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA1007
	Package		wksarpr
	Procedure		p_approver_reminder_email

 

Maintain County, State, and Nation Information

For all applications an Application Supplemental Information (SOASUPL) record needs to be created. The SOASUPL record needs to include the county and state of the applicant. A permanent address is looked for first. If there is no permanent address then the process is looking for a mailing address. The county and state are retrieved and that data is inserted into SOASUPL.

• Non-Florida: County = NFLA, State = State code
• Non-USA: County = NUSA, State = XX

This process also updates the Admission Nation field on SOASUPL based on the Nation of Citizen field from the International Information (GOAINTL) form.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5530
	Package		wksaadm
	Procedure		p_insert_sabsupl

 

Manage Application Fee Checklist Items

This process manages application fee checklist items for undergraduate students (excluding admit types of Graduate Applicant (PG)).  Students with future application terms where the application fee item is not met and there are previous applications where the fee has been paid will be selected for processing.  The application fee checklist item will be met in the following conditions:

• Active General Student (SGASTDN) record where student type is the same on the application
• Application fee has been paid within the last year on any other application 

This process also manages the creation and deletion of Require Application Fee (RM) decision codes, which indicates a missing fee.  'RM' decision codes will only be added when the student does not have a significant admissions decision.

 

Lastly, the process will remove Application Fee (AFEE) checklist items when there is an Application Fee Waiver (AFWR) or Application Fee Not Required (AFNO) checklist item.  This ensures that students exempt or waived from the fee are not charged.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5545
	Package		wksaadm
	Procedure		p_app_fee_mgmt

 

Manage Conduct Records for Applications

For manual applications a batch process will populate the Admissions Student Conduct table based on the decision code entered.

• NL (needs legal document) decision code – a ‘Y’ will be entered as the conduct code. (NOTE: A NL decision code should be used when any conduct questions are answered with a Y.)
• NA (no answer to conduct questions) decision code – a ‘U’ will be entered as the conduct code. (NOTE: A NA decision code should be used when there are no answers to the conduct questions.)
• NN (answered no to conduct questions) decision code – a ‘N’ will be entered as the conduct code. (NOTE: The NN decision code will be deleted from Admission Decision (SAADCRV) after the conduct code is inserted.) 

This process also adds an NL decision code to any applications where the conduct code is ‘Y’, ‘R’, ‘D’ or ‘I’ and there is not an ‘A’ conduct code for that application.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5510
	Package		wksaadm
	Procedure		p_insert_conduct

 

Manage Emails for Admissions References

When a student identifies a reference for their admissions application, this process will handle email notifications to that reference.  Immediately after the student submits their reference, an email notification is sent instructing the reference how to submit materials for the student.  A week later, a reminder email will go out to the reference.  Two weeks after the reminder, a second reminder email will be sent.  If the reference is not active then the emails will not be sent.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA3050
	Package		wkeapro
	Procedure		p_ref_process_email

 

Manage Tokens for Admissions References

Each admissions reference has a token which allows them access to upload recommendation materials for an applicant.  This process will inactivate tokens as follows:

• Disabled:  if the admissions checklist item for the student’s recommendation letter has been met or if the application no longer exists, the reference’s token will be disabled
• Expired:  if the reference has not completed the process within a week of the second reminder email, the reference’s token will expire

In addition, if the token is disabled or expired then any information submitted by the reference will be removed and the reference's name will be removed from the checklist item. 

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA3040
	Package		wkeapro
	Procedure		p_ref_inact_token

 

Monday Report

The Strategic Enrollment Management committee analyzes applicant activity each week for upcoming terms with comparisons for like prior terms during the same week of prior years.  In order to accomplish this task, a process runs every week on Monday morning.  The data is preserved in local tables to accommodate various reports. 

 

The first job, WSA2000, captures data for all students.  The students that are captured in the extract are as follows: 

• Students who do not have SGASTDN records
• Students who were admitted but did not matriculate.  These students may have been admitted for a prior term and will have a SGASTDN record.
• Students who have broken continuous enrollment but have not yet been readmitted
• Students who have broken continuous enrollment but have a current SGASTDN record, i.e. have been readmitted
• Students who have changed student type 

Each item above is executed separately.

 

The second job, WSA2001, captures additional data for FTIC students.  The FTIC students are copied from the table created in WSA2000 into another table just for FTICs.  Additional data is collected for this population including high school code, high school GPA, SAT and ACT scores.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_MONDAY_REPORT
	Job		WSA2000 WSA2001
	Package		wksamon
	Procedure		SQL only

 

Move Application Data to Banner

This process will move data from the UNF tables for the Admission Application to the temporary Banner tables.  Then the SARETMT, Electronic Application Verify/Load Process can run. This process also does the following in preparation for SARETMT:

• deletes applications created from the portal guest account
• deletes communication collector records in SORCCOL
• sets the electronic application number to null on previously loaded applications if the corresponding SAAADMS application has been deleted

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA3010
	Package		wkeapro
	Procedure		p_move_to_banner

 

Move Transient Applicant Data

This process will move transient applicant data from the transient application table (WTEAFAP) to the UNF Admissions Application table (WTEAPPL).  Then the Move Application Data to Banner (WSA3010) process will run to move all UNF Admission Application data to the temporary Banner tables.

 

Technical Notes: 

Technical Notes
	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA3007
	Package		wkeapro
	Procedure		p_transient_move

 

Post Processing for Admission Application

The process moves information, which was not moved and processed by the Banner Electronic Application Verify/Load Process (SARETMT), from the UNF tables to permanent Banner tables.  It processes the data described below:

• Alternate identification (SPAIDEN)
• Parent Information (SOASUPL)
• Emergency Contact Information (SPAIDEN)
• Veteran Information (SOASUPL)
• Visa Information (add 98 for PR and 99 for NR) (GOAINTL)
• Questions and Answers for program specific questions (SAAQUAN)
• Delete Graduate Level checklist items that are not on the checklist rules
• Update High School names on Checklist that exists on STVSBGI 
• Update High School names on Checklist for unknown and international high schools
• Add Checklist items for colleges (SAAADMS)
• Update College names on Checklist for unknown and international colleges
• Update residency (SAAADMS)
• Update reference names on checklist items
• Add Checklist items for each type of exam credit and military credit (SAAADMS)
• Add Prior College for each type of exam credit and military credit (SOAPCOL)
• Update Citizenship code (SPAIDEN), if it is null
• Update Birth Date (SPAIDEN), if it is null
• Update SSN (SPAIDEN), if it is null
• Add Student Conduct information to UNF Table
• Update telephone code to HM for address type of PR
• Update Checklist received date for application fee if paid
• Reassess application status
• Update application date (SAAADMS) with final confirmation date from application
• Update Application Status on Application (UNF Table)
• Update Pidm of student on Application  (UNF Table)
• Update Application number on Application (UNF Table)
• Add Admission Decision code for FLVC Transient Students
• Add Letter Code for FLVC Transient Students
• Satisfy TRFM Checklist Item for FLVC Transient Students
• Add Student Conduct Information for FLVC Transient Students
• Move Course and Approval data for FLVC Transient Students to UNF Tables

 

 Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA3020
	Package		wkeapro
	Procedure		p_post_process

 

Process Emails for Provisional Admission

Undergraduate students may be provisionally admitted to a selective admissions or limited access program.  Students will be permitted to enroll for three terms in a provisional admission status while meeting the admissions requirements of their program.  Provisionally admitted students are identified with a latest decision code of ‘P’, ‘PZ’, or ‘XP’ on the Admissions Decision (SAADCRV) form.  This job was created to assist in the management of the provisional admission process.

 

This job will send email reminders to students, faculty and staff members.  Faculty associated with the student’s program will be emailed to inquire about a final decision for the student.  Students will be emailed to remind them of their provisional admission status.  This job runs daily but only processes 7 days after the completion of each term.  This job is also responsible for setting holds after completion of the third term (see Student Systems Processes: Holds).

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_GENERAL_STUDENT
	Job		WSG5232
	Package		wksarpr
	Procedure		p_prov_adm_email

  

Process Foreign Language Exceptions for Admits

This process adds admissions foreign language exceptions for transfer applicants (student type of U or J), admitted with a provisional admission exception code (X, XZ or XP) where the foreign language requirement is not met.  The CAPP degree evaluation areas are used to determine if the student has met the requirement.  A foreign language exception is added to the Application Supplemental Information form (SOASUPL) by placing a ‘Y’ in the flag 1 field and a ‘T’ in the Admission Exception field.  This process runs for students with applications in the current term or later where the student has been admitted since the last time the job was run.

 

A report is output to Q:\AdmRec.  This report includes Student ID, Application Term, Application Number, Program and Result.  The Result field will contain one of the following values:

• Foreign language exception added
• ERROR: no degree evaluation
• ERROR: no SOASUPL record

 In the event of an error, the foreign language exception will need to be added manually.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5535
	Package		wksaadm
	Procedure		p_forgn_lang_excep

 

Re-process Admissions Workflow Queues

This job re-processes admissions workflow queues. It is run nightly for all active queues but is available to be run on-demand in Banner for a specific queue. The following is involved in re-processing a queue:

1. An application pool is built using the defined queue parameters (i.e. max application term, student type, etc.) excluding those still undergoing Admission Processing review and those that already have a significant decision
2. Remove all workflow items for any applications that no longer exist
3. Remove all unassigned workflow items for applications that no longer meet the queue parameters (excluding those manually added)
4. Each application is then examined to see if it meets any of the workflow item criteria defined for the queue and if so the appropriate workflow items are added to the queue (existing workflow items for the student are also removed at this stage if they no longer meet the parameters defined for the workflow item)
5. Any newly added workflow items for an in-process applicant are assigned to the same user
6. The non-workflow transcript processing table is cleared of unselected transcripts (this step and the following two only occur if all active queues have been processed)
7. Unreviewed transcripts that are not part of a workflow queue are added to the non-workflow transcript processing table
8. Any newly added transcripts for a student who already has transcripts selected are assigned to the same user
9. Transcripts selected on the non-workflow transcript processing screen are removed if a corresponding workflow item was added

Technical Notes:

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5570
	Package		wksawfb
	Procedure		p_upd_workflow_queues

 

Send Application Submission Confirmations

  

Applicants without an Active Directory account are sent instructions for establishing their login credentials in myWings.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA3060
	Package		wkeapro
	Procedure		p_process_email

 

Update GPA on High School Information (SOAHSCH)

UNF is using a non-Banner form to record High School Information in Banner (SWAHSCH).  In order to maintain accuracy in other processes and reports, this nightly process copies the High School GPA from SWAHSCH to the Banner High School Information (SOAHSCH) form.  The criteria for selecting the GPA are as follows: 

• If the Transcript used for Admission Decision is checked on SWAHSCH and the Admissions GPA is greater than zero, then the Admissions GPA is used to update the GPA on SOAHSCH
• If the Transcript used for Admission Decision is checked on SWAHSCH, the Admissions GPA is zero, then the GPA on Transcript is used to update the GPA on SOAHSCH

The criteria are evaluated in order.  Once a condition is met, then the other conditions will be skipped.  In addition, graduation date, class rank, class size, percentile, diploma code and the college prep indicator are also copied.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5423
	Package		wksaadm
	Procedure		p_set_sorhsch_gpa p_set_sorhsch_misc

 

Update High School for EDI Cross Reference Rules

 This process will move any newly added high schools from Source/Background Institution Code Validation (STVSBGI) to EDI Cross Reference Rules (SOAXREF).  The high school must have a city and state defined on Source/Background Institution Base (SOASBGI).  This will prevent errors in the application load related to high schools not set up in the SOAXREF crosswalk with cross-reference label STVSBGIH.

  

 Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA3005
	Package		wkeapro
	Procedure		p_sbgi_xwalk

 

Update High School (HST) Checklist Items

This process updates the high school transcript information on the admissions checklist for all current and future term admission applications.

• HST1 checklist item:  If the Final Transcript indicator on the non-Banner High School Information (SWAHSCH) form is not marked as Final, then the Received Date on the checklist is updated with the Transcript Receive Date from SWAHSCH.
• HSTF checklist item:  If the Final Transcript indicator on SWAHSCH is marked as Final, then the Received Date on the checklist is updated with the Transcript Receive Date from SWAHSCH.
• Admit Types UJ, UU, PB, GR:  For these applications, the mandatory indicator on high school checklist items is unchecked  

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5550
	Package		wksaadm
	Procedure		p_checklist_hst p_mandatory_ind

 

Update Post-Secondary Checklist Items

This process updates any current or future admissions application checklists. The process inserts or updates all institutions from Prior College (SOAPCOL) to the Checklist.

For each institution, the transcript received date is sent to the checklist if the official indicator is checked.  If the official indicator is unchecked, the received date will be removed from the checklist.  For applications with Graduate (GR) or Graduate Applicant (PG) admit types, the transcript received date is sent to the checklist independent of the official indicator and received dates are not removed from the checklist.  Institution codes indicating exam credit are excluded from being added to the checklist for Graduate (GR) and Graduate Applicant (PG) admission types. The UNF institution code is also excluded from being added to the checklist.

 

Technical Notes: 

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5520
	Package		wksaadm
	Procedure		p_checklist_updates

 

Update Prior College (SOAPCOL) from Transfer Course Information (SHATRNS)

Almost all manual input of transcript information is done on the Transfer Course Information form (SHATRNS). The only manual thing that will need to be updated or entered on the Prior College form (SOAPCOL) is a verified degree a student received at a prior institution. This could include the actual degree if it doesn’t already exist on SOAPCOL and/or the Primary Degree Indicator checkbox on SOAPCOL. Otherwise, all information needs to be entered on SHATRNS and then the necessary information will be copied from SHATRNS to SOAPCOL. For a list of fields on SHATRNS and the corresponding information that will be copied into SOAPCOL see table 1.

 

Table 1

SHATRNS to SOAPCOL

SHATRNS	SOAPCOL
Institution	Prior College
Transcript Receipt Date	Transcript Received Date
Official checkbox	Official Transcript checkbox
If the degree information doesn’t already exist on SOAPCOL
Transfer Degree	Degree
Attendance Begin Date	Attended From
Attendance End Date	Attended To

 

Technical Notes:

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSH5800
	Package		wkshpro
	Procedure		p_load_soapcol

 

Update Residency from the Electronic Transcript

Residency for tuition purposes (Florida Resident, Non-Florida Resident, etc) is captured on both the Admissions record (SAAADMS) and the General Student record (SGASTDN).  An electronic transcript may include this residency information.  This nightly process retrieves the residency from the electronic transcript and updates the residency on both the Admissions record and General Student record.  Only students whose Citizenship is ‘Citizen’ or ‘Permanent Resident’ and whose residency is ‘Incomplete’ will be selected for the update.  This information is saved to the Applications Supplemental Information (SOASUPL) form.  If a student does not already have a record then their residency cannot be updated.  Students who have broken continuous enrollment, who are registered for the process term, or who do not have residency noted on their transcript are excluded from the update.

 

Technical Notes:  

Technical Notes

	AppWorx Chain		NSTU_ADMISSIONS
	Job		WSA5430
	Package		wksgsts
	Procedure		p_set_res