.
 

Enterprise Systems

 

Globe and planet

     

Admissions

Add Honors Prospect Attribute to Applicants


This job adds the "Honors Prospect" attribute to admissions applications for future terms when the following criteria is met:

  • Student type is FTIC or Transfer
  • Admissions GPA >= 3.8
  • RSAT >= 1260 or SAT >= 1190 or ACT >= 25
  • No other Honors attributes exist for the application or only the "Honors Inquiry" attribute exists

 

Technical Notes

   

UC4 Chain

    

NSTU_ADMISSIONS_GENERAL

 

Job

 

WSA5680

 

Package

 

wksaadm

 

Procedure

 

p_mark_honors_prospect



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 future 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’ or 'B' 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
    UC4 Chain      NSTU_ADMISSIONS
  Job   WSA5560
  Package   wksaadm
  Procedure   p_checklist_toefl

 



Create B2, C2, D2 Admission Decisions


This process adds an Admission Decision code (SAADCRV) to easily identify and better manage students who 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
    UC4 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
    UC4 Chain      NSTU_ADMISSIONS
  Job   WSA5440
  Package   wksaadm
  Procedure   p_insert_sarappd_rd

 



Create Honors Application Form from General Admissions Application


This job creates Honors applications using data submitted by the student on the general admissions application for the University. Once a student has a significant admission decision, the student will be selected by this job if the Honors essay questions were provided on the application. The Honors application form will be created unless the student record meets one of these criteria:

  • Admissions Application Term has Passed
  • Student is not an FTIC or Transfer
  • Admissions Application was Rejected
  • Admissions Application Canceled
  • Student already has an Honors tag
  • Student already started an Honors application

A report of applications that could not be created will be emailed to a distribution list.

 

Technical Notes

   

UC4 Chain

    

NSTU_ADMISSIONS_POST_APP

 

Job

 

WSA5685

 

Package

 

wkeapro

 

Procedure

 

p_create_honors_apps

 



E-Mail Changes to Academic Programs


In order to make sure that programs are correct in Ellucian CRM Recruit, modifications were made to the Academic Program Control to track changes to programs.  These changes are inserted into a table and an email is sent to a distribution list with a list of any changes for the day.  The table is then deleted.  The recipients are then expected to make the corresponding changes in Recruiter.

 

Technical Notes: 

   

UC4 Chain

    

NSTU_ADMISSIONS

 

Job

 

WSA5650

 

Package

 

wksgeml

 

Procedure

 

p_program_changes_email



E-Mail In-Progress Applications with Holds


E-mail In-Progress Applications with Holds

 

The banner application load processes prevent applications from loading when the student has a registration hold with the “Application” indicator checked.  This process sends an e-mail to a distribution list with a list of students who are awaiting load processing with this type of hold.  Students are excluded from the list once they have a letter indicating that they have been contacted about their application.

 

Technical Notes: 

   

UC4 Chain

    

NSTU_ADMISSIONS

 

Job

 

WSA5660

 

Package

 

wksgeml

 

Procedure

 

p_application_holds_email



E-mails 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
    UC4 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. If the student has a Citizenship code of 'Y' on the General Person (SPAPERS) form, the admission nation is set to 'US' otherwise it is based on the Nation of Citizen field from the International Information (GOAINTL) form.

 

Technical Notes: 

Technical Notes
    UC4 Chain      NSTU_ADMISSIONS
  Job   WSA5530
  Package   wksaadm
  Procedure   p_insert_sabsupl

 



Manage Application Fee Checklist Items


This process manages application fee checklist items.  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 on any other application that has an academic term within the last four terms 

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
    UC4 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
    UC4 Chain      NSTU_ADMISSIONS
  Job   WSA5510
  Package   wksaadm
  Procedure   p_insert_conduct

 



Manage E-mails 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
    UC4 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 is inactive or 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
    UC4 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
    UC4 Chain      NSTU_MONDAY_REPORT
  Job  

WSA2000

WSA2001

  Package   wksamon
  Procedure   SQL only

 



Move Transient Applicant Data


This process will move transient applicant data from the transient application table (WTEAFAP) to the UNF Admissions Application table (WTEAPPL) and to the temporary Banner tables.

 

Technical Notes: 

   

UC4 Chain

    

NSTU_ADMISSIONS

 

Job

 

WSA3007

 

Package

 

wkeapro

 

Procedure

 

p_transient_move_banner_temp

 



Post Processing for Admission Application


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

  • Reset statuses of students with admissions holds for loading after hold is lifter
  • 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
  • Update application source codes
  • 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 FloridaShines Transient Students
  • Add Letter Code for FloridaShines Transient Students
  • Satisfy TRFM Checklist Item for FloridaShines Transient Students
  • Add Student Conduct Information for FloridaShines Transient Students
  • Move Course and Approval data for FloridaShines Transient Students to UNF Tables

 

 Technical Notes: 

Technical Notes
    UC4 Chain      NSTU_ADMISSIONS
  Job   WSA3020
  Package   wkeapro
  Procedure   p_post_process

 



Pre-Processing for Admissions Application


This process will be run to update various data in preparation for the application load processes (SRRSRIN and SRRPREL).

 

The following events occur to "pre-match" students in the Banner temporary tables before common matching executes:

  • An initial common matching routine will be performed on students coming from Recruiter with a Banner ID. Students will be pre-matched if their incoming data results in a potential match to the Banner ID being sent.
  • If a student's name or any of their alternate names from the application (first and last) match exactly to a Banner ID, a "pre-match" will be performed when the DOB and SSN also match.
  • A "pre-match" will be performed when the SSNs differ by only one digit OR if two of the digits have been transposed (name and DOB must also match).
      

Additionally, this process does the following:

  • Sets the load status to complete for any duplicated applications where the application GUID from Recruiter matches to another in temp processing. This prevents Banner from attempting to load the same application twice in the event that the Recruiter workflows send an application multiple times.
  • Clears out any source codes in the temporary tables so that the default load source codes will be used.
  • Clears out HS transcript GPA, class rank, size and percentile data from the temporary tables.

 

This is run in bulk for all students awaiting load processing.

 

 

Technical Notes: 

   

UC4 Chain

    

NSTU_ADMISSIONS

 

Job

 

WSA3006

 

Package

 

wkeapro

 

Procedure

 

p_pre_push_recruiter



Process E-mails 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
    UC4 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
    UC4 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:

    UC4 Chain      NSTU_ADMISSIONS
  Job   WSA5570
  Package   wksawfb
  Procedure   p_upd_workflow_queues

 



Roll Checklist Items Uploaded by Student


This job rolls checklist items that could be uploaded by the student to new applications with the same level and program code where the checklist item exists and is unmet. The received date, comment and document will be copied to the new item. Checklist items will only be satisfied for applications for current and future terms.  

 

Note: Reference letters and forms will be rolled as long as a new reference has not been set up by the student on the checklist item.

 

Technical Notes

   

Automic Chain

    

NSTU_ADMISSIONS_GENERAL

 

Job

 

WSA5690

 

Package

 

wksaadm

 

Procedure

 

p_roll_admr_stu_upload



Send Application Submission Confirmations


After a student submits an electronic application and it is fully loaded into Banner, a confirmation email will be sent to the student.  Students will receive one of two emails based on the level of their application (undergraduate or graduate). 

  

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

 

Technical Notes: 

Technical Notes
    UC4 Chain      NSTU_ADMISSIONS
  Job   WSA3060
  Package   wkeapro
  Procedure   p_process_email

 



Update Banner High School Information


In order to maintain accuracy in other processes and reports, this nightly process copies data from the High School Transcripts self-service application to the Banner High School Information (SOAHSCH) form. Technically data is pushed from the SWRHTRN table to the SORHSCH table. SOAHSCH only contains one record for each school the student attends while the High School Transcripts application ontains multiple transcript records for each school. The following explains which data elements are updated between the two tables and how it is done. 

 

GPA data is updated anytime it is out of sync between the two tables. The transcript that has been marked as "Used for Admission Decision" will be the one used for the SOAHSCH GPA. If the Weighted GPA is greater than zero, then it will be used to update the GPA on SOAHSCH, otherwise the Transcript GPA will be used. If a student has a GPA on SOAHSCH but no transcript that has been marked as "Used for Admission Decision," the GPA will be cleared on SOAHSCH.

 

For the remaining data, students will be selected for potential update whenever there has been activity on their high school records since the last time this job ran. The following data elements will be selected from the last transcript received that was final. If the student has no final transcript, the last received transcript that contains these values will be used.

  • Graduation Date
  • Class Rank, Size and Percentile
  • Diploma

 

Technical Notes:

 

UC4 Chain     NSTU_ADMISSIONS_POST_APP   
Job     WSA5423

Package    

  wksaadm  
Procedure  

p_sync_sorhsch_swrhtrn



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.

  • Remove the UNKH code on the High School Information (SOAHSCH) form if a student has a valid high school code.  Then, remove UNKH as the school code on any existing checklist items.
  • Updates all high school transcript checklist items with no school code when one exists on SOAHSCH.
  • HST1 checklist item: If there is a transcript with a received date on the High School Transcript table (SWRHTRN) then the Received Date on the checklist is updated with the Transcript Receive Date from SWRHTRN.
  • HSTF checklist item: If the Final Transcript indicator on SWRHTRN is marked as Final, then the Received Date on the checklist is updated with the Transcript Receive Date from SWRHTRN.
  • Admit Types UJ, UU, PB, GR:  For these applications, the mandatory indicator on high school checklist items is unchecked.  

Technical Notes: 

Technical Notes
    UC4 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
    UC4 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
    UC4 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
    UC4 Chain      NSTU_ADMISSIONS
  Job   WSA5430
  Package   wksgsts
  Procedure   p_set_res