Admission Applicant Checklist Process

Overview

Admissions Applicant Checklists allows Admissions to create a list of requirements a student needs to complete to gain admittance. Some checklist items can be set as mandatory where the application will not show as completed until they are met. Others can be added to a students list for Admissions to use as a follow up list. Checklist items that are mandatory will show up in Banner Self-Service for the applicant to see. Also items that have met a checklist requirement will show in Banner Self-Service (i.e. a transcript from another school) so the applicant will know it has been received. The Admission Applicant Checklist software is available for use by staff that are involved in the Admission Applicant Checklist process.

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Accessing the Admissions Applicant Checklist Process

The Banner Student Information System is used to access the data entry and query forms associated with the Admissions Applicant Checklist System. The Banner Reports and Processes menu is used to run reports and processes associated with the Admissions Applicant Checklist System.

Accessing Forms Associated with the Admissions Applicant Checklist in Banner:

The Banner Student Information System includes an Admissions menu. This menu contains two menus used in the Admissions Applicant Checklist system (Admissions Control and Educational Background) . When you become familiar with the names of the forms, you can eliminate traversing through the menus by typing the 7-10 character form name in the Direct Access (Go) box as soon as you enter Banner.

1. Log into Banner.
2. Open Banner menu, if not already open.
3. Open Student menu.
4. Open Admissions menu.

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Admissions Applicant Checklist Set Up Forms

The Admissions Applicant Checklist System includes eight forms that are used to setup the checklist process. There are six validation forms used for storing and maintaining validation data needed for the Checklist system and two rules forms defining the checklist rules and rules related to when application information is available on SISWeb.

Admission Request Checklist Code Validation Form (STVADMR)

Use STVADMR to create or update admission request checklist codes, such as High School Transcript, College Transcript, or SAT Scores. Admission request checklist codes can only be created and updated from this form. This validation form includes Web Display Indicator checkbox that controls whether a specific value in the validation form will display via SISWeb.

Admission Request Checklist Code Block (Page 1 – Block 1)

Request Code: Admission request checklist code.

Description: Description of the admission request checklist item.

Cross Reference Table Name: Seven-character name of the validation table which the admission request checklist item is validated against. The forms that can be entered are:

• • Source/Background Institution Validation Form (STVSBGI)
  • Test Score Code Validation Form (STVTESC)
  • Visa Type Validation Form (STVVTYP)

If the checklist code is not associated with one of these tables, leave blank.

Web Indicator: Checkbox used to indicate whether the admission checklist item can be displayed in the SISWeb.

Voice Response Eligibility Indicator: Checkbox used to indicate whether the admission checklist item is to be available to Voice Response.

Voice Response Message Number: Number assigned to the Voice Response message assigned.

Activity Date: Date the record was last updated.

To enter a new Checklist Code, ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Request Code and Description are both required fields. The activity date will populate automatically when you save the record.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed. The request code field may not be updated.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete. You may only delete the record if the Request Code has not been assigned to anything.

Choose File/Save from the menu bar to save any changes you have made.

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Source/Background Institution Code Validation Form (STVSBGI)

Use STVSBGI to connect institutions (ie. colleges and high schools) to an admissions request code.

Source/Background Institution Code Block (Page 1 – Block 1)

Source or Background Institution: Code of the source/background institution. Once a source/background institution code record has been saved, the code entered in this field cannot be changed. Once this code has been used in any other record, the source/background institution code record cannot be deleted.

Description: Description of the source/background institution.

Type: Identifier for the type of institution. Valid values are:

• • High school
  • College
  • Source-only

Source Indicator: Checkbox used to specify whether an institution with this source/background institution code is for a recruiting source.

Admissions Request: Code of the admission request checklist item associated with the source/background institution. Select the Search button for this field to access the Admission Request Code Validation (STVADMR) list.

Admissions Request Description (untitled): Description associated with the admission request checklist item code, automatically displayed when a valid value is entered in the Admissions Request field. Display only.

Electronic: Indicator used to specify whether the institution can receive electronic transcripts or not, and if so, whether they should be sent in EDI or XML format. Valid values are P (PESC/XML), E (EDI), or N or Null (No, print paper transcript).

FICE: Federal Interagency Commission on Education (FICE) number assigned to the institution. If the FICE code is used as the source/background institution code, it does not need to be entered in this field. A valid FICE code is required to send transcripts electronically via EDI to those institutions which are capable of receiving them. If a value exists in this field, then this number will be used in the EDI process.

Voice Response Message Number: Number assigned to the Voice Response message assigned to this source/background institution code.

To enter a new Institution, ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Source or Background Institution, Description and Type are both required fields.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed. The Source or Background Institution field may not be updated.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete. You may only delete the record if the Institution has not been assigned to anyone.

Choose File/Save from the menu bar to save any changes you have made.

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Test Code Validation Form (STVTESC)

The Test Code Validation form STVTESC allows the association of an Admission Checklist Request Item Code to a Test Code.

Test Code Validation Block (Page 1 – Block 1)

Test Code: Code of the test type. Once a test type code record has been saved, the code entered in this field cannot be changed. Once this code has been used in any other record, the test type code record cannot be deleted.

Description: Description of the test type.

Number of Positions: Number of positions required for each test score. Valid values whole numbers from 1 to 5.

Data Type: Checkbox used to specify the data type of the test score. When the checkbox is checked, numeric test scores are used. When the checkbox is unchecked, alphanumeric test scores are used.

Minimum Score: Minimum test score value for the test code.

Maximum Score: Maximum test score value for the test code.

Admissions Checklist Request Item: Code of the admission request checklist item associated with the test. Select the Search button for this field to access the Admission Request Code Validation (STVADMR) list.

Activity Date: Date on which the record was last updated. Display only.

System Required: Checkbox used to specify whether this value is required by the system. If this checkbox is checked, the validation table record cannot be deleted. Once this checkbox is checked, it cannot be unchecked.

MIS: Free-format field in which you can enter an associated management information systems code, if desired.

Assessment Data: Assessment instrument data code associated with this test code.

Voice Response Message Number: Number assigned to the Voice Response message assigned to this schedule type.

To enter a new Test Code, ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Test Code, Description and Number of Positions are all required fields. The activity date will populate automatically when you save the record.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed. The Test Code field may not be updated.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete. You may only delete the record if the Test Code has not been assigned to anyone.

Choose File/Save from the menu bar to save any changes you have made.

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Visa Type Code Validation Form (STVVTYP)

The Visa Type Code Validation form STVVTYP allows the association of an Admission Checklist Request Item Code to a Visa Type.

Visa Type Code Validation Block (Page 1 – Block 1)

Visa Type: Code of the visa type. Once a visa type code record has been saved, the code entered in this field cannot be changed. Once this code has been used in any other record, the visa type code record cannot be deleted.

Description: Description of the visa type.

Admission Request Code: Code of the required admission request checklist item associated with the visa type. Select the Search button for this field to access the Admission Request Code Validation (STVADMR) list.

Description: Description associated with the admission request checklist item code, automatically displayed when a valid value is entered in the Admissions Request field. Display only.

Non-Resident: Checkbox used to specify that a student with this visa type is a non-resident alien.

Voice Response Message Number: Number assigned to the Voice Response message assigned to this visa type.

Canadian Statistics Code: Five-digit code representing the immigration status code defined and used on the Annual University Full-Time Teaching Staff Survey associated. Enter the code that identifies the immigration status for the visa to Stats Canada.

SEVIS Code: SEVIS visa type code associated with this visa type. You must enter the new values before attempting to process records. Values for this field come from the INS’s website.

Activity Date: Date on which the record was last updated. Display only.

To enter a new Visa Type, ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Visa Type and Description are both required fields. The activity date will populate automatically when you save the record.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed. The Visa Type field may not be updated.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete. You may only delete the record if the Visa Type has not been assigned to anyone.

Choose File/Save from the menu bar to save any changes you have made.

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Admissions Checklist Rules Form (SAACHKB)

Use the Admissions Checklist Rules Form SAACHKB to build admissions request checklist items that will be automatically generated when an application is entered on the system. Applicant criteria that matches checklist criteria will cause checklist items to be added to the applicant’s checklist.

Admissions Checklist Rules Block (Page 1 – Block 1)

The Key block specifies which term you are working with. It is not a required field. Enter the following information:

Term: Term of admission for which rules are to be built/queried. (not required)

Enter the term code if you want to look at a specific term. Choose Block/Next from the menu bar to move to the Admissions Request Code block or use the mouse to click into the block. Information will be displayed for the term entered in the Key block or for all terms if no term was entered.

Admissions Checklist Rules Block (Page 1 – Block 2)

Item: Item code and description. Choices come from the Admission Request Checklist Code Validation (STVADMR) list of values.

Inactive Indicator_ Inactive Indicator which indicates whether the checklist requirement for the admissions request code is inactive. This field is used to inactivate a request code for the term without deleting the record.

Term: Effective term code of the admissions checklist requirement.

Admissions Checklist Rules Block (Page 1 – Optional Selection Tab)

Admission Type: Admission type to which the admissions checklist requirement applies. Leave the field blank to apply to all admission types.

Student Type: Student type to which the admissions checklist requirement applies. Leave the field blank to apply to all student types.

Residence: Residency to which the admissions checklist requirement applies. Leave the field blank to apply to all residencies.

Mandatory Indicator: Checkbox indicating whether the checklist is mandatory or not.

Admissions Checklist Rules Block (Page 2 – Curricula Criteria Tab)

Level: Level of the applicant to which the checklist requirement applies. Leave the field blank to apply to all student levels.

Campus: Campus to which the admissions checklist requirement applies. Leave the field blank to apply to all campuses.

College: College to which the admissions checklist requirement applies. Leave the field blank to apply to all colleges.

Degree: Degree to which the admissions checklist requirement applies. Leave the field blank to apply to all degrees.

Program: Program for the curriculum to which the admissions checklist requirement applies. Leave the field blank to apply to all programs.

Field of Study Type: Field of study type for the curriculum to which the admissions checklist requirement applies. Leave the field blank to apply to all field of study types.

Field of Study Code: Code for the field of study (major) to which the admissions checklist requirement applies. Leave the field blank to apply to all majors.

Curricula: Field used to specify if the curricular elements defined on the rule must come from the primary curriculum record, secondary curriculum record, or any curricula.

To enter a new Checklist Rule, ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Item is the only required field.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed. The Item field may not be updated.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete.

Choose File/Save from the menu bar to save any changes you have made.

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Admissions Web Calendar Rules Form (SAAWAAD)

The Admissions Web Calendar Rules form SAAWAAD is used for controlling the we calendar of applications in the Banner. This calendar determines by term when an application can be viewed, when the status can be viewed, and when the most recent decision can be viewed within SISWeb. A record needs to be entered for each term to allow admission applications to be viewable in SISWeb.

Admissions Web Calendar Rules Block (Page 1 – Block 1)

Term: Term code for when admission data will be available to be viewed on the web.

Level: Level of the applicant to which the web calendar rule applies.

Campus: Campus to which the web calendar rule applies. Leave the field blank to apply to all campuses.

College: College to which the web calendar rule applies. Leave the field blank to apply to all colleges.

Admission Type: Admission type to which the web calendar rule applies. Leave the field blank to apply to all admission types.

Admissions Web Calendar Rules Block (Page 1 – Block 2)

Term: Term code for when admission data will be available to be viewed on the web.

Level: Level of the applicant to which the web calendar rule applies.

Priority: The Priority (Code) field is used to create a unique key for a calendar rule. It may be necessary to have multiple records for one level and term that start and end on the same date, in order to exclude specific admit types from ever displaying on the Web. The Priority (Code) field can be used to make each record unique.

Campus: Campus to which the web calendar rule applies. Leave the field blank to apply to all campuses.

College: College to which the web calendar rule applies. Leave the field blank to apply to all colleges.

Admission Type: Admission type to which the web calendar rule applies. Leave the field blank to apply to all admission types.

Start Date: Start date for the web calendar rule.

End Date: End date for the web calendar rule.

View Application: Check the View Application checkbox to allow applications in the date range to be viewed on the Web.

Show Status: Check the Show Status checkbox to allow the application statuses in the date range to be viewed on the Web.

Show Decision: Check the Show Decision checkbox to allow application decisions in the date range to be viewed on the Web.

To enter a new Web Calendar Rule, go to the second block and ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Term, Level, Start Date and End Date are all required fields. The activity date will populate automatically when you save the record.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete.

Choose File/Save from the menu bar to save any changes you have made.

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Admission Application Status Code Validation Form (STVAPST)

The Admission Application Status Code Validation Form STVAPST allows us to indicate whether a specific status code will show in SISWeb. Recommend checking the web indicator checkbox for status codes C, I and D.

Admission Application Status Code Validation Block (Page 1 – Block 1)

Code: Code of the admission application status. Once an admission application status code record has been saved, the code entered in this field cannot be changed. Once this code has been used in any other record, the admission application status code record cannot be deleted.

Description: Description of the admission application status.

VR Msg Voice Response Message Number: Number assigned to the Voice Response message assigned to this admission application status.

System Required: Checkbox used to specify whether this value is required by the system. If this checkbox is checked, the validation table record cannot be deleted. Once this checkbox is checked, it cannot be unchecked.

Web Ind Web Indicator: Checkbox used to indicate whether the admission application status can be displayed in SISWeb. This checkbox allows you to limit the applications which can be displayed to only those with approved statuses. The checkbox defaults to unchecked or N when a new record is added, but you can change it at any time.

Activity Date: Date on which the record was last updated. Display only.

To enter a new Admission Status code, ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Code and Description are both required fields. The activity date will populate automatically when you save the record.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed. The Code field may not be updated.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete. You may only delete the record if the Status Code has not been assigned to anyone.

Choose File/Save from the menu bar to save any changes you have made.

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Admission Application Decision Code Validation Form (STVAPDC)

The Admission Application Decision Code Validation Form STVAPDC  allows us to indicate whether a specific status code will show in SISWeb. Recommend checking the display on web checkbox for decision codes that start with S, A and T.

Admission Application Decision Code Validation Block (Page 1 – Block 1)

Decision Code: Code of the admission application decision. Once an admission application decision code record has been saved, the code entered in this field cannot be changed. Once this code has been used in any other record, the admission application decision code record cannot be deleted

Description: Description of the admission application decision.

Significant Decision: Check this box, and the system will update the I or C in the Application Status field on the Admissions Application Form (SAAADMS) to a D, which shows that a significant decision has been made.

Institution Acceptance: Check this box to indicate that the student has been accepted by the institution or the institution has extended an offer to the applicant.

Applicant Acceptance: Check this box to indicate that the applicant has accepted the institution’s offer of admission, and the system will then create a student record effective for the term of acceptance.

Inactive Application: Check this box to indicate that the application is inactivated, and if a general student record exists, the status is updated to IS (Inactive Student).

Institution Rejection: Check this box to indicate that the reject code is a reject decision. When this checkbox is unchecked, then a reject code is not a reject decision for telephone applications.

Display on Web: Used to indicate that the admission application decision can be displayed on the Web. If the student has more than one decision on an application, the most recent decision with the Display on Web checkbox and Voice Response Eligible checkbox checked will be displayed on the Web. If the Voice Response Eligible checkbox is not checked, the system displays the following message: Please Contact Admissions Office.

Voice Response Eligible: Checkbox used to indicate whether the request code item is to be available to Voice Response.

Voice Response Message: Voice Response Message Number. Number assigned to the Voice Response message assigned to this admission application decision code.

Curriculum Status: Curriculum status for the admissions decision code.

To enter a new Admission Application Decision code, ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Decision Code and Description are both required fields. The activity date will populate automatically when you save the record.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed. The Decision Code field may not be updated.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete. You may only delete the record if the Decision Code has not been assigned to anyone.

Choose File/Save from the menu bar to save any changes you have made.

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Admission Applicant Checklist Maintenance

The following forms are used in the maintenance of checklist items

Admissions Application: Checklist Window (SAAADMS)

Use the Checklist tab on the SAAADMS form to create and update checklist items required for an application. Use the Checklist tab to access this window. The system generates items from the Admissions Checklist Rules Form (SAACHKB) if the criteria on the form matches that of the application.

Admissions Application: Checklist Block (Page 1 – Block 1)

ID: Identification number of the person the application is for.

Term: Term of admission for the application.

Admissions Application: Checklist Block (Page 4 – Checklist Tab)

Admission Request: Required admission item needed to complete the application. This value comes from the Admissions Checklist Rules Form (SAACHKB).

Description: Description of admission item needed to complete the application, i.e., transcript, SAT scores, etc.

Received Date: Date the checklist item was received from the applicant. If this field is blank, then the requirement has not been fulfilled.

Item: Special item codes associated with the admissions request code. This value comes from the Code field on the Source/Background Institution Code Validation Form (STVSBGI).

Item Description: Description of checklist item needed to complete the application, i.e., transcript, SAT scores, etc. or free format comment about the checklist item.

Mandatory Indicator: Checkbox that indicates whether the associated checklist item is mandatory for admission.

Print Indicator: Checkbox that indicates whether the item specified should be printed on the checklist items letter.

First Request: Date the checklist item was initially requested from the applicant.

Last Request: Date the checklist item was last requested from the applicant.

Count: Number of times the associated checklist item was requested from the applicant.

Deadline: Date by which the specific checklist item should be received.

Generated by System: Radio group that indicates the source of this checklist item, for example, added automatically by the system based on rules on the Admissions Checklist Rules Form (SAACHKB)).

Checklist Origin: Checklist item source code. This code identifies the process used to insert the checklist item

Date: Date this checklist item was added to the applicant’s checklist.

Status: Checklist item status code. This code can provide additional information about the status of the checklist item to the admissions staff and the applicant.

To enter a new Admission Application Checklist item, go to the Checklist Tab then ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Admission Request field is the only required field. The activity date will populate automatically when you save the record.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed. The Admission Request field may not be updated.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete.

Choose File/Save from the menu bar to save any changes you have made.

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Admissions Application/Checklist Summary (SAAACKL)

The Admissions Application/Checklist Summary form SAAACKL is used to display information about all existing admissions applications and their corresponding checklist items which may be associated with the receipt of an electronic transcript. An ID must be entered in the Key Information. Entry of a term is optional.

Admissions Application/Checklist Summary Block (Page 1 – Block 1)

ID: Identification number of the person the application is for.

Term: Term of admission for the application.

Admissions Application/Checklist Summary Block (Page 1 – Block 2)

Application Preference: Preference value entered on the application.

Status: If all checklist items associated with a specific application are updated with a received date in the Application Checklist information, the Status field will be updated from I(Incomplete) to C(Complete). If all outstanding checklist items for an application are updated with a received date in the Application Checklist information, the Status field will be updated from I(Incomplete) to C(Complete).

Outstanding Documents: If all checklist items associated with a specific application are updated with a received date in the Application Checklist information, the Outstanding Documents flag will be updated from Y(es) to blank (no outstanding documents). If all outstanding checklist items for an application are updated with a received date in the Application Checklist information, the Outstanding Documents flag in the Admissions Application Summary information will be updated from Y(es) to blank (no outstanding documents).

Admissions Application/Checklist Summary Block (Page 1 – Block 3)

Priority: This is the priority number that defines the curriculum rank.

Program: This is the program for the curriculum record.

Level: This is the level for the curriculum record.

College: This is the college for the curriculum record.

Campus: This is the campus for the curriculum record.

Degree: This is the degree for the curriculum record.

Catalog Term: This is the catalog term code for the curriculum record.

Field of Study Type: Field of study type for the curriculum.

Field of Study Code: Code for the field of study.

Field of Study Department: Department for the field of study.

Admissions Application/Checklist Summary Block (Page 1 – Block 4)

Admission Request: Required admission item needed to complete the application. This value comes from the Admissions Checklist Rules Form (SAACHKB).

Description: Description of admission item needed to complete the application, i.e., transcript, SAT scores, etc.

Received Date: Date the checklist item was received from the applicant. If this field is blank, then the requirement has not been fulfilled.

Item: Special item codes associated with the admissions request code. This value comes from the Code field on the Source/Background Institution Code Validation Form (STVSBGI).

Item Description: Description of checklist item needed to complete the application, i.e., transcript, SAT scores, etc. or free format comment about the checklist item.

Mandatory Indicator: Checkbox that indicates whether the associated checklist item is mandatory for admission.

Print Indicator: Checkbox that indicates whether the item specified should be printed on the checklist items letter.

First Request: Date the checklist item was initially requested from the applicant.

Last Request: Date the checklist item was last requested from the applicant.

Count: Number of times the associated checklist item was requested from the applicant.

Deadline: Date by which the specific checklist item should be received.

Generated by System: Radio group that indicates the source of this checklist item, for example, added automatically by the system based on rules on the Admissions Checklist Rules Form (SAACHKB)).

Checklist Origin: Checklist item source code. This code identifies the process used to insert the checklist item

Date: Date this checklist item was added to the applicant’s checklist.

Status: Checklist item status code. This code can provide additional information about the status of the checklist item to the admissions staff and the applicant.

To enter a new Admission Application Checklist item, go to the forth block then ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Admission Request field is the only required field. The activity date will populate automatically when you save the record.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed. The Admission Request field may not be updated.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete.

Choose File/Save from the menu bar to save any changes you have made.

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Test Score Information (SOATEST)

The Admission Request Code links test scores entered on the Test Score Information form SOATEST with admissions request test scores in the Checklist Detail window on the Admission Application Form (SAAADMS). When this code matches the Admissions Request (Checklist Item Code) in the Checklist Detail window, the Received Date in the Checklist Detail window is updated. Choices come from the Admissions Request Code Validation (STVADMR) list. Note: Information appears in the admission request code field automatically if the test score is defined in the Admissions Checklist Request Item field on the Test Code Validation Form (STVTESC).

Test Score Information Block (Page 1 – Block 1)

ID: ID and name of the student for whom test score information is being created or updated. The ID must exist before test scores can be entered. You can create an ID on the General Person Identification Form (SPAIDEN).

Test Score Information Block (Page 1 – Block 2)

Test Code: Test score code and description associated with the various tests(for example, SAT and ACT). Choices come from the Test Score Validation Form (STVTESC).

Test Score: Score for the test. The valid range for the test score is displayed at the bottom of the Display block. Information from the Test Score Validation Form (STVTESC) appears at the bottom of the screen in the Display block, and displays when you move your cursor to this field.

Test Date: Date the test was taken. This date is entered automatically in the untitled Comment field associated with the test in the Checklist Summary window of the Admissions Application Form (SAAADMS). Note: If a test score is a checklist item on a student’s admissions application, the checklist is automatically updated with the most recent test date from the Test Date field on SOATEST.

Test Score Information Block (Page 1 – Test Scores (1) Tab)

Admission Request: Code that links test scores entered on this form with admissions request test scores in the Checklist Detail window on the Admission Application Form (SAAADMS). When this code matches the Admissions Request (Checklist Item Code) in the Checklist Detail window, the Received Date in the Checklist Detail window is updated if the date is blank. Choices come from the Admissions Request Code Validation (STVADMR) list.

Source: Source used to enter the associated test score (for example, magnetic tape or self reported). Choices come from the Admission Test Score Source (STVTSRC) list.

Equivalency Indicator: This checkbox is a not null field whose default value is N. If the checkbox is checked (Y), then the corresponding test record was created as the result of the equivalency processing function within SRKTEST.

Revised or Recentered: Code that indicates whether the SAT score is recentered, revised, or both. Choices are:

• • X — The score is revised.
  • R — The score is recentered.
  • Z — The score is revised and recentered.
  • Null – The score is not revised or recentered.

Source: This value is loaded during the tape load process.

To enter a new Test Score, ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Test Code, Test Score and Test Date fields are all required fields.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed. The Test Code field may not be updated.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete.

Choose File/Save from the menu bar to save any changes you have made.

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High School Information (SOAHSCH)

The Admissions Request links high school transcripts with admissions checklist items in the Checklist window of the Admissions Application Form (SAAADMS). If the checklist item received date is updated when the transcript receive date or the request code is entered or updated, the checklist item on the application will be updated. The checklist receive date is updated with the transcript date and may be changed on SAAADMS.  High school information may be viewed on the SOAHSCH form.

High School Information Block (Page 1 – Block 1)

ID: Identification number of the person for whom high school information is being added/queried. Choices come from the Person Search (SOAIDEN) list of values.

High School Information Block (Page 1 – Block 2)

High School: High school code for the prospect/applicant. Choices come from the Source/Background Institution Query- Only (SOISGBI) list of values, or the Source or Background Institution field on the Source/Background Institution Code Validation (STVSBGI) list of values.

Enrollment Planning Service Code: Value determined by the geographic region in which a high school resides. This field is display only. EPS codes are created by the College Board and are stored on the Enrollment Planning Service Code Validation Form (STVEPSC).

Graduation Date: Date the prospect/applicant graduated from high school. Use the date format DD-MON-YYYY.

Transcript Received Date: Date the prospect/applicant’s high school transcript was received by the institution. Use the date format DD-MON-YYYY. Must be entered to have checklist item on application completed

Class Rank and Size (Rank): Used to calculate the class rank. The class rank must be less than the class size. Both fields must be entered, or both fields must be blank. The percentile is calculated if both fields are entered. You can enter the percentile manually if only one field is entered.

Class Rank and Size (Size): Used to calculate the percentile of the student body. The class size must be greater than the class rank. Both fields must be entered or both fields must be blank. The percentile is calculated if both fields are entered.

Percentile: Student’s percentile as related to class rank and size. It is calculated by the system when the class rank and class size are entered. You may enter it manually if the rank or size are not entered.

GPA (Grade Point Average):High school GPA earned by the prospect/applicant. This field is free format.

Diploma: Type of high school diploma earned. Choices come from the Diploma Type field on the Diploma Type Validation (STVDPLM) list of values.

College Preparation: Checkbox that indicates whether the high school curriculum completed was college preparatory or not. Choices are: checked — College preparatory. This value is stored in the database as Y. unchecked — Not college preparatory. This value is stored in the database as N.

Admissions Request: Links high school transcripts with admissions checklist items in the Checklist window of the Admissions Application Form (SAAADMS). If the following conditions are met, the checklist item received date is updated when the transcript receive date or the request codes are entered or updated.

To enter a new High school record, ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The High School Code is the only required field.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete.

Choose File/Save from the menu bar to save any changes you have made.

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Prior College (SOAPCOL)

The Admissions Request links college transcripts with admissions checklist items in the Checklist window of the Admissions Application Form (SAAADMS). If the checklist item received date is updated when the transcript receive date or the request code is entered or updated, the checklist item on the application will be updated. The checklist receive date is updated with the transcript date and may be changed on SAAADMS.  Prior college information may be viewed on the SOAPCOL form.

Prior College Block (Page 1 – Block 1)

ID: Identification number of the person for whom prior college information is being added/queried. Choices come from the Person Search (SOAIDEN) list of values.

Prior College Block (Page 1 – Block 2)

Prior College: Prior College code for the prospect/applicant. Choices come from the Source/Background Institution Query-Only (SOISGBI) list of values, or the Source or Background Institution field on the Source/Background Institution Code Validation (STVSBGI) list of values.

Enrollment Planning Service Code: Value determined by the geographic region in which a college resides. This field is display only. EPS codes are created by the College Board and are stored on the Enrollment Planning Service Code Validation Form (STVEPSC).

Transcript Received Date: Date the prospect/applicant’s prior college transcript was received by the institution. Use the date format DD-MON-YYYY. Must be entered to have checklist item on application completed

Transcript Review Date: Date the prospect/applicant’s prior college transcript was reviewed by the institution. Use the date format DD-MON-YYYY.

Official Transcript: Checkbox indicating the transcript is an official copy or not.

Admissions Request: Links prior college transcripts with admissions checklist items in the Checklist window of the Admissions Application Form (SAAADMS). If the following conditions are met, the checklist item received date is updated when the transcript receive date or the request codes are entered or updated.

To enter a new Prior College record, ensure that you have a blank record. If the record is not blank, choose Record/Insert from the menu bar to enter a new record. Enter all required information. The Prior College Code is the only required field.

To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed.

To delete an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to delete.

Choose File/Save from the menu bar to save any changes you have made.

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Basic Form Functions

Saving Information

Choose File/Save from the menu bar to save your data. Your data is not saved if you turn off the power on your computer, without gracefully exiting the program.

Regularly save your changes as you work by choosing File/Save from the menu bar. This avoids losing changes if you get locked up on your computer, if you accidentally turn off the power on your machine, or if a power outage occurs.

Lists of Values

A List of Values is a pop-up window which displays data that is accurate for entry into a particular field on a form. This might be a term code, study abroad program code, or agent code. Most fields on Banner forms are associated with a List of Values. The “value” refers to the data. A blank field has no value. To open a List of Values pop-up window, choose Help/List from the menu bar.

When the list appears, scroll through the data (values) by pressing the down and up arrow keys, and select a value by pressing the Enter key. Once you have selected a value, the pop-up window disappears, and the value is displayed in the field from which you invoked the list.

You can search for specific items within a list by opening the list and pressing the Tab key. This moves the cursor to the “Find” field at the top of the list. Type a search string and press the Enter key. If you are viewing the list of values for department codes, and you enter a search string of E%, you would see only those codes beginning with the letter E.

Entering and Querying Dates

Dates in Banner are displayed using the format DD-MON-YYYY (i.e., 21-MAY-2004).

Follow these general recommendations and shortcuts when entering dates:

• Enter dates using the format DD-MON-YYYY or MM-DD-YYYY.
• You can enter a date without separators (no spaces), or you can use a dash (-) or slash (/) as separators.
• If you enter only part of the date, the rest of the current date is the default.
  • To enter today’s date, enter any alpha character and press the Enter key. Today’s date will be defaulted.
  • To enter a date within the current month, enter the 2 digit number of the day and press the Enter key. The current month and year will be defaulted.
  • To enter a date within the current year, enter the day and month using the format MM/DD and press the Enter key. The current year will be defaulted.
• Always enter two digits for the day and month. For example, enter 01 for January, not 1.

Follow these general recommendations when querying dates:

• Specify all four digits for a year when you query on a date field. For example, enter 26-JUN-2004, not 26-JUN-02. If you omit the century, zeros are entered for the century. In this example, if you enter 26-JUN-04, Banner expands the date to 26-JUN-0004, not 26-JUN-2004.
• Use the percent sign (%) as a wildcard when you query on a date field. For example, to query all data for the month of June in the year 2004, enter %-JUN-2004.

Message Line and On-Line, Context Sensitive Help

At the bottom of every screen is a Message Line. This displays helpful information that is context sensitive. The information on the message line changes as your cursor moves from field to field. The message may describe the field, or indicate functions you can perform. Messages also appear if you enter invalid data, or if an error in the software occurs.

If the information on the message line doesn’t offer enough support, look through this documentation for instructions. If that doesn’t help, call the Computing Services Center Help Desk at 2-6900.

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Admissions Applicant Checklist Reports and Processes

The following process runs automatically each day.

• Admission Applicant Checklist Update
  This daily program evaluates all current applicant’s checklist items to update any newly completed items. Applications for current and future terms are evaluated in this process.

The following processes can be run from the Banner Reports and Processes menu.

• Admission Applicant Checklist Extract
• Parameters:
  • Beginning Term Code
  • Ending Term Code
  • 1st Choice Address Type Code
  • 2nd Choice Address Type Code
  • Computer Selection Population (Y/N)

  This process creates data files of applicants with outstanding checklist items. The report runs the update checklist process before creating the report so it is the most up to date. These files are placed in the root directory of the person who run it. A range of terms can be run and there will be a separate file for each term (if any applicants with outstanding items exist for that term). The files are named GLRLETR_XXXXXX.DOC (where XXXXXX is a sequence number). These files can be sent to the to the local computer via the SEND_BANNER_FILE to create mail merge letters.

  Output Fields for Mail Merge (the fields are in alphabetical order):

  • ADM_CHKLST_LETTER_NUM (Number of Checklist letter run for the student for the application term)
  • ARESD (residency)
  • CHKL (checklist items)
  • CITY_ST_ZIP (address city, state, zip combined)
  • FNAME (first name)
  • ID (applicant ID)
  • LNAME (last name)
  • MNAME (middle name)
  • NATN (nation)
  • STR1 (address street 1)
  • STR2 (address street 2)
  • STR3 (address street 3)
  • TERM (application term)
• Admission Incomplete Checklist Report
• Parameters:
  • Term Code
  • Print Report? (Y/N)

  This process creates a report of applicants for a parameter term that have outstanding checklist items. The report is landscape and includes name, ID, decision code, student type, admit type, checklist code, checklist comment and checklist description. The report runs the update checklist process before creating the report so it is the most up to date.

  Note: If there are current or final high school or college transcripts showing with the name of the high school or college, that means the receive date was not entered. The receive date must be entered when high school or college transcripts are entered for a student, otherwise the checklist item will not be completed (will remain unsatisfied).