Campus Solutions CUNYfirst Admissions Reference Guide

284 Pages·2013·4.9 MB·English

by  Melissa Grant

CUNYfirst Admissions Reference Guide

Campus Solutions
CUNYfirst Admissions
Reference Guide
Last Updated: 6/18/2013 CUNYfirst Admissions
CUNYfirst Admissions Reference Guide

Table of Contents

How to use this Reference Guide ........................................................................... 6
Introduction to CUNYfirst Student Admissions Module ....................................... 7
Module Objectives ............................................................................................................ 7
Unit I: Foundations of Student Admissions .......................................................... 8
Unit Introduction ................................................................................................................ 8
Unit Objectives .................................................................................................................. 8
Chapter 1: Modules of Campus Solutions ............................................................. 9
Chapter Objectives ........................................................................................................... 9
Topic 1 - Modules of Campus Solutions ...........................................................................10
Topic 2 - “A” Student’s Record in Campus Solutions: .......................................................12
Chapter 2: Understanding Academic Structure .................................................. 13
Chapter Objectives ..........................................................................................................13
Topic 1 - Academic Structure: ..........................................................................................14
Topic 2 - Academic Structure & a Student Record ...........................................................16
Chapter 3: Overview of Student Admissions ...................................................... 20
Chapter Objectives ..........................................................................................................20
Topic 1 - Overview of Student Admissions .......................................................................21
Unit II: CUNYfirst Student Admissions ................................................................ 22
Unit Objectives: ................................................................................................................22
Chapter 1 - Review CAS & ASTA Application Results ........................................ 23
Chapter Objectives ..........................................................................................................23
Topic 1: Review CAS Application Summary ................................................................24
Topic 2: Review ASTA Application Summary ..............................................................28
Chapter 2 – Search/Match in CUNYfirst ............................................................... 32
Chapter Objectives ..........................................................................................................32
Topic 1: Conduct Search/Match ...................................................................................32
Chapter 3 – Add New Application ......................................................................... 41
Chapter Objectives ..........................................................................................................41
Topic 1: Add New Application ......................................................................................42
Topic 2: Add New Application – Second BA ................................................................59
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Chapter 4 – Maintain Applications ....................................................................... 60
Chapter Objectives ..........................................................................................................60
Topic 1: Update Bio/Demo Information - General ........................................................60
Topic 2: Update Bio/Demo Information – Names .........................................................63
Topic 3: Update Bio/Demo Information – Addresses ...................................................70
Topic 4: Update Program/Plan .....................................................................................79
Topic 5: Update External Education .............................................................................80
Chapter 5 – Update Applicant Program/Action Status ....................................... 91
Chapter Objectives ..........................................................................................................91
Topic 1: Accepts Admission .........................................................................................92
Topic 2: Defers Admission ...........................................................................................93
Topic 3: Declines Admission ........................................................................................94
Topic 5: Matriculate an Applicant - Single ....................................................................95
Topic 6: Matriculate an Applicant - Batch .....................................................................96
Chapter 6 – View Additional Applicant Data ........................................................ 99
Chapter Objectives ..........................................................................................................99
Topic 1: View Application Summary Page ...................................................................99
Topic 2: View Applicant Progression .......................................................................... 101
Topic 4: View Academic Test Summary..................................................................... 105
Topic 5: View Test Results ........................................................................................ 106
Topic 6: View Unofficial Transcripts ........................................................................... 109
Chapter 7 – Non-Degree Students ...................................................................... 113
Chapter Objectives ........................................................................................................ 113
Topic 1: Non-Degree Students without EMPL - Quick Admit...................................... 114
Topic 2: Non-Degree Students with EMPL – Program/Plan Stack ............................. 124
Chapter 8 – Readmit, Reactivate, Reallocate .................................................... 127
Chapter Objectives ........................................................................................................ 127
Topic 1: Readmitting Students (General Steps) ......................................................... 127
Topic 2: Reactivate Students ..................................................................................... 130
Topic 3: Reallocation ................................................................................................. 131
Unit II: CUNYfirst Campus Community for Admissions ................................... 133
Unit Introduction ............................................................................................................. 133
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Unit Objectives ............................................................................................................... 133
Chapter 1 – Student Services Center ~ Overview ............................................. 134
Chapter Objectives ........................................................................................................ 134
Topic 1: Student Services Center: Student Center Tab .............................................. 135
Topic 2: Student Services Center: General Info Tab .................................................. 140
Topic 3: Student Services Center: Academics Tab .................................................... 144
Topic 4: Student Services Center: Admissions Tab ................................................... 147
Topic 5: Student Services Center: Transfer Credit Tab .............................................. 150
Topic 6: Student Services Center: Finances Tab ....................................................... 153
Chapter 2 – Add & Update Student Data ............................................................ 154
Chapter Objectives ........................................................................................................ 154
Topic 1: Add a Person ............................................................................................... 155
Topic 2: Update Bio/Demo Information – Names ....................................................... 161
Topic 3: Update Bio/Demo Information – Addresses ................................................. 169
Topic 4: Enter Ethnicity Data for a Student ................................................................ 178
Topic 5: Enter Languages Information for a Student .................................................. 179
Topic 6: Enter Decedent Information ......................................................................... 181
Topic 7: Enter Emergency Contacts Information for a Student ................................... 182
Topic 8: Enter External System ID Information for a Student ..................................... 186
Chapter 3 – Residency & Citizenship ................................................................ 187
Chapter Objectives ........................................................................................................ 187
Topic 1: Entering Residency Information ................................................................... 188
Topic 2: Entering Citizenship Information .................................................................. 194
Topic 3: Entering Visa/Permit Information .................................................................. 196
Chapter 4 – Managing Service Indicators .......................................................... 199
Chapter Objectives ........................................................................................................ 199
Topic 1: Manually Assign a Service Indicator ............................................................. 200
Topic 2: Manually Release a Service Indicator .......................................................... 205
Topic 3: Edit a Service Indicator ................................................................................ 206
Topic 4: View Service Indicator Audits ....................................................................... 207
Topic 5: Assign Service Indicators in Batch ............................................................... 210
Chapter 5 – Student Groups ............................................................................... 212
Chapter Objectives ........................................................................................................ 212
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Topic 1: Add Student to Student Group ..................................................................... 213
Topic 2: Inactivate a Student in a Student Group ....................................................... 216
Topic 3: View Students in Student Group .................................................................. 219
Topic 4: Create a New Student Group ....................................................................... 221
Chapter 6 – Managing FERPA............................................................................. 223
Chapter Objectives ........................................................................................................ 223
Topic 1: Use FERPA Quick Entry .............................................................................. 224
Topic 2: View FERPA Display .................................................................................... 229
Chapter 7 – Additional Campus Community Student Services ....................... 231
Chapter Objectives ........................................................................................................ 231
Topic 1: Health Services ~ Overview ......................................................................... 232
Topic 2: View/Update Immunization Records ............................................................ 235
Topic 3: Disability Services ~ Overview ..................................................................... 237
Topic 4: Enter/Update Disability Data ........................................................................ 238
Topic 5: Veterans Affairs ~ Overview ......................................................................... 245
Topic 6: Update Military Status Information ............................................................... 248
Chapter 8 – Three C’s .......................................................................................... 251
Chapter Objectives ........................................................................................................ 251
Topic 1: Three C’s Overview ...................................................................................... 252
Topic 2: Assign Communications to an Individual ...................................................... 254
Topic 3: View an Individual Communication Summary ............................................... 260
Topic 4: View an Individual Communication Detail ..................................................... 262
Topic 5: Assign a Checklist to a Person ..................................................................... 264
Topic 6: View a Person Checklist Summary .............................................................. 268
Topic 7: View a Person Checklist Detail..................................................................... 270
Topic 8: Update a Checklist Item (By Item) ................................................................ 271
Topic 9: Update a Checklist Item (By Person) ........................................................... 273
Course Summary ........................................................................................................... 274
Appendix: CEMLI Search - Repository .............................................................. 275
Appendix: Readmit Student - Scenarios ............................................................ 280
Program Action: RADM (Readmit) ...................................................................... 280
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How to use this Reference Guide
This reference guide l contains sections that include information on business processes related to
Student Financials. The first section is the introduction of the module. It is followed by Chapter and
Topic sections which include a step summary, detailed information, field definitions and screen shots.
Below is a description for each section type contained in the reference guide.
Introduction
The Introduction contains conceptual information on Student Financials. It also describes the
business processes that are used in Student Financials.
Module Objectives
The Module Objectives contain a bulleted list of the learning objectives for the module.
Unit
The Unit information consists of a high-level explanation of a single content area of a module.
Chapter
The Chapter information includes introductory concepts that are needed for understanding the
business processes that are presented in the chapter.
Chapter Objectives
The Chapter Objectives contain a bulleted list of the learning objectives for the chapter.
Topic
Topics instruct the user on executing a specific business process.
Step Summary
Step Summary consists of the high-level steps needed to complete a business process.
Detailed Information
Detailed information contains a complete narrative of a business process, including screenshots and
tables of items (field names) with their definitions and/or selection criteria.
Appendix
Appendix may contain the following types of information:
Running Reports
Step-by-step guide to running reports and processes in CUNYfirst

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Introduction to CUNYfirst Student Admissions Module

CUNYfirst Admissions allows for basic application processing to handle a student’s acceptance of
admission, matriculate them into a program, and share the information with the CUNYfirst Student
Records module. The implementation of CUNYfirst Admissions will occur in two distinct phases. In
the first phase, CUNY will use interfaces to import admissions data from UAPC into CUNYfirst. The
second phase will consist of the full implementation of CUNYfirst Admissions functionality. This
training guide provides instruction for the first phase of CUNYfirst Admissions.
CAS Interface
The CUNYfirst Admissions module is designed to work collaboratively with existing CUNY
applications and new interface feeds to process important application information. CUNY’s existing
Undergraduate Applications Processing Center (UAPC) will remain in place for the initial evaluation of
the application. The information is then moved into CUNYfirst Admissions via the CUNY Admissions
System (CAS) interface feed for undergraduates.
ASTA Interface
The Advanced Student Transfer Admissions (ASTA) interface will be used for Transfer students and
possibly additional applicant populations.

Disclaimer: Please note that even though select images
and fields are masked, the student data in this guide is
fictional.

Module Objectives
Upon completion of this course, learners will be able to:
 Understand the modules of Campus Solutions
 Understand CUNYfirst Academic Structure
 Describe the Admissions process from Application to Matriculation
 Review CAS/ASTA results
 Conduct search/match in CUNYfirst
 Add new applications
 Maintain applications
 Update application status
 View student data
 Add non-degree applications
 Readmit, Reactivate, and Reallocate students
 Navigate the student services center
 Update residency
 Update citizenship
 Manage service indicators
 Manage student groups
 Understand the Three C’s
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Unit I: Foundations of Student Admissions
Unit Introduction

Student Admissions components consist of the managing of processes and maintenance and data
relating to admission activity, including:

 Applying for Admission
 Acceptance of Admission (Pre-Matriculation)
 Updating Residency
 Updating External Education
 Placement in Student Groups
 Placement of Service Indicators
 Matriculating

The Foundation of Student Admissions provides an overview of key concepts and terminology used
throughout the CUNYfirst Student Admissions module. It provides a basic understanding of
functions within the module, and the types of processing used to manage and maintain the student’s
academic record.
In addition to managing a student’s data using Student Admissions ds module, users will also be
able to view and use specific student’s integrated data through Campus Community functionality,
which is reviewed in Unit III.

Unit Objectives
Upon completion of this unit, learners will understand the following:
 Modules of Campus Solutions
 Academic Structure
 Student Admissions Overview
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Chapter 1: Modules of Campus Solutions
Campus Solutions is a tool specifically designed for activities related to higher education.
Chapter Objectives
Upon completion of this chapter, learners will be able to:
 Understand Modules of Campus Solutions.
 “A” Student’s Record in Campus Solutions.

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Topic 1 - Modules of Campus Solutions
While this chart below shows each module as separate and equal, in reality the different sections of
Campus Solutions interrelate, and overlap.
.
• Admissions Module: This module establishes a core record for a potential student. Once
the student matriculates, the maintenance of the student’s information becomes the
responsibility of Student Records. Admissions Module :
• Creates and maintains applicant data
• Creates most student records which Includes prospective students and applicants
• Contains core data such as demographics, test scores, and program information
• Tracks the applicant’s record through the entire admissions process, including the
final decision (admit, deny or withdrawal)
• Matriculate or formally admit the student

Information entered in the Admissions module carries over to Student Records.

• Student Records Module: Information about the student’s program, course enrollment,
grades, and advisors is in the Student Records module. The Student Records module
enables you to:
• Tracks a student’s career through graduation, transfer, or withdrawal
• Contains information about the student’s program, course enrollment, grades, and
advisors.
• Automates/tracks registration functions
• Houses course catalog and class schedule information.
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