Recruiting and Admissions User Guide

331 Pages·2002·1.09 MB·English

Recruiting and Admissions

User Guide
Copyright (c) 2001 Jenzabar, Inc. All rights reserved.
You may print any part or the whole of this documentation to support installations of Jenzabar software.
Where the documentation is available in an electronic format such as PDF or online help, you may store
copies with your Jenzabar software. You may also modify the documentation to reflect your institution's
usage and standards. Permission to print, store, or modify copies in no way affects ownership of the
documentation; however, Jenzabar, Inc. assumes no responsibility for any changes you make.

Filename: ugrecadm
Distribution date: 04/23/2002

Contact us at www.jenzabar.com

Jenzabar CX and QuickMate are trademarks of Jenzabar, Inc.
INFORMIX, PERFORM, and ACE are registered trademarks of the IBM Corporation
Impromptu, PowerPlay, Scenario, and Cognos are registered trademarks of the Cognos Corporation
UNIX is a registered trademark in the USA and other countries, licensed exclusively through X/Open Company Limited
Windows is a registered trademark of the Microsoft Corporation
All other brand and product names are trademarks of their respective companies
JENZABAR, INC.
RECRUITING AND ADMISSIONS USER GUIDE

TABLE OF CONTENTS
SECTION 1 - GETTING STARTED..............................................................................................................1
Overview.....................................................................................................................................................1
Introduction.............................................................................................................................................1
Product Differences................................................................................................................................1
Purpose of This Guide............................................................................................................................1
Intended Audience..................................................................................................................................1
Learning Objectives................................................................................................................................1
How to Use This Guide...........................................................................................................................1
Structure of Jenzabar CX User Guides..................................................................................................1
Other Information Resources.....................................................................................................................3
Introduction.............................................................................................................................................3
Resource List..........................................................................................................................................3
Recruiting/Admissions Menus and Menu Options.................................................................................3
Before You Begin Recruiting/Admissions..................................................................................................5
Introduction.............................................................................................................................................5
Prerequisite Tasks..................................................................................................................................5
Background Knowledge..........................................................................................................................5
Reporting Tools......................................................................................................................................6
Recruiting/Admissions Process..............................................................................................................7
Conventions Used in This Guide................................................................................................................8
Introduction.............................................................................................................................................8
Style Conventions...................................................................................................................................8
Jenzabar-Specific Terms........................................................................................................................8
SECTION 2 - USING THE RECRUITING/ADMISSIONS SCREENS........................................................11
Overview...................................................................................................................................................11
Introduction...........................................................................................................................................11
Organization.........................................................................................................................................11
Screen Differences...............................................................................................................................11
Screen Access......................................................................................................................................11
Admissions Entry Screen (1 of 3).............................................................................................................12
Purpose................................................................................................................................................12
Access..................................................................................................................................................12
Example................................................................................................................................................12
Fields....................................................................................................................................................12
Commands...........................................................................................................................................16
Admissions Entry Screen (2 of 3).............................................................................................................18
Purpose................................................................................................................................................18
Access..................................................................................................................................................18
Example................................................................................................................................................18
Fields....................................................................................................................................................18
Commands...........................................................................................................................................20
Admissions Entry Screen (3 of 3).............................................................................................................22
Purpose................................................................................................................................................22
Access..................................................................................................................................................22
Example................................................................................................................................................22
Segments..............................................................................................................................................22
Fields on the Document Status Information Segment..........................................................................23
Fields on the Other Documents Segment............................................................................................23
Fields on the Recommendations Segment..........................................................................................23
Fields on the Examinations Segment...................................................................................................23
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Fields on the Transcript Segment........................................................................................................24
Commands...........................................................................................................................................24
Admissions Information PERFORM Screen (1 of 2)................................................................................26
Purpose................................................................................................................................................26
Access..................................................................................................................................................26
Example................................................................................................................................................26
Fields....................................................................................................................................................26
Commands...........................................................................................................................................28
Admissions Information PERFORM Screen (2 of 2)................................................................................30
Purpose................................................................................................................................................30
Access..................................................................................................................................................30
Example................................................................................................................................................30
Fields....................................................................................................................................................30
Commands...........................................................................................................................................31
Admissions Statistics Record PERFORM Screen...................................................................................33
Purpose................................................................................................................................................33
Access..................................................................................................................................................33
Example................................................................................................................................................33
Fields....................................................................................................................................................33
Commands...........................................................................................................................................34
Advertisement Record PERFORM Screen..............................................................................................35
Purpose................................................................................................................................................35
Access..................................................................................................................................................35
Example................................................................................................................................................35
Segments..............................................................................................................................................35
Fields On The ID Record Segment......................................................................................................36
Fields on the Advertisement Record segment.....................................................................................36
Commands...........................................................................................................................................37
Applicant Accomplishment Information Window......................................................................................39
Purpose................................................................................................................................................39
Access..................................................................................................................................................39
Example................................................................................................................................................39
Fields on the Applicant Accomplishment Information Window............................................................40
Commands...........................................................................................................................................40
Applicant Admission Information window.................................................................................................41
Purpose................................................................................................................................................41
Access..................................................................................................................................................41
Example................................................................................................................................................41
Fields on the Applicant Admission Information Window......................................................................42
Commands...........................................................................................................................................43
Applicant Education Information Window.................................................................................................44
Purpose................................................................................................................................................44
Access..................................................................................................................................................44
Example................................................................................................................................................44
Fields on the Applicant Education Information Window.......................................................................45
Commands...........................................................................................................................................46
Applicant Education Information Window for Query Purpose..................................................................47
Purpose................................................................................................................................................47
Access..................................................................................................................................................47
Example................................................................................................................................................47
Fields on the Applicant Education Information Window.......................................................................48
Commands...........................................................................................................................................48
Applicant Interest Information Window.....................................................................................................49
Purpose................................................................................................................................................49
Access..................................................................................................................................................49
Example................................................................................................................................................49

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Fields on the Applicant Interest Information Window...........................................................................50
Commands...........................................................................................................................................50
Applicant Involvement Information Window.............................................................................................51
Purpose................................................................................................................................................51
Access..................................................................................................................................................51
Example................................................................................................................................................51
Fields on the Applicant Involvement Information Window....................................................................52
Commands...........................................................................................................................................52
Applicant Other/Alternate Address Information Window..........................................................................53
Purpose................................................................................................................................................53
Access..................................................................................................................................................53
Example................................................................................................................................................53
Fields on the Applicant Other/Alternate Address Information Window................................................54
Commands...........................................................................................................................................54
Applicant Profile Information window.......................................................................................................55
Purpose................................................................................................................................................55
Access..................................................................................................................................................55
Example................................................................................................................................................55
Fields on the Applicant Profile Information Window.............................................................................56
Commands...........................................................................................................................................56
Business Form Screen.............................................................................................................................58
Purpose................................................................................................................................................58
Access..................................................................................................................................................58
Example................................................................................................................................................58
Fields....................................................................................................................................................58
Commands...........................................................................................................................................60
Call Entry Screens....................................................................................................................................62
Purpose................................................................................................................................................62
Access..................................................................................................................................................62
Example................................................................................................................................................62
Fields....................................................................................................................................................62
Example (2 of 2)...................................................................................................................................65
Segments..............................................................................................................................................66
Fields on the Document Status Information Segment..........................................................................66
Fields on the Other Documents Segment............................................................................................67
Fields on the Recommendations Segment..........................................................................................67
Fields on the Examinations Segment...................................................................................................67
Fields on the Transcript Segment........................................................................................................67
Commands...........................................................................................................................................67
Call Result Table Screen..........................................................................................................................69
Purpose................................................................................................................................................69
Access..................................................................................................................................................69
Example................................................................................................................................................69
Fields....................................................................................................................................................69
Commands...........................................................................................................................................69
Caller Time Entry Screen.........................................................................................................................72
Purpose................................................................................................................................................72
Access..................................................................................................................................................72
Example................................................................................................................................................72
Fields....................................................................................................................................................72
Commands...........................................................................................................................................72
Change Student Information Screen........................................................................................................75
Purpose................................................................................................................................................75
Access..................................................................................................................................................75
Example................................................................................................................................................75
Fields....................................................................................................................................................76
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Church Form Screen................................................................................................................................77
Purpose................................................................................................................................................77
Access..................................................................................................................................................77
Example................................................................................................................................................77
Fields....................................................................................................................................................77
Church Information PERFORM Screen...................................................................................................78
Purpose................................................................................................................................................78
Access..................................................................................................................................................78
Example................................................................................................................................................78
Fields....................................................................................................................................................78
Commands...........................................................................................................................................79
Decision Form Screen..............................................................................................................................81
Purpose................................................................................................................................................81
Access..................................................................................................................................................81
Example................................................................................................................................................81
Fields....................................................................................................................................................81
Commands...........................................................................................................................................83
Duplicate Admissions Window.................................................................................................................85
Purpose................................................................................................................................................85
Access..................................................................................................................................................85
Example................................................................................................................................................86
Fields on the Duplicate Admission Window.........................................................................................86
Commands...........................................................................................................................................87
Duplicate ID’s Window.............................................................................................................................88
Purpose................................................................................................................................................88
Access..................................................................................................................................................88
Example................................................................................................................................................88
Fields on the Duplicate ID’s Window....................................................................................................89
Commands...........................................................................................................................................89
Electronic Application Form Screen.........................................................................................................91
Purpose................................................................................................................................................91
Access..................................................................................................................................................91
Example................................................................................................................................................91
Fields on the Electronic Application Form Screen..............................................................................92
Commands...........................................................................................................................................93
Enrollment PERFORM Screen.................................................................................................................95
Purpose................................................................................................................................................95
Access..................................................................................................................................................95
Example................................................................................................................................................95
Fields....................................................................................................................................................95
Commands...........................................................................................................................................97
ID Form Screen........................................................................................................................................99
Purpose................................................................................................................................................99
Access..................................................................................................................................................99
Example................................................................................................................................................99
Fields..................................................................................................................................................100
Commands.........................................................................................................................................101
ID/Profile/Relationship PERFORM Screen (1 of 2)................................................................................103
Purpose..............................................................................................................................................103
Access................................................................................................................................................103
Example..............................................................................................................................................103
Fields..................................................................................................................................................103
Commands.........................................................................................................................................104
ID/Profile/Relationship PERFORM Screen (2 of 2)................................................................................106
Purpose..............................................................................................................................................106
Access................................................................................................................................................106

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Example..............................................................................................................................................106
Fields..................................................................................................................................................106
Commands.........................................................................................................................................108
Inquiry Form Screen...............................................................................................................................110
Purpose..............................................................................................................................................110
Access................................................................................................................................................110
Example..............................................................................................................................................110
Fields..................................................................................................................................................110
Commands.........................................................................................................................................114
Interview/Recommendation Detail Window............................................................................................116
Purpose..............................................................................................................................................116
Access................................................................................................................................................116
Example..............................................................................................................................................116
Fields..................................................................................................................................................116
Commands.........................................................................................................................................117
Lead Contacts Detail Window................................................................................................................118
Purpose..............................................................................................................................................118
Access................................................................................................................................................118
Example..............................................................................................................................................118
Fields..................................................................................................................................................118
Commands.........................................................................................................................................119
Lead Entry Parameters Screen..............................................................................................................121
Purpose..............................................................................................................................................121
Access................................................................................................................................................121
Example..............................................................................................................................................121
Fields..................................................................................................................................................121
Commands.........................................................................................................................................122
Lead Form Screen..................................................................................................................................123
Purpose..............................................................................................................................................123
Access................................................................................................................................................123
Example..............................................................................................................................................123
Fields..................................................................................................................................................123
Commands.........................................................................................................................................126
Progress/Enrollment Status Detail Window...........................................................................................128
Purpose..............................................................................................................................................128
Access................................................................................................................................................128
Example..............................................................................................................................................128
Fields..................................................................................................................................................128
Commands.........................................................................................................................................129
Prospect/Applicant History Detail Window.............................................................................................130
Purpose..............................................................................................................................................130
Access................................................................................................................................................130
Example..............................................................................................................................................130
Fields..................................................................................................................................................130
Commands.........................................................................................................................................132
Query Duplicate Information Window.....................................................................................................133
Purpose..............................................................................................................................................133
Access................................................................................................................................................133
Example..............................................................................................................................................133
Fields..................................................................................................................................................134
Commands.........................................................................................................................................134
Recruitment Trips Detail Window...........................................................................................................136
Purpose..............................................................................................................................................136
Access................................................................................................................................................136
Example..............................................................................................................................................136
Fields..................................................................................................................................................136
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Commands.........................................................................................................................................137
Schedule Entry - Recruiter Form Screen...............................................................................................139
Purpose..............................................................................................................................................139
Access................................................................................................................................................139
Example..............................................................................................................................................139
Fields..................................................................................................................................................139
Commands.........................................................................................................................................140
Schedule Entry - Visiting Student Form Screen.....................................................................................142
Purpose..............................................................................................................................................142
Access................................................................................................................................................142
Example..............................................................................................................................................142
Fields..................................................................................................................................................142
Commands.........................................................................................................................................143
School Form Screen...............................................................................................................................145
Purpose..............................................................................................................................................145
Access................................................................................................................................................145
Example..............................................................................................................................................145
Fields..................................................................................................................................................145
Commands.........................................................................................................................................147
School Information Window....................................................................................................................148
Purpose..............................................................................................................................................148
Access................................................................................................................................................148
Example..............................................................................................................................................148
Fields..................................................................................................................................................149
Commands.........................................................................................................................................149
School Record PERFORM Screen........................................................................................................150
Purpose..............................................................................................................................................150
Access................................................................................................................................................150
Example..............................................................................................................................................150
Fields..................................................................................................................................................150
Commands.........................................................................................................................................152
Statuses PERFORM Screen..................................................................................................................153
Purpose..............................................................................................................................................153
Access................................................................................................................................................153
Example..............................................................................................................................................153
Fields..................................................................................................................................................153
Commands.........................................................................................................................................155
View Financial Aid Awards Detail Window.............................................................................................157
Purpose..............................................................................................................................................157
Access................................................................................................................................................157
Example..............................................................................................................................................157
Fields..................................................................................................................................................157
Commands.........................................................................................................................................158
Visiting Student Schedule Window.........................................................................................................159
Purpose..............................................................................................................................................159
Access................................................................................................................................................159
Example..............................................................................................................................................159
Fields..................................................................................................................................................159
Commands.........................................................................................................................................160
SECTION 3 - ADDING OR UPDATING RECRUITING AND ADMISSIONS INFORMATION................161
Overview.................................................................................................................................................161
Before You Begin...............................................................................................................................161
The Process.......................................................................................................................................162
Which Screen to Use?........................................................................................................................162
Updating Detail Windows...................................................................................................................163

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Which Detail Window to Use?............................................................................................................164
How to Enter Information in the Detail Windows................................................................................164
Helpful Hints.......................................................................................................................................165
Querying Recruiting/Admissions Information.........................................................................................166
Performing a Name Query..................................................................................................................166
Adding and Updating Application Information Using the Admissions Entry Screens............................167
How to Add Application Information...................................................................................................167
How to Update Application Information..............................................................................................167
Using the Electronic Application Program..............................................................................................169
Electronic Application Menu Options..................................................................................................169
How to Review Electronic Applications..............................................................................................170
Inserting/Updating an Electronic Application into the Database........................................................171
Adding and Updating Business information Using the Business Form Screen.....................................174
How to Add Business Information......................................................................................................174
How to Update Business Information.................................................................................................174
Adding Contacts for School Visits..........................................................................................................176
How to Add Contact and School Visit Information.............................................................................176
Adding and Updating ID information Using the ID Form Screen...........................................................178
How to Add ID Information.................................................................................................................178
How to Update ID Information............................................................................................................178
Adding and Updating Inquiry Information Using the Inquiry Form Screen.............................................179
How to Add Inquiry Information..........................................................................................................179
How to Update Inquiry Information.....................................................................................................179
Adding and Updating School information Using the School Form Screen............................................181
How to Add School Information..........................................................................................................181
How to Update School Information.....................................................................................................181
Adding and Updating Caller Time Information Using the Caller Time Entry Screen.............................183
How to Add and Update Caller Time Information...............................................................................183
How to Update Caller Time Information.............................................................................................183
Viewing and Updating Call Information Using the Call Entry Screens...................................................184
How to View and Update Call Entry Information................................................................................184
Viewing and Updating Decision Information Using the Decision Form Screen.....................................185
How to Update Decision Information..................................................................................................185
Viewing and Updating Information Using the Admissions Information Form Screen............................186
Viewing and Updating Admissions Information for Electronic Applications.......................................186
Accessing The Lead Entry Program......................................................................................................187
Before You Begin...............................................................................................................................187
General Features................................................................................................................................187
Data Consistency & Keystroke Saving Features...............................................................................187
Data Tracking Features......................................................................................................................188
Duplicate Checking Features.............................................................................................................188
How to Access Lead Entry Information..............................................................................................188
Querying A Lead Record........................................................................................................................189
How to Query A Lead Record............................................................................................................189
Updating A Lead Record........................................................................................................................190
How to Update A Lead Record...........................................................................................................190
Adding A Lead Record...........................................................................................................................191
Before You Begin...............................................................................................................................191
How to Add A Lead Record................................................................................................................191
Moving A Lead Record...........................................................................................................................192
How to Move A Lead Record.............................................................................................................192
Moving Lead Records Using Batch Mode..............................................................................................194
How to Move Lead Records Using Batch Mode................................................................................194
Deleting A Lead Record.........................................................................................................................195
How To Delete A Lead Record...........................................................................................................195
Adding A Lead Contact Record..............................................................................................................196
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How To Add A Lead Contact Record.................................................................................................196
Updating A Lead Contact Record...........................................................................................................197
How To Update A Lead Contact Record............................................................................................197
Deleting A Lead Contact Record............................................................................................................198
How To Delete A Lead Contact Record.............................................................................................198
Defining a Lead Contact.........................................................................................................................199
How to Define a Lead Contact in the Contact Table..........................................................................199
Preparing Lead Records For Mailing House Service.............................................................................200
Introduction.........................................................................................................................................200
Unloading Lead Data..........................................................................................................................200
Define the Contact..............................................................................................................................200
Schedule Expected Lead Contact Records.......................................................................................200
Create Lead Letters............................................................................................................................201
How to Create a Merge Form Letter...................................................................................................201
How To Create a Microsoft Word Mail Merge file..............................................................................202
Output Example..................................................................................................................................203
Exiting the Lead Entry program..............................................................................................................204
How To Exit The Lead Entry Program................................................................................................204
Updating Waiting Lists............................................................................................................................205
Overview.............................................................................................................................................205
Creating Interview Confirmation Letters.................................................................................................207
Introduction.........................................................................................................................................207
Sample Form Letter............................................................................................................................209
Creating a School Visitation Letter.........................................................................................................211
Introduction.........................................................................................................................................211
Sample Form Letter............................................................................................................................213
Creating Departmental Letters...............................................................................................................214
Creating File Labels................................................................................................................................215
The Admissions Import Process.............................................................................................................217
Introduction.........................................................................................................................................217
Before You Begin...............................................................................................................................217
The Process.......................................................................................................................................217
SECTION 4 - QUERYING RECRUITING AND ADMISSIONS INFORMATION......................................219
Overview.................................................................................................................................................219
Introduction.........................................................................................................................................219
Before You Begin...............................................................................................................................219
The Process.......................................................................................................................................219
Which PERFORM Screen to Use?.....................................................................................................219
Viewing Information on PERFORM Screens.........................................................................................221
How to Find Information in the PERFORM Screens..........................................................................221
Helpful Hints to Completing Fields.....................................................................................................221
What ID/Profile/Relationship Records Show......................................................................................221
Before You Begin...............................................................................................................................221
Viewing ID/Profile/Relationship Records............................................................................................222
Viewing Admissions Information........................................................................................................222
Viewing Admissions Statistics............................................................................................................223
Viewing Enrollment Statuses..............................................................................................................223
Viewing Statuses................................................................................................................................223
Viewing Church Information...............................................................................................................224
Viewing School Information................................................................................................................224
SECTION 5 - TRACKING DOCUMENTS IN RECRUITING AND ADMISSIONS...................................225
Overview.................................................................................................................................................225
Introduction.........................................................................................................................................225
Tracking Transcripts...........................................................................................................................225

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