Admissions 2012 training 27_may2012

ADMISSIONSEnterprise Systems Team

ADMISSION TOOLSHCT BANNER Admission Module APPTRACK CID Creation APPLICANTS ACCEPTANCE SITE ADMISSION SEARCH ADMISSION REPORTS CEPA SERVICES IELTS SERVICES

NAPO NAPO Site (www.napo.ae ) NAPO Non Current Site (http://ws2.mohesr.ae/naponc) NAPO Recommendation / Approval Site

BANNER ADMISSIONS MODULE

Track admission applications downloaded from NAPO.

Create applications (for Con ED and Masters).Offer, Reject, Waitlist applications.Accept or Reject admission offers.Campus Transfer.Upgrade and downgrade applications.Cohorts and Attributes.Track High School information.Track test score information.

GENERAL FLOW

Applicant (with an

application)

General Person (any record with an

ID)

Student (offered and accepted

applicant)

ID creation, General, Contact and Biographical information

Application, decision, High School and Test details

Student record, enrolment and registration details

BANNER ID CREATION

Banner ID

NAPO Download

(H ID)

Con Ed Admission in

FSS (C ID)

NAPO DOWNLOAD TO BANNER• Verifies no previous Banner ID exists in Banner for the applicant with same

NAPO ID, Name, Passport Number and Date of Birth.

• If already exists, for a previous term and not on hold in banner, inserts the information from the new term application to the same Banner ID.

• If not exists, creates a new banner H ID for the applicant and populates all basic information in SPAIDEN (First & last name, alternate ID’s (NAPO ID, MOE ID), Emirates ID), SPAPERS (National ID, DOB, Age, Marital Status), GOAEMAL (Email), GOAINTL (Passport Information), SPATELE (Telephone), SPAADDR (Address), SPACMNT (Arabic Name).

• Creates an admission application in SAAADMS with applied campus and approved program of the applicant and assign admission cohorts and attributes.

• Assign the appropriate decision codes for offered(01), rejected (02) and waitlisted (03) in SAADCRV.

• Populates SOAHSCH (High School Information), SOATEST (Test Scores), SGADISA (special needs put by the student in the application).

C ID CREATION Con ED Admission link in Faculty Self Service – ACS Staff Role based, request access from Banner Team Always Search First with available details 2 Options : Use Selected ID and Create New ID C ID gets created in SPAIDEN and can be used

When to create and use CID’s?C ID’s can only be used for students doing Con ED. No other students in regular programs or cost recovery programs should have C ID. Exception is only for Masters who are admitted New to HCT without any prior HCT record. Currently they are allowed with a C ID.

CID CREATION

ADMISSION APPLICATION CREATION

Admission Applications

Automatic

Download from NAPO

Manual

Transfer In/ out

Change of program New Level

Program Upgrade/Downgrad

e

ADMISSION – BANNER FORMS

ADMISSION – BANNER FORMS The following forms in the Education Background sub-module are currently in use:

ADMISSION – BANNER REPORTS

ADMISSION APPLICATION FORM - SAAADMS

ADMISSION – APPLICANT & ADMISSION TYPES

Applicant Types - STVSTYP N = New to HCT P = New to Program C = Continuing

Admission Types - STVADMT CS = Current High School Graduate MS = Mature Student NS = Non Current High School Graduate PS = Post Secondary Qualification

Application Status Types - STVAPST C = Complete Ready for Review D = Decision Made I = Incomplete Items Outstanding

ADMISSION – SAAADMS CURRICULUM

ADMISSION – APPLICATION CURRICULUM Applicants Curriculum1. Catalog Term2. Program3. Level4. Campus5. College/Division6. Degree

Field of Study1. Major2. Concentration

ADMISSION – COHORTS & ATTRIBUTES

Cohorts: <term>N (for e.g.: 201110N – 201110 Foundation), <term>D(201110D – Direct Entry).

Attributes:PRI1 (Priority 1), PRI2 (Priority 2),PRI3(Priority3), DUAL (HS and HCT enrollment).

STUDENT COHORT & ATTRIBUTE

Code 10/11in application creates student record. Admission record becomes student record. Admission cohort becomes student cohort. Admission attribute changes to student attribute.

ASSIGN STUDENT COHORT & ATTRIBUTE

ASSIGN STUDENT COHORT & ATTRIBUTE

APPLICATION DECISION FORM - SAADCRV

ADMISSION DECISIONS

HIGH SCHOOL INFO FORM - SOAHSCH

TEST SCORE INFO FORM - SOATEST

ADMISSION – PROGRAM UPGRADE

In the first semester (when student is New)

Application #1 withNew Foundations

1. Create Application #2 with AAS/BAS

2. Update the student program in SAAADMS and in SGASTDN (if student record created and not registered) or SFAREGS (if already registered)

01 10/11

01 50 52

ADMISSION – PROGRAM DOWNGRADE

In the first semester (when student is New)

Application #1 withAAS/BAS

1. Create Application #2 with New Foundations

2. Update the student program in SAAADMS and in SGASTDN (if student record created and not registered) or SFAREGS (if already registered)

01 10/11

01 50 51

ADMISSION – COLLEGE TRANSFER

• What?

1) A Campus Transfer is done when a student chooses to change from one HCT College to another.

2) Transferring Out campus need to add transfer out decision code on the application of the applicant under their campus.

3) Transferring in campus should create a new admission application with their campus and program and add transfer in decision code.

4) Transferred In student should have 2 admission applications – one under old campus and one under new campus.

• CheckPrior to creating the Transfer record it must be verified that a student is eligible to be

transferred. This is done by reviewing the Hold Information Form (SOAHOLD) to ensure that there are no holds preventing the student from being transferred.

COLLEGE TRANSFER (Transfer out campus)

Check for existing holds

• If any hold is there on the applicant record, submit Multiple Holds workflow to get the hold removed

College Transfer Workflow

• Submit College Transfer Workflow with the details filled in from the transfer consent form from the student.

Clear Registration

and Enrollment

• Delete any existing registrations and enrollments from SFAREGS.

Add code 40

• Enter code 40 in SAADCRV for the existing application under their campus.

COLLEGE TRANSFER (Transfer in campus)

Check for existing holds

• Make sure all the holds are cleared by the transferring out campus.

• Make sure all old enrolments and registrations are removed.

College Transfer Workflow

• Approve the college transfer workflow

Application

• Create a new application in SAAADMS with the new campus and program.

Add code 45

• Enter codes 01 and 45 in SAADCRV for the new application created.

• Update the campus in general student form SGASTDN.

APPTRACK – Faculty Self Service Applicant Tracking tool available for campus admission officers

to view and track applicants to their campus. Applicants data from NAPO will be available here even before

they are available in banner for campuses to contact applicants and plan the admissions.

Accessible from Faculty Self-service– Academic Services Staff If you need access, please contact Enterprise Systems Team

APPTRACK – Faculty Self Service

APPTRACK – Main Features

NAPO Application details Applicant Details Contact tracking before and after signing ceremony Send SMS Send email Import Placement Exam Results Set Up and Assign Orientation times, Math Placement

Tests and CEPA Test dates. IELTS and TOEFL tracking Assign and view student decision Streaming recommendation View CS Placement and add College Placement

APPTRACK- Before Signing Ceremony

APPTRACK- After Signing Ceremony

APPTRACK – Categories and Summary

APPTRACK – Applicant Details

APPTRACK – Applicant Details

ONLINE ACCEPTANCE SITEwww.hct.ac.ae1. Applicant goes to the HCT website at www.hct.ac.ae

2. Applicant clicks on the link Admission Confirmation Link 

ONLINE ACCEPTANCE SITE4. Applicant enters his NAPO ID or searches for it

5.Applicant clicks on his/her Name to go to the login page

6.Applicant will be prompted to enter National ID & DOB

ONLINE ACCEPTANCE SITE7. Once authenticated, applicant will have the choice to accept or decline HCT offer of admission.

ONLINE ACCEPTANCE SITE8. Once applicant press “Accept” or “Decline”, a custom message will show based on the college.

ADMISSION SEARCH

ADMISSION SEARCH screen cont’d

ADMISSION SEARCH

ADMISSION REPORTS

CEPA SERVICES – Test Services Available under Test Services in Portal. Access based on

role. Contact Enterprise Systems team for access. For registering internal HCT students for CEPA.

CEPA SERVICES CEPA Office send the approved CEPA Test dates for internal

HCT students for each campus to Enterprise Systems team. Enterprise Team opens the test date in CEPA Services for the

mentioned campuses. Campuses register the students in CEPA Services by uploading

a CSV file in the format. Campuses can register students with student record and if no

student record, with admission record in banner. Latest campus of the student in the student record or admission

record (if no student record) will be taken to validate the test date for the campus.

CEPA Office downloads the registered students list from CEPA Services and prepares the score sheet.

CEPA Office uploads the score sheet back to CEPA Services and scores are put in SOATEST automatically.

CEPA SERVICES

CEPA SERVICES

IELTS SERVICES – Test Services Internal (HCT) IELTS : registered by campus, results

uploaded by CERT IELTS Office, results approved (TRF) by campus Gen ED supervisors, results uploaded to SOATEST.

External IELTS : campuses upload CSV with results, upload TRF, campus Gen Ed supervisors approves, Central Registry approves, results uploaded to banner.

NAPO SITE- www.napo.ae

NAPO NON CURRENT SITEhttp://ws2.mohesr.ae/naponc

NAPO NON CURRENT SITE

NAPO NON CURRENT SITE

NAPO NON CURRENT SITE Institutes Admission Staff Logs in to NAPO

Non Current Admissions Site. System Validates the user and Displays College and User Name:Summary of all Non-current applicationsSearch/Create Non-Current ApplicationNon-Current applications list

NAPO NON CURRENT SITE

NAPO NON CURRENT SITECollege Admissions Officer:

1. Verifies that the student does not exist in Banner by searching using Name, Date of Birth, Passport Number. If student exists, uses his Banner ID.

2. Verifies that the student is not on HCT dismissed students list.

3. Searches for student in NAPO Non-current admission site. If the student is found, submits application to NAPO using the old ID.

4. Creates a new application/NAPO ID for the student

NAPO NON CURRENT SITE5. NAPO CEPA office will inform colleges for all

online CEPA registrations based on the dates selected on the admission application.

6. NAPO verifies the Documents uploaded and follows the policies for eligibility and makes the applicant eligible. Application becomes visible in Approvals site.

7. College Admission Officer adds the admission recommendation on Approvals site.

8. VCO/Registrar puts the final admission decision on the application and the application is downloaded.

NAPO NON CURRENT SITE General Details- Mandatory for first time registration to

generate application no, if activated will populate from old application details and available for edit.

Address Details School Details Grades of English, Math and Average External Exam Details Preference details Health Details Employer Details Documents to Upload College Recommendation (CEPA Registration) Application Verification and Confirmation

NAPO APPROVAL SITEhttp://ws2.mohesr.ae/approvals2011

Admissions Process for 2012/13 Applicants – Current applicants

HESN Signing CeremonyE

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Ap

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Applicants accept/reject the offer online or in-person

Applicant data made available

Colleges check AppTrack and enter the contact updates

Admissions Officers put final admissions recommendation

VCO (Registry) offer admissions

2012 Approvals Website is openedNAPO start processing Non Current

Applications

Colleges start entering applications for non-current applicants

NAPO Approvals Site

Apptrack System

Non-Current Applications Site

Student Admissions Site

All Applicants are downloaded to Banner

Applicant Acceptance site made available online in HCT

website

2012 ADMISSION PROCESS HESN Signing Ceremony –19 July 2012 (to be confirmed). All HCT applicants will be downloaded to banner 1 day before signing ceremony. All Current HS eligible applicants applied to HCT will be admitted . College Recommendation will be auto populated . Non-currents approvals by VCO depends on budget and space. Process to be

confirmed and dates to be advised. Special cases need VC approval UAEU students will be doing foundations in HCT campuses and will be

downloaded from NAPO to banner . If any UAEU student becomes a HCT student by transfer, campus should inform

Banner team to end the UAEU tag. Inter institution transfer (current wishing to change choice of institution or non-

current requesting transfer from ZU/UAEU) need prior approval from VC before they can be processed by NAPO. Process to be confirmed.

Last date for submitting applications to NAPO: Date to be advised Last NAPO download for 201210: Date to be advised Last CEPA test date for current students : 24 Sep 2012 20th Day headcount : 04 Oct 2012

CON ED STUDENTS ADMISSION

NAPO is not involved in Con ED Admission

Campuses create C ID from Con Ed Admission screen in FSS. First search in Con Ed admission screen and if match found, click

on “Use Selected ID” button and use the same ID. If no match found, click on “Create New ID” and enter needed

details and a CID gets created in banner.

Create admission record and assign decision in banner directly.

All CID students should be in campus CERT with site code , if required.

A CID student cannot be in regular HCT program until they come through NAPO and has a HID in banner.

ADMISSION – MASTERS STUDENTS 2 scenarios:

1. Admit an old student who studied previously at HCT Finished earlier credentials at HCT such as Diploma, HD, or Bachelor. Started a credential study in HCT and then dropped out and graduated from

another institution. Studied in HCT as Con Ed or Cost recovery program student. Started the masters program but he disconnected for some reason and now

coming back to continue his/her masters program.Get any existing active hold ended through workflow and then admit the student in SAAADMS if the student meet the admission requirements.Admission Type: PS – which means Post Secondary QualificationStudent Type: P – which means New to ProgramResidence: 0 – which means Undeclared (the default value) Site – campus in which the student is studyingCampus - CERT

ADMISSION – MASTERS STUDENTS Click on the Contacts, Cohorts, Attributes tab, to fill the required Attribute for the

master degree for the admitted student.

8 attributes are available for master student: M0: MBA Unconditional Admissions. M1: MBA Admission Condition: 9 Credits. (Used for Bachelors) M2: MBA Admission Condition: 12 Credits. (Used for Bachelors) M3: MBA Admission Condition: 15 Credits. M4: MBA Admission Condition: CoReq. M5: MBA Admission Condition: 15+ CoReq. (Used for Higher Diploma) M6: MBA Admission ODoc miss+6 Credits M7: 9 hours + 3.0 required to proceed

Add cohorts like 200904M, 201004M, 201104M etc. depending on the cohort in which the student joined to assess the correct fees. From SAAADMS , the cohort will get rolled to student record. Campuses don’t have maintenance access to student cohorts form SGASADD.

Assign decisions in SAADCRV and with code 10, student record will get created.

ADMISSION – MASTERS STUDENTS

2. Admit a new studentNo previous ID or record in banner.Create CID through Con Ed admissionCreate admission application in SAAADMS with

Admission Type: PS – which means Post Secondary QualificationStudent Type: N – which means New to ProgramResidence: 0 – which means Undeclared (the default value) Site – campus in which the student is studyingCampus - CERT

Assign appropriate cohort and attributeAssign decision code 10General student record gets created

THANK YOUEnterprise Systems TeamContact : hct-apphelp@hct.ac.ae

02 6922 705 (Waseem)02 6922 596 (Sabeena)02 6922 597 (Sapna)

LOOKING FORWARD FOR A SMOOTH AND EFFICIENT 2012 ADMISSION….