Banner Student Recruitment Training Workbook Release 8.2 – June 2009 Updated 5/7/2012
_______________________________________________________________________________________________

Prepared by: Ellucian

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Trademark

Banner®, Colleague®, PowerCAMPUS®, Luminis® and Datatel® are trademarks of Ellucian or its affiliates and are registered in the U.S. and other countries. Ellucian, Advance, Recruiter, and Open Digital Campus are trademarks of Ellucian or its affiliates. Other names may be trademarks of their respective owners.

Revision History Log

Publication Date	Summary
June 2009	New version that supports 8.2 software.
May 2012	Updated for Ellucian rebranding

Notice of rights

Copyright © Ellucian 2005-2012.

This document is proprietary and confidential information of one or more of the Ellucian companies and is not to be copied, reproduced, lent, displayed used or distributed except under license from Ellucian. Third party copy centers are advised that clients of Ellucian that have licensed the underlying technology associated with this documentation have a valid license to copy and use this documentation in accordance with that underlying license.

Table of Contents

Introduction	5

Process Introduction	7

Set Up	9

Rules and Validation Tables Outside of the Recruitment Module	10

Displaying New Person Fields for Internationalization	13

Source/Background Institution Code Validation	16

Source/Background Institution Base	19

Source/Background Institution Year	22

Transfer Articulation Institution	24

Residence Code Validation	26

Program Definition Rules	28

Curriculum Rules	31

Curriculum Rules Control	34

Validation Forms Needed for the Recruitment Module	36

Contact Type Code Validation	37

Address Type Code Validation	39

Recruiter Code Validation	41

Recruit Type Validation	43

Originator Code Validation	44

Web Prospect How I Learned About Validation	46

Recruiting Internal Status Code Validation	47

Appointment Result Code Validation	48

Comment Type Code Validation	49

Outside Interest Code Validation	51

Setting Up Communication Plan Rules for Recruitment	53

Self Check	55

Answer Key for Self Check	56

Day-to-Day Operations	57

Process Introduction	58

Capturing Biographic/Demographic Information	60

Using Common Matching when Capturing Prospect Information	63

Capturing Information on Prospective Applicants	69

Entering Prospects Using the Quick Recruit Form	73

Entering High School Information for Prospects	80

Entering Prior College Information	85

Entering Tests and Test Scores	88

Entering Recruiter Appointments	93

Recruitment Reports	96

Using the Rec/Enroll Analysis - How Learned Report	97

Using the Recr/Enrl Analysis - Source/Recr Report	99

Using the Recruits Never Applied to Inst. Report	101

Using the Communication Plan Processing Report	105

Summary	107

Self Check	108

Answer Key for Self Check	110

Appendix	112

Section goal	112

Forms Job Aid	113

Terminology	120

Introduction

Course goal

The goal of this workbook is to provide you with the knowledge and practice to perform recruiting processes for your institution. The workbook is divided into three sections:

Introduction

Set Up

Day-to-Day Operations

Note: Tape Load Processing is covered in the Tape Load Processing workbook.

Course objectives

In this course you will learn how to

create the rules and set parameters used to process the Recruitment data.

capture information on applicants

enter new prospective students

ensure that duplicate records are not created

enter high school information

enter prior college information

enter tests and test scores

enter recruiter appointments

run reports related to the Recruitment module.

Intended audience

Personnel from offices responsible for entering recruiting information

Prerequisites

To complete this course, you should have

completed the Education Practices computer-based training (CBT) tutorial Banner 8 Fundamentals, or have equivalent experience navigating in the Banner system

administrative rights to create and perform the necessary set up in Banner

set up the validation forms outside of the Recruitment Module noted in "Rules and Validation Tables Outside of the Recruitment Module" prior to any setup that is specific to the Recruitment module.

Process Introduction

Introduction

The recruiting process occurs at the beginning of the Student process.

Flow diagram

This diagram highlights the processes used to perform Recruiting within the overall Student process.

About the process

The Recruiting office is generally responsible for performing all tasks associated with recruiting.

An applicant is not considered a “student” in Banner until they accept an offer of admissions.

While this workbook focuses on the recruiting process, keep in mind that the Recruiting office usually works in conjunction with the Admissions office.

Personnel handling the task may vary by institution. For example, at smaller institutions, Admissions and Recruiting personnel may be combined.

Maintaining information on students is an ongoing process that continues throughout the Student process, and could be handled by various personnel.

Set Up

Section goal

The goal of this section is to outline the setup process and detail the procedures to set up your Banner system. This section is broken into these main areas:

Prior Setup

Recruitment Module Setup

Communication Plan Rules Setup

Objectives

In this section you will learn how to create the rules and set parameters used to process the data.

Rules and Validation Tables Outside of the Recruitment Module

Validation and rules forms

Before entering recruiting information, there are several forms and validations outside of Recruitment that need to be set or created.

The following validation forms play important roles in the Recruitment module; however, they will be setup prior to any setup that is specific to the Recruitment module.

Warning: Since these forms are shared with other modules, it is important that the appropriate members of the Student team be involved in their setup.

Form Description	Banner Name
General Person Identification	SPAIDEN
General Person	SPAPERS
Source/Background Institution Code Validation Form	STVSBGI
Source/Background Institution Base	SOASBGI
Source/Background Institution Year	SOABGIY
Transfer Articulation Institution	SOABGTA
Term Code Validation	STVTERM
Major, Minor, Concentration Code Validation	STVMAJR
Level Code Validation	STVLEVL
Campus Code Validation	STVCAMP
Degree Code Validation	STVDEGC
Department Code Validation	STVDEPT
College Code Validation	STVCOLL
Student Type Code Validation	STVSTYP
Admission Type Code Validation	STVADMT
Withdrawal Reason Code Validation	STVWRSN
Admission Application Decision Code Validation	STVAPDC
Admission Application Status Code Validation	STVAPST
Enrollment Planning Service Code Validation	STVEPSC
Geographic Region Code Validation	STVGEOR
Geographic Region Division Code Validation	STVGEOD
Student Attribute Validation	STVATTS
Cohort Code Validation	STVCHRT
Curriculum Rules	SOACURR
Curriculum Rules Control	SOACTRL
Residence Code Validation	STVRESD
Site Code Validation	STVSITE
Session Code Validation	STVSESS
Education Level Code Validation	STVEDLV
Education Goal Validation	STVEGOL
Admission Request Checklist Code Validation	STVADMR
Diploma Type Validation	STVDPLM
High School Subject Validation	STVSBJC
Institutional Honors Code Validation	STVHONR
Test Code Validation	STVTESC
Enrollment Verification Type Code Validation	STVEPRT
Test Form Validation	STVTEFR
Test Accommodation Validation	STVTEAC
Test Instrument Validation	STVTEIN
Comment Type Code Validation	STVCMTT
Originator Code Validation	STVORIG
Source Contact Person Type Code Validation	STVPTYP
Program Definition Rules	SMAPRLE

Examples

Setup procedures for and descriptions of some of these forms are shown on the pages that follow.

Note: The Program Definition Rules Form (SMAPRLE) is included only for the purposes of a later exercise. This form may or may not be used by your institution.

Displaying New Person Fields for Internationalization

Introduction

A major initiative of SunGard Higher Education is to make Banner more adaptable for use in different countries and with different languages. This ongoing effort is called internationalization (often abbreviated I18N).

As part of this initiative, Banner Student 8.0 delivered several new fields in the database. These fields, however, were not visible on the user interface. With Banner Student 8.2, these new fields can be displayed on forms and reports. This enhancement provides worldwide clients with a more robust, accurate, and efficient method of storing personal data.

New person fields

The following person fields are now available on several Banner Student Forms and reports:

Field	Length	Description
Last Name Prefix	60 characters	Prefix that precedes a last name (for example, “Von” in the last name “Von Hintz”)
House Number	10 characters	Unique number assigned to each building on a street or in an area and used as part of the postal address in some countries (no validation)
Street Line 4	75 characters	Additional street address (no validation)
Telephone Country Code	4 characters	Code that designates the region and country of the telephone number (no validation)

Masked fields

Some users do not need these new fields on Banner forms. For this reason, Banner Student 8.2 is being delivered with masking rules turned on for these new fields. This means the fields are not displayed on forms when you first upgrade to Banner Student 8.2. If you want to display the new fields, you can do one of the following:

Run the gssmask.sql script, delivered with Banner General 8.2, to unmask the new fields. Refer to the Banner General 8.2 Release Guide for more details.

Use the Data Display Mask Rules Form (GORDMSK) to unmask the fields. You can unmask specific fields on specific forms. Refer to the Banner General Data Security Handbook for more details.

Masking rules apply only to name fields when they are displayed independently (that is, not concatenated). If fields are concatenated, the masking rules do not apply. It is assumed that the fields where data would normally be entered would be masked, preventing data entry. As a result, no values would be available for display on forms when the fields are concatenated.

Changed forms

Several forms can display the new person fields. Some forms display all new person fields; other forms display some of the new person fields. In general, the new person fields are displayed on forms as follows:

Last Name Prefix is displayed before the Last Name field.

House Number is displayed before the Street Line 1 field.

Street Line 4 is displayed after the Street Line 3 field. (If a form does not include Street Line 3, then Street Line 4 is not included on the form.)

Telephone Country Code is displayed before the Telephone Area Code field.

The following forms support the new person fields:

General Person Identification Form (SPAIDEN)

Site Code Validation Form (STVSITE)

Source/Background Institution Code Validation Form (STVSBGI)

Source or Background Institution Base Form (SOASBGI)

Quick Recruit Form (SRAQUIK)

Program Definition Rules Form (SMAPRLE)

Source/Background Institution Code Validation

Purpose

The Source/Background Institution Code Validation Form (STVSBGI) is used to create, update, insert, and delete source/background institution codes.

Several forms in the Recruiting, Academic History, and Admissions modules use this form to validate the source/background institution codes. You can only create and update these codes on this form.

Note: All Banner Systems share this validation form. You should coordinate with other Banner System users at your institution when deciding what codes are used on this form.

Banner form

Steps

Follow these steps to set up source/background institution codes.

Access the Source/Background Institution Code Validation Form (STVSBGI).

Execute a query to view all values.

Perform an Insert Record function.

Enter [a 6 character alphanumeric code] in the Source or Background Institution field to create a college code.

Example: ABC123

Enter the name of the College in the Description field.

Example: ABC College

Enter C in the Type field.

Note: The Type field is used to identify if the source is a high school (H), college (C), or source-only (S).

Select the Source Indicator checkbox.

In the Admissions Request field, enter the code CLT1.

Note: The Admissions Request field is only used when the Source or Institution will be associated with an Admissions Request (STVADMR)

Click the Save icon.

Perform another Insert Record function.

Enter [a 6 character alphanumeric code] in the Source or Background Institution field to create a high school code.

Example: ABC246

Enter the name of the High School in the Description field.

Example: ABC High School

Enter H in the Type field.

Select the Source Indicator checkbox.

Enter the code HST1 in the Admissions Request field.

Click the Save icon.

Perform an Insert Record function.

Enter [a 6 character alphanumeric code] in the Source or Background Institution field to create a source code.

Example: ABC369

Enter the name of the Source in the Description field.

Example: ABC Source

Enter S in the Type field.

Select the Source Indicator checkbox.

Click the Save icon.

Click the Exit icon.

Source/Background Institution Base

Purpose

The Source/Background Institution Base Form (SOASBGI) is used to capture general information, such as address, comments, and contacts, about a source or background institution. Most of the information captured is not validated to allow for flexibility. The address information provided on this form is displayed in Academic History and Admissions.

Banner form

Steps

Follow these steps to establish source/background information.

Access the Source/Background Institution Base Form (SOASBGI).

Enter the college code [STVSBGI] in the Source/Background Institution field for the college you created in a previous exercise.

Result: This populates the institution field.

Perform a Next Block function to navigate to the Source or Background Institution Address block.

Establish an address for the college by filling in the Street Line, City, State or Province, and Zip or Postal Code fields.

Note: You can use the down arrow to select a ZIP/postal code.

Click the Save icon.

Perform a Next Block function to navigate to the Institution
Contacts window.

Enter a person’s name in the Contact Person field.

Click the down arrow next to the Person Type field to view the List of Values.

Select a person type for the contact.

Click OK.

Assign a telephone number (area code, number, and extension) for the contact person.

Click the Save icon.

Perform a Rollback function to return to the key block.

Enter the high school code [STVSBGI] in the Source or Background Institution field for the high school created in a previous exercise.

Result: This populates the institution field.

Perform a Next Block function to navigate to the Source/Background Institution Address block.

Establish an address for the high school by filling in the Street Line, City, State or Province, and Zip or Postal Code fields.

Note: To find your zip/postal code, click the down arrow and select your zip/postal code by double-clicking.

Note: You can click the down arrow next to the State or Province, County, and Nation fields to select from the List of Values.

Click the Save icon.

Perform a Next Block function to navigate to the Institution Contacts window.

Enter a person’s name in the Contact Person field.

Click the down arrow next to the Person Type field to view the List of Values.

Select a person type for the contact.

Click OK.

Assign a telephone number (area code, number, and extension) for the contact person.

Click the Save icon.

Click the Exit icon.

Source/Background Institution Year

Purpose

The Source/Background Institution Year Form (SOABGIY) is used to capture yearly information about a source or background institution. Much of the information captured is not validated to allow for flexibility. All of the data are dependent on calendar year, providing a historical record of the information.

Note: The Source/Background Institution Base Form (SOASBGI) must be established prior to using this form.

Banner form

Steps

Follow these steps to complete the process of establishing source/background information.

Access the Source/Background Institution Year Form (SOABGIY).

Enter the high school code [STVSBGI] in the Source/Background Institution field for the high school you created in a previous exercise.

Result: This auto-populates the institution field.

Enter the current year in the Year field.

Perform a Next Block function to navigate to the Academic Details block.

Identify a calendar type (semester or quarter) in the Calendar Type field.

Click the Save icon.

Perform a Next Block function to navigate to the Demographic Details block.

Enter a figure in the Total Enrollment field.

Click the Save icon.

Click the Exit icon.

Transfer Articulation Institution

Purpose

The Transfer Articulation Institution Form (SOABGTA) is an additional form that can be used to describe high school information. It contains a block that has a repeating table of high school characteristics defined by the institution. A number of institutions have found it useful to identify characteristics of certain high schools to help with specialized recruiting or requirements needs. Examples are schools that do not provide a rank in class for their graduates or schools in which a high percentage of students attain high SAT or ACT scores.

The Transfer Articulation Institution Form (SOABGTA) captures and maintains information pertaining to the transfer institution and its articulation practices, calendar type, transfer levels, and any comment information. The key to the form is the institution code and the effective term associated with the transfer information. Transfer institution information can be built for either a college or high school.

Banner form

Steps

Use the following steps to enter information about an institution.

Select an institution from the drop down list in the Institution field.

Select a term code from the list of valid terms in the Term field.

Perform a Next Block function to navigate to the General Information block.

Enter a term code in the From Term field.

Enter a term code in the To Term field.

Note: Unless otherwise specified, the term 999999 will automatically default into the To Term field.

Click on the Maintenance button to copy or end the General Information.

Select the highest degree offered code from the List of Values in the Highest Degree Level Offered field.

Select the acceptance practice code from the List of Values in the Acceptance Practice field.

Select the calendar type and multiplier code from the List of Values in the Calendar Type and Multiplier field.

Select the acceptance authority code from the List of Values in the Acceptance Authority field.

Enter the User ID of the individual who reported this information in the Reported by field.

Navigate to the Transfer Levels block by positioning your cursor in one of the fields or by performing a Next Block function.

Note that the From and To term codes are copied into the Transfer Levels block from the Key block.

Select one or more level codes from the List of Values in the Level field.

Click on the Maintenance button to copy or end the Transfer Levels.

Click on the Save icon.

Click on the Exit icon.

Residence Code Validation

Purpose

The Residence Code Validation Form (STVRESD) is used to maintain codes for residency (e.g., Foreign, Out-of-State Resident, In-State Resident). Other forms use this form to validate the residency codes. You may only create or update these codes from this form.

Note: Each participant in this class must create a different residence code.

Banner form

Steps

Follow these steps to create a residence code.

Access the Residence Code Validation Form (STVRESD).

Perform an Insert Record function.

Enter a unique residence code in the Code field.

Hint: Select a character from A to Z.

Enter your name in the Description field.

Select the In State/Prov checkbox.

Note: When the In State/Prov checkbox is selected, this indicates that the code represents a person who is a resident of the state or province.

Click the Save icon.

Click the Exit icon.

Program Definition Rules

Purpose

The Program Definition Rules Form (SMAPRLE) is used to create program codes.

Note: This is a generic program code to which multiple or a single major(s) will be attached in a later exercise. This procedure is included in this workbook for this reason.

Banner form

Steps

Follow these steps to create a program definition rule.

Access the Program Definition Rules Form (SMAPRLE).

Perform an Insert Record function.

Enter a 12 character code in the Program field. This is the program code.

Example: ABC

Enter the Program Name in the Description field.

Example: ABC Program

Leave the Locked checkbox empty.

Select the Curriculum Dependent check box.

Click the down arrow next to the Student Level field to access the Level Code Validation window.

Select a program level (i.e., the level of student interested in attending
your institution).

Examples: Undergraduate, Graduate, Law

Click OK.

Click the down arrow next to the Course Level field to access the Level Code Validation window.

Note: The Course Level is the level of the course work normally counted toward completion of the program you’re defining.

Select a level.

Click OK.

Leave the Campus field empty. The campus is only required if the program you’re defining is available only to students on one campus of your institution.

Click the down arrow next to the College field to access the College Validation window.

Select a college.

Click OK.

Click the down arrow next to the Degree field to access the Degree Validation window.

Select a degree, for example, Bachelor of Arts.

Click OK.

Leave the ID field empty.

Click the Save icon.

Click the Exit icon.

Curriculum Rules

Purpose

The Curriculum Rules Form (SOACURR) is used to view or create curricula rules.

Banner form

Steps

Follow these steps to create a curriculum rule.

Access the Curriculum Rules Form (SOACURR).

Leave the Term field empty.

Perform a Next Block function.

Execute a query.

Perform an Insert Record function.

Click the down arrow next to the Program field to query the program code created in the previous exercise.

Result: The Level, College, and Degree fields will auto-populate.

Navigate to the Effective Term field.

Enter the beginning of time (000000), or the first term that the new program is to be in effect.

Select the Primary and Secondary checkboxes.

Lock the base curriculum rule by selecting the Lock checkbox.

Click the Save icon.

Click the Majors and Departments tab.

Click the down arrow under the Major field to view the List of Values.

Select Anthropology.

Click OK.

Click the Save icon.

Use the down arrow on the keyboard to move to the next record/line to attach a second major.

Click the down arrow under the Major field to view the List of Values.

Select English.

Click OK.

Use the down arrow on the keyboard to move to the next record/line to attach a third major.

Click the down arrow under the Major field to view the List of Values.

Select Mathematics.

Click OK.

Click the Save icon.

Select the Module Control tab.

Note: Indicators default to On for each module for the curriculum rule. The No option is used to retire use of the curriculum rule for a module.

Curriculum Rules Control

Purpose

The Curriculum Rules Control Form (SOACTRL) uses radio groups to determine: 1) if/how various areas related to curriculum are used and 2) to set the severity level of error checking by module if using curriculum rules.

Banner form

Steps

Follow these steps to complete the Curriculum Rules Control Form (SOACTRL).

Access the Curriculum Rules Control Form (SOACTRL).

Verify that the Perform Curriculum Checking button is set to Yes.

Further down on the form, verify that the Curriculum Checking Error Severity radio button for Recruiting is set at Warning and the radio buttons for Admissions, Learner, and Outcome are set at Fatal.

Note: The Error Severity section of the form sets up how you want to check your curriculum rules by module. The error severity options are "Fatal" (the system will not allow an invalid curriculum combination to be used, "Warning" (a message is generated that the combination is invalid, and the user is given the option to continue or cancel), and "No Checking" (the rules are not checked, and no message is displayed).

You can use Warning, instead of Fatal, for curriculum checking in the Recruiting module; because students might not give accurate information about programs they think they would be interested in pursuing.

Click the Save icon (if changes were needed).

Click the Exit icon.

Validation Forms Needed for the Recruitment Module

Purpose

These validation forms are needed for the Recruitment module. Review these forms and practice entering information in each. Descriptions of each form are shown on the pages that follow.

Note: A setup procedure for the Recruiter Code Validation Form is shown in this workbook.

Form Description	Banner Name
Contact Type Code Validation	STVCTYP
Address Type Code Validation	STVATYP
Recruiter Code Validation	STVRECR
Recruit Type Validation	STVRTYP
Originator Code Validation	STVORIG
Web Prospect How I Learned About Validation	STVLEND
Recruiting Internal Status Code Validation	STVRSTA
Appointment Result Code Validation	STVRSLT
Comment Type Code Validation	STVCMTT
Outside Interest Code Validation	STVINTS

Contact Type Code Validation

Purpose

The Contact Type Code Validation Form (STVCTYP)

Banner form

Steps

Follow these steps to create a contact type code.

Access the Contact Type Code Validation Form (STVCTYP).

Perform an Insert Record function.

Enter your initials in the Code field.

Enter your name in the Description field.

Leave the Activity Date field empty.

Note: The field auto-populates with the current date when you save.

Click the Save icon.

Click the Exit icon.

Address Type Code Validation

Purpose

The Address Type Code Validation Form (STVATYP)

Banner form

Steps

Follow these steps to add a code to the Address Type Code Validation form (STVATYP).

Perform an Insert Record function.

Enter your initials in the Code field.

Enter your name in the Description field.

Select a Telephone Type [STVTELE] value from the dropdown box

Leave the Activity Date field empty.

Note: The field auto-populates with the current date when you save.

Click the Save icon.

Click the Exit icon.

Recruiter Code Validation

Purpose

The Recruiter Code Validation Form (STVRECR) is used to create, update, insert, and delete recruiter codes (e.g., East Coast Recruiter, Central Recruiter, and High School Recruiter). Several modules use this form to validate the recruiter codes. You can only create and update these codes on this form.

Banner form

Steps

Follow these steps to create a recruiter code.

Access the Recruiter Code Validation Form (STVRECR).

Perform an Insert Record function.

Enter your initials in the Code field.

Enter your name in the Description field.

Leave the System Req checkbox empty.

Leave the Activity Date field empty.

Note: The field auto-populates with the current date when you save.

Click the Save icon.

Click the Exit icon.

Recruit Type Validation

Purpose

The Recruit Type Validation Form (STVRTYP) is used to create, update, insert, and delete recruit type codes (e.g., New, Former, and Class of ‘95). You can only create and update these codes on this form.

Banner form

Steps

Follow these steps to create a recruit type code.

Access the Recruit Type Validation Form (STVRTYP).

Perform an Insert Record function.

Enter your initials in the Code field.

Enter your name in the Description field.

Leave the Activity Date field empty.

Note: The field auto-populates with the current date when you save.

Click the Save icon.

Click the Exit icon.

Originator Code Validation

Purpose

The Originator Code Validation Form (STVORIG) is used to create, update, insert, and delete originator codes (e.g., Admissions Office, Registrar Office, and Financial Aid Office). Several modules use this form to validate the originator codes. You can only create and update these codes on this form.

Banner form

Steps

Follow these steps to create an originator code.

Access the Originator Code Validation Form (STVORIG).

Perform an Insert Record function.

Enter your initials in the Code field.

Enter your name in the Description field.

Leave the Activity Date field empty.

Note: The field auto-populates with the current date when you save.

Click the Save icon.

Click the Exit icon.

Web Prospect How I Learned About Validation

Purpose

The Web Prospect How I Learned About Validation Form (STVLEND) is used to create, update, insert, and delete How I Learned codes (e.g., Friend, Internet, and High School Fair). You can only create and update these codes on this form.

Banner form

Steps

Follow these steps to create a web prospect how I learned about code.

Access the Web Prospect How I Learned About Validation Form (STVLEND).

Perform an Insert Record function.

Enter your initials in the Code field.

Enter your name in the Description field.

Leave the Activity Date field empty.

Note: The field auto-populates with the current date when you save.

Click the Save icon.

Click the Exit icon.

Recruiting Internal Status Code Validation

Purpose

The Recruiting Internal Status Code Validation Form (STVRSTA) is used to create, update, insert, and delete recruiting status codes (e.g., Great Prospect, Good Prospect, and No Longer Interested). You can only create and update these codes on this form.

Banner form

Steps

Follow these steps to create a recruiting internal status code.

Access the Recruiting Internal Status Validation Form (STVRSTA).

Perform an Insert Record function.

Enter your initials in the Code field.

Enter your name in the Description field.

Leave the System Req checkbox empty.

Leave the Activity Date field empty.

Note: The field auto-populates with the current date when you save.

Click the Save icon.

Click the Exit icon.

Appointment Result Code Validation

Purpose

The Appointment Result Code Validation Form (STVRSLT) is used to create, update, insert, and delete appointment result codes (e.g., Late, Attended, and Did not show). You can only create and update these codes on this form.

Banner form

Steps

Follow these steps to create an appointment result code.

Access the Appointment Result Code Validation Form (STVRSLT).

Perform an Insert Record function.

Enter your initials in the Code field.

Enter your name in the Description field.

Click on the Generate Contact checkbox.

Leave the Activity Date field empty.

Note: The field auto-populates with the current date when you save.

Click the Save icon.

Click the Exit icon.

Comment Type Code Validation

Purpose

The Comment Type Code Validation Form (STVCMTT) is used to create, update, insert, and delete comment type codes (e.g., Special Needs, Requested Materials, and General Comments). Several modules use this form to validate the comment type codes. You can only create and update these codes on this form.

Banner form

Steps

Follow these steps to create a comment type code.

Access the Comment Type Code Validation Form (STVCMTT).

Perform an Insert Record function.

Enter your initials in the Code field.

Enter your name in the Description field.

Leave the Activity Date field empty.

Note: The field auto-populates with the current date when you save.

Click the Save icon.

Click the Exit icon.

Outside Interest Code Validation

Purpose

The Outside Interest Code Validation Form (STVINTS) is used to create, update, insert, and delete outside interest codes (e.g., Student Government, Varsity Athletics, and Music). You can only create and update these codes on this form.

Banner form

Steps

Follow these steps to create an outside interest code.

Access the Outside Interest Code Validation Form (STVINTS).

Perform an Insert Record function.

Enter your initials in the Code field.

Enter your name in the Description field.

Leave the System Req checkbox empty.

Leave the Activity Date field empty.

Note: The field auto-populates with the current date when you save.

Click the Save icon.

Click the Exit icon.

Setting Up Communication Plan Rules for Recruitment

Purpose

Communication Plan processing permits you to automatically assign a recruit, applicant, or student to a communication plan online, according to their campus, level, degree, and college, department, and program rules defined for your institution.

A communication plan defines standard materials and groups of materials to be sent to a prospect/applicant/student at pre-defined time intervals. For the recruiting process then, a communication plan would automatically generate materials allowing you to communicate quickly and efficiently with prospects.

Communication Plan forms needed

Your institution may choose to setup communication plan rules for the Recruitment module. Most of these forms can be accessed from the Communication Plan Rules and Control menu in the Recruitment module. Review these forms and practice entering information in each.

Form Description	Banner Name
Letter Code Validation	GTVLETR
Email Address Type Validation	GTVEMAL
Letter Process	GUALETR
Paragraph Process	GUAPARA
Student Mail	SUAMAIL
Material	SOAMATL
Communication Plan Assignment	SOAPLAN
Communication Plan Collector	SOACCOL
Communication Group	SOACGRP
Communication Plan	SOACPLN
Communication Rules	SOACOMM
Duplicate Material Rules	SOADPMR
HTML Letter Rules	SOAELTL
Format HTML Letter Rules	SOAELTR

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

Most of the information on the Source/Background Institution Year Form (SOABGIY) is not validated to allow for user flexibility.

True / False

Question 2

Address information on the Source/Background Institution Base Form (SOASBGI) is displayed in what two student modules?

Answer Key for Self Check

Question 1

Most of the information on the Source/Background Institution Year Form (SOABGIY) is not validated to allow for user flexibility.

True

Question 2

Address information on the Source/Background Institution Base Form (SOASBGI) is displayed in what two student modules?

Admissions

Academic History

Day-to-Day Operations

Section goal

The goal of this section is to explain the regular process and detail the procedures to enter recruiting information.

Objectives

In this section you will learn how to

capture information on applicants

enter new prospective students

ensure that duplicate records are not created

enter high school information

enter prior college information

enter tests and test scores

enter recruiter appointments

run reports related to the Recruitment module.

Process Introduction

About the process

Potential students can also enter their own request for information over the Web.

The Recruiting staff usually works in conjunction with the Admissions office.

Information entered on the recruiting record can roll to the admissions record.

When the prospects apply, this moves the process to the Admissions stage.

Flow diagram

This diagram highlights the processes used to perform recruiting.

What happens

The stages of the process are described in this table.

Stage	Description
Recruiting Personnel
1	Receive inquiries from various sources.
2	Create records for inquiries.
3	Send materials and publications to inquiries.
4	Track recruiting statistics.
Applicant
5	Applies to college or university.

Capturing Biographic/Demographic Information

Purpose

The General Person Identification Form (SPAIDEN) is used to capture biographic/demographic information for all persons associated with the institution. Persons can belong to any or all of the installed Banner Systems (such as Student, Financial Aid, Finance). All persons created for Banner Student are first entered into the database using this form.

The information maintained in this form is specific to the person/non-person and does not relate to the person's involvement at the institution. All other modules/ systems are dependent on the information captured and maintained in this form. Any changes or additions to a person's biographic/demographic information must be made in this form.

Banner form

Steps

Follow these steps to enter biographic/demographic information if your institution does not use the common matching feature.

Note: If your institution has enabled common matching, proceed to the next exercise.

Access the General Person Identification Form (SPAIDEN).

Note: Perform a person search to be sure the name you have selected does not already exist in the Banner System.

Click the Search icon in the Key block.

Select Person Search or Alternate ID Search from the Options menu.

Navigate to the Last Name field in the Person Search window.

Type the last name of the person you are entering into the Last Name field followed by %.

Click the Execute Query icon.

Make sure the prospect name you are creating does not already exist.

If the prospect already exists, select a new name and repeat the person search.

If the prospect does not exist, exit the form and proceed to enter the prospect on SPAIDEN.

To generate a new ID number, type GENERATED in the ID field or click the Generate ID icon. Don’t generate a new Banner ID until you’ve first performed the search to see if the person already exists in Banner. Perform steps 2-7 before you perform step 9.

Navigate to the Last Name field.

Enter the prospect’s last name, first name, and middle name (if using) in the respective fields.

Click the down arrow next to the Name Type field.

Select a name type (optional).

Examples: Maiden/Birth Name, Formal Name, Professional Name

Click OK.

Click the Save icon.

Click the Address tab.

Click the down arrow next to the Address Type field.

Select Permanent.

Click OK.

Enter an address.

Note: The down arrows next to the State or Province, County, and Nation fields can be used to view and select from the List of Values.

Enter a phone number in the Telephone field.

Click OK.

Leave the other fields blank.

Click the Save icon.

Click the Exit icon.

Using Common Matching when Capturing Prospect Information

Introduction

If your institution uses common matching, you will use common matching to avoid duplicates when entering prospects in the system.

Common matching uses a rules-based algorithm to check for possible database matches before a new person or non-person record is added to the system. Common matching replaces the existing algorithms from Financial Aid and Student with a centralized algorithm.

Common Matching is used in batch data load processes and online forms that are used to create new person or non-person records (e.g., SPAIDEN). The Common Matching form (GOAMTCH) can be called from key blocks of person or non-person data entry forms when generating an ID or entering an ID that does not exist in Banner.

Using common matching

You may execute the common matching process at any time during data entry of person information from the Common Matching Entry form. If a matching record exists, you have the option to enhance existing data by inserting new information. Certain existing data can be updated.

Matching status

There are three possible results of running the Common Matching algorithm:

New

Match

Potential Match

New: If no records are found to match the rules, a status of New is returned. You may then create a new person or non-person record or exit and return to the calling form.

Match: If one and only one record matches the rules, a status of Match is returned and the Match tab will be highlighted. Data for the matched PIDM will be returned for review.

Potential Match: A status of Potential Match occurs if some fields match but not all, or if multiple records match exactly. For example, a potential match would occur if first name and last name match but DOB does not match. When potential matches exist, the Potential Matches tab will be highlighted with the number of potential matches and the records which were identified will be listed for review.

Common Matching Entry Form (GOAMTCH)

The Common Matching Entry Form (GOAMTCH) allows you to determine whether an entity (person or non-person) matches an existing record before it is entered into the database.

Banner form

Accessing the form

The Online Matching Process Enabled checkbox on the Installation Controls Form (GUAINST) determines whether the Common Matching Entry Form (GOAMTCH) is called automatically when creating person or non-person records. If checked, GOAMTCH will be called when you try to create a record on %IDEN forms. If not checked, GOAMTCH will not be called automatically.

Additionally, if the Exclude User checkbox is checked on the Common Matching User Setup Form (GORCMUS), GOAMTCH will not be called automatically.

GOAMTCH will be called if an ID is entered that does not exist or if the Generate ID feature is used. If not called automatically, GOAMTCH can be accessed from the Options menu from the key block of %IDEN forms.

Steps

Follow these steps to use common matching when entering prospect data.

Note: You can access the Common Matching Entry Form (GOAMTCH) directly; however, in most cases you will access it from another form during the data entry process.

Access the General Person Identification Form (SPAIDEN).

Enter the ID of the person to be created or click the Generated icon to generate an ID.

Note: You can choose to select GOAMTCH from the Options menu at this point.

Perform a Next Block function.

Result: You are automatically taken to GOAMTCH if this has been enabled on GUAINST. The ID or Generated will appear in the ID field.

If necessary, choose a source code for the Matching Source field.

Note: This may default in, depending on the setup on GORCMUS.

Perform a Next Block function.

Enter available person data to be used in matching. The information entered in the Data Entry block can be used for updating an existing record or creating a new record.

Click the Duplicate Check icon or perform a Next Block function to execute the Common Matching algorithm.

Result: If an exact match is found, the person and their data will display in the Match tab. The Potential Match tab will be available only if other potential matches are found.

Use the chart below to determine the next action.

IF the result is…	THEN follow these steps.
New	Click the Create New icon to create a new PIDM. Result: A new Banner PIDM is created; data from the top block is inserted into the appropriate tables.
Match	To match the person in the top half of the form to the person found by the match, choose either: Select ID to select the record and carry it back to the key block of SPAIDEN. Update ID to update the record with data from top block.
Potential Match	Click the Potential Match tab. Review the data for each potential match. Click the Details button to view data about the potential match on other forms (defined on GORCMSC). Determine if person is new or a match and select the appropriate icon (Create New or Select ID or Update ID).

If the person is new, click OK to any prompts.

Result: After completing the update or insert, you will be returned to the key block of SPAIDEN to continue your data entry.

Warning: If you have not selected any matching options, you will be unable to perform a Next Block function to enter any data after returning to the SPAIDEN Form.

Perform a Next Block function.

Note: You can click any of the available tabs on SPAIDEN (Address, Telephone, etc.) to enter any additional information on the person.

Follow the remaining steps to enter address information.

Click the Address tab.

Click the down arrow next to the Address Type field to view the Option List.

Select Permanent.

Click OK.

Enter an address.

Note: The down arrows next to the State or Province, County, and Nation fields can be used to view and select from the List of Values.

Click the Save icon.

Click the Exit icon.

Capturing Information on Prospective Applicants

Purpose

The Recruit Prospect Information Form (SRARECR) provides the information necessary for all recruitment-related activities. This form captures and validates information on prospective applicants. This information includes sources (high schools, colleges, groups, alumni, and individuals), intended degrees and majors, outside interests, and contacts, cohorts, and attributes. This form is the basis for all related recruiting forms.

Note: Each member of the class must create a unique prospect.

On the first window of the Recruit Prospect Information Form (SRARECR), a “Curricula Summary” window exists which shows the most current curricula for the person (current = most recent rows that are active for each priority). This window also indicates if the SORLCUR row displayed has been backfilled as part of the Primary or Secondary curriculum.

Banner form

Steps

Follow these steps to capture recruiting information.

Access the Recruit Prospect Information Form (SRARECR).

Has the ID field auto-populated with your new person?

If not, enter the ID of the person you created in a previous exercise.

Tab to the Name field (adjacent to the ID field).

Note: Default values will appear in the appropriate fields as you move through the form.

Click the down arrow next to the Term field.

Select the current fall term code.

Click OK.

Click the down arrow next to the Level field.

Note: The Level field is optional, and if it is left blank, existing recruiting records of all levels will be displayed on this form. If a value is entered in this field, only those existing recruiting records with the same level will be displayed.

Select the code for undergraduate.

Click OK.

Click the View Current/Active Curricula checkbox if you want only current and active curriculum records to be displayed in the Curriculum and Field of Study blocks.

Perform a Next Block function.

Result: The Term field will auto-populate if the equivalent field was entered in the key block.

Leave the Selected checkbox unchecked.

Using the down arrows next to each field, complete the fields in the Recruit Data block.

Perform a Next Block function or click the Curricula tab of the form.

Result: You will be taken to the Curricula tab if no curricula data yet exists for the record being created. If a curriculum exists, you will be taken to the Curricula Summary window on the Recruit tab.

Enter curricula data, including priority, program and/or other data in the fields related to the curriculum.

Perform a Next Block function to access the Field of Study block.

Complete these fields, if not already completed: Priority, Type (Major, Minor or Concentration), Status (if other than the default), and Field of Study.

Warning: At least one row with Type = Major must exist. Without a major, you will not be able to save the record.

Note: Using the down arrow or Ctrl+H on the Field of Study field will bring up an options window with appropriate selections based on how the curriculum is defined on SOACURR.

Click the Save icon.

Note: The Communication Plan Change window will appear only if the prospect has qualified for a plan based on the rules established on the Communication Rules Form (SOACOMM). Should the window appear, save the communication plan then click on the Return button located in the lower right-hand corner to return to the main window.

Click OK.

Click the Save icon.

Click the Sources, Interests, Withdrawal tab.

Click the down arrow next to the Source icon to access the query form. The source for this prospect is the college you created in a previous exercise.

In the Type field, enter C.

In the Source/Background Institution field, enter the name of the college followed by %.

Example: ABC College%

Click the Execute Query icon.

Double-click the Type field of the correct college.

Result: This returns the value to the Source, Interests, Withdrawal window.

Select the Primary Source checkbox.

Perform a Next Block function.

Click the down arrow below the Interests field to view the List of Values.

Select an interest.

Click OK.

Click the down arrow below the Interests field again to view the List of Values.

Select a second interest.

Click OK.

Click the Save icon.

Click the Contacts, Cohorts, Attributes tab.

Click the down arrow below the Contact field to view the List of Values.

Select Campus Visit.

Click OK.

Click the Save icon.

Click the Exit icon.

Entering Prospects Using the Quick Recruit Form

Purpose

The Quick Recruit Form (SRAQUIK) is designed to allow faster entry of new prospective students. It is generally used when you have a group of prospects that have common characteristics. Use the default rules to define those common characteristics and change the defaults when the characteristics change. If you have a large group of prospects to enter, this form works best if you sort the forms into a logical order before beginning your entry.

This form allows you to enter home address, high school, prior college, and all necessary recruiting information.

The Quick Recruit Form (SRAQUIK) can be used with the Common Matching Form (GOAMTCH), if your institution has enabled common matching. See the topic Using Common Matching when Capturing Prospect Information for a complete list of steps for using GOAMTCH.

Banner form

Steps

Create a recruiting record for prospect and generate an ID within the Quick Recruit Form. Use a unique fictitious name for prospect. You also will add address information for the prospect. Follow these steps to complete the process.

Access the Quick Recruit Form (SRAQUIK).

Select Default Options from the Options menu to access the Default Options window.

Click the down arrow next to the Recruit Term field to view the List of Values.

Select the current fall term.

Click OK.

Click the down arrow next to the Address Type field to view the List of Values.

Select Permanent.

Click OK.

Click the down arrow next to the Contact Type field to view the List of Values.

Select Campus visit.

Click OK.

Enter the source code from a previous exercise in the Source field.

Enter the recruiter code from a previous exercise in the Recruiter field.

Enter the high school code from a previous exercise in the High School field.

Click the down arrow next to the Recruit Type field to view the List of Values.

Select New.

Click OK.

Leave the Prior College field empty.

Leave the Transfer Degree field empty.

Click the down arrow next to the Recruit Status field to view the List of Values.

Select Undetermined.

Click OK.

Click the down arrow next to the Student Type field to view the List of Values.

Select New first time.

Click OK.

Click the Rollback icon.

Result: This will take you back to the key block of the form.

Click the Generate ID button.

Result: This may take you to the Common Matching Entry Form (GOAMTCH), depending on the setup at your institution.

Click in the Term field in the Recruit Data section.

Result: This will auto-populate the additional fields.

Click the Save icon.

Click the Rollback icon.

Enter the ID of your second prospect.

Result: You will be taken to the Common Matching Entry Form (GOAMTCH) if this has been enabled. This will ensure that the person does not already exist in the system.

Perform a Next Block function.

Are you taken to the next block? If not, choose a source code for the Matching Source field.

Note: The Matching Source may default in, depending on the setup on GORCMUS.

Perform a Next Block function.

Enter person data in the Last Name and First Name fields.

Click the Duplicate Check icon or perform a Next Block function to execute the Common Matching algorithm.

Result: You should create a new person here. If an exact match is found, the person and their data will display in the Match tab. The Potential Match tab will only be available if other potential matches are found.

Click OK to any prompts to return to SRAQUIK and create the new record.

Note: Refer to the topic Using Common Matching When Capturing Prospect Information for a complete list of steps for using common matching.

Note: You will automatically return to the Quick Recruit Form. Notice that the ID and Name fields are now populated.

Enter the term in the Recruitment Term field.

Perform a Next Block function.

Click the Enter Address checkbox.

Result: You are taken to the Addresses tab.

Enter dates in the From Date and To Date field.

Click the down arrow next to the Address Type.

Enter an address in the Street Line, City, State or Province, Zip or Postal Code, and Nation (if outside your nation) fields.

Note: The down arrows next to the State or Province, County, and Nation fields can be used to view the List of Values to select the appropriate value.

Enter a telephone number in the Telephone field.

Leave the Source, User, Delivery Point, and Activity fields blank.

Click the Save icon.

Click the Quick Recruit tab.

Select a gender.

Enter a date of birth in the Birth Date field.

Click the down arrow next to the Ethnic field.

Select an ethnicity.

Click OK.

Click the down arrow next to the Legacy field.

Select a legacy.

Example: aunt, uncle, brother

Click OK.

Click in the Graduation Date field.

Enter a graduation date.

Example: 06-JUN-2008

Perform a Next Block function.

Click in the Term field in the Recruit Data section.

Result: Fields on the remaining areas of the form will auto-populate.

Perform a Next Block function to access the Curriculum window.

Enter a program in the Program field.

Result: Depending on the program entered, other fields may auto-populate.

Complete other fields if necessary.

Examples: Campus, Level, etc.

Click the Save icon.

Note: The Communication Plan Change window will appear only if the prospect has qualified for a plan based on the rules established on the Communication Rules Form (SOACOMM).

If the Communication Plan Change window appears, click the Save icon then click on the Return button located in the lower right-hand corner to return to the main window.

Click the Interests, Sources, Contacts tab.

Enter an interest in the Interest field.

Click the Save icon.

Click the Exit icon.

Entering High School Information for Prospects

Purpose

The High School Information Form (SOAHSCH) is used to enter information about a person's high school career. The information includes high school, transcript dates, graduation date, GPA, and subjects taken in high school.

Banner form

Steps

Follow these steps to complete the process of identifying high school information for the two recruiting records created in previous exercises.

Warning: Do not interchange the prospect records in this exercise.

Access the High School Information Form (SOAHSCH).

Enter the ID for the recruiting record that was created in a previous exercise in the ID field.

If you do not remember the ID, perform a name search to locate the ID by tabbing to the Name field (adjacent to the ID field).

Enter the last name of the prospect created previously followed by a percent sign.

Example: Smith%

Press the Enter key. If one match is found, the ID and name are returned to the key block. If more than one match is found, the ID and Name Extended Search window appears. Pull down the list of matches in the Search Results field in the ID and Name Extended Search window. Scroll to the desired name and ID. Click on the desired name and ID. The information will be returned to the key block.

Perform a Next Block function to access the main body of the form.

Enter the high school code from a previous exercise in the High School field,

Click the High School Address tab.

Verify the address information.

Click back to the High School Details tab.

Leave the Enrollment Planning Service Code field empty.

In the Graduation Date field, enter May 15, 200X in DD-MMM-YYYY format.

Example: 15-MAY-2008.

Enter the current date in DD-MMM-YYYY format in the Transcript Received Date field.

Note: Enter the transcript date only if you have an official or final transcript for the person. Entry of this field automatically clears the checklist items (required documents list) at the Admissions stage if the student applies.

Note: HST1 will default in the Admissions Request field.

Select the College Preparation checkbox.

Enter a rank and size in the Class Rank and Size field.

Note: The Percentile field will automatically calculate, based on rank and size.

Enter a GPA in the GPA field.

Click the down arrow next to the Diploma field to view the List of Values.

Select College Preparatory.

Click OK.

Click the Save icon.

Select High School Subjects from the Options menu or click the High School Subjects tab to access the High School Subjects window.

Click the down arrow below the Subjects field to view the List of Values.

Select Mathematics.

Click OK.

Indicate that the prospect has completed two years of Mathematics with grades of AABA and a GPA of 3.75.

Note: You will want to reconsider whether/how you enter information into this block after you have admissions training. The information in this block can be used in automated decision calculation.

Click the Save icon.

Click the Rollback icon to return to the High School Details window.

Enter the ID for the prospect and recruiting record that was created in a previous exercise in the ID field.

If you do not remember the ID, perform a name search to locate the ID by tabbing to the Name field (adjacent to the ID field).

Enter the last name of the person created in a previous exercise followed by a percent sign.

Example: Smith%

Press the Enter key.

If one match is found, the ID and name are returned to the key block. If more than one match is found, the ID and Name Extended Search window appears.

Pull down the list of matches in the Search Results field in the ID and Name Extended Search window. Scroll to the desired name and ID. Double-click on the desired name and ID. The information will be returned to the key block.

Perform a Next Block function.

The High School information will default from the Quick Recruit Form.

Leave the Enrollment Planning Service Code field empty.

Note: The Graduation Date field will default.

Enter the current date in DD-MON-YYYY format in the Transcript Received Date field.

Example: 01MAR2003

Note: Enter the transcript date only if you have an official or final transcript for the person. Entry of this field will automatically satisfy the checklist items (required documents list) at the Admissions stage if the student applies.

Select the College Preparation check box.

Enter a rank and size in the Class Rank and Size field.

Note: The Percentile field will automatically calculate, based
on rank and size.

Enter a GPA in the GPA field.

Note: The high school code HST1 will default in the Admissions Request field.

Click the down arrow next to the Diploma field to view the List of Values.

Select College Preparatory.

Click OK.

Click the Save icon.

Select High School Subjects from the Options menu to access the High School Subjects window.

Click the down arrow next to the Subjects field to view the List of Values.

Select French.

Click OK.

Indicate that the prospect has completed two years of French with grades of BBCA and a GPA of 3.00.

Click the Save icon.

Click the Exit icon.

Entering Prior College Information

Purpose

The Prior College Form (SOAPCOL) is used to enter information about a person's prior college experience. The degree information including GPA, hours, honors, and attendance dates is also maintained on this form, along with majors, minors, and concentrations associated with the degrees. Multiple degrees may be created for a prior college.

Note: If you attempt to delete a degree record that has attached majors, minors, or concentrations, you will receive the following message: “Cannot delete Prior College Degree; Major/Minor/Area of Concentration data exists.”

A person must be added to the system via the General Person Identification Form (SPAIDEN) prior to entering this form.

Banner form

Steps

The recruiting record created for prospect is a transfer student. A transcript from the other college has been received. Record the receipt of the transcript.

Follow these steps to complete the process.

Access the Prior College Form (SOAPCOL).

Enter the ID for the recruiting record (prospect) that was created in a previous exercise in the ID field. If you do not remember the ID, perform a name search to locate the ID:

Leave the ID field empty.

Tab to the Name field (adjacent to the ID field).

Enter the last name prospect created in a previous exercise followed by a percent sign.

Example: Smith%

Press the Enter key.

If one match is found, the ID and name are returned to the key block. If more than one match is found, the ID and Name Extended Search window appears.

Pull down the list of matches in the Search Results field in the ID and Name Extended Search window. Scroll to the desired name and ID. Double-click on the desired name and ID. The information will be returned to the key block.

Perform a Next Block function.

Enter the college code created in a previous exercise in the Prior College field.

Note: The Admissions Request field auto-populates when [Enter] is pressed or you select another field.

Enter the current date in DD-MMM-YYYY format in the Transcript Received Date field.

Example: 01-JUL-2003

Note: Enter the transcript date only if you have an official or final transcript for the person. Entry of this field will automatically satisfy the checklist items (required documents list) at the Admissions stage if the student applies.

Leave the Transcript Reviewed Date field empty.

Select the Official Transcript checkbox.

Click the Save icon.

Click the down arrow next to the Degree field to view the List of Values.

Select Undeclared.

Click OK.

Enter these dates in the Attended From and Attended To fields.

Example: 01-SEP-2002	15-MAY-2003

Note: The prospect attended the other institution from September 1, 2002 to May 15, 2003.

Click the Save icon.

Click the Exit icon.

Entering Tests and Test Scores

Purpose

The Test Score Information Form (SOATEST) is used to record and maintain test score information. Test scores for SAT, ACT, GRE, GMAT, and AMCAS tests may be loaded onto the system from test score tapes and are recorded on this form. Test scores may also be added manually on SOATEST.

Banner form

Steps

Enter SAT test scores from a high school transcript and/or a college transcript for a prospect. Follow these steps to complete the process.

Access the Test Score Information Form (SOATEST).

Enter the ID for the recruiting record (prospect) that was created in a previous exercise in the ID field. If you do not remember the ID, perform a name search to locate the ID.

Perform a Next Block function.

Click the down arrow below the Test Code field to view the List of Values.

Select SAT Verbal.

Click OK.

Enter a score in the Test Score field within the range indicated in the characters in range of: fields at the bottom of the form.

In the Test Date field, enter May 1, 200X.

Example: 01-MAY-2003

Select the Test Scores (2) tab.

Click the down arrow above the Administration Type field to view the List of Values.

Select National.

Click OK.

Result: The Admission Request field defaults to TSTS.

Note: Use the vertical scroll bar or Tab key to view additional fields.

Select the Test Scores (1) tab.

Click the down arrow below the Source field to view the List of Values.

Select College transcript.

Click OK.

Click the Save icon.

Use the down arrow on your keyboard to move to the next record/line.

Click the down arrow below the Test Code field to view the List of Values.

Select SAT Mathematics.

Click OK.

Enter a score in the Test Score field within the range indicated.

Enter May 1, 2003 in the Test Date field.

Select the Test Scores (2) tab.

Click the down arrow above the Administration Type field to view the List of Values.

Select National.

Click OK.

Result: The Request field defaults to TSTS.

Select the Test Scores (1) tab.

Click the down arrow below the Source field to view the List of Values.

Select College transcript.

Click OK.

Click the Save icon.

Click the Rollback icon.

Enter the ID for the recruiting record (prospect) that was created in a previous exercise in the ID field. If you do not remember the ID, perform a name search to locate the ID.

Perform a Next Block function.

Click the down arrow below the Test Code field to view the List of Values.

Select SAT Verbal.

Click OK.

Enter a score within the range indicated in the Test Score field.

Enter August 12, 2002 in the Test Date field.

Example: 12-AUG-2002

Select the Test Scores (2) tab.

Click the down arrow below the Administration Type field to view the List of Values.

Select National.

Click OK.

Result: The Request field defaults to TSTS.

Select the Test Scores (1) tab.

Click the down arrow next to the Source field to view the List of Values.

Select H.S. transcript.

Click OK.

Click the Save icon.

Use the down arrow on your keyboard to move to the next record/line.

Click the down arrow below the Test Code field to view the List of Values.

Select SAT Mathematics.

Click OK.

Enter a score within the range indicated in the Test Score field.

Enter August 12, 2002 in the Test Date field.

Example: 12-AUG-2002

Select the Test Scores (2) tab.

Click the down arrow below the Administration Type field to view the List of Values.

Select National.

Click OK.

Result: The Request field defaults to TSTS.

Select the Test Scores (1) tab.

Click the down arrow below the Source field to view the List of Values.

Select H.S. transcript.

Click OK.

Click the Save icon.

Click the Exit icon.

Entering Recruiter Appointments

Purpose

The Recruiter Appointments/Visits Form (SRARAPT) is used to schedule and record daily appointments on campus and visits to other sources.

Appointments and visits can be viewed for a given day, a period of days, or an entire term. This form can be used to reschedule appointments and visits in the case of an emergency or the absence of a recruiter.

Note: In order to add appointments or visits for a prospect, the prospect must first be established on the Recruit Prospect Information Form (SRARECR).

Banner form

Exercise

Prospect has called to make an appointment with a recruiter for the following Monday. Record the appointment for the recruiter.

Steps

Follow these steps to complete the process.

Access the Recruiter Appointments/Visits Form (SRARAPT).

Enter the recruiter code created previously in the Recruiter field.

Enter the following Monday’s date in the Appointment From Date field using the DD-MMM-YYY format.

Note: You can access the calendar by clicking the calendar icon next to the Appointment From Date field. Double-click on the day of the appointment to return it to the field.

Perform a Next Block function.

Note: If there are no previous appointments for the recruiter, a warning message will appear at the bottom of the form: Query caused no records to be retrieved.

Enter the same date that appears in the key block in the Date field.

Enter the starting time for the appointment in the From Time field.

Note: Remember to use military time when entering start and end times. 9:00 AM is entered as 0900, and 3:30 PM is entered as 1530.

Warning: If you end an appointment and begin another at the same minute, you’ll get a conflict error. Some institutions end one appointment at least one to five minutes between appointments to minimize these errors.

The meeting is scheduled for fifty minutes. Enter the ending time for the appointment in the To Time field.

Enter the ID for the recruiting record that was created previously in the ID field. If you do not remember the ID, perform a name search to locate the ID.

Leave the ID field empty. Tab to the Name field (adjacent to the ID field).

Enter the last name of the prospect followed by a percent sign.

Example: Smith%

Press the Enter key.

If one match is found, the ID and name are returned to the key block. If more than one match is found, the ID and Name Extended Search window appears.

Pull down the list of matches in the Search Results field in the ID and Name Extended Search window. Scroll to the desired name and ID. Click on the desired name and ID. The information will be returned to the key block.

Click the down arrow next to the Contact Type field to view the List of Values.

Select Interview One.

Click OK.

Leave the Source field empty.

Click the Save icon.

Click the Exit icon.

Recruitment Reports

Available reports

The following Banner Reports are used in the Recruitment module.

Report Description	Banner Name
Rec/Enroll Analysis - How Learned Report	SRRENRH
Recr/Enrl Analysis - Source/Recr Report	SRRENRL
Recruits Never Applied to Inst. Report	SRRINQR
Communication Plan Processing Report	SORCPLN

Using the Rec/Enroll Analysis - How Learned Report

Introduction

The Rec/Enroll Analysis - How Learned Report (SRRENRH) is used to produce a statistical report of recruits, applicants, and enrollees by a How I Learned code for a term range. The data collected are based first on the prospect How I Learned About code and then on term. An optional section may be printed for How I Learned About codes which have no corresponding recruiting data associated with them.

Banner form

Steps

Follow these steps to run the Rec/Enroll Analysis - How Learned Report (SRRENRH).

Access the Rec/Enroll Analysis - How Learned Report (SRRENRH).

Perform a Next Block function.

Enter the appropriate printer or type DATABASE in the Printer field.

Perform a Next Block function.

Enter the parameters as appropriate.

Note: Use the table as a guide to the parameters.

Parameter	Description	Req?
From Term	Enter the term code representing the term from which the recruiting enrollment analysis is to be run.	Yes
To Term	Enter the term code representing the term to which the recruiting enrollment analysis is to be run.	Yes
How I Learned About	Enter the code(s) for the source of the prospect contact, or enter % for all.	No
Recruiter Codes (Default = All)	Enter the code(s) for the recruiter(s) to be reported, or enter % for all.	No
Print All How I Learned Codes	Enter Y to print the How I Learned About codes which have no associated recruiting records. Enter N to not print this section of the report.	No

Perform a Next Block function.

Click the Save icon.

Click the Exit icon.

Using the Recr/Enrl Analysis - Source/Recr Report

Introduction

The Recr/Enrl Analysis - Source/Recr Report (SRRENRL) is used to produce a statistical report of recruits, applicants, and enrollees by source and recruiter for a term range. You may print an optional section for source codes which have no corresponding recruiting data associated with them.

Banner report

Steps

Follow these steps to run the Recr/Enrl Analysis - Source/Recr Report (SRRENRL).

Access the Recr/Enrl Analysis - Source/Recr Report (SRRENRL).

Perform a Next Block function.

Enter the appropriate printer or type DATABASE in the Printer field.

Perform a Next Block function.

Enter the parameters as appropriate.

Note: Use the table as a guide to the parameters.

Parameter	Description	Req?
From Term	Enter the term code representing the term from which the recruiting enrollment analysis is to be run.	Yes
To Term	Enter the term code representing the term to which the recruiting enrollment analysis is to be run.	Yes
Source Codes (Default = All)	Enter the code(s) for the enrollment source(s) to be reported or leave blank for all sources to be included in the analysis.	No
Recruiter Codes (Default = All)	Enter the code(s) for the specific recruiter information to be included or leave blank to include all recruiter information.	No
Print All Source Codes (Y/N)	Enter Y to print the source codes which have no associated recruiting records. Enter N to not print this section of the report.	No

Perform a Next Block function.

Click the Save icon.

Click the Exit icon.

Using the Recruits Never Applied to Inst. Report

Introduction

The Recruits Never Applied to Inst. Report (SRRINQR) produces a list of recruits who have no admission records with a term that is greater than or equal to the recruit term specified in the Term parameter for the following conditions: where the level of the admissions application is the same as the level of the recruiting record, the primary curriculum degree, and major of the application, or the secondary curriculum degree and the major of the application are the same as the degree and the major of the recruiting term. If multiple recruiting records exist for a person within the same term, each recruiting record is individually compared to each admissions application that may exist for terms greater than or equal to the recruiting term. If any match is found based on the criteria described, the recruit will be selected.

This report is also used to delete recruiting records and high school, prior college, and prior test information. In addition, if the Delete Indicator parameter is selected, communication plans, sources, outside interests, cohorts, mail, and comments associated with the recruit will be deleted.

Banner form

Steps

Follow these steps to run the Recruits Never Applied to Inst. Report (SRRINQR).

Access the Recruits Never Applied to Inst. Report (SRRINQR).

Perform a Next Block function.

Enter the appropriate printer or type DATABASE in the Printer field.

Perform a Next Block function.

Enter the parameters as appropriate.

Note: Use the table as a guide to the parameters.

Parameter	Description	Req?
Term Code	Enter the term code representing the recruiting term for which you wish to run the report.	Yes
Delete High School Info (Y/N)	Enter Y to delete high school information; enter N to save high school information.	Yes
Delete Prior College Info (Y/N)	Enter Y to delete prior college information; enter N to save prior college information.	Yes
Delete Prior Test Info (Y/N)	Enter Y to delete prior test information; enter N to save prior test information.	Yes
(P)rint/(D)elete Indicator	Enter P to print the list of recruits without admission records. Enter D to delete the existing records.	Yes
Contact Code	Enter the contact code(s) to be processed.	No
Source Code	Enter the source/background institution code(s) to be processed.	No
Level Code	Enter the level code to be processed.	No
Campus Code	Enter the campus code to be processed.	No
College Code	Enter the college code to be processed.	No
Degree Code	Enter the degree code to be processed.	No
Program Code	Enter the program code to be processed.	No
Major Code	Enter the major code to be processed.	No

Perform a Next Block function.

Click the Save icon.

Click the Exit icon.

Using the Communication Plan Processing Report

Introduction

The Communication Plan Processing Report (SORCPLN) is used to show a person's movement from an old communication plan to a new communication plan. Old plans may be inactivated or deleted, and old materials associated with plans may be deleted or saved.

Banner form

Steps

Follow these steps to run the Communication Plan Processing Report (SORCPLN).

Access the Communication Plan Processing Report (SORCPLN).

Perform a Next Block function.

Enter the appropriate printer or type DATABASE in the Printer field.

Perform a Next Block function.

Enter the parameters as appropriate.

Note: Use the table as a guide to the parameters.

Parameter	Description	Req?
Sort Option	Enter the sort option for name (N) or ID (I).	Yes
Inactivate Old Communication Plans	Enter I to inactivate any old communication plans or D to delete old communication plans.	Yes
Delete Materials	Enter Y to delete materials associated with old communication plans. Enter N to save materials associated with old communication plans.	Yes

Perform a Next Block function.

Click the Save icon.

Click the Exit icon.

Summary

Let’s review

As a result of completing this workbook, you have

set all the rules and processing parameters for handling recruitment

captured information on applicants

ensured that duplicate records are not created

entered prospects using the Quick Recruit Form

entered high school and prior college information

entered tests and test scores

entered recruiter appointments

run reports related to the Recruitment module.

Next steps

The next step is for prospects to apply to your institution. The Admissions Office continues the process by accepting new applicants.

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

A prospect can have multiple recruiting records for the same term.

True / False

Question 2

A prospect’s recruiting record can be rolled forward to the Admissions module after a withdrawal reason is entered.

True / False

Question 3

On the SRARECR form, if there is an exact match between a recruit record and an application or a student record for the same term, level, degree, and major, the Applied or Accepted field is updated with:

a Y

an N

an E

none of the above.

Question 4

What values will appear in the Registered field on the Quick Recruit Form? What do these values mean?

Question 5

A recruit record needs to exist before entering high school information.

True / False

Question 6

In what manner can test scores be marked as revised/reentered?

Revised

Reentered

Both revised and reentered

Neither revised nor reentered (empty field)

All of the above

Question 7

Appointments established on the Recruiter Appointments and Visits Form also can be viewed from what other form?

Answer Key for Self Check

Review your answers to the Self-Check exercise on the previous pages. Answers are shown in bold text.

Question 1

A prospect can have multiple recruiting records for the same term.

True

Question 2

A prospect’s recruiting record can be rolled forward to the Admissions module after a withdrawal reason is entered.

False

Question 3

On the SRARECR form, if there is an exact match between a recruit record and an application or a student record for the same term, level, degree, and major, the Applied or Accepted field is updated with…

a Y

an N

an E

none of the above.

Question 4

What values will appear in the Registered field on the Quick Recruit Form? What do these values mean?

Y = yes. The prospect (now student) has registered.

N = no. The prospect (now student) has not registered.

Question 5

A recruit record needs to exist before entering high school information.

False

Question 6

In what manner can test scores be marked as revised/reentered?

revised

reentered

both revised and reentered

neither revised nor reentered (empty field)

all of the above

Question 7

Appointments established on the Recruiter Appointments and Visits Form also can be viewed from what other form?

The Person Appointments/Contacts Form (SOAAPPT)

Appendix

Section goal

The purpose of this section is to provide reference materials related to the workbook.

Forms Job Aid

Form	Full Name	Use this Form to...
SPAIDEN	General Person Identification	create and maintain biographic/demographic information for all persons associated with the institution. Information does not relate to the person’s involvement at the institution.
SPAPERS	General Person	cnter and maintain biographical and demographic information about an individual identified in SPAIDEN.
STVSBGI	Source/Background Institution Code Validation Form	create, update, insert and delete source/background institution codes.
SOASBGI	Source/Background Institution Base	capture general information, such as address, comments and/or contacts, about a source or background institution.
SOABGIY	Source/Background Institution Year	capture yearly information about a source or background institution. SOASBGI must be established prior to using this form.
SOABGTA	Transfer Articulation Institution	describe additional, user-defined high school information, such as schools that do not provide a class rank, or schools in which a high percentage of students attain high SAT or ACT scores.
STVTERM	Term Code Validation	create, update and delete term codes, such as 200920 Spring 2009 of 0809 Aid Year or 200810 Fall 2007 of 0708 Aid Year.
STVMAJR	Major, Minor, Concentration Code Validation	create, update and delete Major, Minor and Concentration codes, such as History, Journalism or Music.
STVLEVL	Level Code Validation	create and maintain Level codes, such as Undeclared, Non-credit or Graduate.
STVCAMP	Campus Code Validation	create and maintain Campus codes, such as All, Main or Study Abroad.
STVDEGC	Degree Code Validation	maintain the Degree codes, such as Undeclared, Bachelor of Arts or Doctor of Education.
STVDEPT	Department Code Validation	maintain Department codes, such as History Department, Counseling Department or Department of Undeclared.
STVCOLL	College Code Validation	create, update, insert and delete College codes, such as College of Engineering, College of Law or College of Music.
STVSTYP	Student Type Code Validation	create, update, insert and delete Student Type codes, such as First Year Freshman, Dual Degree or Transfer.
STVADMT	Admission Type Code Validation	create, update, insert and delete Admission Type codes, such as Early Admission, Non credit, Undergraduate or Military.
STVWRSN	Withdrawal Reason Code Validation	create, update, insert and delete Withdrawal Reason Codes, such as Academic Failure, Health, Financial or Relocating.
STVAPDC	Admission Application Decision Code Validation	define and maintain the rules for display and processing for each application status code.
STVAPST	Admission Application Status Code Validation	create, update, insert and delete Admission Application Decision codes, such as Audited but Incomplete, Complete Ready for Review, Decision Made or Withdrawn.
STVEPSC	Enrollment Planning Service Code Validation	create, update, insert and delete Enrollment Planning Service codes for areas, such as Tarrant County, Pennsylvania, National Merit Territory or South Bend.
STVGEOR	Geographic Region Code Validation	create, update, insert and delete Geographic Region codes, such as New York Area Alumni Club, Central or Dallas Area.
STVGEOD	Geographic Region Division Code Validation	create, update, insert and delete Geographic Region Division codes such as Continuing Education Division, Financial Aid Office, Online or West.
STVATTS	Student Attribute Validation	create, update, insert and delete Student Attribute codes, such as Top 10% of Class, Veteran or GED Diploma.
STVCHRT	Cohort Code Validation	create, update, insert and delete Cohort codes, such as EOPS Student 0708, Athletes, or 1996 New Freshmen.
SOACURR	Curriculum Rules	view or create curricula.
SOACTRL	Curriculum Rules Control	determine whether or how various areas related to curriculum are used and to set the severity level of error checking by module if using curriculum rules.
STVRESD	Residence Code Validation	maintain codes for residency, such as Foreign, Out-of-State Resident or In-State Resident.
STVSITE	Site Code Validation	maintain information for sites, including site names and addresses.
STVSESS	Session Code Validation	create, update, insert and delete Session codes, such as Afternoon & Evening, Self Paced, Weekend or Day.
STVEDLV	Education Level Code Validation	create, update, insert and delete Education Level codes, such as Completed 4 Year Degree, 7th Grade or Completed High School.
STVEGOL	Education Goal Validation	create, update, insert and delete Education Goal codes, such as Obtain Associates Degree, GED Preparation, Job Advancement or Obtain Bachelor’s Degree.
STVADMR	Admission Request Checklist Code Validation	create, update, insert and delete Admission Request Checklist codes, such as $100 Application Fee, Admissions Referral Form, Essay or Official High School Transcript.
STVDPLM	Diploma Type Validation	create, update, insert and delete Diploma type codes, such as College Preparatory, General Ed or Occupational.
STVSBJC	High School Subject Validation	create, update, insert and delete Subject codes such as Algebra 2, Latin or Physical Science.
STVHONR	Institutional Honors Code Validation	create, update, insert and delete Faculty Degree Institutional Honor codes, such as Cum Laude, Magna Cum Laude or Summa Cum Laude.
STVTESC	Test Code Validation	create, update, insert and delete Test codes, such as ACT English, SAT II Am Hist/Social Studies, or Reading Skills.
STVEPRT	Enrollment Verification Type Code Validation	create, update, insert and delete Enrollment Verification type codes, such as Official, Internal or Issued to Insurance Company.
STVTEFR	Test Form Validation	create, update, insert and delete Test Form codes, such as Standard Form or Form with Accommodation for Deaf Interpreter.
STVTEAC	Test Accommodation Validation	create, update, insert and delete Test Accommodation codes, such as Extended Time Allowed, Assistance by Translator or Full Accommodation.
STVTEIN	Test Instrument Validation	create, update, insert and delete Test Instrument codes, such as Standard Test or Oral Test.
STVCMTT	Comment Type Code Validation	create, update and delete comment type codes such as General Comment, Special Needs, Fraternity or Athletic Scholarship.
STVORIG	Originator Code Validation	create, update and delete originator codes, such as Student Accounts Office, Counseling Center or Recruiting Center.
STVPTYP	Source Contact Person Type Code Validation	create, update, insert and delete Source Contact Person Type codes, such as Principal, Coach or Counselor.
SMAPRLE	Program Definition Rules	create program codes.
STVCTYP	Contact Type Code Validation	create, update and delete the contact type codes, such as Campus Visit, College Night or Merit List Letter.
STVATYP	Address Type Code Validation	create, update and delete the address type codes, such as Billing, Business or Permanent.
STVRECR	Recruiter Code Validation	create, update, insert and delete recruiter codes, such as East Coast Recruiter, Central Recruiter, or High School Recruiter.
STVRTYP	Recruit Type Validation	create, update and delete recruit type codes, such as Class of ’95, Former or New.
STVORIG	Originator Code Validation	create, update and delete originator codes, such as Student Accounts Office, Counseling Center or Recruiting Center.
STVLEND	Web Prospect How I Learned About Validation	create, update and delete “How I Learned About” codes, such as A Friend Attends the School, Found on the Internet, or Heard a Radio Ad.
STVRSTA	Recruiting Internal Status Code Validation	create, update and delete recruiting internal status codes, such as Undetermined, Good Prospect or Not a Good Match.
STVRSLT	Appointment Result Code Validation	create, update and delete appointment result codes such as Attended, Late or Did Not Attend.
STVCMTT	Comment Type Code Validation	create, update and delete comment type codes such as General Comment, Special Needs, Fraternity or Athletic Scholarship.
STVINTS	Outside Interest Code Validation	create, update and delete Outside Interest codes such as Instrumental Music, Religious Organzations or Art.
GTVLETR	Letter Code Validation	define and maintain codes to identify letters that can be generated in Banner, such as Admissions Checklist, Financial Aid Interest or Admissions Application Acknowledgement.
GTVEMAL	Email Address Type Validation	create, update, insert and delete Email Address type codes, such as Business Email, Home Email, Campus Email or Preferred Email.
GUALETR	Letter Process	build a letter by combining paragraphs that have been defined on GUAPARA.
GUAPARA	Paragraph Process	build a paragraph that can be inserted into letters created by GUALETR. May contain text, variables and formatting commands.
SUAMAIL	Student Mail	create and maintains description of mail sent/communicated to a student.
SOAMATL	Material	create and maintains description of material that may be sent/communicated to a student.
SOAPLAN	Communication Plan Assignment	track Communication Plans and who is assigned to follow them.
SOACCOL	Communication Plan Collector	list all of the communication plans in the system.
SOACGRP	Communication Group	create, view and maintain a grouping of like communications, such as Athletic Department brochures, letters and mailing labels.
SOACPLN	Communication Plan	create, view and maintain steps/items in a particular communication plan, such as the Admissions Application Plan.
SOACOMM	Communication Rules	create, view and maintain rules for Communication Plans, including level, campus, college, degree, program, field of study, curricula, and which group is communicating.
SOADPMR	Duplicate Material Rules	create, view and maintain rules on distributing duplicate materials to students, including time interval, concurrence and override capability.
SOAELTL	HTML Letter Rules	create, view and maintain codes that construct letters that can be generated via the HTML processor for e-mail.
SOAELTR	Format HTML Letter Rules	create, view and maintain formatting and structure rules for letters or other correspondence sent via e-mail.
SPAIDEN	General Person Identification	create and maintain biographic/demographic information for all persons associated with the institution. Information does not relate to the person’s involvement at the institution.
GOAMTCH	Common Matching Entry Form	determine whether an entity (person or non person) matches an existing record before it is entered into the database.
SRARECR	Recruit Prospect Information	captures and validates information on prospective applicants, including sources, intended degrees and majors, outside interests, and contacts, cohorts and attributes.
SRAQUIK	Quick Recruit	quickly enter a group of prospects that have common characteristics.
SOAHSCH	High School Information	enter information about a person’s high school career, including high school, transcript dates, graduation date, GPA & subjects taken in high school.
SOAPCOL	Prior College	enter information about a person’s prior college experience. Person must exist in SPAIDEN first.
SOATEST	Test Score Information	record and maintain test score information, including SAT, GRE, GMAT and AMCAS tests. May load from tape or enter manually.
SRARAPT	Recruiter Appointments/Visits	schedule and record daily appointments on campus and visits to other sources. Recruits with appointments must first be entered on SRARECR.
SRRENRH	Rec/Enroll Analysis – How Learned Report	produce a statistical report of recruits, applicants and enrollees by a How I Learned code for a term range.
SRRENRL	Recr/Enrl Analysis – Source/Recr Report	produce a statistical report of recruits, applicants, and enrollees by source and recruiter for a term range.
SRRINQR	Recruits Never Applied to Inst. Report	produce a list of recruits who have no admission records for a term or range of terms, filtered on a variety of criteria.
SORCPLN	Communication Plan Processing Report	show a person’s movement from an old communication plan to a new communication plan. May inactivate or delete old plans, and old materials may be deleted or saved.

Terminology

Applicant

A potential student who seeks admission to an institution of higher education

Freshman

A first year student

Prospect/recruit

These are interchangeable terms which refer to a potential student. A prospect can potentially become an applicant. An applicant in turn, can be accepted for admission, at which point he or she becomes a student.

Recruiter

Person who performs the tasks associated with seeking to enroll new students.

Student

An applicant who has accepted an offer of admissions

Test scores

Results of standardized entrance exams, such as ACT, SAT, GRE, and GMAT. Test scores are often factored in admissions decisions and automated decision rules.

Transfer student

A student accepted for admissions from another institution