There are 4 different types of ID’s in banner, H ID, C ID, NAPO ID and MOE ID. From this only C ID can be created by HCT staff. H ID, NAPO ID and MOE ID comes to banner from NAPO download process.
The link available under Faculty Self Service called Con Ed admission can be used for creating C ID’s in banner for Con Ed students only. This application seraches in both banner and NAPO database and gives back the results. Existing record can be used or New record can be created. It will directly create the C ID in banner with the associated information entered while creating the C ID in this screen.
Admission records (applications) are created in banner for all regular students automatically during NAPO Download. Manual creation of admission records are needed only when the campuses transfer the student or upgrade or downgrade the level or program of the student.
Base form for admission record creation. NAPO download creates admission records for the students in this form. Campus admission officers also can use this form to view the downloaded admission records and to create new admission records or to update the curriculum or add site to the existing admission records.
This is Curriculum tab in admission records (SAAADMS) form where the student’s catalog term, program, level, degree, division and campus can be viewed and update using the Update button. It shows the history of all the inserts and updates and can be viewed by clicking on the arrow at the right end near to the Record Number.
This is the Cohort and Attribute tab in SAAADMS form which is also downloaded from banner and can also be updated or entered by campus admission officers. On entering the acceptance code (10/11) for the student for an application, a student record gets created and the cohort and attribute in thia tab gets moved to student cohort and attribute form SGASADD.
This is the student cohort and attribute form SGASADD to which the admission cohort and attributes from SAAADMS – Cohort and Attrbutes tab will be moved to when the student record is created on adding acceptance code in SAADCRV form. Campuses only have view access to SGASADD form as there are many central registry maintained student attributes in this form which should not be updated by campus staff.
Campus staff don’t have maintenance access to Student Cohort and attribute form SGASADD in banner but they have to maintain Direct Entry Cohorts and some attributes for students which they can use for tracking and reporting purposes. For this, they are given a front end screen from Student Search in Portal on left click of each searched student record and as a batch button.
The screen shows the existing cohorts and attributes for the student as of the current term and allows the campus staff to add cohorts and attributes valid for the current term. They are not allowed to delete any cohort and they are allowed only to delete the attributes added by them. They have to contact Central Registry if they need any new cohort codes or attribute codes for grouping purposes.
This is the admission decision form in which admission decision codes for an applicants admission record in a term can be viewed and entered. Central decisions like Admission Guideline, College Recommendation and HCT Offer, Rejection or Waitlist for an applicant will be put in this form on NAPO Download. The other decision codes like student acceptance, student decline, special case, campus transfer in, out, program upgrade, downgrade, student confirmation withdrawn decision codes can be entered to this form by campus admission officers. Student acceptance and decline code from the online admission acceptance site are also written back to banner to this form. It shows the decision code, description, decision date and the decision user and attributes associated to each decision.This form also has 3 other tabs which are view only information of the applicants High school information, test scores and prior college information. No updates to these information can be done from this form. That should be done from the actual forms for these information.
Various decision codes used by HCT in the applicants admission record to denote the decision taken on each applicant in a semester.
Admission Decision process flow.00 is the code used by NAPO initially for all HCT applicants before any offer or rejection or waitlist is made. Then HCT sets eligibility criteria for each year and then offer (01), or reject (02) or waitlist (03) applicants applied for HCT. Rejected and Waitlisted can later be offered based on decisions by management. From the offered applicants, applicants can either accept the offer in person (10) or online (11) or decline the offer in person (20) or online (21). Some applicants confirm offer and later withdraw (99). Some offered applicants may not reply back to their offer (30). If any applicant withdraw HCT application from NAPO itself, code (97) is used to track them in banner.
This is the form where High School details of the applicant are stored. This information is downloaded from NAPO and preferable to be not updated by campus admission officers directly even though they have access to this form. Any change to this information submitted by students directly to campus admission officers should be routed back to NAPO and downloaded from there after their verification. This form has High school name, HS GPA, stream of HS, graduation date , transcript received date and high school subjects with the scores and address of the school. Percentile field in this form is used to store any placement or admission index used by HCT in a year. This information can be viewed from sub tab of SAADCRV form also.
This is the form used to record tests and associated details of the tsets that the student have done like test daye, test score, notation of met or not , source of the test, semester in which it was done, module of the test etc. CEPA English, MATH and Writing scores of applicants are downloaded to this form from NAPO. Campus staff only have view access to this form and maintenance access lies with central Registry. IELTS , TOEFL, Placement tests are all stored in this form. This information can be viewed from sub tab of SAADCRV form also.
The opening screen and main screen of AppTrack from where all the other features and menus can be accessed from. Semesters can be changed and categories can be selected to view the data accordingly. Search parameters, Summary and filters are available in this screen. Left click is available on each record to navigate to the other links for that record. Sort and expand facility available on the columns in the search results grid.
The left click links appear based on the signing ceremony date set in banner. There are a set of links as shown in the screen shot that appear before signing ceremony date. Links like Student Decision or Placement will not be available before signing ceremony as those will not be finalized during that time.
After signing ceremony all the links will start appearing in AppTrack as shown in the screen shot.
There are 3 different categories of applicants available in AppTrack namely New HCT Students, UAEU Students studying in HCT campuses and Re-admission/Re-Enrollees students from HCT Banner.
Applicant Details shows details of an applicant from NAPO and in banner under different sub menus which will be collapsed by default and can be expanded and viewed on need. Contact history of contacts done before and after signing ceremony for that applicant will be shown in the grid below.
Applicant Details screen on expansion of the default collapsed sub menus.
Online acceptance site that will be opened in HCT web site soon after HESN signing ceremony. A banner will show on the web site, clicking onwhich applicants will enter into a page as shown in the screen shot from where they can search for their NAPO application number and click on their name to login to accept or decline their offer to HCT.
Login screen to enter the screen for accept or decline of HCT offer.
The screen will show to which campus and to which program the applicant is offered admission in HCT. They can Accept or Decline offer here.
Campus admission officers can send to Enterprise Systems Team the admission message that they want to show to their accepted applicants for a year. That campus based message will be shown to applicants on this screen after they click on the Accept button. The message can be shown in English and in Arabic.
Admission Search is available in Portal under Search and Save. It can be used to search admission data from banner. It is based on semester and campus where the logged in user in portal have access to. Current Semester will show as default on the search screen. Various search parameters are available on admission search which can be sued for searching.
Admission search results screen where an Export to Excel and Print Friendly option is available.
Admission reports are available in Portal under Reports in a sub tab called Admission Reports. Any newly created admission report will be added here and all staff will have access to this report for the campus data that they have access to.
CEPA Services are used by Enterprise Systems team to set CEPA Test dates given by CEPA Office for testing internal HCT students for CEPA. Campus staff who have access to this application can use this to register internal students of their campus for CEPA for the opened test dates using a CSV file.CEPA office staff and campus staff can view the registered students list and CEPA Office staff used this service to upload CEPA results after the exam. The uploaded CEPA results are directly uploaded to Banner SOATEST from here.
CEPA Registration upload screen and CSV file format that need to be used for upload. Semester will default to current semester and campus will be the campus that user have access to. The file to be uploaded has to be in CSV in the mentioned format to successfully get uploaded.
View Registered Students screen which campus staff and CEPA Office staff having CEPA Services access can view. CEPA Office staff use this to download the registered students list to excel (Export to Excel is available) for preparing the score sheet. Campus staff can use it for verifying the registered students list and also to view the uploaded scores.
IELTS Services under Test Services in portal can be used for registering students for HCT internal IELTS, Uploading Internal IELTS scores by CERT IELTS Office, Approval of internal IELTS uploaded by CERT IELTS office by campus Gen Ed supervisor. It can also be used by campuses to upload external IELTS results and TRF, Gen Ed supervisors to approve the uploaded external IELTS, central registry to approve the Gen Ed approved external EILTS results after which a process will run to upload the approved results to banner SOATEST. Access is based on IELTS Services role which need to be requested to Enterprise Systems Team.
NAPO site which can be sued to view application summary for each year and can compare applications with other federal institutions and different reports and history search of applications can be done from here. HCT Campus admission officers are provided with a login account to this site.
NAPO Non Current Site which can be sued by HCT admission officers to submit non current students applications on student’s behalf to NAPO. They are given with a login account to this site. They have to verify the applications from their side and after that NAPO will verify and make eligible accordingly. Login account can be requested directly to NAPO.
Rules to be followed while submitting Non Current Applications. Rules set by NAPO.
Search screen in NAPO site which is first screen that comes up before creating an application. If an application already exists for the applicant in any pervious term, admission officer should reactivate the same application.
After search, if any previous application exists in NAPO, it will display and a Create application button will be available which reactivates the existing application with a new NAPO application number but populates the data from the old application which can be changed if required.
NAPO Approval site used by Central Registry on bhealf of VC Office to approve (offer) current and non current students who are made eligible and added to HCT eligible pool for a semester by NAPO. Registry team has login accounts given by NAPO to access and approve on this site. Campuses don’t have access to this site. NAPO download to banner will only download applicants who are approved on this site. NAPO will provide the approval site link for every semester.
HCT admission process flow with the entities and processes involved.
Admissions 2012 training 27_may2012
Enterprise Systems Team
ADMISSION TOOLSHCT BANNER Admission Module APPTRACK CID Creation APPLICANTS ACCEPTANCE SITE ADMISSION SEARCH ADMISSION REPORTS CEPA SERVICES IELTS SERVICESNAPO NAPO Site (www.napo.ae ) NAPO Non Current Site (http://ws2.mohesr.ae/naponc) NAPO Recommendation / Approval Site
BANNER ADMISSIONSMODULE Track admission applications downloaded from NAPO. Create applications (for Con ED and Masters). Offer, Reject, Waitlist applications. Accept or Reject admission offers. Campus Transfer. Upgrade and downgrade applications. Cohorts and Attributes. Track High School information. Track test score information.
GENERAL FLOW General Person ID creation, General, Contact and(any record with an Biographical information ID) Applicant (with Application, decision, High School and Test an application) details Student (offered Student record, enrolment and registration and accepted details applicant)
BANNER ID CREATION Banner ID NAPO Con Ed Download Admission in (H ID) FSS (C ID)
NAPO DOWNLOAD TO BANNER• Verifies no previous Banner ID exists in Banner for the applicant with same NAPO ID, Name, Passport Number and Date of Birth.• If already exists, for a previous term and not on hold in banner, inserts the information from the new term application to the same Banner ID.• If not exists, creates a new banner H ID for the applicant and populates all basic information in SPAIDEN (First & last name, alternate ID’s (NAPO ID, MOE ID), Emirates ID), SPAPERS (National ID, DOB, Age, Marital Status), GOAEMAL (Email), GOAINTL (Passport Information), SPATELE (Telephone), SPAADDR (Address), SPACMNT (Arabic Name).• Creates an admission application in SAAADMS with applied campus and approved program of the applicant and assign admission cohorts and attributes.• Assign the appropriate decision codes for offered(01), rejected (02) and waitlisted (03) in SAADCRV.• Populates SOAHSCH (High School Information), SOATEST (Test Scores), SGADISA (special needs put by the student in the application).
C ID CREATION Con ED Admission link in Faculty Self Service – ACS Staff Role based, request access from Banner Team Always Search First with available details 2 Options : Use Selected ID and Create New ID C ID gets created in SPAIDEN and can be used When to create and use CID’s?C ID’s can only be used for students doing Con ED. Noother students in regular programs or cost recoveryprograms should have C ID. Exception is only for Masterswho are admitted New to HCT without any prior HCTrecord. Currently they are allowed with a C ID.
ADMISSION – APPLICANT & ADMISSIONTYPESApplicant Types - STVSTYP N = New to HCT P = New to Program C = ContinuingAdmission Types - STVADMT CS = Current High School Graduate MS = Mature Student NS = Non Current High School Graduate PS = Post Secondary QualificationApplication Status Types - STVAPST C = Complete Ready for Review D = Decision Made I = Incomplete Items Outstanding
ADMISSION – PROGRAM UPGRADE In the first semester (when student is New)Application #1 withNew Foundations 01 10/111. Create Application #2 with AAS/BAS 01 50 522. Update the student program in SAAADMS and in SGASTDN (if student record created and not registered) or SFAREGS (if already registered)
ADMISSION – PROGRAM DOWNGRADE In the first semester (when student is New)Application #1 withAAS/BAS 01 10/111. Create Application #2 with New Foundations 01 50 512. Update the student program in SAAADMS and in SGASTDN (if student record created and not registered) or SFAREGS (if already registered)
ADMISSION – COLLEGETRANSFER• What? 1) A Campus Transfer is done when a student chooses to change from one HCT College to another. 2) Transferring Out campus need to add transfer out decision code on the application of the applicant under their campus. 3) Transferring in campus should create a new admission application with their campus and program and add transfer in decision code. 4) Transferred In student should have 2 admission applications – one under old campus and one under new campus.• Check Prior to creating the Transfer record it must be verified that a student is eligible to be transferred. This is done by reviewing the Hold Information Form (SOAHOLD) to ensure that there are no holds preventing the student from being transferred.
COLLEGE TRANSFER (Transfer outcampus) Check for Clearexisting holds College Add code 40 Transfer Registration and Enrollment Workflow• If any hold is • Submit • Delete any • Enter code there on the College existing 40 in applicant Transfer registrations SAADCRV record, Workflow and for the submit with the enrollments existing Multiple details filled from application Holds in from the SFAREGS. under their workflow to transfer campus. get the hold consent removed form from the student.
COLLEGE TRANSFER (Transfer incampus) Check for Collegeexisting holds Transfer Application Add code 45 Workflow• Make sure • Approve the • Create a • Enter codes all the holds college new 01 and 45 in are cleared transfer application SAADCRV by the workflow in for the new transferring SAAADMS application out campus. with the new created.• Make sure campus and • Update the all old program. campus in enrolments general and student form registrations SGASTDN. are removed.
APPTRACK – Faculty SelfServiceApplicant Tracking tool available for campus admission officers to view and track applicants to their campus. Applicants data from NAPO will be available here even before they are available in banner for campuses to contact applicants and plan the admissions. Accessible from Faculty Self-service– Academic Services Staff If you need access, please contact Enterprise Systems Team
APPTRACK – MainFeatures details NAPO Application Applicant Details Contact tracking before and after signing ceremony Send SMS Send email Import Placement Exam Results Set Up and Assign Orientation times, Math Placement Tests and CEPA Test dates. IELTS and TOEFL tracking Assign and view student decision Streaming recommendation View CS Placement and add College Placement
CEPA SERVICES – TestServices Available under Test Services in Portal. Access based on role. Contact Enterprise Systems team for access. For registering internal HCT students for CEPA.
CEPA SERVICES CEPA Office send the approved CEPA Test dates for internal HCT students for each campus to Enterprise Systems team. Enterprise Team opens the test date in CEPA Services for the mentioned campuses. Campuses register the students in CEPA Services by uploading a CSV file in the format. Campuses can register students with student record and if no student record, with admission record in banner. Latest campus of the student in the student record or admission record (if no student record) will be taken to validate the test date for the campus. CEPA Office downloads the registered students list from CEPA Services and prepares the score sheet. CEPA Office uploads the score sheet back to CEPA Services and scores are put in SOATEST automatically.
IELTS SERVICES – Test Services Internal (HCT) IELTS : registered by campus, results uploaded by CERT IELTS Office, results approved (TRF) by campus Gen ED supervisors, results uploaded to SOATEST. External IELTS : campuses upload CSV with results, upload TRF, campus Gen Ed supervisors approves, Central Registry approves, results uploaded to banner.
NAPO NON CURRENT SITE Institutes Admission Staff Logs in to NAPO Non Current Admissions Site. System Validates the user and Displays College and User Name: Summary of all Non-current applications Search/Create Non-Current Application Non-Current applications list
NAPO NON CURRENTSITE Admissions Officer:College1. Verifies that the student does not exist in Banner by searching using Name, Date of Birth, Passport Number. If student exists, uses his Banner ID.2. Verifies that the student is not on HCT dismissed students list.3. Searches for student in NAPO Non-current admission site. If the student is found, submits application to NAPO using the old ID.4. Creates a new application/NAPO ID for the student
NAPO NON CURRENTSITE CEPA office will inform colleges for all5. NAPO online CEPA registrations based on the dates selected on the admission application.6. NAPO verifies the Documents uploaded and follows the policies for eligibility and makes the applicant eligible. Application becomes visible in Approvals site.7. College Admission Officer adds the admission recommendation on Approvals site.8. VCO/Registrar puts the final admission decision on the application and the application is downloaded.
NAPO NON CURRENTSITE Details- Mandatory for first time registration to General generate application no, if activated will populate from old application details and available for edit. Address Details School Details Grades of English, Math and Average External Exam Details Preference details Health Details Employer Details Documents to Upload College Recommendation (CEPA Registration) Application Verification and Confirmation
Admissions Process for 2012/13 Applicants – Current applicants HESN Signing Ceremony 2012 Approvals Website NAPO NAPO start processing Non Current is opened Applicant data made available ApplicationsEnterprise Systems Applicant Acceptance site All Applicants are downloaded made available online in HCT to Banner website College Admissions Officers put final Colleges start entering applications for Colleges check AppTrack and enter admissions recommendation non-current applicants the contact updates Registry/VCO VCO (Registry) offer admissions Applicant Applicants accept/reject the offer online or in-person NAPO Approvals Apptrack Non-Current Student Site System Applications Site Admissions Site
2012 ADMISSION PROCESS HESN Signing Ceremony –19 July 2012 (to be confirmed). All HCT applicants will be downloaded to banner 1 day before signing ceremony. All Current HS eligible applicants applied to HCT will be admitted . College Recommendation will be auto populated . Non-currents approvals by VCO depends on budget and space. Process to be confirmed and dates to be advised. Special cases need VC approval UAEU students will be doing foundations in HCT campuses and will be downloaded from NAPO to banner . If any UAEU student becomes a HCT student by transfer, campus should inform Banner team to end the UAEU tag. Inter institution transfer (current wishing to change choice of institution or non-current requesting transfer from ZU/UAEU) need prior approval from VC before they can be processed by NAPO. Process to be confirmed. Last date for submitting applications to NAPO: Date to be advised Last NAPO download for 201210: Date to be advised Last CEPA test date for current students : 24 Sep 2012 20th Day headcount : 04 Oct 2012
CON ED STUDENTS ADMISSION NAPO is not involved in Con ED Admission Campuses create C ID from Con Ed Admission screen in FSS. First search in Con Ed admission screen and if match found, click on “Use Selected ID” button and use the same ID. If no match found, click on “Create New ID” and enter needed details and a CID gets created in banner. Create admission record and assign decision in banner directly. All CID students should be in campus CERT with site code , if required. A CID student cannot be in regular HCT program until they come through NAPO and has a HID in banner.
ADMISSION – MASTERSSTUDENTS 2 scenarios: 1. Admit an old student who studied previously at HCT Finished earlier credentials at HCT such as Diploma, HD, or Bachelor. Started a credential study in HCT and then dropped out and graduated from another institution. Studied in HCT as Con Ed or Cost recovery program student. Started the masters program but he disconnected for some reason and now coming back to continue his/her masters program.Get any existing active hold ended through workflow and then admit thestudent in SAAADMS if the student meet the admission requirements.Admission Type: PS – which means Post Secondary QualificationStudent Type: P – which means New to ProgramResidence: 0 – which means Undeclared (the default value)Site – campus in which the student is studyingCampus - CERT
ADMISSION – MASTERSSTUDENTS Attributes tab, to fill the required AttributeClick on the Contacts, Cohorts, for the master degree for the admitted student. 8 attributes are available for master student: M0: MBA Unconditional Admissions. M1: MBA Admission Condition: 9 Credits. (Used for Bachelors) M2: MBA Admission Condition: 12 Credits. (Used for Bachelors) M3: MBA Admission Condition: 15 Credits. M4: MBA Admission Condition: CoReq. M5: MBA Admission Condition: 15+ CoReq. (Used for Higher Diploma) M6: MBA Admission ODoc miss+6 Credits M7: 9 hours + 3.0 required to proceed Add cohorts like 200904M, 201004M, 201104M etc. depending on the cohort in which the student joined to assess the correct fees. From SAAADMS , the cohort will get rolled to student record. Campuses don’t have maintenance access to student cohorts form SGASADD. Assign decisions in SAADCRV and with code 10, student record will get created.
ADMISSION – MASTERSSTUDENTS2. Admit a new student No previous ID or record in banner. Create CID through Con Ed admission Create admission application in SAAADMS with Admission Type: PS – which means Post Secondary Qualification Student Type: N – which means New to Program Residence: 0 – which means Undeclared (the default value) Site – campus in which the student is studying Campus - CERT Assign appropriate cohort and attribute Assign decision code 10 General student record gets created
LOOKING FORWARD FOR A SMOOTH AND EFFICIENT 2012ADMISSION….