Enterprise Systems Team
ADMISSION TOOLSHCT BANNER Admission Module APPTRACK CID Creation APPLICANTS ACCEPTANCE SITE ADMISSION SEARCH ADMISSI...
BANNER ADMISSIONSMODULE Track admission   applications downloaded from  NAPO. Create applications (for Con ED and Master...
GENERAL FLOW General Person        ID creation, General, Contact and(any record with an    Biographical information       ...
BANNER ID CREATION              Banner ID    NAPO                    Con Ed   Download               Admission in     (H I...
NAPO DOWNLOAD TO BANNER•   Verifies no previous Banner ID exists in Banner for the applicant with same    NAPO ID, Name, P...
C ID CREATION Con ED Admission link in Faculty Self Service – ACS Staff Role based, request access from Banner Team Alw...
CID CREATION
ADMISSION APPLICATIONCREATION              Admission             Applications Automatic                        Manual     ...
ADMISSION – BANNERFORMS
ADMISSION – BANNER    FORMS    The following forms in the Education Background sub-module are currently in use:
ADMISSION – BANNER REPORTS
ADMISSION APPLICATION FORM -SAAADMS
ADMISSION – APPLICANT & ADMISSIONTYPESApplicant Types - STVSTYP   N = New to HCT   P = New to Program   C = ContinuingA...
ADMISSION – SAAADMSCURRICULUM
ADMISSION – APPLICATIONCURRICULUM    Applicants Curriculum1.   Catalog Term2.   Program3.   Level4.   Campus5.   College/...
ADMISSION – COHORTS &ATTRIBUTES   Cohorts: <term>N (for e.g.: 201110N – 201110 Foundation),    <term>D(201110D – Direct E...
STUDENT COHORT &ATTRIBUTE Code 10/11in application creates student record. Admission record becomes student record. Adm...
ASSIGN STUDENT COHORT &ATTRIBUTE
ASSIGN STUDENT COHORT &ATTRIBUTE
APPLICATION DECISION FORM -SAADCRV
ADMISSION DECISIONS
HIGH SCHOOL INFO FORM -SOAHSCH
TEST SCORE INFO FORM -SOATEST
ADMISSION – PROGRAM     UPGRADE    In the first semester (when student is New)Application #1 withNew Foundations         ...
ADMISSION – PROGRAM     DOWNGRADE    In the first semester (when student is New)Application #1 withAAS/BAS               ...
ADMISSION – COLLEGETRANSFER•   What?    1)   A Campus Transfer is done when a student chooses to change from one HCT      ...
COLLEGE TRANSFER (Transfer outcampus)  Check for                               Clearexisting holds         College        ...
COLLEGE TRANSFER (Transfer incampus)  Check for         Collegeexisting holds      Transfer       Application      Add cod...
APPTRACK – Faculty SelfServiceApplicant Tracking tool available for campus admission officers    to view and track applic...
APPTRACK – Faculty SelfService
APPTRACK – MainFeatures details NAPO Application   Applicant Details   Contact tracking before and after signing ceremo...
APPTRACK- Before SigningCeremony
APPTRACK- After SigningCeremony
APPTRACK – Categories andSummary
APPTRACK – Applicant Details
APPTRACK – Applicant Details
ONLINE ACCEPTANCE SITEwww.hct.ac.ae1. Applicant goes to the HCT website at www.hct.ac.ae2. Applicant clicks on the link Ad...
ONLINE ACCEPTANCESITE4. Applicant enters his NAPO ID or searches for it5.Applicant clicks on his/her Name to go to the log...
ONLINE ACCEPTANCESITE7. Once authenticated, applicant will have the choice to acceptor decline HCT offer of admission.
ONLINE ACCEPTANCESITE8. Once applicant press “Accept” or “Decline”, a custommessage will show based on the college.
ADMISSION SEARCH
ADMISSION SEARCH screencont’d
ADMISSION SEARCH
ADMISSION REPORTS
CEPA SERVICES – TestServices   Available under Test Services in Portal. Access based on    role. Contact Enterprise Syste...
CEPA SERVICES   CEPA Office send the approved CEPA Test dates for internal    HCT students for each campus to Enterprise ...
CEPA SERVICES
CEPA SERVICES
IELTS SERVICES – Test Services Internal (HCT) IELTS : registered by        campus, results    uploaded by CERT IELTS Offi...
NAPO SITE- www.napo.ae
NAPO NON CURRENT SITEhttp://ws2.mohesr.ae/naponc
NAPO NON CURRENT SITE
NAPO NON CURRENTSITE
NAPO NON CURRENT SITE   Institutes Admission Staff Logs in to NAPO    Non Current Admissions Site. System    Validates th...
NAPO NON CURRENTSITE
NAPO NON CURRENTSITE Admissions Officer:College1. Verifies that the student does not exist in   Banner by searching using ...
NAPO NON CURRENTSITE CEPA office will inform colleges for all5. NAPO   online CEPA registrations based on the dates   sele...
NAPO NON CURRENTSITE Details- Mandatory for first time registration to General  generate application no, if activated wil...
NAPO APPROVAL SITEhttp://ws2.mohesr.ae/approvals2011
Admissions Process for 2012/13 Applicants – Current applicants                                                            ...
2012 ADMISSION PROCESS   HESN Signing Ceremony –19 July 2012 (to be confirmed).   All HCT applicants will be downloaded ...
CON ED STUDENTS    ADMISSION   NAPO is not involved in Con ED Admission   Campuses create C ID from Con Ed Admission scr...
ADMISSION – MASTERSSTUDENTS 2 scenarios:    1. Admit an old student who studied previously at HCT   Finished earlier cre...
ADMISSION – MASTERSSTUDENTS Attributes tab, to fill the required AttributeClick on the Contacts, Cohorts,    for the mast...
ADMISSION – MASTERSSTUDENTS2. Admit a new student    No previous ID or record in banner.    Create CID through Con Ed ad...
LOOKING FORWARD FOR A SMOOTH AND EFFICIENT 2012ADMISSION….
Admissions 2012 training 27_may2012
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Admissions 2012 training 27_may2012

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May 2012 Admission Training PPT

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Admissions 2012 training 27_may2012

  1. 1. Enterprise Systems Team
  2. 2. 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
  3. 3. 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.
  4. 4. 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)
  5. 5. BANNER ID CREATION Banner ID NAPO Con Ed Download Admission in (H ID) FSS (C ID)
  6. 6. 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).
  7. 7. 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.
  8. 8. CID CREATION
  9. 9. ADMISSION APPLICATIONCREATION Admission Applications Automatic Manual Program Download Transfer Change of Upgrade/ from NAPO In/ out New Level Downgrad program e
  10. 10. ADMISSION – BANNERFORMS
  11. 11. ADMISSION – BANNER FORMS The following forms in the Education Background sub-module are currently in use:
  12. 12. ADMISSION – BANNER REPORTS
  13. 13. ADMISSION APPLICATION FORM -SAAADMS
  14. 14. 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
  15. 15. ADMISSION – SAAADMSCURRICULUM
  16. 16. ADMISSION – APPLICATIONCURRICULUM Applicants Curriculum1. Catalog Term2. Program3. Level4. Campus5. College/Division6. Degree Field of Study1. Major2. Concentration
  17. 17. ADMISSION – COHORTS &ATTRIBUTES Cohorts: <term>N (for e.g.: 201110N – 201110 Foundation), <term>D(201110D – Direct Entry). Attributes:PRI1 (Priority 1), PRI2 (Priority 2),PRI3(Priority3), DUAL (HS and HCT enrollment).
  18. 18. STUDENT COHORT &ATTRIBUTE Code 10/11in application creates student record. Admission record becomes student record. Admission cohort becomes student cohort. Admission attribute changes to student attribute.
  19. 19. ASSIGN STUDENT COHORT &ATTRIBUTE
  20. 20. ASSIGN STUDENT COHORT &ATTRIBUTE
  21. 21. APPLICATION DECISION FORM -SAADCRV
  22. 22. ADMISSION DECISIONS
  23. 23. HIGH SCHOOL INFO FORM -SOAHSCH
  24. 24. TEST SCORE INFO FORM -SOATEST
  25. 25. 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)
  26. 26. 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)
  27. 27. 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.
  28. 28. 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.
  29. 29. 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.
  30. 30. APPTRACK – Faculty SelfServiceApplicant Tracking tool available for campus admission officers to view and track applicants to their campus. Applicants data from NAPO will be available here even before they are available in banner for campuses to contact applicants and plan the admissions. Accessible from Faculty Self-service– Academic Services Staff If you need access, please contact Enterprise Systems Team
  31. 31. APPTRACK – Faculty SelfService
  32. 32. 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
  33. 33. APPTRACK- Before SigningCeremony
  34. 34. APPTRACK- After SigningCeremony
  35. 35. APPTRACK – Categories andSummary
  36. 36. APPTRACK – Applicant Details
  37. 37. APPTRACK – Applicant Details
  38. 38. ONLINE ACCEPTANCE SITEwww.hct.ac.ae1. Applicant goes to the HCT website at www.hct.ac.ae2. Applicant clicks on the link Admission Confirmation Link
  39. 39. ONLINE ACCEPTANCESITE4. Applicant enters his NAPO ID or searches for it5.Applicant clicks on his/her Name to go to the login page6.Applicant will be prompted to enter National ID & DOB
  40. 40. ONLINE ACCEPTANCESITE7. Once authenticated, applicant will have the choice to acceptor decline HCT offer of admission.
  41. 41. ONLINE ACCEPTANCESITE8. Once applicant press “Accept” or “Decline”, a custommessage will show based on the college.
  42. 42. ADMISSION SEARCH
  43. 43. ADMISSION SEARCH screencont’d
  44. 44. ADMISSION SEARCH
  45. 45. ADMISSION REPORTS
  46. 46. 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.
  47. 47. 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.
  48. 48. CEPA SERVICES
  49. 49. CEPA SERVICES
  50. 50. 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.
  51. 51. NAPO SITE- www.napo.ae
  52. 52. NAPO NON CURRENT SITEhttp://ws2.mohesr.ae/naponc
  53. 53. NAPO NON CURRENT SITE
  54. 54. NAPO NON CURRENTSITE
  55. 55. 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
  56. 56. NAPO NON CURRENTSITE
  57. 57. 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
  58. 58. 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.
  59. 59. 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
  60. 60. NAPO APPROVAL SITEhttp://ws2.mohesr.ae/approvals2011
  61. 61. 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
  62. 62. 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
  63. 63. 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.
  64. 64. 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
  65. 65. ADMISSION – MASTERSSTUDENTS Attributes tab, to fill the required AttributeClick 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.
  66. 66. 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
  67. 67. LOOKING FORWARD FOR A SMOOTH AND EFFICIENT 2012ADMISSION….

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