May 2012 Admission Training PPT

1. Enterprise Systems Team

2. ADMISSION TOOLS
HCT
 BANNER Admission Module
 APPTRACK
 CID Creation
 APPLICANTS ACCEPTANCE SITE
 ADMISSION SEARCH
 ADMISSION REPORTS
 CEPA SERVICES
 IELTS SERVICES
NAPO
 NAPO Site (www.napo.ae )
 NAPO Non Current Site (http://ws2.mohesr.ae/naponc)
 NAPO Recommendation / Approval Site

3. BANNER ADMISSIONS
MODULE
 Track admission applications downloaded from
NAPO.
 Create applications (for Con ED and Masters).
 Offer, Reject, Waitlist applications.
 Accept or Reject admission offers.
 Campus Transfer.
 Upgrade and downgrade applications.
 Cohorts and Attributes.
 Track High School information.
 Track test score information.

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. BANNER ID CREATION
Banner ID
NAPO Con Ed
Download Admission in
(H ID) FSS (C ID)

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. C ID CREATION
 Con ED Admission link in Faculty Self Service – ACS Staff
 Role based, request access from Banner Team
 Always Search First with available details
 2 Options : Use Selected ID and Create New ID
 C ID gets created in SPAIDEN and can be used
 When to create and use CID’s?
C ID’s can only be used for students doing Con ED. No
other students in regular programs or cost recovery
programs should have C ID. Exception is only for Masters
who are admitted New to HCT without any prior HCT
record. Currently they are allowed with a C ID.

8. CID CREATION

9. ADMISSION APPLICATION
CREATION
Admission
Applications
Automatic Manual
Program
Download Transfer Change of Upgrade/
from NAPO In/ out New Level Downgrad
program
e

10. ADMISSION – BANNER
FORMS

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

12. ADMISSION – BANNER REPORTS

13. ADMISSION APPLICATION FORM -
SAAADMS

14. ADMISSION – APPLICANT & ADMISSION
TYPES
Applicant Types - STVSTYP
 N = New to HCT
 P = New to Program
 C = Continuing
Admission Types - STVADMT
 CS = Current High School Graduate
 MS = Mature Student
 NS = Non Current High School Graduate
 PS = Post Secondary Qualification
Application Status Types - STVAPST
 C = Complete Ready for Review
 D = Decision Made
 I = Incomplete Items Outstanding

15. ADMISSION – SAAADMS
CURRICULUM

16. ADMISSION – APPLICATION
CURRICULUM
 Applicants Curriculum
1. Catalog Term
2. Program
3. Level
4. Campus
5. College/Division
6. Degree
 Field of Study
1. Major
2. Concentration

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. 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. ASSIGN STUDENT COHORT &
ATTRIBUTE

20. ASSIGN STUDENT COHORT &
ATTRIBUTE

21. APPLICATION DECISION FORM -
SAADCRV

22. ADMISSION DECISIONS

24. HIGH SCHOOL INFO FORM -
SOAHSCH

25. TEST SCORE INFO FORM -
SOATEST

26. ADMISSION – PROGRAM
UPGRADE
 In the first semester (when student is New)
Application #1 with
New Foundations 01 10/11
1. Create Application
#2 with AAS/BAS
01 50 52
2. Update the student program in SAAADMS and in SGASTDN (if student record
created and not registered) or SFAREGS (if already registered)

27. ADMISSION – PROGRAM
DOWNGRADE
 In the first semester (when student is New)
Application #1 with
AAS/BAS 01 10/11
1. Create Application
#2 with New Foundations
01 50 51
2. Update the student program in SAAADMS and in SGASTDN (if student record
created and not registered) or SFAREGS (if already registered)

28. ADMISSION – COLLEGE
TRANSFER
• What?
1) A Campus Transfer is done when a student chooses to change from one HCT
College to another.
2) Transferring Out campus need to add transfer out decision code on the
application of the applicant under their campus.
3) Transferring in campus should create a new admission application with their
campus and program and add transfer in decision code.
4) Transferred In student should have 2 admission applications – one
under old campus and one under new campus.
• 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.

29. COLLEGE TRANSFER (Transfer out
campus)
Check for Clear
existing 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.

30. COLLEGE TRANSFER (Transfer in
campus)
Check for College
existing 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.

31. APPTRACK – Faculty Self
Service
Applicant Tracking tool available for campus admission officers
to view and track applicants to their campus.
 Applicants data from NAPO will be available here even before
they are available in banner for campuses to contact applicants
and plan the admissions.
 Accessible from Faculty Self-service– Academic Services Staff
 If you need access, please contact Enterprise Systems Team

32. APPTRACK – Faculty Self
Service

33. APPTRACK – Main
Features 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

34. APPTRACK- Before Signing
Ceremony

35. APPTRACK- After Signing
Ceremony

36. APPTRACK – Categories and
Summary

37. APPTRACK – Applicant Details

38. APPTRACK – Applicant Details

39. ONLINE ACCEPTANCE SITE
www.hct.ac.ae
1. Applicant goes to the HCT website at www.hct.ac.ae
2. Applicant clicks on the link Admission Confirmation Link

40. ONLINE ACCEPTANCE
SITE
4. Applicant enters his NAPO ID or searches for it
5.Applicant clicks on his/her Name to go to the login page
6.Applicant will be prompted to enter National ID & DOB

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

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

43. ADMISSION SEARCH

44. ADMISSION SEARCH screen
cont’d

45. ADMISSION SEARCH

46. ADMISSION REPORTS

47. CEPA SERVICES – Test
Services
 Available under Test Services in Portal. Access based on
role. Contact Enterprise Systems team for access.
 For registering internal HCT students for CEPA.

48. 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.

49. CEPA SERVICES

50. CEPA SERVICES

51. 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.

52. NAPO SITE- www.napo.ae

53. NAPO NON CURRENT SITE
http://ws2.mohesr.ae/naponc

54. NAPO NON CURRENT SITE

55. NAPO NON CURRENT
SITE

56. 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

57. NAPO NON CURRENT
SITE

58. NAPO NON CURRENT
SITE Admissions Officer:
College
1. Verifies that the student does not exist in
Banner by searching using Name, Date of
Birth, Passport Number. If student exists, uses
his Banner ID.
2. Verifies that the student is not on HCT
dismissed students list.
3. Searches for student in NAPO Non-current
admission site. If the student is found, submits
application to NAPO using the old ID.
4. Creates a new application/NAPO ID for the
student

59. NAPO NON CURRENT
SITE CEPA office will inform colleges for all
5. 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.

60. NAPO NON CURRENT
SITE 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

61. NAPO APPROVAL SITE
http://ws2.mohesr.ae/approvals2011

62. 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
Applications
Enterprise
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

63. 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

64. 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.

65. ADMISSION – MASTERS
STUDENTS
 2 scenarios:
1. Admit an old student who studied previously at HCT
 Finished earlier credentials at HCT such as Diploma, HD, or Bachelor.
 Started a credential study in HCT and then dropped out and graduated from
another institution.
 Studied in HCT as Con Ed or Cost recovery program student.
 Started the masters program but he disconnected for some reason and now
coming back to continue his/her masters program.
Get any existing active hold ended through workflow and then admit the
student in SAAADMS if the student meet the admission requirements.
Admission Type: PS – which means Post Secondary Qualification
Student Type: P – which means New to Program
Residence: 0 – which means Undeclared (the default value)
Site – campus in which the student is studying
Campus - CERT

66. ADMISSION – MASTERS
STUDENTS 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.

67. ADMISSION – MASTERS
STUDENTS
2. 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

68. LOOKING FORWARD FOR A SMOOTH AND EFFICIENT 2012
ADMISSION….