Overview

Quick Start for non-admitted students allows a non-admitted undergraduate, non-admitted graduate or non-admitted Advanced Southern Credit student to enter an application for enrollment on the web. If the application is successfully processed, the non-admitted undergraduate or non-admitted graduate student is able to register for classes immediately if eligible date-wise. Advanced Southern Credit registration will be done by the Division of Continuing Education staff.  An automatic load function runs when a non-admitted student application is submitted. If the load function is successful, a general student record is created, and the applicant is notified of their student ID. They can then proceed to web registration via Banner Self-Service (SISWeb) if eligible. The load function includes a matching process, verification process, and push process. The matching process searches through the Banner system to find person records that match the applicant record. It will set the person status to New, Match, or Suspend. If the person status is New or Match, the load function will move on to the verification process. If the person status is Suspend, then Enrollment Services (ESC) or Division of Continuing Education (DCE) will need to verify and push the applicant via the Electronic Application Process Admin Page (SAAEAPS). In the verification process, the program checks all of the rules set up for the application type. If the applicant does not meet one of the rules, the process indicator will get set to E for Verification Errors. ESC or DCE will then need to override the verification errors using the Electronic Application Process Admin Page (SAAEAPS) or enter the data manually using the appropriate Banner forms. If the process indicator is set to V for Verified, the load function will move on to the push process. During the push process, the records get entered into the Banner tables.

A daily report is created listing all suspended applications to date and successful applications for the previous day.


Daily Process

  1. Each morning, ESC and DCE will receive a report of applications with errors to date. The report will include the applicant’s name, web id, application type (NU for non-admitted undergraduate, NG for non-admitted graduate, NA for Advanced Southern Credit), application term, application number, and problem type. ESC and DCE will also receive a report of applications that succeeded on the previous day. This report will include the applicant’s name, web ID, application type (NU for non-admitted undergraduate, NG for non-admitted graduate, NA for Advanced Southern Credit), student ID, application date, application term, and application sequence number.
  2. ESC and DCE should review the problem type on the report. The possible values and definitions are as follows:
    H - Admissions Hold
    I - Can’t Insert Decision Code
    P - Push Error
    R - Match Error
    U - Suspended Record
    V - Verification Error
  3. The Electronic Application Process admin page (SAAEAPS) is used to resolve application issues.
  4. For successful applications check the Electronic Application Submitted form (SAAETBL) to see if any data looks like it was entered incorrectly (i.e. the first and last name in the first name field, the suffix and last name in the last name field, etc). If you find any incorrect data, use the appropriate Banner forms to correct it.
  5. The following things will happen automatically when the daily evening web application load process runs:
    • A geographical address and phone record will be created for the applicant.
    • If the name was entered in all caps or all lowercase, it will automatically get changed to initcap (first letter capital; the rest lowercase). If the name was entered in mixed case, no changes will be made to the name.
    • If the last 4 digits of the phone number were entered in the extension field and only 3 characters were entered in the phone field, the combined 7 characters will get entered into the phone field in Banner.
    • If United States was entered in the nation field, it will be left blank in the Banner address record.

Resolving Application Errors

The Electronic Application Process admin page (SAAEAPS) is used to resolve application issues.

Types of Errors

H - Admissions Hold

If an admissions hold exists for an applicant, their application status will be updated to H, and their record cannot be pushed on the Electronic Application Process admin page (SAAEAPS) until the hold is removed on SOAHOLD. Even if the hold is removed, only an application record will be created, not a student or decision record.

Perform the following steps:

  1. Log onto Banner
  2. Remove the hold using the Hold Information admin page (SOAHOLD), if appropriate.
  3. Enter SAAEAPS in the Direct Access box and press enter.
  4. Enter the Web ID of the application and press Next Block. Note: The Web ID is case sensitive.
  5. Run the Verification Process by selecting Verify Application from the Tools Menu in the Electronic Applications tab of the Electronic Application Process admin page (SAAEAPS). This process will run even though the Application Status field is set to H.
  6. Run the Load Application process by selecting Load Application from the Tools Menu in the Electronic Applications tab of the Electronic Application Process admin page (SAAEAPS). Assuming no other errors occur, the application should be pushed. It will not, however, automatically create a student record if that was indicated for the application type on the Electronic Applicant Web Default Rules admin page (SAAWADF). ESC/DCE will have to do that manually.
  7. Create student record using the Quick Entry admin page (SAAQUIK).

I - Can’t Insert Decision Code

This error is received when you are trying to create a student record and the system knows that one or more of the rules governing the creation of a student record would be broken in doing so.

For example, if a student record already exists for the same term as the newly created Quick Start application, the insert of a new student record would fail, as you cannot insert a new student record if one already exists for the same term.

However, all other items defined by the indicators in the Matching and Processing Rules tab of the Electronic Applicant Web Default Rules admin page (SAAWADF), as well as items defined by the Electronic Admissions Procedure/Routine Control admin page (SAAECRL) rules, will still be processed.

The Quick Start applicant won't have a new student record created, but they could have additional personal data updated on SPAPERS, test score data added, etc.

Make the appropriate changes using the General Student admin page (SGASTDN).

P - Push Error

This error rarely occurs. It is usually caused by invalid data. If a push error occurs, the part of the process receiving the error will not be pushed. All other pieces will be pushed though.

For example, if a question/answer receives a push error, the student record will still be created along with person data.

Perform the following steps:

  1. Log onto Banner
  2. Enter SAAEAPS in the Search box and press enter.
  3. Enter the Web ID of the application and press Next Section or GO button. Note: The Web ID is case sensitive.
  4. Click on the Review Results tab.
  5. Use the down-arrow to look through the verification procedures to determine where the push error occurred.
  6. Use the override feature where appropriate.
  7. Click on the Electronic Application tab to return to the first page.
  8. Select Verify Application from the Tools menu.
  9. Click on the Review Results tab to see if any other errors occurred.
  10. Repeat steps 5-9 as needed.
  11. Return to the main block of the Electronic Application Process admin page (SAAEAPS).
  12. The daily application load process will push the application or you can Select Load Application from the Tools menu to manually push the application.
  13. Create student record using the Quick Entry admin page (SAAQUIK).

R - Match Error

Perform the following steps:

  1. Log onto Banner
  2. Enter SAAEAPS in the Search box and press enter.
  3. Enter the Web ID of the application and press Next Section or GO button. Note: The Web ID is case sensitive.
  4. Use the Associate Person with ID in the Tools Menu from the Verification Steps tab on the Electronic Application Process admin page (SAAEAPS) to mark the record with the match error as New or Matched.
  5. Mark any of the other manual verification steps as complete in the Manual Person Verification Steps block, and save the changes.
  6. Return to the main block, where the Person Status and Application Status fields will both be set to Y.
  7. Select Verify Application from the Tools menu
  8. Click on the Review Results tab.
  9. Use the down-arrow to look through the verification procedures to see if any errors occurred.
  10. Use the override feature where appropriate.
  11. repeat steps 6-9 as needed.
  12. Return to the first tab of the Electronic Application Process form (SAAEAPS).
  13. The daily application load process will push the application or you can Select Load Application from the Tools menu to manually push the application.

U - Suspended Record

Perform the following steps:

  1. Log onto Banner
  2. Enter SAAEAPS in the Search box and press enter.
  3. Enter the Web ID of the application and press Next Section or GO button. Note: The Web ID is case sensitive.
  4. Select the Verification Steps tab.
  5. Select the IDVR step, and then choose the Associate Person with ID item from the Tools Menu.
  6. This opens the Associate Person with ID window, where you can choose which type of Banner ID to assign to the selected record from the Select an ID field.

    Electronic ID This is the ID used by the applicant when the electronic application was submitted.

    Local ID This is the locally assigned ID reported by the applicant when the electronic application was submitted. It is used for applications filed via EDI. For example, this may be a generated ID from another institution or the person's high school.

    SSN This field displays the value reported by the applicant as a social security or other Federal ID number when the electronic application was submitted.

    Banner ID This field is used to specify the ID which should be used when the SPRIDEN record is created for the applicant in Banner.

    Generate ID This field indicates that SCT Banner should generate an ID for this person.

  7. After choosing the appropriate ID type, either save the changes or select the Associate Person with an ID button. This will display the Common Matching Entry Form (GOAMTCH).
  8. The ID displayed on the Common Matching Entry form (GOAMTCH) should match the option chosen in the Associate Person with ID window. The Matching Source field should contain the source code that has been assigned to the interface code on the Electronic Applicant Web Default Rules admin form (SAAWADF) for the application type of the selected Web application. This source code can be changed if desired.

    If no interface code has been specified for the application type on the Electronic Applicant Web Default Rules admin page (SAAWADF), then the Matching Source field will contain the default source code assigned to the user ID on the Common Matching User Setup admin page (GORCMUS). If no default source code has been assigned on the Common Matching User Setup admin page (GORCMUS), you will be able to select a source code from the List of Values.

    Perform a Next Sectin to populate the Data Entry block with all of the data for the incoming electronic applicant record that is present in the temporary tables.

  9. You can update or adjust the data in the Data Entry block if it does not meet your institution’s data standards. These updates will be copied back to the temporary tables and used when the applicant's record is created.
  10. Once the data has been "cleaned up", choose Section Next to call the matching algorithm, or select the Duplicate Check button.
  11. The incoming electronic application can be a match, a potential match, or a new record:
    • If the incoming electronic application is found to be a match to someone in Banner, the Banner record will be displayed in the Match block.
    • If the incoming electronic application is found to be a potential match against more than one existing Banner record, then all of the possible matches will be displayed in the Potential Matches window.
    • If the electronic application is found to be a new record, an Alert Box will be displayed with a message asking if you want to create the new person.
  12. If the person is found to be an exact or potential match, you can do one of three things:
    • Match the incoming record to the Banner record but not update any null fields that exist for the person in Banner by selecting the Select ID button.
    • Match the incoming record to the Banner record and choose to update any null fields that exist for the person in Banner with data on the incoming record by selecting the Update ID button.
    • Choose to ignore the matched status, and create the person as new by selecting the Create New button.
  13. After selecting one of the options above, the user will be returned to the Verification Steps window, and the IDVR step will be marked as complete.
  14. Create student record using the Quick Entry admin page (SAAQUIK).

V - Verification Error

You can use the Electronic Application Process admin page (SAAEAPS) to try and override the verification error if the correct override indicators were set on the Electronic Admissions Procedure/Routine Control admin page (SAAECRL).

Perform the following steps:

  1. Log onto Banner
  2. Enter SAAEAPS in the Search box and press enter.
  3. Enter the Web ID of the application and press Next Section or GO Button. Note: The Web ID is case sensitive.
  4. Select the Review Results item in the Options Menu in the main window of the Electronic Application Process form (SAAEAPS) to access the Verification/Load Results window.
  5. Scroll through the procedures in the System Verification Procedures block until you find the procedure(s) where the Completion Indicator checkbox is blank.
  6. If an override is allowed for this procedure, you can check the override indicator checkbox and then save the change.
  7. Return to the main block of the Electronic Application Process admin page (SAAEAPS).
  8. Select Verify Application from the Tools menu
  9. Click on the Review Results tab to see if any other verification errors occurred.
  10. Repeat steps 5-9 as needed.
  11. Return to the first tab of the Electronic Application Process admin page (SAAEAPS).
  12. The daily application load process will push the application or you can Select Load Application from the Options menu to manually push the application.

Trouble Shooting

If an application was submitted for the wrong term, use the General Student admin page (SGASTDN) to remove the record for the wrong term, then use the Quick Entry admin page (SAAQUIK) to enter data for the correct term.