Application Development



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Ellucian

4 Country View Road

Malvern, Pennsylvania 19355

United States of America

(800) 522 - 4827

Customer Support Center website



Distribution Services e-mail address

distserv@

Other services

In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing.

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 |

|5/11/2012 |New version that supports Ellucian’s Recruiter 2.0 software. |

|8/06/2012 |Revised to support the 2.5 software release with the Application Folder. |

|6/18/2013 |Revised to include 3.0 enhancements |

Notice of rights

© 2012 Ellucian. All rights reserved.

Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question.

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Table of Contents

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Introduction 4

Applications Module 6

Application Management Process Overview 8

Recruiter and the Common Application 10

Developing Applications 11

Generating an Initial Application 12

Configuring an Existing Application 18

Adding Fields to an Application 21

Adding Sections to an Application 29

Adding Tabs to an Application 32

Add conditional visibility to fields or sections 35

Add conditional requirement to fields 38

View Conditional Rules 41

Publishing an Application 43

Viewing the Application on the Web Front End 45

Managing Applications and Supplemental Information 49

Entering a Paper Application 50

Manually Adding Supplemental Information to a Record 56

Marking Supplemental Information as Received 64

Reviewing the Application Folder 67

Understanding the Application Folder Review Process 68

Assigning an Application Folder 71

Completing an Application Folder Review 74

Setting a Proposed Decision 77

Sending the Application Folder to the ERP 80

Managing Completed Applications 83

Marking Applications as Complete 84

Sending Applications to the ERP 87

Introduction

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Course goal

The goal of this course is to provide the knowledge and skills to develop and manage applications in Ellucian’s Recruiter.

Course objectives

At the conclusion of this course, you will have the skills and knowledge to:

• Develop applications

• Manage applications and supplemental information

• Manage completed applications.

Intended audience

This course is intended for:

• Admissions Officers/Recruiters

• Admissions Administrative Staff

• Director of Admissions

• Recruiter Application Administrators

Prerequisites

Course prerequisites include:

• Installation of Ellucian’s Recruiter. If your institution does not have Ellucian’s Recruiter installed, please contact your instructor.

• A clear understanding of the recruitment process and goals at your institution among course attendees.

• Completing the Ellucian’s Recruiter Overview training workbook or have similar experience navigating in Ellucian’s Recruiter.

• A familiarity with Microsoft Dynamic CRM.

Applications Module

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Introduction

Ellucian’s Recruiter works hand-in-hand with the web application, receiving applicant information in real time. The application data is stored in Recruiter and is exported to the ERP for an admissions decision.

The Applications module allows you to manage, view, and report on applications.

From the Application home, you can search for various types of applications as well as view various subsets of applications. In addition, you can use the options in the top left pane.

• Application Folders allows you to open, assign, and review applications and supplemental information to make a proposed decision.

• Supplemental Submissions allows you to access supplemental information that was submitted with the applications.

• Export Applications allows you to export the completed applications to Colleague (or another ERP).

• Application Reports allows you to produce various reports on applications.

Applications module

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Applications Reports

There are four delivered reports for applications. They can be accessed in the upper left navigation pane.

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Application Management Process Overview

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Introduction

At a high-level, the overall application management process includes the following steps:

1. An application is created in Recruiter

• A prospect starts on application on the website

• A paper application is entered into Recruiter by staff

2. An application is finished and submitted

3. Supplemental information is attached to the application

• A prospect uploads supplemental documents on website

• Supplemental documents are uploaded in Recruiter by staff

• Supplemental information is marked as received in Recruiter by staff

4. Depending on how your institution chooses to handle applications, any one or more of the following can occur:

• An application folder is reviewed by staff and a proposed decision made

• An application is marked complete by staff

• An application is marked complete by the system automatically

5. Applications or application folders are sent to ERP by staff

• Staff can create a .csv flat file to then import into ERP

• Staff can use web service to export to Colleague or Banner

6. The following data is sent to Recruiter from Colleague or Banner

• Enterprise ID

• Communication History (IHS) (Colleague Only)

7. Admissions decision is made in Colleague or Banner

8. Application Status are returned from Colleague or Banner

9. Depending on your settings, Admit, Confirmed, and Enrolled Status will display in the Recruiter Funnel

Recruiter and the Common Application

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Introduction

Your institution can import data from the Common Application directly into Recruiter by importing the Common Application file. Recruiter includes a year-specific data map for the Common Application so that the fields in the Common Application are already data-mapped for upload in to Recruiter.

Note: The updated data map is delivered each year as part of a patch.

Process overview

1. An application is submitted to the Common Application

2. A tab delimited file with the submitted application data is obtained by Institution Staff

3. This file is imported into Recruiter using the Common Application Data Map

4. This process creates a prospect record and associated application

5. Supplemental application data can be imported into Recruiter in the same manner as the Common Application

• Important: The Common Application Supplemental Items are a customization. Please discuss this with your Ellucian consultant.

6. The following data is sent to Recruiter from Colleague or Banner

• Colleague Student ID

• Communication History (IHS) (Colleague Only)

7. A proposed Admissions decision may be made in Recrutier and sent to Colleague or Banner.

8. A decision is made in Colleague or Banner

9. Application Status are returned from Colleague or Banner

10. Depending on your settings, Admit, Confirmed, and Enrolled Status will display in the Recruiter Funnel

Developing Applications

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Introduction

The goal of this section is to provide the skills and knowledge to develop and modify applications.

Objectives

At the conclusion of this section, you will have the skills and knowledge to:

• Generate an initial application

• Configure an existing application

• Add fields to an application

• Add sections to an application

• Add tabs to an application

• Add conditional visibility and conditionally require questions

• Publish an application

• View the application on the front end.

Generating an Initial Application

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Introduction

During Recruiter implementation, one application was created for your institution. You may need to create additional applications such as graduate, undergraduate, law school, or medical school applications. When you create an initial application, you can select an existing application as a basis that can then be modified for a different audience or use.

Application Type window

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Steps

Follow these steps to generate an initial application.

1. Click Applications in the lower left navigation bar.

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2. Click Application Types in the upper left navigation bar.

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3. Click the New button on the ribbon.

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Result: The New Application Type window opens.

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4. Enter an application name in the Name field.

5. Click the Look Up ([pic]) icon in the Originating field to select an application to use as a basis for the new application.

Result: The Look Up Record window opens.

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6. Search for and select the application you want to use.

7. Click the OK button.

8. Search for and select an academic level in the Academic Level field.

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9. Search for and select a Default Academic Program if this application is being used for a specific academic program or leave the Default Academic Program field blank if this application can be used for multiple programs.

Note: In this example, this application is specific to the undergraduate Nursing Program.

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10. Enter or select a term in the Default Term field if desired.

11. Enter information in the remaining General fields as needed.

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12. Click the Yes or No radio button for Auto Mark Complete When Submitted option. (note: this is controlled by workflows that may need to be activated)

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13. Click the Yes or No radio button for the Auto-Send to ERP When Completed option.

14. Click the Save button on the ribbon.

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Result: The Create Application Form button displays below the General fields.

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15. Click the Create Application Form button.

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Note: The system will create an application when the Create Application Form button is selected. This can take several minutes up to several hours to complete. A window will display while the process is creating the application.

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Configuring an Existing Application

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Introduction

You can configure either the new application you created in the previous lesson or an existing application you want to edit. Use the Configure Application Form button in the ribbon in the Application Type window to configure an application. This opens the Form Editor where you can customize the application.

Form Editor

The form editor has four main areas that assist you in configuring an application. The ribbon with form specific buttons is located across the top. The left hand navigation contains direct links to those specific areas of the application. The center of the form is the body. The body allows you to edit the main body of the application form. The right column contains a list fields available for use in the application form.

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Customizing the Application Form

Several buttons are available in the ribbon. Use these buttons to configure specific parts of the application.

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1. Body – this allows you to edit the main Body of the application form

2. Header – this allows you to edit the Header of the application form

3. Footer – this allows you to edit the Footer of the application form

4. Navigation – this allows you to edit the Left Hand Navigation

5. Remove – allows you to remove a field or section from the form (using the “Delete” key will do the same thing”

Steps

Follow these steps to configure an existing application.

1. Click Applications in the lower left navigation bar.

2. Click Application Types in the upper left navigation bar.

3. Click on the name of the application you wish to update.

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Result: The Application Type window opens.

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4. Click the Configure Application Form button in the ribbon in the Application Type window.

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Result: The Form Editor opens.

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You can now edit the form as needed. In the following lessons you will learn how to add a field, add a section, and add a tab.

Adding Fields to an Application

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Introduction

You can add an existing field to a form by selecting the field from the list on the right and dragging it to the location on the form you’d like it to appear.

You can also use the New Field button located at the bottom in the right hand column below the list of existing fields to add a new field.

Form Editor

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Steps

Follow these steps to add a field to an application form.

1. From the Form Editor of an application, click the New Field button in the bottom right of the field list.

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Result: A new field window will open.

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2. Enter a name for the field in the Display Name field.

Note: This is the text that will show on the field on the website front end. It will also auto-populate the Name field below it.

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3. Select a value from the drop-down in the Requirement Level field.

Note: Options include No Constraint (the field is optional), Business Recommended, or Business Required.

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4. Select Yes or No from the drop-down in the Searchable field.

5. Select a field type from the drop-down menu.

Note: Options include:

• Single Line of text

• Option Set

• Two Options

• Whole Number

• Floating Point Number

• Decimal Number

• Currency

• Multiple Lines of text

• Date and Time

• Lookup

6. The Format and other fields will vary based on the field type selected. Please see the list of field types beginning on next page for more information.

7. When all fields have been completed, click the Save and Close button.

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Field Type: Single Line of Text

When Single Line of Text has been chosen as the field type, the Format Field below will change and offer the choices seen in this example. Maximum length default is 100 characters.

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Field Type: Option Set

When Option Set has been chosen under “Field Type” the screen will change to look like this.

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1. Type in the first item on your Option Set in the Label field (Value will auto fill)

2. Then click the green plus sign to add it to the list.

3. Repeat steps 1 & 2 until all items have been added to the list.

Note: If you need to remove an item from the list, highlight the item and click on the Remove button ([pic].)

4. Click Save and Close.

Field Type: Two Options

When the field type of “Two Options” has been selected the screen will change to look like this.

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You have the opportunity to change the default of “No” and “Yes” to whatever two options you would like and/or change the order of them simply by clicking on the Move Up, Move Down, or Edit buttons

Field Type: Whole Number

When Whole Number has been selected as the field type the screen will change to automatically default to the above settings. You can change these defaults to your specifications.

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Field Type: Floating Point Number

When Floating Point Number has been selected as the field type the screen will change to automatically default to the above settings. You can change these defaults to your specifications.

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Field Type: Decimal Number

When Decimal Number has been selected as the field type the screen will change to automatically default to these settings. You can change these defaults to your specifications.

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Field Type: Currency

When Currency has been selected as the field type the screen will change to automatically default to these settings. You can change these defaults to your specifications.

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Field Type: Multiple Lines of Text

When Multiple Lines of Text has been selected as the field type the screen will change to automatically default to these settings. You can change these defaults to your specifications.

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Field Type: Date and Time

When Date and Time has been selected as the field type the screen will change to automatically default to these settings. You can change these defaults to your specifications.

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Field Type: Lookup

When Lookup has been selected as the field type the screen will change to automatically default to these settings. You can change these defaults to your specifications.

The Target Record Type field will be a list of all entities currently in your system that you can choose as the lookup field.

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Adding Sections to an Application

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Introduction

A section is a row on the form. An example is Academic Plans (outlined below) which is a 2 column section. The highlighted area is an example of a three column section.

Note: A tab contains all sections in an area. In the example below, College Plans is a tab.

Section Example

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Steps

Follow these steps to add a section to an application form.

1. From the Form Editor of an application, click the Insert tab on the top of the ribbon.

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2. Select the type of section you wish to add: One to Four Columns.

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Result: A new section will display on the form.

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3. Double-click the new Section title (Section) and type in the display name.

Result: The Section Properties window opens.

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4. Change the display name of the section in the Label field.

5. Click the Show the label of this section on the Form checkbox, if desired.

6. Click the Show a line at top of the screen checkbox, if desired.

7. Click the OK button.

8. Drag field names into the gray field containers in the section.

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9. When all fields for the section have been added, click the Home tab at the top of the ribbon.

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10. Click the Save button.

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Adding Tabs to an Application

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Introduction

A tab is an area containing sections that relate to each other. You can add new tabs to an application in a similar way to creating a new section.

Form Editor

In this example, all links under the Information area on the left are tabs – Plans, Personal, Demographics, etc…

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Steps

Follow these steps to add a tab to an application form.

1. From the Form Editor of an application, click the Insert tab on the top of the ribbon.

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2. Select the type of tab you wish to add: One Column or Two Column.

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Result: A new custom tab will display on the form.

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3. Double-click the new custom Tab.

4. Result: The Tab Properties window opens.

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5. Enter a name in the Name field.

6. Enter the display name in the Label field.

7. Click the Show the label of this tab on the Form checkbox.

Note: The default value is checked but you can deselect this value if desired.

8. Click the Expand this tab by default checkbox if desired.

9. Click the OK button.

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10. Update and add fields to the section within the tab as needed.

Note: See previous lessons for more information about adding sections and fields. Always use one or two columns.

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11. Click the Home tab.

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12. Click the Save button.

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Add conditional visibility to fields or sections

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Introduction

• The Extended Form Editor allow staff users to leverage conditional visibility on sections or particular questions within a tab on your online application

Extended Form Editor

In this example, a section is selected then Extended Form Editor is accessed. (This procedure is the same for question visibility; however, you will select the desired question instead of section.)

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Steps

Follow these steps to add a conditional visibility to a section on an application form.

1. From the Form Editor of an application, click the desired Section.

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2. Then click Extended Form Editor from the ribbon.

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3. Click on the General tab and then the Show Online Dropdown. From here you can choose if you like to always show (yes), always hide (no), or conditionally.

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4. Select Conditionally.

5. Next, click the Visibility Tab. Here you can select which question from this application Tab and which value will drive visibility. [pic]

6. Finally, click Save and Close from the Extended Form Editor and Save from the Form Editor.

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Triggering questions must be a Lookup, Option Set, or Two Option. In addition, conditional sections support Single Line of Text. Please note that questions controlling visibility must be within the same tab as the questions or sections they are controlling.

Add conditional requirement to fields

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Introduction

• The Extended Form Editor allow staff users to conditionally require questions based on particular questions within a tab on your online application

Extended Form Editor

In this example, a section is selected then Extended Form Editor is accessed.

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Steps

Follow these steps to add a conditional visibility to a section on an application form.

1. From the Form Editor of an application, click the desired Field which you like to make conditionally required based on another question.

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2. Then click Extended Form Editor from the ribbon.

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3. Click on the Required Rules tab and then the Make Field Required Based On checkbox. Now select field to be required from the Dropdown.

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4. Next, select the value to trigger the requirement.

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5. Finally, click Save and Close from the Extended Form Editor and Save from the Form Editor.

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View Conditional Rules

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Introduction

• A simple button is located on the ribbon that allow staff to see all condition rules applied through the External Form Editor

• From a controlling question, you can open the Extended Form Editor and view Trigger Rules set to that question.

View Conditional Rules

In this example, the View Conditional Rules button is accessed from the Form Editor’s ribbon. This action generates a comprehensive list of conditional rules for visibility and requirements.

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To view Trigger Rules on a controling question. You can simply highlight the controlling question and click Trigger Rules. This will list all rules on the question.

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Publishing an Application

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Introduction

When you are done adding tabs, sections, and fields to the custom application form, save the configuration changes and then click Publish from the ribbon.

Note: Only applications that are already live will show changes immediately after they have been saved and published.

Form Editor

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Steps

Follow these steps to publish an application.

1. From the Form Editor of an application, click the Save button to save any changes to the application form.

Note: Applications are automatically save as a draft.

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2. Click the Publish button on the top of the ribbon.

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Result: A message displays stating the system is publishing customizations.

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3. Click the Save and Close button.

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Viewing the Application on the Front End

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Introduction

Only applications that are already live will show changes immediately after they have been saved and published.

If you are creating a new application, you will need to use the web front end, Notepad, and the Application Form Entity field in the Application Type window to create and copy a web link that you will then paste into your browser window to see the changes you just made.

Application Type window

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Steps

Follow these steps to view a test application on the front end.

1. Go the web front end address and login with your account.

2. Click on the Apply Online link.

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3. Hover over the Start a New Undergraduate Application button and right click.

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4. Choose Copy Shortcut from the pop-up menu.

5. Open Notepad and paste the shortcut (CTRL + V on your keyboard).

Note: Open Notepad (access from your Start menu or through Accessories on your computer).

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6. Within Recruiter, click Applications in the lower left navigation bar.

7. Click Application Types in the upper left navigation bar.

8. Click on the name of the application you wish to update.

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Result: The Application Type window opens.

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9. Highlight the entry in the Application Form Entity field and copy it (CTRL+C).

10. Note: Press the Ctrl and C keys on your keyboard to copy the highlighted text.

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11. Toggle to Notepad (Alt + Tab on your keyboard).

12. Delete everything after the = sign in the first link you pasted.

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13. In that same spot paste the Application Form Entity field information (CTRL + V on your keyboard to paste).

14. Copy the entire link and paste it into your browser window to see the changes you just made.

Managing Applications and Supplemental Information

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Introduction

The goal of this section is to provide the skills and knowledge to manage applications and supplemental information associated with applications.

Objectives

At the conclusion of this section, you will have the skills and knowledge to:

• Enter a paper application

• Manually adding supplemental information to a record

• Mark supplemental information as received.

Entering a Paper Application

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Introduction

In addition to applications entered electronically, staff at your institution can enter paper applications by clicking the New button from the ribbon.

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New Application window

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Steps

Follow these steps to enter a paper application.

1. Select Applications in the lower left navigation bar.

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2. Select Applications in the upper left navigation bar.

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Result: A list of existing applications displays.

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3. Click the New button in the ribbon.

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Result: The New Application window opens.

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4. Click the Look Up icon in the Prospect field.

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5. Search for and select the prospect record to which you are attaching the application.

Note: If a prospect record has not been created yet, click the New button to create a new prospect record.

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6. Click the OK button.

7. Click the Look Up icon in the Application Type field.

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8. Search for and select the application type the person submitted.

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9. Click the OK button.

10. Click the Save button on the ribbon.

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Result: New options display on the left navigation bar of the New Application window.

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11. From the left navigation bar of the, click the Application Form link.

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12. Enter the information from the paper application to the online form.

13. Click the Submit button.

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14. Click the Close ([pic]) button to close the window.

Manually Adding Supplemental Information to a Record

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Introduction

Recruiter allows you to gather and store supplemental information for an applicant. Supplemental Information can be entered automatically through data uploads such as test scores imports or manually for items such as essays. You can mark an item as received when the supplemental information is added or you can accept the default of not received.

What Is Supplemental Information?

Supplemental information includes information that supports the prospect student’s application. Supplemental information includes:

• Transcripts

• Letters of recommendations

• Application essays

Depending upon the supplemental information, it may be:

• Uploaded as a file to the website by the prospective student.

• Mailed to you from the prospective student or others on behalf of the student.

• Sent electronically to you.

Supplemental Information Submission Associated View

You can view the supplemental information for an application by opening the application the selecting Supplements on the left navigation bar of the form.

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Steps

Follow these steps to manually add supplemental information to a record.

1. Select Applications in the lower left navigation bar.

2. Select Applications in the upper left navigation bar.

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3. Select an application you wish to view by clicking on the Reference Number associated with a prospect name.

Note: Clicking on the prospect name will open the Prospect record.

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4. Select the Supplement link on the left navigation bar of the form.

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5. Click the Records icon from the ribbon.

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6. Select Add New Supplemental Information Submission.

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Result: The New Supplemental Information Submission window opens.

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7. Click the Look Up icon in the Prospect field.

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8. Search for and select the prospect record to which you are attaching the supplemental information/document.

Note: If a prospect record has not been created yet, click the New button to create a new prospect record.

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9. Click the OK button.

10. Click the Look Up icon in the Supplemental Information Item field.

11. Search for and select the Supplement Item which you are attaching.

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12. Click the OK button.

Result: The Supplemental Information item Status area defaults to Is Required = No and Submission Status = Not Received.

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13. If the item has been received, select Received from the Submission Status drop down or accept the default.

Note: The other option in this field is waived if the requirement as been waived for the prospect.

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14. If the item has been received, click the Calendar icon in the Submission Date field and select the date the item was received.

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15. Enter the URL of the external location of the file to which you want to link in the External Location field.

Note: Use this field to link to a file that has been uploaded to a document management system.

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16. To upload a document as an attachment, click the Add tab in the ribbon.

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17. Click the Attach File button.

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18. Click the Browse button to select the file you want to upload.

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19. Click the Attach button to attach the selected file.

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20. Click the Close button.

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21. Click the Supplemental Information Submission tab in the ribbon.

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22. Click the Save or Save and Close button.

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Marking Supplemental Information as Received

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Introduction

You must indicate in the application that the supplemental information is received to mark the application as complete. The supplemental information for all applications is displayed in a single list by selecting Supplemental Submissions in the upper left navigation bar when Applications is selected. Click on the item name that you want to mark complete in the Name column that corresponds with the prospect record.

Note: You cannot mark a supplemental item complete from the Application view after you have saved and closed the Supplemental Item. You must come to the Supplemental Submission list and select it from the Name column.

Supplemental Submissions view

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Steps

Follow these steps to mark supplemental information as recieved.

1. Select Applications in the lower left navigation bar.

2. Select Supplemental Submissions in the upper left navigation bar.

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3. Click on the item name that you want to mark complete in the Name column that corresponds with the prospect record.

Note: Clicking on the prospect name will open the Prospect record. Clicking on the Application will open the application where you can view the list of supplemental items and add new supplemental items but you cannot edit a supplemental item.

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4. Select Received from the Submission Status drop down.

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5. Click the Calendar icon in the Submission Date field and select the date the item was received.

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6. Enter the URL of the external location of the file to which you want to link in the External Location field, if desired or leave the field blank.

Note: Use this field to link to a file that has been uploaded to a document management system.

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7. Click the Save or Save and Close button.

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Reviewing the Application Folder

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Introduction

The goal of this section is to provide the skills and knowledge to review the application folder in Recruiter.

Objectives

At the conclusion of this section, you will have the skills and knowledge to:

• Assign and route an application folder

• Complete an application folder review

• Set a proposed decision

• Send an application folder to the ERP.

Understanding the Application Folder Review Process

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Introduction

Recruiter provides a review process of an application that gives a group of people the option to review, comment, and provide a suggested admission decision on an application. An application folder is created when an application is created in Recruiter, this includes when applications are imported. The application folder is a comprehensive view of the application and the applicant and contains the following:

• Application

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• Supplemental items

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• Cover sheet.

The cover sheet can be customized to include prospect data (including new FA data) as well as child data that is related to the prospect, like test scores. Clients can also customize the cover sheet to add custom calculated data.

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Each application folder has an owner, which by default is the application owner. Using a custom workflow you can change the owner of the application folder. The owner is responsible for tracking the status of the folder, assigning reviewers, and entering the proposed admissions decision. Assigning reviewers automatically can also be accomplished by using a custom workflow.

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For each reviewer a separate review record is created that is tied to the application folder. The content of the application folder depends on the application type, and will include comments sections and ratings fields. From a task or from the application folder you can open the review to begin the process of reviewing an application folder.

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Note: An application reviewer can view the application folder, but they cannot make changes to the record. Also, a reviewer cannot access or view information by another reviewer. If necessary, during the review process an application folder can be printed using the Print Application folder option available from the Ribbon.

After the proposed decision is recorded, the decision can be sent to your ERP system. Your ERP system is then recording the decision, notifying the applicant, and performing any additional business process required by the institution.

There may be times when you want to group applications together so they can be reviewed together. These could be applications for early decision, or for a particular academic program. Using the Group field on the application folder you can add a value in this field and then create a view in Recruiter to see only those specific application folders. You can also add this attribute to other views so you can see how each folder is grouped.

Assigning an Application Folder

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Introduction

In order to begin the application folder review process, an application folder must have an owner and reviewers. When an application folder is created the owner is set to the owner of the application. You can change this if necessary on the Application Folder form or by writing a workflow to set the owner.

Using the Assign Reviewer option from the Ribbon you can assign either an individual user or a team of users. In order for reviewers to see application folders which they do not own, the application folder must be shared with them through the action of assigning them to the application folder. This allows one user that has the permissions to give a subset of permissions to another user, and they share the record. When the application folder review is created, Recruiter shares the parent folder with the owner of the review.

Notes: A reviewer can only have one active review per application folder. If a reviewer must review an application folder more than one time because the application has been sent to the committee or is on repeal, you must deactivate the first review.

Application Folders view

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Steps

Follow these steps to assign and route an application folder.

1. Select Applications in the lower left navigation bar.

2. Select Application Folders in the upper left navigation bar.

3. Click the checkbox next to the application folder you want to open.

4. Click Edit from the ribbon to open the application folder.

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5. From the Review group, select Assign Reviewer.

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6. Result: The Assign Reviews dialog box is displayed.

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7. In the Look up a reviewer field, enter the name of an individual reviewer or a team.

Note: When assigning reviewers to the application folder you can select a team as opposed to a user. For example, you can set up a team called Admissions Committee and assigned all committee members to that team. Give the team the Application Folder Review security role. The Admissions Counselor can now select Admissions Committee as a team and all of the members will be assigned a review.

8. Click Next.

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9. If you want to add another reviewer, select Yes in the Would you like to assign more reviewers check box. Otherwise select No.

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10. Click Next.

11. Click Finish.

Completing an Application Folder Review

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Introduction

From a task or from the application folder you can open the review to begin the process of reviewing an application folder. An application folder review includes commenting on the application and entering a proposed decision. After all the reviews are complete the application folder owner, then will assign a proposed decision to the application folder which is then sent to your ERP system. Your ERP system is then responsible for recording the final decision and notifying the applicant.

Note: If as part of the review process you want to print the application, you have the option of printing the application folder by selecting the Print Application Folder button from the Data section of the Ribbon. You can include different sections to include or exclude before printing the application folder.

Note: Before you can complete a review, you must be assigned as a reviewer of the application folder. In order to complete this procedure, you must be assigned the Application Folder Reviewer security class.

Application Folder Review form

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Steps

Follow these steps to complete an application folder review.

1. Select Applications in the lower left navigation bar.

2. Select Application Folders in the upper left navigation bar.

3. Click the checkbox next to the application folder you want to open.

4. Click Edit from the ribbon to open the application folder.

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5. From the Review section of the Ribbon, select Open Review.

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6. Result: The Application Folder Review form is displayed.

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7. Enter your comments and proposed decision.

8. Select Save or Save and Close.

Setting a Proposed Decision

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Introduction

After all of the reviews are complete, the Application Folder owner will then need to set a proposed decision on the application folder and enter any comments.

Note: If an application folder only has one reviewer, you can have a workflow automatically populate the application folder with the same information as was defined on the review form.

Folder Management section

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Steps

Follow these steps to set a proposed decision.

1. Select Applications in the lower left navigation bar.

2. Select Application Folders in the upper left navigation bar.

3. Click the checkbox next to the application folder you want to open.

4. Click Edit from the ribbon to open the application folder.

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Result: The Application Folder displays.

5. Select Folder Management from the left navigation of the Application Folder window.

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6. Result: The Folder Management section displays.

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7. Select the Proposed Decision look up.

Result: The list of values displays for proposed decisions.

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8. Select a proposed decision.

9. Enter any comments in the Comments field.

10. Select Save or Save and Close.

Sending the Application Folder to the ERP

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Introduction

The Application Folder can be sent to the ERP using the Send Application Folder to ERP on the ribbon, or in batches from the Application Folder view.

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Note: If the application is already sent to the ERP, it will still allow you to send the folder, and it won’t create the application again. The proposed decision is sent as an application status to the ERP.

Steps

Follow these steps to send an application folder to the ERP.

1. Select Applications in the lower left navigation bar.

2. Select Application Folders in the upper left navigation bar.

3. Click checkbox next to the name of the prospect whose completed application folder you want to export to the ERP.

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4. Click the Send Application Folder to ERP button in the ribbon.

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5. Select whether to send the selected or all application folders on the page to the ERP.

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6. Click Finish.

Note: The Batch Process window displays even if only one application folder was selected to submit to ERP. Notice that error message will lists the reason the item(s) cannot be marked complete or if the process completed successfully.

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Managing Completed Applications

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Introduction

The goal of this section is to provide the skills and knowledge to manage complete applications in Recruiter.

Objectives

At the conclusion of this section, you will have the skills and knowledge to:

• Mark an application as complete

• Send an application to the ERP.

Marking Applications as Complete

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Introduction

Once an application has been submitted and all supplemental items have been received, you can mark the application as complete.

Note: Your institution may choose to have the system mark applications complete automatically. This lesson provides steps for the manual process.

Active Applications view

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Steps

Follow these steps to mark an application as complete.

1. Select Applications in the lower left navigation bar.

2. Select Applications in the upper left navigation bar.

3. Click checkbox next to the name of the prospect whose application you want to mark complete.

4. Click the Mark Complete button in the ribbon.

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5. Select Selected Applications from the drop-down menu.

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6. Review the results on the Batch Process window.

Note: The Batch Process window displays even if only one application was selected as mark complete. Notice the error message lists the reason the item cannot be marked complete.

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In this example, notice that there are no errors so the file was marked complete.

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7. Click the Finish button.

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Result: The Application Status changes to Marked Complete. You may need to refresh your screen to see the status change.

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Sending Applications to the ERP

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Introduction

Applications that have a status of Marked Complete can be exported to the ERP (such as Colleague). The process is very similar to the process of marking an application complete except that you are selecting the Submit to ERP button and options.

Note: If you need to return an application to Recruiter for revision, click the Withdraw button on the ribbon.

Submit to ERP options

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Steps

Follow these steps to send a completed application to the ERP.

1. Select Applications in the lower left navigation bar.

2. Select Applications in the upper left navigation bar.

3. Click checkbox next to the name of the prospect whose completed application you want to export to the ERP.

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4. Click the Submit to ERP button in the ribbon.

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5. Select Selected Applications from the drop-down menu.

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6. Review the results on the Batch Process window.

Note: The Batch Process window displays even if only one application was selected. In this example, notice that there are no errors so the file was marked complete.

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7. Click the Finish button.

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Result: The Application Status changes to Exported to ERP. You may need to refresh your screen to see the status change.

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Ellucian’s Recruiter

Application Management

Training Workbook

Updated 6/18/2013

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