Usss.iu.edu
Batch Processing
Professional School Application Upload
User Guide
The input file for Batch Professional School Application Upload is an Excel spreadsheet. It contains a Column Headings row with the input rows following. A template is located at \\ads\usss\Admissions_Batch_Loads_RC\Professional_School_Upload\ Access to this folder is granted by Student Enrollment Services, send a request to Todd Neal (tneal@iupui.edu) or Jenni Webb (jjwebb@iupui.edu) for this access.
Column Headings row – description of column headings are shown in the Input Row section, along with their corresponding column.
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Input rows – Input data that will be loaded into SIS. * denotes required data.
Recnum (column A) – 9-digit National ID number or blank
*RunDate (column B) – Date Loaded (MM/DD/YYYY)
*ChangeEffDt (column C) – Effective date desired on the Record (MM/DD/YYYY)
*FirstName (column D) – First name
MidName (column E) – Middle name
*LastName (column F) – Last name
SuffixName (column G) – Suffix name (must be from the Suffix Table in SIS: II, III, IV, V, VI, VII, Jr, Sr)
*Sex (column H) – Gender. Valid values are M, F or blank
*BirthDate (columns I) – Date of Birth (MM/DD/YYYY)
Ethnicity_validated (column J) – valid values are Y, N or blank
White (column K) – valid values are Y, N, 1 or blank
Afr-amer (column L) – valid values are Y, N, 2 or blank
Hispanic (column M) – valid values are Y, N, 3 or blank
Asian (column N) – valid values are Y, N, 4 or blank
Amer Ind (column O) – valid values are Y, N, 5 or blank
Hawaiian (column P) – valid values are Y, N, 7 or blank
*CitStat (column Q) – Citizenship Status. For USA, valid values are 1-Native, 2-Naturalized, 3-Alien Permanent, 4-Alien Temp, N-Not Indicated. Most other SIS Countries have the 1-Native value
*CitCountry (column R) – Citizenship Country (valid 3 character country code in SIS)
VisaPermitType (column S) – Visa Permit Type
*Marital Status (column T) – If not specified, will default to value of U
Ferpa (column U) – FERPA invoked, will default to value of N (No)
Email (column V) – Non-IU Email address
*AddrType (column W) – valid value is ADHM
*Country (column X) – Country of Address
*Address1 (column Y) – Address Line 1
Address2 (column Z) – Address Line 2
Address3 (column AA) – Address Line 3
*City (column AB) - City
*County (column AC) - County
*State (column AD) - State
*Zip (column AE) – Zip Code
Telephone (column AF) – Home telephone number (no special characters, numbers only)
AddrType2 (column AG) – valid value is MAIL
Country2 (column AH) – Country of Address
Address21 (column AI) – Address Line 1
Address22 (column AJ) – Address Line 2
Address23 (column AK) – Address Line 3
City2 (column AL) – City
County2 (column AM) – County
State2 (column AN) – State
Zip2 (column AO) – Zip Code
*Campus (column AP) – Institution Code. Use 5 character campus code (IUBLA, IUCOA, IUEAA, IUINA, IUKOA, IUNWA, IUSBA, IUSEA)
*Acad_career (column AQ) – Academic career. Valid values are GRAD, LAW, MED, DENT or OPT (IUBLA also has GRD1)
*Adm_appl_ctr (column AR) – Application Center. Valid values are GRAD or GINT
*Admit_type (column AS) – Admit Type code. Valid input is admit type codes such as FYG.
Recruiter_id (column AT) – Emplid of a recruiter assigned at your campus
Application Complete (column AU) – valid values are Y or N
External Application Number (column AV) – Application number or ID (such as ID number in Law School database)
*Admit_term (column AW) – valid term codes such as 4102
*Acad_prog (column AX) – Academic Program Code
*Acad_plan (column AY) – Academic Plan Code valid for Academic Program Code
Acad_sub_plan (column AZ) – Academic Sub-plan Code valid for Academic Plan Code
Recruitment_cat (column BA) – Recruiting Category. Valid values available in SIS.
Recruitment_cat2 (column BB) – Recruiting Category. Valid values available in SIS.
Recruitment_cat3 (column BC) – Recruiting Category. Valid values available in SIS.
ExtOrgId (column BD) – Last School Attended OrgID
GraduationDate (column BE) – Graduation Date on Last School Attended (MM/DD/YYYY)
Residency_status_dt (column BF) – Residency State Date (MM/DD/YYYY)
Residency (column BG) – Residency Code. Valid values are R, NR or blank.
Save Files
Save the input file as either an Excel file (.xlsx) or Comma Delimited (.csv) file. To save file as .csv file, change ‘Save as type’ to CSV (Comma delimited)(*.csv). Suggested formatting for file name is IU_APPL_LOAD_*.csv. The wildcard (*) can be any descriptive text. See screen shot for an example file name. Please do NOT include any spaces or special characters (underscores and periods are allowed).
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Drop Files to Folder
Drop input file into \\ads\usss\Admissions_Batch_Loads_RC\Professional_School_Upload\ folder. Drop the files by 12 Noon to guarantee same-day processing. Any files dropped after 12 Noon may possibly not be processed until the following business day.
Process Suspense File
Any values which require editing or additional review to determine if they are a match to someone already within our SIS will land in a Suspense file. This must be worked to post the application into SIS. Access to this is granted by the SIS role, ADMPRFSCHSSP. It can be found in SIS via this path:
Student Admissions>IU-Specific Options>IU Professional Apps Suspn.
Questions
Send any questions to SES-BatchProcessing@exchange.iu.edu.
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