• What training is required before using the new student system?
• What are the desktop requirements for me to do my work in the new student system?
• How will I log onto the new system?
• When I am working in the system, and I forget how to do a process, where do I go for help?
  

• What do the numbers in the admit term codes stand for?
• Is it necessary to enter dashes when adding the National ID number or phone number?
• What effective date do I enter when adding a new guidance counselor (contact)?
• How do I keep a history of guidance counselors at a particular school?

• How can I get reports of applicant or prospect data?
• When manually entering applications into the system, is there a way to save time when entering the same data for each applicant?
• How do I see whether an application already exists for an applicant?
• After manually entering and saving a new application, can I immediately admit the applicant?
• When would I delete an application?
• When looking at application information, how do I quickly move to a function in Campus Community or Student Admissions?
• Does the system recognize if I do not enter the case correctly?
• Is it okay to use the browser back button to return to a former screen?
• When trying to pull up an applicant under Maintain Application, I received an error message: First operand of . is NULL . so cannot access member. What should I do?

• What data fields are loaded to PeopleSoft  using the Graduate and Professional Schools Applicant Interfaces (required fields indicated with *)?
• What happens if a graduate or professional school applicant in an upload file is already in PeopleSoft?
• What happens if a graduate or professional school applicant record is not loaded to PeopleSoft due to an error and another record for that applicant is sent in a future file?
• How do I defer an applicant?

• If I receive an error message that reads: "First operand of . is NULL . so cannot access member.", what should I do?

If there is no need to have one counselor (at a school with multiple counselors) the primary contact, then the contact effective date can be any date.  If you choose to make one particular counselor the "primary" contact, then that counselor's effective date would need to match the organization's effective date.

How do I keep a history of guidance counselors at a particular school?

In order to keep a history of counselors at a specific school, you can use the status "active" or "inactive" tied to the effective date.  For example, you would add Jane Smith as a counselor, effective date=06/18/2008, status=active.  Then, when you discover she has left that school, you could add to her contact details a row with an effective date=10/12/2010, status=inactive.  Later, when you wish to view this information, you would choose "Include History" (a button at the bottom of the page) to see her active and inactive status.  Remember that if you are viewing the Organization Table page, you will see only active contacts.  In order to see inactive contacts (or history) you would have to go to the Organization Contacts page.

Yes, you may set your User Defaults in the system to auto-populate fields where data are the same.  For example, each fall, to get ready for the next application cycle, you may choose to set a default for Admit Term and Admit Type.  Always be sure to reset the defaults after you enter a group of applications.

For more information click the “Help” link in the application and open the topic, “Setting Your User Defaults.”

First, you would go to Search/Match to see if there is a “person record” for the applicant.  If there is a “person record,” then go to Student Admissions>Application Maintenance>Maintain Application to see if the person already has an application in the system. 

After manually entering and saving a new application, can I immediately admit the applicant?

When you manually enter an application, a Program Action of APPL is entered automatically when you save the record.  If at the time of entering the application you know that that applicant has been admitted, do not use the application entry page to enter a new row to create a Program Action of ADMT.  Instead, go to Maintain Application to enter a new row on the Application Program Data tab.  Failing to do so negatively impacts Student Records and Student Financials, and may require you to delete the application and start over.

When would I delete an application?

When looking at application information, how do I quickly move to a function in Campus Community or Student Admissions?

From the application screen, the tabs labeled Application Program Data, Application Data, Application School/Recruiting, and Application Student Response each have a “Transfer To” box at the bottom of the page.  This enables you to transfer easily to another area in the system, such as Academic Interests, Checklist, or Test Results.  You can also add these pages to your favorites in the system.

Text is saved the way it is entered.  Therefore, it must be entered in mixed case.  Keep in mind that the way the name and address appear in the system is the way it will appear on communication sent to applicants. 

Is it okay to use the browser back button to return to a former screen?

It is not recommended because any unsaved data you have entered would be lost.

Data Fields Included in Upload File (See end for PeopleSoft pages with fields highlighted):

Biographical/Demographic:

• Last Name*, First Name*, Middle Name, Suffix
• Home Address 1*, Home Address 2, Home Address 3
• Home City*
• Home State (* if USA)
• Home Zip Code*
• Home Country*
• Mailing Address 1, Mailing Address 2, Mailing Address 3
• Mailing City
• Mailing State
• Mailing Zip Code
• Mailing Country
• Email* (used as identifying data for computing ID)
• Gender
• Birth date* (used as identifying data for computing ID)
• Ethnicity (PeopleSoft will allow multiple if sent one at a time through change records)
• Home Phone (*one phone required)
• Primary Phone
• National ID (valid SSN’s only)
• Native Country of Citizenship*
• Citizenship Status in US* (International Student Office will verify data for all incoming students)
• Residency (Virginia Status Office may update)
• Virginia County (if applicable)

Previous Education:

• External Organization ID (Previous Institution matched on CEEB/ATP code - allows three separate entries):
• Previous Institution Details : (Darden, Law, and Medicine only)
• From Date
• To Date
• External GPA
• External Degree (values that start with ‘X’)
• External Degree Date
•  GPA Summary Types and Values:
• Undergraduate Overall GPA
• Last Two Years Undergraduate GPA
• Major Undergraduate GPA
• Highest Education Level (for reporting, not viewable)

Application Data:

• Application Date*
• Admit Type (New Grad/Professional  - NGP or Transfer - TFR)*
• External Application Number (must be a unique application ID provided by schools)*
• When loaded to PeopleSoft, the following prefixes are added:
• DAG (Darden)
• LWG (Law)
• MDG (Medicine)
• ARG (Architecture)
• ASG (Arts & Sciences)
• CUG (Education)
• ENG (Engineering)
• MCG (Commerce)
• NRG (Nursing)
• Also stored as an External System ID with prefix  (to allow searching by Ext App Number)
• Program Action (Admission decision)*
• Program Reason (Supplemental Admission Decision Reason)
• Admit Term*
• Expected Graduation Term:
• Graduate Arts & Sciences, Graduate Nursing, Graduate Education, Graduate Engineering (Admit Term plus seven years)
• Graduate Business (Darden) and Graduate Commerce  (Admit Term plus two years)
• Law and Graduate Architecture (Admit Term plus three years)
• Medicine (Admit Term plus 4 years)
• Joint Program (Y/N)
• Academic Load (Full-time/Part-time)*
• Academic Program (School)*
• Academic Plan (Major)*
• Academic Level (Graduate, Prof 1, or Prof 2 – for transfers)
• Application Center*

Test Score Results:

• Test ID (LSAT, MCAT, and GMAT Darden Self Reported only):
• Test Score Date
• Test Score Data Source
• Test Score Academic Level
• Test Component and Scores (four numerical values and one character available)

Miscellaneous:

• Transaction Type: ‘A’ (add) or ‘C’ (change)
• File Referral Source (School that created file)

The following fields are created or assigned upon uploading to PS:

• Applicant ID
• Application Creation Date in PS
• EMPLID (unique ID in PS)

 PeopleSoft Pages with Data Fields Highlighted:

Note:  Some values shown on pages are applicable to Undergraduate Admissions

Student Admissions > Application Entry > Add Application Component

Reasons that an applicant might be in PeopleSoft include:

• The record in the file is a change record and the initial add record is already in PeopleSoft or
• The applicant
• is currently an active student at U.Va. and is applying for a graduate program at U.Va.
• is a new applicant but has more than one application to different programs
• has prior history with U.Va. (prospect, previous applicant, or previous student)
• is an employee at U.Va.

If the applicant is not in PeopleSoft, a new record will be created in PeopleSoft.

If the applicant is in PeopleSoft, the PeopleSoft record will be updated as follows:

• The application record will ERROR and no data will load to PeopleSoft if:
• The External Application Number is not unique.
•  Name, Date of Birth, and Social Security Number do not match.*
• Admit Term, Academic Program and Academic Plan do not match.
• The application record will load but a WARNING will appear on the upload report when:
• Residency or Citizenship data are changed.  No changes to these data fields will occur since the Virginia Status Office and International Student Office update these fields.
• Previous Education data for an unidentified CEEB code is not loaded.
• Application data will OVERWRITE PeopleSoft data if the following fields have changed:
• Phones
• Email
• Ethnicity (if value of ‘Unspecified’ is in PeopleSoft)
• Gender (if a value of ‘Unknown’ is in PeopleSoft)
• Application data other than Academic Program, Academic Plan or Admit Term (See #1)
• Application data will be INSERTED as a new row in PeopleSoft if the following fields have changed:
• Addresses
• Test scores (LSAT, MCAT, GMAT (Darden))
• Program Actions and Reasons:
• Program Actions are listed in the order received by upload date.
• If an initial program action ‘Application (APPL)’ row is missing, it will be inserted before a program action change.
• If a program action ‘Admit (ADMT)’ row is missing, it will be inserted before a program action of ‘Declaration of Intent to Matriculate (DEIN)’.

*Exceptions:

• A valid Social Security Number in an application record will overwrite a National ID of ‘999999999’ in PeopleSoft.
  • If Date of Birth is blank in PeopleSoft, a Date of Birth value in application record will be loaded.

Each applicant record in a file will be loaded to a staging table in PS. The records in the table will be processed in date/time order (i.e., the earliest record will be processed first). If there is an error with that record, it is not loaded to PS and remains in the staging table until corrected. Any subsequent records for that applicant in the staging table, with or without errors, will not be loaded to PeopleSoft.

Note: Two records for the same applicant in the same file cannot be loaded to PS because there is no way to determine which is the first record needing processing.

Note: Two records for the same applicant in different files can be loaded to PS since the order of records for an applicant can be determined by the order in which the files are sent.

Deferrals require manual changes in PeopleSoft (see below).  Note:  After updating your school’s admission system, and inserting an APPL row and new Admit Term in PeopleSoft, future changes to this applicant can be made through the upload process.