Applicant Search Screen User Guide

Process Description
Functional Organization / Admissions
Project Analyst / Dolores Charest
Prime Functional Contact
Document Creation Date / 04/23/08
Job Number/Task Number / 781
Revision History – Date Revised, Documentation Analysts Name and Description of Change
09/09/08 / Added enrollment, stu standing, app center, made appl number invisible. ADDED oprclass to derived_cm
07/16/09 / Added Mentor App link
05/27/14 / Adjusted due to move off of Hershey to Onbase for access to transcripts and the additional links previously added.
0/17/2014 / Adjusted – changing the use of the Onbase link

Functional Specifications (Filled out by End-User)

1.0Overview (Purpose – Business Impact)

Departmental Program Coordinators need a way to track their prospects; status of their applicants, status of the enrolled students.Graduate studies and Graduate admissions also needs a way to monitor all applicants who have not yet been evaluated.

1.1User Identification

Admissions

1.2Security Requirements

Program Coordinators, Graduate Office, Grad Admissions, and Credential Roles

  1. Log in to my.csufresno.edu
  2. Click on Faculty Self Service

  1. Click on the Applicant Search Link
  1. Enter in the Admit Term and Select the Evaluator Id (Program Coordinator)
  2. Click the Search button

Sort Options

  1. Click on the heading or Click Customize and use the provided sort options:
    of Emplid; Name; Academic Plan; Application Center; Application Status; Status Date;
    Stu Standing; Tests/Misc.; Mentor App; Statement; Evaluation; Enrolled; Admit Enrollment; Internal Unoff Transcript. At the end of this document is an explanation of the sort options.

Save to Excel

  1. Click the icon.
  2. This will download the list to a web page where you can save as Excel

Viewing the Transcripts

  1. Click on the “External Transcript” link to bring up OnBase
  1. This opens a new window and starts OnBase.

  1. You will need to log in using your fresno state email login.

  1. You will have to search for the transcript you want to view.

/ Select Document
Select AR- Transcript
Enter in the student’s Emplid
/ Then click the binoculars to perform the search
/ Documents matching the search criteria will appear in the Documents area.
Double click on the one you want to view

The document will appear in the Document Viewer.

NOTE the options in the toolbar just above the document displayed.

Conditions:

If the person is conditionally classified – the conditions link will be available.

This will bring up a box displaying the conditions the program coordinator entered for that application.

Tests Misc (Admission Inquiry)

  1. Click on the Tests Misc Link.
  2. This will take you to the selected applicant’s admission inquiry screen which includes the application, checklists, and tests. This is a view-only page. Click the Cancel button at the bottom of the first tab to get back to the list.

Mentor App

  1. Click on the Mentor App Link.
  2. This will take you to the selected applicant’s downloaded Mentor application This is a view-only page. Click the Cancel button at the bottom of the first tab to get back to the list.

Statement:

If the person filled out the Statement of Purpose on Mentor - when you click on that link - the statement will be displayed

Evaluation

  1. Click on the Evaluation Link.
  2. This will take you to the Evaluation page if the applicant is ready to be evaluated.
  3. You will enter in the decision on the Evaluator Rating page by selecting the correct Evaluation Status.
  4. If the person is Conditionally Classified or Denied – enter in the reasons in the Comment field after the Plan. Click OK to save and get back to the list. Click Cancel to only get back to the list.

Admit Enrollment

  1. Click on Admit Enrollment Link. This will only work if the person is enrolled for the admit term.
  2. This will take you to the Enrollment Summary page if the applicant is enrolled for the admit term.

Internal Unofficial Transcript

Clicking on this link will allow you to run an internal unofficial transcript for the student.

Click on the Preview Only:

Sort Options
(Clicking on the headers will sort in ascending or descending alpha or numeric order)

Emplid:assigned university ID number
Name:applicant’s name
Academic Plan:major description
Application Center:INTL stands for International Admission Office; PBAC stands for Domestic Graduate Admission Office
Application Status:Action Required by Grad Prog; Admit-Automated Admit Matric; Incomplete-Docs Pending; Pending Additional Information; etc.
Status Date:most recent date of action
Stu Standing: only for those who have been admitted
Tests/Misc.:Admission Summary; Test Summary; Checklist Summary; Comment Summary
Mentor App:view of application data
Statement:statement of purpose as noted at the csuMentor university admission application
Evaluation:links you to the PeopleSoft page where an admission decision is entered when the Application Status is equal to Action Required by Grad Prog
Enrolled (not a live link): N = not enrolled even if applicant has been admitted
Admit Enrollment: list of classes
Internal Unoff Transcript:link to search at the csuFresno transcript (to view external transcripts, refer to “Viewing the Transcripts” and instructions for OnBase.