View source for Entering New Applicant Data

Application information can come from several sources: it may be moved from [[Prospective Students]], it may be brought in from EAS Application [[for Admission]], it may taken out of Archive files through the [[Restore]] process, it may be revived from [[Deadfiles]], or it may be directly entered. The intent of this page is to describe these but to particularly detail the direct entry of an application.

= Prospective Students =

In Prospective Students, an application may be created for a student by clicking the [[TB_Create_Application.jpg]] icon on the toolbar or by selecting the menu entry Prospective Students | Apply. A prompt will confirm that this is what you wish to do, and a subsequent dialog will provide the file number and remind you to fill in missing information. This needs to be done in Current Students. For the most part, the task is filling in data that either was not collected in Prospective Students or is specific to the admission process.

= EAS Application for Admission =

For institutions using the Electronic Application Service Application [[for Admission]], data can be directly exported from the [[EAS Administration]] program. This requires flagging the file as paid and moving the records to CrossRoad. Again, the file needs to be carefully reviewed in Current Students to check that all the data is valid. In this case, the required information should be present, but as this was input by the student items such as address formatting should be reviewed.

= Restore from Archives =

Archives contains the data for applicants who received a student id number. It is very common for those students to return for further study. The [[Restore]] process brings that data back. However, this data needs to be reviewed as several items are intentionally not restored. These are items such as the year and term of admission.

= Revived from Deadfiles =

Deadfiles contain the data of applicants who were not assigned a student id. The revive process in Deadfiles restores them as applicants. However a number of fields, such as year and term of admission, are not revived as they will be different with a subsequent application.

= Direct Entry =

The process of adding an applicant record directly in Current Students begins with clicking the [[TB_Add.jpg]] or choosing the menu entry Edit | Insert. This will create a blank record, ready for editing, with the tabs disabled. The operator should then fill in the enabled sections before clicking the [[image:TB_Next_Application_Section.jpg]] icon on the toolbar, or the Edit | Continue Adding menu entry.

== Name Section == 

The operator should complete this section. The fields are self explanatory, but note that preferred name is pre-populated from the first name field. All except the former name will be completed.

[[Image:Current_Students_Name.jpg]]

== Identifier Section ==

The birthdate is next. 

[[Image:Current_Students_Identifiers.jpg]]

Note that all dates in CrossRoad are dd/mm/yyyy. The century portion of the year may be omitted and it will be assumed to fall within a window 80 years prior to today and 20 years into the future. Once the [[image:TB_Next_Application_Section.jpg]] icon is clicked a duplicate check will occur within Current Students, Prospective Students, and Deadfiles. If a duplicate is found, the operator will have the option to stop adding this record.

== Addresses == 

Next, two of the three addresses are available for input. These are the Home address and the Other addresses.

[[Image:Current_Students_Addresses.jpg]]

== Emergency Contacts == 

The emergency contact fields labeled "From Application" are enabled.

[[Image:Current_Students_Emergency_Contacts.jpg]]

== Biographical Information ==

The biographical information is the next screen to be enabled.

[[Image:Current_Students_Biographical.jpg]]

== Extra Information == 

The next tab to enable is the Extra Information tab. This tab can vary in appearance at different installations of CrossRoad. This is how it appears for The King's University College.

[[Image:Current_Students_Extra.jpg]]

== Secondary Information == 

The next tab is secondary school information.

[[Image:Current_Students_Secondary.jpg]]

== Post-Secondary Information ==

Post-secondary information is next. While it is technically possible to enter initial transfer credit information on this screen, it is usually a much longer process than is practical at this point.

[[Image:Current_Students_PostSecondary.jpg]]

== Application Information ==

Finally, the application tab is enabled. 

[[Image:Current_Students_Application.jpg]]

After the data on this screen is completed, clicking the [[image:TB_Next_Application_Section.jpg]] icon will complete the process of creating and saving this record. It should now be ready for application processing.