Latest revision as of 16:56, 22 October 2012

Application Procedures

In general, applications are received as follows.

1. Applicant completes ApplyAlberta Profile
2. Applicant applies to King's portion (email is sent to applicant on completion)
3. Applicant pays application fee
4. Payment is matched to application
5. Statistical Record is sent to ApplyAlberta
6. Application is Sent to CrossRoad
7. Application is Received by CrossRoad (File #is assigned)
8. Application is Printed to electronic file
9. Transcript requests are entered into Toolkit

Items 4 through 8 are described below.

Payment is Received

Online payments are noted in an email to registrar@kingsu.ca. They may also be received in person, by Enrollment Services waivers, by mailed in cheque, wire transfer, bank payment...

Application Statistical Record is Sent

This requires logging into the Application Maintenance system for King's. Production version of this is

https://apply.kingsu.ca/Admin/

In the application list the button beside the now paid application labeled "Send to APAS" should be clicked. This sends a record to ApplyAlberta noting that we have accepted this application for processing.

Application is Sent to CrossRoad

In the same place as the screen above, click the checkbox next to the matched application and click the button in the lower right labeled "Send to CrossRoad."

Multiple entries may be sent in a single pass.

Application is Received by CrossRoad

In CrossRoad, in Current Students, choose Edit | Add from ApplyAlberta. There specify the ASN and application number from the previous step. These can by copy and pasted between windows. Once the import is complete (that is data validated against our standards; new highschool and post-secondary institutions flagged) and data has been reloaded in the Phase II program, the file number assigned in CrossRoad should also appear there.

Application is Printed to electronic file

Return to the apply.kingsu.ca/Admin browser window. Select and View the application. Print it to a PDF and then use the Send To application to file that in the electronic student file using the File# generated in the previous step.

Transcript requests are entered into Toolkit

Using the ApplyAlberta Toolkit (http://apply.kingsu.ca:8080/apasiit/), generate transcript requests for each institution cited. Note that the hold type should be correct in the following pattern:

• For an institution where the student is currently enrolled, we would request an immediate ("now") transcript and a transcript when grades are released.
• For an institution where the student is no longer enrolled, we would request an immediate transcript.
• When a student is applying to an after-degree, or second-degree program, we would also request a transcript when the graduation notation is affixed.

Entering Requests Manually

To enter these one at a time, choose Admissions | Request Transcript to start each applicant's group of requests.

The following are mandatory fields for making this request.

• Last Name
• First Name
• Gender
• Date of Birth (yyyy-mm-dd)
• ASN

To assist with this, a "Copy ApplyAlberta" button appears on the Secondary and Post-Secondary pages. This places the data in the sequence noted on the clipboard. Another button will copy a student number from a post-secondary record for inclusion in the specific request.

Note the correct release type and submit the requests for this student. See the next section for more detail on managing the requests.

Entering Requests By Import of CSV

Requests may be exported from CrossRoad through the ApplyAlberta button on the Application for Admission tab. The first export should have the headers added, subsequent exports should not. The process will then loop through each institution starting with Alberta Education (AE) to allow for an immediate request and a second request after final grades or degree notation. To finish with an institution, click Cancel on the dialog box.

In the Toolkit, choose Admissions | Unsent Transcript Requests. Use the Import button at the bottom to find and import the file exported from CrossRoad. Check to ensure that all the requests have imported correctly, including hold types.

Transcript Procedures

Transcript Request Receipt

1) Transcript Request arrives at King’s.
2) Responses include a copy of the information sent in the original request.
3) If information in the request cannot be extracted, return a Cancelled Response indicating the record has a problem with the data it contains.
4) Determine if applicant is in the King’s SIS database (when the request arrives).

If the student cannot be uniquely identified on the initial search, return response of type “OfflineRecordSearch” and start a manual search process.

If the student record is not found, return “NoRecord” (using original request id).

If the student record is found, in paper/microfiche records, determine Holdtype.

If the student record is found in electronic records but under different identifiers than in request, consider updating electronic records for that student prior to sending transcript (e.g. Update ASN, or name information. It is ok to send transcripts with existing information without doing any updates). Combine multiple records into a single record if necessary. Determine holdtype.

If student can be uniquely identified, determine if transcript should be generated.

If not, (e.g. transcript is being held for financial or other reasons): Send response of type “hold” (with the original request id). NOTE: it is the responsibility of the requesting institution to communicate to the student the need to clear the hold. If hold is not cleared in 60 days then send a Cancelled response.

If the holdtype allows for the transcript to be generated at this time, send record electronically or as paper if part of the record is in paper/microfiche (with original request id).

If the holdtype does not allow for the transcript to be generated at this time, keep transcript in queue until such time as the transcript can be generated.

Transcript Production

Transcript Request Issuance

1) Application arrives at King’s with transcripts being requested.
2) For each Institution or school listed for transcripts on the application:
If applicant is currently enrolled we determine number of requests to be sent based on different holdtypes. We determine the terms or dates for each individual request based on when the information is needed for evaluation If applicant is not currently enrolled, we flag to only send a single request with Holdtype=Now.
3) Consolidating our requests.
Ideally one request per Holdtype should be sent to a fulfilling institution. (e.g. student attended 3 AB high schools only send 1 request to AE)
4) Send our requests.
Ensure all PESC required and recommended fields, where we have access to the information, are included in the request Generate a request to each institution for each Holdtype.
NOTE: each request must have a different RequestID

Transcript Request Tracking

King’s will let applicants know which transcripts we can obtain on their behalf and whether there are any transcripts they are responsible for ordering.

Applicants can check the status of their transcript being transferred through Apply Alberta by logging on(Apply Alberta - My Activities – Transcripts). Any transcripts that applicants are responsible for ordering will not show up on this status page.

ASN Reconciliation Issues

ASI

The ASI submission process for submitting and validating ASN’s will continue. Institutions will receive any updated ASN’s through that process. APAS will now need to be notified by Alberta Education of any changes to ASN’s made through this process. APAS will be notified by fax.

When multiple ASN situations are detected by Alberta Education the procedure will be to fax APAS and the institutions any changes to the ASN. APAS and the institutions will update their database information on the student. The institutions will initiate a new request for the transcript on behalf of the student.

When a student initiates a request to investigate a problem with partial transcripts that results in an ASN change, that change will also be faxed to APAS and the institution(s) they applied to. Institutions should then re-request any transcripts after updating their databases. Note: the student may request AE transmit their transcripts immediately in which case institutions may receive an unsolicited transcript. This transcript could arrive prior to their generating a new request.

  Note that recently this process seems to be assigning a new ASN to all individuals who have a new surname. We have therefore stopped changing ASNs based on this report if that is the case.

Deleted/Retired ASN Process

Periodically, EAE will issue a Deleted/Retired ASN report in the form of an Excel workbook. This is imported into our file ASNDEL.DBF which is used to match against XTRA.DBF and ARCXTRA.DBF.

Technical Support Procedures

Bug Reporting Procedure

All bug reports are to be made to either Henry Stad or Glenn Keeler who will in turn report these to ApplyAlberta.

Known Bugs in Internal Application as of 07 February 2011

None

Disaster Recovery Strategy

To be completed by IT.

Institutional Maintenance Page

Glenn Keeler or Henry Stad will enter any maintenance dates affecting Apply Alberta. The source for such dates is King's IT. Similarly, Open House and King's View Friday dates will be reported to Apply Alberta by Glenn Keeler or Henry Stad.

Contact List