ApplyAlberta

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Revision as of 23:30, 7 February 2011 by WikiSysop (talk | contribs) (Transcript requests are entered into Toolkit)

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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. Application is Sent to CrossRoad
  6. Application is Received by CrossRoad (File #is assigned)
  7. Application is Printed to electronic file
  8. Transcript requests are entered into Toolkit

Items 4 through 8 are described below.

Application is Sent to CrossRoad

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

http://apastest.kingsu.ca/kingsuphaseii/

Under applications, locate the one to be sent to CrossRoad. Click the checkbox and the button in the lower right labelled "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

In the Phase II program, 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.

Transcript requests are entered into Toolkit

Using the ApplyAlberta Toolkit (http://apastest.kingsu.ca:8080/apasiit/splashmain.action), 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.

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.

Transcript Procedures

Transcript Request Receipt

Transcript Production

Transcript Request Issuance

Transcript Request Tracking

ASN Reconciliation Issues

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


Production Application Contacts




Name


Title


Work Phone


Alternate Phone


Email


Hours (M-F)


Business Contacts


Primary


Henry Stad


Registry Information Coordinator


(780) 465-3500 x 8214



Henry.Stad@kingsu.ca


Tues-Thur 08:00-18:00, Fri 08:00-17:30


Backup


Rick Toews


Assistant Registrar


(780) 465-3500 x 8123



Rick.Toews@kingsu.ca


09:00-17:00


Escalation


Glenn Keeler


Registrar


(780) 465-3500 x 8035



Glenn.Keeler@kingsu.ca


08:00-17:00



Technical
Contacts


Primary


Tony Lambregts


Network Administrator


(780) 465-3500 x 8015



Tony.Lambregts@kingsu.ca


08:00 – 16:00


Backup


Will Ryks


Director ITS


(780) 465-3500 x 8080



Will.Ryks@kingsu.ca


08:00 – 16:00


Escalation


Will Ryks


Director ITS


(780) 465-3500 x 8080



Will.Ryks@kingsu.ca


08:00 – 16:00




Production Transcript Contacts




Name


Title


Work Phone


Alternate Phone


Email


Hours (M-F)


Business Contacts
-Incoming & Outgoing


Primary


Erika Elves


Registry Clerical Assistant


(780) 465-3500 x 8030



Erika.Elves@kingsu.ca


Mon-Fri, 08:30-04:30


Backup


Henry Stad


Registry Information Coordinator


(780) 465-3500 x 8214



Henry.Stad@kingsu.ca


Tues-Thur 08:00-18:00, Fri 08:00-17:30


Escalation


Glenn Keeler


Registrar


(780) 465-3500 x 8035



Glenn.Keeler@kingsu.ca


Mon-Fri 08:00-17:00


ASN queries



Erika Elves


Registry Clerical Assistant


(780) 465-3500 x 8030



Erika.Elves@kingsu.ca


Mon-Fri, 08:30-04:30



Technical
Contacts


Primary


Tony Lambreghts


Network Administrator


(780) 465-3500 x 8015



Tony.Lambregts@kingsu.ca


08:00 – 16:00


Backup


Will Ryks


Director ITS


(780) 465-3500 x 8080



Will.Ryks@kingsu.ca


08:00 – 16:00


Escalation


Will Ryks


Director ITS


(780) 465-3500 x 8080



Will.Ryks@kingsu.ca


08:00 – 16:00



Outage Contacts


Name


Title


Work Phone


Alternate Phone


Email


Hours (M-F)


Henry Stad


Registry Information Coordinator


(780) 465-3500 x 8214



Henry.Stad@kingsu.ca


Tues-Thur 08:00-18:00, Fri 08:00-17:30


Glenn Keeler


Registrar


(780) 465-3500 x 8035



Glenn.Keeler@kingsu.ca


Mon-Fri 08:00-17:00


Will Ryks


Director, ITS


(780) 465-3500 x 8080



Will.Ryks@kingsu.ca






Testing Contacts



Name


Title


Work Phone


Alternate Phone


Email


Hours (M-F)


Application


Glenn Keeler


Registrar


(780) 465-3500 x 8035



Glenn.Keeler@kingsu.ca


Mon-Fri 08:00-17:00


Henry Stad


Registry Information Coordinator


(780) 465-3500 x 8214



Henry.Stad@kingsu.ca


Tues-Thur 08:00-18:00, Fri 08:00-17:30


Rick Toews


Assistant Registrar


(780) 465-3500 x 8123



Rick.Toews@kingsu.ca


Mon-Fri 09:00-17:00


Transcript


Glenn Keeler


Registrar


(780) 465-3500 x 8035



Glenn.Keeler@kingsu.ca


Mon-Fri 08:00-17:00


Henry Stad


Registry Information Coordinator


(780) 465-3500 x 8214



Henry.Stad@kingsu.ca


Tues-Thur 08:00-18:00, Fri 08:00-17:30


Rick Toews


Assistant Registrar


(780) 465-3500 x 8123



Rick.Toews@kingsu.ca


Mon-Fri 09:00-17:00






Other Information


Fax


(780) 465-3534


Address


9125 – 50 Street, Edmonton, AB T6B 2H3


Notes