ApplyAlberta
Contents
Application Procedures
In general, applications are received as follows.
- Applicant completes ApplyAlberta Profile
- Applicant applies to King's portion (email is sent to applicant on completion)
- Applicant pays application fee
- Payment is matched to application
- Application is Sent to CrossRoad
- Application is Received by CrossRoad (File #is assigned)
- Application is Printed to electronic file
- 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
The existing EDULINK 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.
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
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Production
Transcript Contacts
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Outage
Contacts
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Testing
Contacts
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Other
Information
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