Table Of Content

Recruiting and Admissions User Guide Copyright (c) 2001 Jenzabar, Inc. All rights reserved. You may print any part or the whole of this documentation to support installations of Jenzabar software. Where the documentation is available in an electronic format such as PDF or online help, you may store copies with your Jenzabar software. You may also modify the documentation to reflect your institution's usage and standards. Permission to print, store, or modify copies in no way affects ownership of the documentation; however, Jenzabar, Inc. assumes no responsibility for any changes you make. Filename: ugrecadm Distribution date: 04/23/2002 Contact us at www.jenzabar.com Jenzabar CX and QuickMate are trademarks of Jenzabar, Inc. INFORMIX, PERFORM, and ACE are registered trademarks of the IBM Corporation Impromptu, PowerPlay, Scenario, and Cognos are registered trademarks of the Cognos Corporation UNIX is a registered trademark in the USA and other countries, licensed exclusively through X/Open Company Limited Windows is a registered trademark of the Microsoft Corporation All other brand and product names are trademarks of their respective companies JENZABAR, INC. RECRUITING AND ADMISSIONS USER GUIDE TABLE OF CONTENTS SECTION 1 - GETTING STARTED..............................................................................................................1 Overview.....................................................................................................................................................1 Introduction.............................................................................................................................................1 Product Differences................................................................................................................................1 Purpose of This Guide............................................................................................................................1 Intended Audience..................................................................................................................................1 Learning Objectives................................................................................................................................1 How to Use This Guide...........................................................................................................................1 Structure of Jenzabar CX User Guides..................................................................................................1 Other Information Resources.....................................................................................................................3 Introduction.............................................................................................................................................3 Resource List..........................................................................................................................................3 Recruiting/Admissions Menus and Menu Options.................................................................................3 Before You Begin Recruiting/Admissions..................................................................................................5 Introduction.............................................................................................................................................5 Prerequisite Tasks..................................................................................................................................5 Background Knowledge..........................................................................................................................5 Reporting Tools......................................................................................................................................6 Recruiting/Admissions Process..............................................................................................................7 Conventions Used in This Guide................................................................................................................8 Introduction.............................................................................................................................................8 Style Conventions...................................................................................................................................8 Jenzabar-Specific Terms........................................................................................................................8 SECTION 2 - USING THE RECRUITING/ADMISSIONS SCREENS........................................................11 Overview...................................................................................................................................................11 Introduction...........................................................................................................................................11 Organization.........................................................................................................................................11 Screen Differences...............................................................................................................................11 Screen Access......................................................................................................................................11 Admissions Entry Screen (1 of 3).............................................................................................................12 Purpose................................................................................................................................................12 Access..................................................................................................................................................12 Example................................................................................................................................................12 Fields....................................................................................................................................................12 Commands...........................................................................................................................................16 Admissions Entry Screen (2 of 3).............................................................................................................18 Purpose................................................................................................................................................18 Access..................................................................................................................................................18 Example................................................................................................................................................18 Fields....................................................................................................................................................18 Commands...........................................................................................................................................20 Admissions Entry Screen (3 of 3).............................................................................................................22 Purpose................................................................................................................................................22 Access..................................................................................................................................................22 Example................................................................................................................................................22 Segments..............................................................................................................................................22 Fields on the Document Status Information Segment..........................................................................23 Fields on the Other Documents Segment............................................................................................23 Fields on the Recommendations Segment..........................................................................................23 Fields on the Examinations Segment...................................................................................................23 i Fields on the Transcript Segment........................................................................................................24 Commands...........................................................................................................................................24 Admissions Information PERFORM Screen (1 of 2)................................................................................26 Purpose................................................................................................................................................26 Access..................................................................................................................................................26 Example................................................................................................................................................26 Fields....................................................................................................................................................26 Commands...........................................................................................................................................28 Admissions Information PERFORM Screen (2 of 2)................................................................................30 Purpose................................................................................................................................................30 Access..................................................................................................................................................30 Example................................................................................................................................................30 Fields....................................................................................................................................................30 Commands...........................................................................................................................................31 Admissions Statistics Record PERFORM Screen...................................................................................33 Purpose................................................................................................................................................33 Access..................................................................................................................................................33 Example................................................................................................................................................33 Fields....................................................................................................................................................33 Commands...........................................................................................................................................34 Advertisement Record PERFORM Screen..............................................................................................35 Purpose................................................................................................................................................35 Access..................................................................................................................................................35 Example................................................................................................................................................35 Segments..............................................................................................................................................35 Fields On The ID Record Segment......................................................................................................36 Fields on the Advertisement Record segment.....................................................................................36 Commands...........................................................................................................................................37 Applicant Accomplishment Information Window......................................................................................39 Purpose................................................................................................................................................39 Access..................................................................................................................................................39 Example................................................................................................................................................39 Fields on the Applicant Accomplishment Information Window............................................................40 Commands...........................................................................................................................................40 Applicant Admission Information window.................................................................................................41 Purpose................................................................................................................................................41 Access..................................................................................................................................................41 Example................................................................................................................................................41 Fields on the Applicant Admission Information Window......................................................................42 Commands...........................................................................................................................................43 Applicant Education Information Window.................................................................................................44 Purpose................................................................................................................................................44 Access..................................................................................................................................................44 Example................................................................................................................................................44 Fields on the Applicant Education Information Window.......................................................................45 Commands...........................................................................................................................................46 Applicant Education Information Window for Query Purpose..................................................................47 Purpose................................................................................................................................................47 Access..................................................................................................................................................47 Example................................................................................................................................................47 Fields on the Applicant Education Information Window.......................................................................48 Commands...........................................................................................................................................48 Applicant Interest Information Window.....................................................................................................49 Purpose................................................................................................................................................49 Access..................................................................................................................................................49 Example................................................................................................................................................49 ii Fields on the Applicant Interest Information Window...........................................................................50 Commands...........................................................................................................................................50 Applicant Involvement Information Window.............................................................................................51 Purpose................................................................................................................................................51 Access..................................................................................................................................................51 Example................................................................................................................................................51 Fields on the Applicant Involvement Information Window....................................................................52 Commands...........................................................................................................................................52 Applicant Other/Alternate Address Information Window..........................................................................53 Purpose................................................................................................................................................53 Access..................................................................................................................................................53 Example................................................................................................................................................53 Fields on the Applicant Other/Alternate Address Information Window................................................54 Commands...........................................................................................................................................54 Applicant Profile Information window.......................................................................................................55 Purpose................................................................................................................................................55 Access..................................................................................................................................................55 Example................................................................................................................................................55 Fields on the Applicant Profile Information Window.............................................................................56 Commands...........................................................................................................................................56 Business Form Screen.............................................................................................................................58 Purpose................................................................................................................................................58 Access..................................................................................................................................................58 Example................................................................................................................................................58 Fields....................................................................................................................................................58 Commands...........................................................................................................................................60 Call Entry Screens....................................................................................................................................62 Purpose................................................................................................................................................62 Access..................................................................................................................................................62 Example................................................................................................................................................62 Fields....................................................................................................................................................62 Example (2 of 2)...................................................................................................................................65 Segments..............................................................................................................................................66 Fields on the Document Status Information Segment..........................................................................66 Fields on the Other Documents Segment............................................................................................67 Fields on the Recommendations Segment..........................................................................................67 Fields on the Examinations Segment...................................................................................................67 Fields on the Transcript Segment........................................................................................................67 Commands...........................................................................................................................................67 Call Result Table Screen..........................................................................................................................69 Purpose................................................................................................................................................69 Access..................................................................................................................................................69 Example................................................................................................................................................69 Fields....................................................................................................................................................69 Commands...........................................................................................................................................69 Caller Time Entry Screen.........................................................................................................................72 Purpose................................................................................................................................................72 Access..................................................................................................................................................72 Example................................................................................................................................................72 Fields....................................................................................................................................................72 Commands...........................................................................................................................................72 Change Student Information Screen........................................................................................................75 Purpose................................................................................................................................................75 Access..................................................................................................................................................75 Example................................................................................................................................................75 Fields....................................................................................................................................................76 iii Church Form Screen................................................................................................................................77 Purpose................................................................................................................................................77 Access..................................................................................................................................................77 Example................................................................................................................................................77 Fields....................................................................................................................................................77 Church Information PERFORM Screen...................................................................................................78 Purpose................................................................................................................................................78 Access..................................................................................................................................................78 Example................................................................................................................................................78 Fields....................................................................................................................................................78 Commands...........................................................................................................................................79 Decision Form Screen..............................................................................................................................81 Purpose................................................................................................................................................81 Access..................................................................................................................................................81 Example................................................................................................................................................81 Fields....................................................................................................................................................81 Commands...........................................................................................................................................83 Duplicate Admissions Window.................................................................................................................85 Purpose................................................................................................................................................85 Access..................................................................................................................................................85 Example................................................................................................................................................86 Fields on the Duplicate Admission Window.........................................................................................86 Commands...........................................................................................................................................87 Duplicate ID’s Window.............................................................................................................................88 Purpose................................................................................................................................................88 Access..................................................................................................................................................88 Example................................................................................................................................................88 Fields on the Duplicate ID’s Window....................................................................................................89 Commands...........................................................................................................................................89 Electronic Application Form Screen.........................................................................................................91 Purpose................................................................................................................................................91 Access..................................................................................................................................................91 Example................................................................................................................................................91 Fields on the Electronic Application Form Screen..............................................................................92 Commands...........................................................................................................................................93 Enrollment PERFORM Screen.................................................................................................................95 Purpose................................................................................................................................................95 Access..................................................................................................................................................95 Example................................................................................................................................................95 Fields....................................................................................................................................................95 Commands...........................................................................................................................................97 ID Form Screen........................................................................................................................................99 Purpose................................................................................................................................................99 Access..................................................................................................................................................99 Example................................................................................................................................................99 Fields..................................................................................................................................................100 Commands.........................................................................................................................................101 ID/Profile/Relationship PERFORM Screen (1 of 2)................................................................................103 Purpose..............................................................................................................................................103 Access................................................................................................................................................103 Example..............................................................................................................................................103 Fields..................................................................................................................................................103 Commands.........................................................................................................................................104 ID/Profile/Relationship PERFORM Screen (2 of 2)................................................................................106 Purpose..............................................................................................................................................106 Access................................................................................................................................................106 iv Example..............................................................................................................................................106 Fields..................................................................................................................................................106 Commands.........................................................................................................................................108 Inquiry Form Screen...............................................................................................................................110 Purpose..............................................................................................................................................110 Access................................................................................................................................................110 Example..............................................................................................................................................110 Fields..................................................................................................................................................110 Commands.........................................................................................................................................114 Interview/Recommendation Detail Window............................................................................................116 Purpose..............................................................................................................................................116 Access................................................................................................................................................116 Example..............................................................................................................................................116 Fields..................................................................................................................................................116 Commands.........................................................................................................................................117 Lead Contacts Detail Window................................................................................................................118 Purpose..............................................................................................................................................118 Access................................................................................................................................................118 Example..............................................................................................................................................118 Fields..................................................................................................................................................118 Commands.........................................................................................................................................119 Lead Entry Parameters Screen..............................................................................................................121 Purpose..............................................................................................................................................121 Access................................................................................................................................................121 Example..............................................................................................................................................121 Fields..................................................................................................................................................121 Commands.........................................................................................................................................122 Lead Form Screen..................................................................................................................................123 Purpose..............................................................................................................................................123 Access................................................................................................................................................123 Example..............................................................................................................................................123 Fields..................................................................................................................................................123 Commands.........................................................................................................................................126 Progress/Enrollment Status Detail Window...........................................................................................128 Purpose..............................................................................................................................................128 Access................................................................................................................................................128 Example..............................................................................................................................................128 Fields..................................................................................................................................................128 Commands.........................................................................................................................................129 Prospect/Applicant History Detail Window.............................................................................................130 Purpose..............................................................................................................................................130 Access................................................................................................................................................130 Example..............................................................................................................................................130 Fields..................................................................................................................................................130 Commands.........................................................................................................................................132 Query Duplicate Information Window.....................................................................................................133 Purpose..............................................................................................................................................133 Access................................................................................................................................................133 Example..............................................................................................................................................133 Fields..................................................................................................................................................134 Commands.........................................................................................................................................134 Recruitment Trips Detail Window...........................................................................................................136 Purpose..............................................................................................................................................136 Access................................................................................................................................................136 Example..............................................................................................................................................136 Fields..................................................................................................................................................136 v Commands.........................................................................................................................................137 Schedule Entry - Recruiter Form Screen...............................................................................................139 Purpose..............................................................................................................................................139 Access................................................................................................................................................139 Example..............................................................................................................................................139 Fields..................................................................................................................................................139 Commands.........................................................................................................................................140 Schedule Entry - Visiting Student Form Screen.....................................................................................142 Purpose..............................................................................................................................................142 Access................................................................................................................................................142 Example..............................................................................................................................................142 Fields..................................................................................................................................................142 Commands.........................................................................................................................................143 School Form Screen...............................................................................................................................145 Purpose..............................................................................................................................................145 Access................................................................................................................................................145 Example..............................................................................................................................................145 Fields..................................................................................................................................................145 Commands.........................................................................................................................................147 School Information Window....................................................................................................................148 Purpose..............................................................................................................................................148 Access................................................................................................................................................148 Example..............................................................................................................................................148 Fields..................................................................................................................................................149 Commands.........................................................................................................................................149 School Record PERFORM Screen........................................................................................................150 Purpose..............................................................................................................................................150 Access................................................................................................................................................150 Example..............................................................................................................................................150 Fields..................................................................................................................................................150 Commands.........................................................................................................................................152 Statuses PERFORM Screen..................................................................................................................153 Purpose..............................................................................................................................................153 Access................................................................................................................................................153 Example..............................................................................................................................................153 Fields..................................................................................................................................................153 Commands.........................................................................................................................................155 View Financial Aid Awards Detail Window.............................................................................................157 Purpose..............................................................................................................................................157 Access................................................................................................................................................157 Example..............................................................................................................................................157 Fields..................................................................................................................................................157 Commands.........................................................................................................................................158 Visiting Student Schedule Window.........................................................................................................159 Purpose..............................................................................................................................................159 Access................................................................................................................................................159 Example..............................................................................................................................................159 Fields..................................................................................................................................................159 Commands.........................................................................................................................................160 SECTION 3 - ADDING OR UPDATING RECRUITING AND ADMISSIONS INFORMATION................161 Overview.................................................................................................................................................161 Before You Begin...............................................................................................................................161 The Process.......................................................................................................................................162 Which Screen to Use?........................................................................................................................162 Updating Detail Windows...................................................................................................................163 vi Which Detail Window to Use?............................................................................................................164 How to Enter Information in the Detail Windows................................................................................164 Helpful Hints.......................................................................................................................................165 Querying Recruiting/Admissions Information.........................................................................................166 Performing a Name Query..................................................................................................................166 Adding and Updating Application Information Using the Admissions Entry Screens............................167 How to Add Application Information...................................................................................................167 How to Update Application Information..............................................................................................167 Using the Electronic Application Program..............................................................................................169 Electronic Application Menu Options..................................................................................................169 How to Review Electronic Applications..............................................................................................170 Inserting/Updating an Electronic Application into the Database........................................................171 Adding and Updating Business information Using the Business Form Screen.....................................174 How to Add Business Information......................................................................................................174 How to Update Business Information.................................................................................................174 Adding Contacts for School Visits..........................................................................................................176 How to Add Contact and School Visit Information.............................................................................176 Adding and Updating ID information Using the ID Form Screen...........................................................178 How to Add ID Information.................................................................................................................178 How to Update ID Information............................................................................................................178 Adding and Updating Inquiry Information Using the Inquiry Form Screen.............................................179 How to Add Inquiry Information..........................................................................................................179 How to Update Inquiry Information.....................................................................................................179 Adding and Updating School information Using the School Form Screen............................................181 How to Add School Information..........................................................................................................181 How to Update School Information.....................................................................................................181 Adding and Updating Caller Time Information Using the Caller Time Entry Screen.............................183 How to Add and Update Caller Time Information...............................................................................183 How to Update Caller Time Information.............................................................................................183 Viewing and Updating Call Information Using the Call Entry Screens...................................................184 How to View and Update Call Entry Information................................................................................184 Viewing and Updating Decision Information Using the Decision Form Screen.....................................185 How to Update Decision Information..................................................................................................185 Viewing and Updating Information Using the Admissions Information Form Screen............................186 Viewing and Updating Admissions Information for Electronic Applications.......................................186 Accessing The Lead Entry Program......................................................................................................187 Before You Begin...............................................................................................................................187 General Features................................................................................................................................187 Data Consistency & Keystroke Saving Features...............................................................................187 Data Tracking Features......................................................................................................................188 Duplicate Checking Features.............................................................................................................188 How to Access Lead Entry Information..............................................................................................188 Querying A Lead Record........................................................................................................................189 How to Query A Lead Record............................................................................................................189 Updating A Lead Record........................................................................................................................190 How to Update A Lead Record...........................................................................................................190 Adding A Lead Record...........................................................................................................................191 Before You Begin...............................................................................................................................191 How to Add A Lead Record................................................................................................................191 Moving A Lead Record...........................................................................................................................192 How to Move A Lead Record.............................................................................................................192 Moving Lead Records Using Batch Mode..............................................................................................194 How to Move Lead Records Using Batch Mode................................................................................194 Deleting A Lead Record.........................................................................................................................195 How To Delete A Lead Record...........................................................................................................195 Adding A Lead Contact Record..............................................................................................................196 vii How To Add A Lead Contact Record.................................................................................................196 Updating A Lead Contact Record...........................................................................................................197 How To Update A Lead Contact Record............................................................................................197 Deleting A Lead Contact Record............................................................................................................198 How To Delete A Lead Contact Record.............................................................................................198 Defining a Lead Contact.........................................................................................................................199 How to Define a Lead Contact in the Contact Table..........................................................................199 Preparing Lead Records For Mailing House Service.............................................................................200 Introduction.........................................................................................................................................200 Unloading Lead Data..........................................................................................................................200 Define the Contact..............................................................................................................................200 Schedule Expected Lead Contact Records.......................................................................................200 Create Lead Letters............................................................................................................................201 How to Create a Merge Form Letter...................................................................................................201 How To Create a Microsoft Word Mail Merge file..............................................................................202 Output Example..................................................................................................................................203 Exiting the Lead Entry program..............................................................................................................204 How To Exit The Lead Entry Program................................................................................................204 Updating Waiting Lists............................................................................................................................205 Overview.............................................................................................................................................205 Creating Interview Confirmation Letters.................................................................................................207 Introduction.........................................................................................................................................207 Sample Form Letter............................................................................................................................209 Creating a School Visitation Letter.........................................................................................................211 Introduction.........................................................................................................................................211 Sample Form Letter............................................................................................................................213 Creating Departmental Letters...............................................................................................................214 Creating File Labels................................................................................................................................215 The Admissions Import Process.............................................................................................................217 Introduction.........................................................................................................................................217 Before You Begin...............................................................................................................................217 The Process.......................................................................................................................................217 SECTION 4 - QUERYING RECRUITING AND ADMISSIONS INFORMATION......................................219 Overview.................................................................................................................................................219 Introduction.........................................................................................................................................219 Before You Begin...............................................................................................................................219 The Process.......................................................................................................................................219 Which PERFORM Screen to Use?.....................................................................................................219 Viewing Information on PERFORM Screens.........................................................................................221 How to Find Information in the PERFORM Screens..........................................................................221 Helpful Hints to Completing Fields.....................................................................................................221 What ID/Profile/Relationship Records Show......................................................................................221 Before You Begin...............................................................................................................................221 Viewing ID/Profile/Relationship Records............................................................................................222 Viewing Admissions Information........................................................................................................222 Viewing Admissions Statistics............................................................................................................223 Viewing Enrollment Statuses..............................................................................................................223 Viewing Statuses................................................................................................................................223 Viewing Church Information...............................................................................................................224 Viewing School Information................................................................................................................224 SECTION 5 - TRACKING DOCUMENTS IN RECRUITING AND ADMISSIONS...................................225 Overview.................................................................................................................................................225 Introduction.........................................................................................................................................225 Tracking Transcripts...........................................................................................................................225 viii

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