1. Click the Student Admissions link. Create Manual Application with New ID-UGRAD 2. Click the Application Entry link. 3. Click the Add Application button. 4. If adding a New Application and ID, you will leave the Application Number value as eight zeros and the ID field as NEW. All of the Biographical and Program/Plan information must be entered as the application will not save unless these pages are filled in. You may also change the Academic Career value if it shows something other than the correct value by selecting the Lookup icon to change it. You can also set your User Defaults so you will not have to continually change the value if it is incorrect - see the JobAid titled 'Setup User Defaults'. 5. Click the Add button. 6. Enter the desired information into the First Name field. Enter a valid value e.g. "Molly". 7. Enter the desired information into the Middle Name field. Enter a valid value e.g. "Mae". 8. Enter the desired information into the Last Name field. Enter a valid value e.g. "Handley". 9. When entering in the date of birth, the format is YYYYMMDD and slashes or dashes are not required as they will be added when the record is saved. Enter the desired information into the Date of Birth field. Enter a valid value e.g. "19850131". 10. Click the *Gender list and select the appropriate gender for the applicant. 11. The two Phone Types used are 'Main' for the applicant's main number and 'Other' which may be used for a Cell, Fax, Business number etc. Select a Phone Type from the drop down list. 12. Enter the desired information into the Phone field. Enter a valid value e.g. "4032105555". Jun-09 1 of 6
Perform a Search/Match 13. The Preferred checkbox must be selected for both the phone and email even if there is only one of each entered. Click the Phone Preferred option. 14. Select an Email Type from the drop down list either Campus or Main. 15. Enter the desired information into the *Email Address field. Enter a valid value e.g. "mm@ucalgary.ca". 16. Click the Email Preferred option. 17. Citizenship information must be entered for either a Canadian or Non- Canadian. If entering information for a Non-Canadian, the VISA/Permit Data must be entered using the Visa/Permit Data link. 18. Decision: Please make a selection from the options listed below. Enter Required Citizenship for a Canadian Resident (a person born in Canada) Go to step 20 on page 2 19. Decision: Please make a selection from the options listed below. Enter Required Citizenship for a Non-Canadian Resident (a landed immigrant or visiting student) Go to step 25 on page 2 20. Enter Citizenship for a Canadian Resident Click the Citizenship link. Note: A citizenship country code value must be entered in the Citizenship details for the application to save. 21. In the Country Code field type in CAN for Canada. 22. Press Tab on your keyboard to refresh the screen. 23. Select Canadian Citizenship in the Citizenship Status drop down list. 24. Click the OK button. Proceed to step 35 on page 3 to enter in the Program/Plan data. 2 of 6 Jun-09
25. Enter Citizenship for a Non-Canadian Resident Click the Citizenship link. Create Manual Application with New ID-UGRAD Note: A citizenship country code value must be entered in the Citizenship details for the application to save. If the applicant is a Permanent Resident (Landed Immigrant) their country of citizenship will be other than Canadian. 26. Click the Look up Country button. 27. Click the appropriate country code for the Non-Canadian Resident from the Search Results table. 28. Click the OK button. 29. Click the Visa/Permit Data link. 30. Click the Country Lookup to enter the Country code of CAN for Canada as this is the country their Visa/Permit applies to. This value will always be CAN. 31. Click the Type Lookup to add the Visa/Permit type. The different types are: NR1 Non-Resident Work Permit PR1 Permanent Resident SV1 Student Visa UN1 Unknown Visa Type WP Work Permit 32. Select a Visa/Permit Type from the search results list, e.g. 'SV1' for Student Visa Most types used for Student Admin will be SV1 or PR1 33. Enter the desired information into the Issue Date field. Enter a valid value e.g. "20061201". 34. Click the OK button. 35. If the Biographical information is correct, the next step is to add the applicant's Program & Plan information. Click the Application Program Data tab. Jun-09 3 of 6
Perform a Search/Match 36. Click the Look up Admit Term button as this information should be added first on the Application Program Data page. 37. The numeric values for the Admit Term are set up as follows - the first three digits indicate the year (eg. 207 = 2007), the last digit indicates the term: 1 (Winter) 3 (Spring) 5 (Summer) 7 (Fall) The numeric admit code of 2077 would indicate Fall of 2007. 38. Click the Numeric Term Code in the Search Results table. 39. Click the Look up Academic Program button. 40. To shorten the search results for the Academic Program code, change the Description drop down list to 'Contains' and then type in part of the Program name. If you know the Program code you can bypass the search and type it in the Academic Program field on the main page. 41. Enter the desired information into the Description field. Enter a valid value e.g. "comm". 42. Click the Look Up button. 43. Select the Academic Program code to load the program for the applicant. Click the Program Code from the Search Results table. 44. The Program Choice field is used to indicate if this Program is their Primary or Alternate program. Select Primary as their choice. The other values are used by the Admissions office. 4 of 6 Jun-09
Create Manual Application with New ID-UGRAD 45. Academic Plan Field The Academic Plan must be entered as follows: Plan Sequence 1 must be the Degree stream for the Program, eg. BA- DEG, this field will always end in '-DEG' as the validation rules will give an error if entered differently. After adding the Degree information you will then add an additional row to add Plan Sequence 2. Plan Sequence 2 must be entered as follows for the validation rules to work: This field requires the MAJOR (UGRD) or AOS (Area of Study - GRAD) and will end in either '-MAJ' or '-AOS'. For GRAD, if adding a Specialization, Cohort or Location, this would be added to Plan Sequence 3 and would end in either 'SPC, COH or SPC'. NOTE: We do not use the Sub-Plan field. 46. Click the Look up Academic Plan button. 47. Change the Academic Plan 'begins with' value to 'contains' in the drop down list. TIP: You can also search my description by typing in part or whole of the description of the Academic Plan. Enter the desired information into the Academic Plan field. Enter a valid value e.g. "deg". 48. Click the Look Up button. 49. Select the appropriate Degree Code from the Search Results table. 50. An additional Academic Plan Sequence Row must be added for the Major (Maj - UGRD) or Area of Study (AOS - GRAD). Click the Add a new row button (plus sign) at Plan Seq 1. 51. In the Academic Plan for Plan Sequence 2, this value must be as either the Major (for UGRD) or Area of Study (AOS for GRAD) therefore, this entry will end with either '-MAJ' or '-AOS'. Click the Look up Academic Plan button for sequence 2. 52. Change the 'begins with' value to Contains for either the Academic Plan list (to search by 'Maj') or in the Description list (to search by part of the description for the Major). 53. Enter the desired information into the Academic Plan field. Enter Maj or 'Aos'. Jun-09 5 of 6
Perform a Search/Match 54. Click the Look Up button. 55. Select the appropriate Major or AOS to correspond to the Degree. Click the Search Results table. 56. Application Data Tab This page is used to input the Application Center for the Applicant (UGRD, GRAD, Med, Law, etc) Applicant Admit Type, and the Academic Level (Year of Program) the Applicant is entering. 57. Click the Application Data tab. 58. Input the appropriate Application Center information. 59. Valid Admit Types are: Change of Faculty or Program High School Applicant Law Applicant (Regular, Re-applicant or Transfer) Open Studies (New Applicant or Transfer) College or University Transfer Click the Look up Admit Type button. 60. Click the Admit Type from the Search Results table. eg, HS (High School). 61. Select the Academic Level (Year of Program) the applicant is entering. 62. The Application Method can be either Hard Copy (for a paper-based application) or Web Application (if applicant applied through the GRAD SynApps). The Web Application value will also be automatically selected if the applicant applied via the UGRD Web Application Interface. The SIS CNV option is for data conversion purposes from SIS. Click an entry in the list. 63. Click the Save button. 64. Once the Program and Application Data pages have been entered the application can be saved and a Student ID and Application Number will be assigned for the applicant, these numbers are shown on the header field of the Program Application and Application Data pages. End of Procedure. 6 of 6 Jun-09