Admissions to Registration Transfer Window

This window allows you to transfer to Registration those records for Candidates who have reached a stage in Admissions that allows them to be eligible for registration.

Rolling Candidates from Admissions to Registration

When admissions candidates become students, you need their records to transition from Admissions tables to Registration tables. We call this "rolling" the candidates, and we call the process "Admissions to Registration" or "AD to RE".

Of course, you want an efficient way to roll as many students at once as possible, optimized so you populate as many fields as possible at just the right moment.

Timing and Communication

There are several important factors to keep in mind for rolling candidates in the AD to RE process.

Make Sure Admissions Has the Information

Check that the candidates' information is complete and that your programs are defined.

Maintain Candidacy Window

Check the Maintain Candidacy window, Candidacy tab, General subtab to make sure candidates have the information you need to roll. Besides the fields required to save a candidacy record, other fields may be important to your roll, including Classification, Tuition Status, and Degree. Degree is especially important for setting up Advising.

Check also the Organizations tab and, on the Candidate tab, General subtab, the Last Organization attended.

Program Definition Window

Check the Program Definition window, Majors/Certifications/Minors tab to make sure your candidates' programs are mapped to a major or certification. This will correctly populate their degree program in the Degree History table.

In this example, the candidate's Business program maps to the Business Administration major, and their Cultural Anthropology program maps to the Anthropology minor.

Overview of the Process

Candidate information is centered in the Maintain Candidacy window, Candidacy tab. You'll roll candidates in groups based on certain similarities in that data. For example, you might run the process once to roll first-time freshmen in a group. You might have subsequent runs for each of these groups: readmitted students, transfers, and graduate school admissions.

Where to Work

The Admissions to Registration Transfer window in Desktop is your main work space. There, for each run, you select the candidates and the fields to populate for them. You might also use one or more of these windows:

Now here's what you need to know about the Admissions to Registration Transfer window itself.

Header

The header allows you to select a Transfer Profile to populate the selection criteria (Select Candidates tab) and transfer parameters (Transfer Process tab) in the window.

Clicking the Save As button opens the Save Transfer Profile window. This response window allows you to update an existing Transfer Profile or create a new Transfer Profile. The Transfer Profile is stored in the User Preferences table, saving the Select Candidates and the Transfer Process check boxes you have currently selected on the Admissions to Registration Transfer window.

The Clear Profile Criteria button, when clicked, clears all checkboxes (sets to N) and clears all other data columns on the window.

Select Candidates Tab

The Select Candidates tab allows you to select Candidate records for transfer by query (d_ad_re_transfer) or by candidate. When Candidates are retrieved (click Retrieve Candidates), they are added to the Selected Items window and the Selected Candidates radio button is selected. If ID Numbers already exist in the Selected Items window when you click the Retrieve Candidates button, the following message displays: "All currently selected ID Numbers will be cleared. Do you wish to continue?"

Clicking the Change button opens an AD to RE Transfer Select window. Depending on the Query Criteria radio button selected, this window allows you to select years and terms, stages, divisions, candidacy types, etc., to use for selecting candidates for the AD to RE Transfer process.

The Query Options can be used to join to other tables for the purpose of restricting the ID Numbers selected, and this criteria are appended to the WHERE clause of the query.

Option	Description
Years and Terms	Displays the Year, Term, Begin Date, End Date, and Description from the Year Term Table
Stages	Displays the Stage, Stage Level, and Stage Description from the Stage Configuration table.
Divisions	Displays the Division Code and Description from the Division Definition table
Degrees	Displays the Degree Code and Description from the Degree Definition table
Programs	Displays the Program Code and Description from the Program Definition table
Locations	Displays the Location, Location Description, and Location Type from the Location Master table
Candidacy Types	Displays the Candidacy Type and Description from the Candidacy Type table.

Transfer Process Tab

The Transfer Process tab allows you to select a set of criteria and to initiate the transfer process. When the Transfer Data button is clicked, the transfer process updates existing rows and inserts all missing rows in Student Master, Student Division Master, Student Session Assignment, Advising Master, Degree History, and NSLC Student Master tables. The TW Web Security and TW Group Membership tables may also be updated.

If a cluster is selected in the Update Type Cluster drop-down list, the Rules Based Update is run. The status of the Rules Based Update run is stored in the Application Log File. A progress bar displays while the process is running. The Application Log File contains messages about each processed Candidate.

Group	Criterion checkbox	Description
Process Controls	Insert New Records	J1 Desktop attempts to match the major of the current candidacy's program to a row in the Degree History table. If a match is found and this checkbox is selected, a new row is inserted in the Degree History table.
	Update Existing Records	J1 Desktop attempts to match the major of the current candidacy's program to a row in the Degree History table. If a match is found and this checkbox is selected, the row is updated in the Degree History table.
Student Master	Entrance Year and Term	If selected, the Entrance Year and Entrance Term are updated in the Student Master table.
	Location	If selected, the Location Code is updated in the Student Master table.
	Resident Commuter Status	If selected, the Resident Commuter Status is updated in the Student Master table. This column is editable ONLY if the school is NOT licensed for the Student Life module.
	Deposit Information	If selected, the Accept Deposit Amount and Accept Deposit Paid are updated in the Student Master table.
	High School Grad Date	If selected, the High School Graduation Date is updated in the Student Master table. The High School Graduation Date is identified as follows: 1. Find the ID_NUM value from the CANDIDATE.HIGH_SCHOOL column for the candidate being moved to RE. 2. Look at the ORG_TRACKING table for that organization's ID_NUM and the candidate ID_NUM. 3. Get the max end date value for the organization ID and candidate ID combination and use that date to update the STUDENT_MASTER.HIGH_SCH_GRAD_DTE.
	Previous College	If selected, the Previous College Code and Ever Attended are updated in the Student Master table.
Web Group Membership	Student Web Group	If selected, a row is inserted in the TW Group Membership table for the Student Group ID. This column is editable ONLY if the school is licensed for campus portal (JICS).
	Advisee Web Group	If selected, a row is inserted in the TW Group Membership table for the Advisee Group ID. This column is editable ONLY if the school is licensed for campus portal (JICS).
Candidacy	Set Stop Transfer to Yes	If selected, the Stop Transfer to Yes is selected for the current candidacy. This student will be skipped during future transfer processes, even if you changed the value of this column in a customized query on the Select Candidates tab and the candidate was selected on that tab.
Student Division Master	Entry Date	If selected, the Entry Date on the Student Division Master table is updated to the date on the window. This date is also used as the Effective Date in Degree History Archive.
	Expected Grad Year/Term	If selected, you must select the expected graduation year and term.
	New Row for New Division	If selected and if at least one row exists in the Student Division Master table but not for this division, a row is inserted for the new division.
	Entering Degree/Certificate-Seeking Student	If selected, you must select a radio button that describes the students' first-time status.
	Entering First-time, Transfer-in Year/Term	If selected, you must enter the year and term that the student is entering.
	Student Cohort	If selected, you must select a cohort from the drop-down list. The cohort categories are defined in the First-Time Student Cohort Category column of the Cohort Definition window.
Degree History	Entry Date	If selected, the Entry Date in the Degree History table is updated with the date on the window.
	Degree	If selected, the Degree Code is updated in the Degree History table.
	Major/Certification/Minor Include Program Include Minor Program Include 2nd Program Include 3rd Program	Select the Major/Certification/Minor checkbox to enable the program checkboxes. If you change any of these, it will add a row to the Degree History table as reflected on the Student Information window \| Degree tab. Each of these checkboxes is selected by default. The program checkboxes are available only if Major/Certification/Minor is selected.
	Expected Grad Year/Term	If selected, you must select the expected graduation year and term.
	Adv Institutional Req	This checkbox is available ONLY if you are licensed for the Advising module. If selected, the Advising Tree Year Code is updated in the Degree History table and Aims are created for the selected Major or Certification. Academic plans associated with the major or certification are also automatically assigned to students with the selected major or certification. Academic planning information is available from J1 Web Advising. NOTE: If the student’s current degree information is unselected on the Degree History window, the academic plan is deleted.
Student Session Assignment	Resident Commuter Status	This checkbox is available ONLY if you are licensed for the Student Life module. If selected, the Resident Commuter Status is updated in the Student Master table.
	Session	If you selected the Resident Commuter Status checkbox, you must select a Session.
Rules Based Update	Select the RBU Cluster to Run	Select the appropriate Update Type Cluster from the drop-down list box.
Student Term Table	Insert Student Term Table row?	Selected by default. This inserts a row into the Student Term Table for the candidacy year and term (if it does not already exist). If the Populate Tuition Status box is selected, then the transfer process gets the Tuition Status from the Candidacy row and stamps it on the row being inserted.
	Populate Tuition Status	Cleared by default. Populates the Tuition Status on the Student Term Table from the Candidacy row.
Degree History Insert/Update Options	Always Add Degree	A new row is added to the Degree History table, regardless of the rows that currently exist.
	Update Existing, Add New Degree	J1 Desktop attempts to match an existing row in the Degree History table to the Candidacy row's ID, Division, Degree, Date Degree Conferred = NULL, and Degree Earned at includes "LOCAL". If a match is found, the existing degree is updated. If no match is found, a new row is inserted in the Degree History table.
	Ignore Existing, Add New Degree	J1 Desktop attempts to match an existing row in the Degree History table to the Candidacy row's ID, Division, Degree, Date Degree Conferred = NULL, and Degree Earned at includes "LOCAL". If a match is found, no update occurs. If no match is found, a new row is inserted in the Degree History table.
	Skip if Local Degrees Exist	J1 Desktop searches for any Degree History row for the ID where the Degree Earned at = "LOCAL". If a match is found, no update occurs. If no match is found, a new row is inserted in the Degree History table.
	Make New/Updated Row Current	Makes the selected degree the Current Degree for the selected ID Number. If not selected, the Current Degree (on the Degree History window) does not change for that ID Number. Only one degree for each student can be considered current at any moment.
	Make New/Updated Row Active	Makes the selected degree an Active Degree (a degree the student is currently pursuing) for the selected ID number.

Additional Information

During the transfer of data to Degree History, the position of the column on the Candidacy tab determines in which column on the Degree tab the mapped value is placed.

· The Program used to create the Candidacy row is always placed in Degree History Major 1 or Certification 1.

· The 2nd Program on the Candidacy row is always placed in Degree History Major 2 or Certification 2.

· The 3rd Program on the Candidacy row is always placed in Degree History Major 3 or Certification 3.

· The Minor Program on the Candidacy row is always placed in Degree History Minor 1.