When an applicant applies online for a UM-Dearborn graduate program and completes the application, the information populates in the Access report titled Grad_Adm_Application_Web. (Your mentor will teach you where to find this file as its location varies by unit.) The following screenshots and information will guide you through the how-to of processing the online application.
Grad App Report, #1
Step 1: Open Grad_Adm_Application_Web. As Figure 1 shows, below, click where it says "Select by College" to initiate the log in process. You log in with your uniqname and Banner password. Once logged in, select your college.
Figure 1
Step 2: On your screen, click on the gray "Step 1" button to search for newly completed online applications.
Figure 2
Step 3: It may take a few moments, but the report will let you know if there are new applications by displaying a report, or it will tell you that there are no new applications. What's important on this form is the Web ID. Feel free to print this page or jot the Web ID down for use in Step 5.
Figure 3
Banner: SAAEAPS
Step 4: In Banner DEV (or Banner PROD if you're working with a live app), type in SAAEAPS.
Figure 4
Step 5: Type in the Web ID from Step 3 where it says Web ID and hit the Enter key. Then, hit the CTRL+Page Down keys together.
Figure 5
Step 6: Click the Verification Steps tab beneath the applicant's name so your screen matches Figure 6. On your screen, click on Options, then Associate Person with ID.
Figure 6
Step 7: If the applicant has been to UM-Dearborn before, the screen will say "ID has been verified for this applicant." You can skip to Step 10. If the student has not been to UM-Dearborn, move on to Step 8.
In Figure 7 (below), the SSN did not populate. In that case, you would click to "Associate Person with an ID" and press the Save button. If the SSN does populate, you only hit the Save button.
Figure 7
Step 8: In Figure 8 (below), it's important to remove the Nation code if that populates. Also make sure that the phone number is displayed how the example shows with the area code in one block and the entire seven-digit phone number run together. (The last box is used for phone extensions in SPATELE.)
Click on Duplicate Check. The system will check to see if this person has applied before, verifying against the listed credentials. If it does match, you can link choose to select that ID and save. If it doesn't, the system will ask if you want to create new, and click Yes.
Figure 8
Step 9: Banner goes back to the Verification Steps tab. Click the Manual Application "completion indicator" and click Save.
Figure 9.
Step 10: Click on the Electronic Applications tab, and switch the "U" to a "Y" where it says Accepted Indicator. See Figure 10, below. (If it says a "N" there instead of a "U", it means the applicant had canceled the application.)
Figure 10
Step 11: Click on Options, then click on the following choices in this order:
Verify Application.
Remember Banner ID.
Load Application.
Grad App Report, #2
Step 12: Now, we return to the Grad Admissions Application Report! Click Step 2 to preview/print the application. Wait for the application to load and print that off. (If it won't print, save the application to PDF.)
Figure 11
Step 13: Once you've printed off the application, then click on "Update contact Type by College" in Figure 11.
Banner: Last Steps
Now that you have the application processed, the normal requirements for admission apply. Do you have the students official transcripts, letters of recommendation, and any other pieces that are required for a completed application? Let's walk through the last steps to check in those materials (or note that they are still outstanding).
From this step onward, you're going to use the applicant's UMID or SSN and not the Web ID that was previously used.
Step 14: On your Banner screen, click on SAAADMS or type that into your Go To box. Click on the Checklist tab. Here, you can list the what application items remain outstanding and set a deadline. You can also list what's been received and when. The student can view these details from their side of the online application to keep up with what's required and received. Click Save when you're through!
Figure 12
Step 15: Figure 12 shows examples of what may need to be entered under Contacts, Cohorts, and Attributes. Each application should have an "AA" code that they've applied for admission. If an applicant is applying for Fall term admission, then do type in the master degree candidate under Cohort. (EX: A Fall 2013 admit would say "13Master." Attribute requirements vary by program and the type of student. Check with your mentor for what is needed.
Figure 13
Step 16: Click the bold, black "X" on your toolbar to return to the main Banner screen. Next, type SOAPCOL into the Go To box. SOAPCOL is the form where you enter in transcript information. If you have not yet received the applicant's transcript(s), skip this step for now. You can come back to it when you do receive the transcript(s).
Figure 14 shows a completed SOAPCOL Prior College Tab. Find the prior college code by clicking on the small arrow to the right of the box. On the keyboard, use CTRL+Page Down to access the Degree Details.
Figure 14
Step 17: If your program requires test scores be submitted for admission (MTTC, GRE, GMAT, etc), those are keyed into SOATEST. Figure 15, below, shows what the SOATEST screen looks like. Your mentor will let you know what codes are needed for which test.
Figure 15
Step 18: Click the "X" to return to the main Banner menu. Then, click on SAADCRV or type that into your Go To box.
Here, you enter in the status of the application. A few quick, frequently used codes include:
45 = Checklist Incomplete
34 = Pending Application
86 = Student Deferred Admission
16 = Admitted
17 = Conditional Admission
22 = Applicant Acceptance
If an application packet is missing items (EX: letters of recommendation), key them in as a "45." Once all materials are in, you can go back to SAADCRV to type in a "34" while the file is reviewed for admission.
Figure 15's example shows the student has been admitted.
Figure 16
Congratulations! You've made it through the online application process!
Figures 1-9 are credited to Kim Lewandowski in the Graduate Studies Office.
Processing Online Graduate Applications
Table of Contents
Grad App Report, #1
Step 1: Open Grad_Adm_Application_Web. As Figure 1 shows, below, click where it says "Select by College" to initiate the log in process. You log in with your uniqname and Banner password. Once logged in, select your college.
Step 2: On your screen, click on the gray "Step 1" button to search for newly completed online applications.
Step 3: It may take a few moments, but the report will let you know if there are new applications by displaying a report, or it will tell you that there are no new applications. What's important on this form is the Web ID. Feel free to print this page or jot the Web ID down for use in Step 5.
Banner: SAAEAPS
Step 4: In Banner DEV (or Banner PROD if you're working with a live app), type in SAAEAPS.
Step 5: Type in the Web ID from Step 3 where it says Web ID and hit the Enter key. Then, hit the CTRL+Page Down keys together.
Step 6: Click the Verification Steps tab beneath the applicant's name so your screen matches Figure 6. On your screen, click on Options, then Associate Person with ID.
Step 7: If the applicant has been to UM-Dearborn before, the screen will say "ID has been verified for this applicant." You can skip to Step 10. If the student has not been to UM-Dearborn, move on to Step 8.
In Figure 7 (below), the SSN did not populate. In that case, you would click to "Associate Person with an ID" and press the Save button. If the SSN does populate, you only hit the Save button.
Step 8: In Figure 8 (below), it's important to remove the Nation code if that populates. Also make sure that the phone number is displayed how the example shows with the area code in one block and the entire seven-digit phone number run together. (The last box is used for phone extensions in SPATELE.)
Click on Duplicate Check. The system will check to see if this person has applied before, verifying against the listed credentials. If it does match, you can link choose to select that ID and save. If it doesn't, the system will ask if you want to create new, and click Yes.
Step 9: Banner goes back to the Verification Steps tab. Click the Manual Application "completion indicator" and click Save.
Step 10: Click on the Electronic Applications tab, and switch the "U" to a "Y" where it says Accepted Indicator. See Figure 10, below. (If it says a "N" there instead of a "U", it means the applicant had canceled the application.)
Step 11: Click on Options, then click on the following choices in this order:
Grad App Report, #2
Step 12: Now, we return to the Grad Admissions Application Report! Click Step 2 to preview/print the application. Wait for the application to load and print that off. (If it won't print, save the application to PDF.)
Step 13: Once you've printed off the application, then click on "Update contact Type by College" in Figure 11.
Banner: Last Steps
Now that you have the application processed, the normal requirements for admission apply. Do you have the students official transcripts, letters of recommendation, and any other pieces that are required for a completed application? Let's walk through the last steps to check in those materials (or note that they are still outstanding).
From this step onward, you're going to use the applicant's UMID or SSN and not the Web ID that was previously used.
Step 14: On your Banner screen, click on SAAADMS or type that into your Go To box. Click on the Checklist tab. Here, you can list the what application items remain outstanding and set a deadline. You can also list what's been received and when. The student can view these details from their side of the online application to keep up with what's required and received. Click Save when you're through!
Step 15: Figure 12 shows examples of what may need to be entered under Contacts, Cohorts, and Attributes. Each application should have an "AA" code that they've applied for admission. If an applicant is applying for Fall term admission, then do type in the master degree candidate under Cohort. (EX: A Fall 2013 admit would say "13Master." Attribute requirements vary by program and the type of student. Check with your mentor for what is needed.
Step 16: Click the bold, black "X" on your toolbar to return to the main Banner screen. Next, type SOAPCOL into the Go To box. SOAPCOL is the form where you enter in transcript information. If you have not yet received the applicant's transcript(s), skip this step for now. You can come back to it when you do receive the transcript(s).
Figure 14 shows a completed SOAPCOL Prior College Tab. Find the prior college code by clicking on the small arrow to the right of the box. On the keyboard, use CTRL+Page Down to access the Degree Details.
Step 17: If your program requires test scores be submitted for admission (MTTC, GRE, GMAT, etc), those are keyed into SOATEST. Figure 15, below, shows what the SOATEST screen looks like. Your mentor will let you know what codes are needed for which test.
Step 18: Click the "X" to return to the main Banner menu. Then, click on SAADCRV or type that into your Go To box.
Here, you enter in the status of the application. A few quick, frequently used codes include:
If an application packet is missing items (EX: letters of recommendation), key them in as a "45." Once all materials are in, you can go back to SAADCRV to type in a "34" while the file is reviewed for admission.
Figure 15's example shows the student has been admitted.
Congratulations! You've made it through the online application process!
Figures 1-9 are credited to Kim Lewandowski in the Graduate Studies Office.