ADMISSIONS 7 MANAGING APPLICANTS RESPONSES · ADM 7: Managing Applicants' Responses Processing a Response to an Offer of Admission _____ ©Student Information Systems, University

ADMISSIONS 7

MANAGING APPLICANTS’ RESPONSES It is imperative that all exercises be done in the ROSI ‘Training’ environment at Student

Information Systems for Staff (SIS), using the SecurID card provided for training.

Do not attempt these exercises with your personal SecurID card.

Contact ROSI Help at [email protected] or visit www.sis.utoronto.ca to reserve a time.

http://www.sis.utoronto.ca/

Student Information Systems, University of Toronto May 25, 2012

ADM 7: Managing Applicants' Responses Table of Contents __________________________________________________________________________________


Table of Contents

INTRODUCTION .......................................................................................................................... 6 CONCEPTS .................................................................................................................................. 6

HIERARCHY OF CANDIDACY STATUS CODES ............................................................................. 6

TABLE 1: CANDIDACY STATUS CODES ...................................................................................... 7

PROCESSING A RESPONSE TO AN OFFER OF ADMISSION ............................................ 8 TABLE 2: SCREENS TO USE WHEN UPDATING CANDIDACY STATUSES ...................................... 8

RECORDING A NEGATIVE STATUS CODE ONLY ......................................................................... 9

REGISTER RESPONSE TO DECISION NOTICE SCREEN (3 D, A WITH PERSON ID) ......................... 9

CANCEL REGISTRATION POP-UP SCREEN .................................................................................10

ASSOCIATED STUDENT SUBJ. POST POP-UP SCREEN ...............................................................11

REGISTERING A RESPONSE TO DECISION NOTICE USING THE ASSIGN NEW CANDIDACY STATUS SCREEN .....................................................................................................................................11

ASSIGN NEW CANDIDACY STATUS DATA SCREEN ....................................................................12

TABLE 3: DESCRIPTION OF FIELDS ON THE ASSIGN NEW CANDIDACY STATUS DATA SCREEN 12

ASSIGN MESSAGE TOKEN VALUE SCREEN ...............................................................................14

ASSIGN CANDIDACY STATUS MESSAGE TEXT SCREEN .............................................................15


TABLE 4: DESCRIPTION OF FIELDS ON THE SECOND ASSIGN NEW CANDIDACY STATUS DATA SCREEN .....................................................................................................................................16

CREATE REGISTRATION POP-UP SCREEN ..................................................................................17

ASSOCIATED CAND. SUBJ. POST POP-UP SCREEN ....................................................................18

MOVING A CANDIDATE TO REGISTRATION ...............................................................................18

TABLE 5: REGISTRATION ROLLOVER PROCESS .........................................................................18

VALID UNTIL SESSION FUNCTIONALITY FOR REGISTER RESPONSE TO DECISION NOTICE ........20

REGISTERING A RESPONSE TO DECISION NOTICE FROM REGISTRATION ...................................21

EXERCISE 1 – PROCESSING A RESPONSE TO A DECISION NOTICE ..............................................22

WITHDRAWING A PREVIOUSLY MADE OFFER OF ADMISSION ................................23

Table of Contents ADM 7: Managing Applicants' Responses __________________________________________________________________________________


WITHDRAWAL OF OFFER SCREEN (3 D, C WITH PERSON ID).....................................................23

WITHDRAWING USING THE WITHDRAWAL OF OFFER SCREEN ..................................................24

WITHDRAWAL OF OFFER SCREEN .............................................................................................24

WITHDRAWING USING THE ASSIGN NEW CANDIDACY STATUS SCREEN ..................................25


CANCEL REGISTRATION POP-UP SCREEN .................................................................................26

WITHDRAWING A GROUP OF CANDIDATES ...............................................................................27

WITHDRAWAL OF OFFER SCREEN (3 D C) ................................................................................27

WITHDRAWAL OF OFFER SCREEN (3 D C) ................................................................................28

WITHDRAWING USING THE VALID UNTIL SESSION FUNCTIONALITY ........................................29

PROCESSING APPEALS ............................................................................................................30 APPEAL TO A REFUSAL TO ADMIT ............................................................................................30

MAINTAIN DOCUMENTS SCREEN (3 B B, B WITH PERSON ID) ..................................................30

APPEAL TO A WITHDRAWAL TO OFFER OF ADMISSION .............................................................31

EXERCISE 2 – WITHDRAWING A PREVIOUSLY MADE OFFER OF ADMISSION .............................32

ADMISSION EVALUATION AND RECOMMENDATION ...................................................33 DETERMINE ADMISSIBILITY SCREEN (3 C C) ............................................................................33

VIEWING CANDIDACY DATA ....................................................................................................37

VIEWING ADMISSION DATA ......................................................................................................37

TABLE 6: SCREENS LINKED TO THE FIELDS ON THE MANAGE ADMISSION DATA SCREEN .......39

MODIFYING CANDIDACY FINANCIAL SUPPORT DATA ..............................................................39

TABLE 7: DESCRIPTION OF FIELDS ON THE MAINTAIN CANDIDACY FINANCIAL SUPPORT SCREEN .....................................................................................................................................40

MODIFYING CANDIDACY ACADEMIC ACTIVITIES .....................................................................41

MODIFYING OTHER ADMIT/HOUSING DATA .............................................................................42

TABLE 8: DESCRIPTION OF FIELDS ON THE MAINTAIN OTHER ADMIT/HOUSING DATA SCREEN .................................................................................................................................................42

EXERCISE 3 – REVIEW OF ADMISSION EVALUATION AND RECOMMENDATION .........................44

ADM 7: Managing Applicants' Responses Table of Contents __________________________________________________________________________________


VIEWING ADMISSION STATISTICS ......................................................................................45 MANAGE ADMISSIONS STATISTICS MENU SCREEN (3 I) ...........................................................45

VIEWING ADMISSIONS STATISTICS ...........................................................................................46

VIEW ADMISSIONS STATISTICS SCREEN (3 I A) ........................................................................46

TABLE 9: DESCRIPTION OF FIELDS ON THE VIEW ADMISSIONS STATISTICS SCREEN .................47

VIEWING SPECIAL SELECT STATISTICS .....................................................................................49

VIEW ADMISSIONS STATISTICS – SPECIAL SELECTS SCREEN (3 I B) .........................................49

EXERCISE 4 – VIEWING ADMISSION STATISTICS .......................................................................50

APPENDIX A: ANSWERS TO EXERCISES ............................................................................51

APPENDIX B: ROSI GLOSSARY OF TERMS ........................................................................52

APPENDIX C: GETTING HELP................................................................................................53

Introduction ADM 7: Managing Applicants' Response __________________________________________________________________________________

Page 6 of 53 Student Information Systems, University of Toronto May 25, 2012

INTRODUCTION Welcome to Admissions 7. In this course, you will learn how to: • Process a response to an Offer of Admission • Withdraw a Previously Made Offer of Admission • Perform Admission Evaluation and Recommendation • View Admission Statistics

Concepts At this stage in the Admissions process, an Offer of Admission has been made and candidates are in the process of responding. As candidates respond, you need to record the decisions in ROSI. The University in turn will also be making decisions, based on the admit process, to withdraw a candidate.

Note: Responses from the Ontario Universities Application Centre are also batch loaded into ROSI.

An example of how this course applies to you is where a candidate has responded to an Offer of Admission and you must update the candidacy status record so that the candidate is moved to Registration. It may also be necessary to withdraw an offer to a candidate when he/she does not fulfill the conditions of Admission.

This course covers how to enter these decisions into ROSI and how to move a candidate to the Registration module or cancel a Registration via the Admissions decision/response process.

Hierarchy of Candidacy Status Codes As a candidacy is processed, it is assigned a candidacy 'status' code, which indicates where the candidacy is in the evaluation process. This code is three characters long, with the first character representing the 'class' of the candidacy status. The classes of candidacy statuses are listed below in Table 1 in hierarchical order, from lowest to highest.

There may be many codes within one letter ‘class’. A record may be moved around within one class or category of status. The status of a new candidacy must begin with the ‘initial’ status code; initial candidacy status codes begin with the character zero (0). A candidacy must have at least the ‘initial’ status code; no other status code class is mandatory. It is possible for a candidacy to progress through the statuses, but not to return to a previous status class. The only exception to this rule is: statuses may move back and forth between the O (letter 'O'), N and W classes of Candidacy Status.

ADM 7: Managing Applicants' Responses Introduction _____________________________________________________________________________________

Student Information Systems, University of Toronto Page 7 of 53 May 25, 2012

Table 1: Candidacy Status Codes

Candidacy Status Class Description

0 (zero) Initial

I Incomplete

E Complete and ready for evaluation

S Second Evaluation

C Cancelled

D Deferred

R Rejected

A Offered Admission

O (letter O) Yes (applicant has accepted the offer of admission)

N No (applicant has refused the offer of admission)

W Offer of admission withdrawn by division

If you are changing the Candidacy Status on the Assign Admission Decision Screen (3 C A D) only the following classes of candidacy status may be assigned: Admit - A statuses only Reject - R statuses only Defer - D statuses only Other - 0 I E S and C statuses only

If you are changing candidacy status on the Register Response to Decision Notice Screen (3 D A), only the following classes of candidacy status may be assigned: A N O W.

If you are changing candidacy status on the Withdrawal of Offer Screen (3 D C), you may only assign statuses that begin with W.

Processing a Response to an Offer of Admission ADM 7: Managing Applicants' Responses ______________________________________________________________________________

Page 8 of 53 ©Student Information Systems, University of Toronto May 25, 2012

PROCESSING A RESPONSE TO AN OFFER OF ADMISSION When a candidate responds to an Offer of Admission it is necessary to update his/her candidacy status. The candidacy statuses this course covers are Admit, Yes, No, and Withdraw.

Note: Admit candidacy statuses should be added via the Determine Admissibility Screen (3 C A, D with Person ID) to ensure the appropriate screens are invoked for an Admit decision. For details please refer to ADM 10: Admission Decision.

There are two screens in ROSI that can be used to update the candidacy status: 1. Register Response to Decision Notice Screen 2. Assign New Candidacy Status Screen

Which of these two screens you use for updating candidacy status depends on the admit decision and the amount of information you need to record. Table 2 below shows when each of these screens is used. Basically, the Register Response to Decision Notice Screen allows you to update to a Negative Status Code only. In all other situations the Assign New Candidacy Status Screen needs to be evoked via the Select option on the Register Response to Decision Notice Screen.

Table 2: Screens to Use When Updating Candidacy Statuses

Candidacy Status

Action Additional Information

Screen

Negative Status Code (N**)

N No Register Response to Decision Notice Screen

Negative Status Code (N**)

S Yes Assign New Candidacy Status Screen

Positive Status Code (O**)

S No Assign New Candidacy Status Screen

Positive Status Code (O**)


Withdraw Status Code (W**)


ADM 7: Managing Applicants' Responses Processing a Response to an Offer of Admission _____________________________________________________________________________________

©Student Information Systems, University of Toronto Page 9 of 53 May 25, 2012

Recording a Negative Status Code Only There are two actions possible on the initial Register Response to Decision Notice Screen – Modify and Select. The Modify is used to enter a Negative response to an offer. If the only information you need to record is a Negative response to an offer, then this is the only screen you need. You use the Modify action and select the appropriate Negative Status Code.

Note: Only candidacies starting with A (Admit), O (Yes), N (No), or W (Withdrawal of Offer) can be modified from the Register Response to Decision Notice Screen.

Register Response to Decision Notice Screen (3 D, A with Person Id)

Enter Negative Status Codes here Modify to record a Neg. Status

SAP0058 ***** Student Information System ***** SAM0581 02-09-19 - REGISTER RESPONSE TO DECISION NOTICE - 14:51:18 Given Name: Rosi Surname...: Test99 *Neg Current OUAC Tuition Valid Date Sts Session Candidacy Appl Appl Deposit Until Response Action CD CD POSt Code Status CD Type Nr Waived Session Requested ------ --- ------- ---------- --------- ---- ---- ------- ------- ---------- _ ___ 19989 AA MSC WAP ADU N _ ___ 19989 AA PHD WED ADU N _ ___ 19989 ACA PHD ACP ADU N 1998-09-23 _ ___ 19989 ACATLMA B 000 ADU _ ___ 19989 AS BA 000 ADU M NAU 19989 ER BA ADM ADU N 1998-09-23 _ ___ 19989 ER BCOM 000 ADU _ ___ 19989 ER BSC 000 ADU _ ___ 19989 SC BA 000 ADU Person ID: 9999999999_____ POSt CD: __________ Session CD: ______ Direct Command: ____________________________________________________________ Modify Select (PF5=flip)

To record a negative Status Code: • Type 3 D on the Direct Command Line and press [Enter]

The Manage Applicant Response Menu Screen appears. • Type A in <Code> • Enter the <Person Id> and press [Enter]

If no Person ID is entered, ROSI will display the Person Search Screen. For details about how to use the Person Search, please refer to PERSON: Maintaining Student Biographical Information. The Register Response to Decision Notice Screen appears.

• Type M in the <Action> column beside the Candidacy record you wish to change If you select a candidacy that has a “Valid until Session” other than the present session, a pop-up screen first appears to create a new candidacy in the future session. The functionality attached to the selection of a candidacy record with a Valid Until Session is discussed later in this course.

• Enter a negative Status Code in the <Neg Sts Cd> field You can press [F1] on the Neg Sts Cd field to select a negative status code (N**) from the Candidacy Status Table.



Note that there is only one valid code - NRE - that you can select for a current Candidacy Status of class ‘O**’(Yes). If you select any other code, you will get an error message.

• Press [Enter] The Cancel Registration Pop-Up Screen appears.

Cancel Registration Pop-Up Screen

CANCEL REGISTRATION Press Enter to continue

• Press [Enter] This registers the negative response to the admission offer and makes the call to the Registration module to delete Condition Codes, Academic Activities, Student Degree POSt, Student Subject POSt, and Registration information for all registrations with the same Candidacy Session and Candidacy POSt, and reverse fee charges. The Register Response to Decision Notice Screen reappears showing the new candidacy status code in the Current Candidacy Status Code field.

Note: 1) If a Student POSt record and Registration information exists for the same

person and Candidacy POSt, but for a different Candidacy Session, the Student POSt record will not be deleted, but the start session for the Student POSt will be reset to the remaining Candidacy Session.

2) If the student has a Registration Status other than ‘INVIT’ or ‘FINCA’, you will receive an error message, and ROSI will not proceed to delete data and create new data in the Registration module. In this case, you must review and modify the registration information as necessary and withdraw the student from the POSt via the Maintain Student Withdrawal Information (4 A D D).

3) A history of Student POSts, Academic Activities and Current Registration Status is kept. Student POSt history is in the SIS.STUD_POST_STS table but does not display on a ROSI screen; Registration Status history can be displayed on the Browse Registration Status Information Screen (4 A B E), and academic activity history can be viewed on the Browse Activity Status Information Screen (4 A B B). Deleted Condition Codes may be viewed on the Browse Purged Student Conditions Screen (4 A E E).



4) If any Subject POSts exist, the following pop-up screen will display: Associated Student Subj. POSt Pop-Up Screen

*** ASSOCIATED STUD SUBJ POST *** GSCOBJDMA ACT ***** END OF DATA ***** Press enter to continue

This is a reminder that any Subject POSt in the Registration module associated with the Candidacy POSt in Admissions will be deleted. For detailed information about Candidacy Subject POSts, please refer to ADM 12: Admission to Subject POSt; for detailed information about Student Subject POSts, please refer to REG 18: Managing Subject Program of Study Information.

Registering a Response to Decision Notice using the Assign New Candidacy Status Screen

For all other situations covered in Table 2 above, i.e., to record additional information, maintain letter and other data for a positive or a negative response, or change from one ‘O**/N**/W**’ status to another ‘O**/N**/W**’ status, you need to select the record on the Register Response to Decision Notice Screen in order to reach the Assign New Candidacy Status Screen.

Note: Only candidacies starting with A (Admit), O (Yes), N (No), or W (Withdraw) can be selected from the Register Response to Decision Notice Screen.

As noted above, it is recommended that another A (Admit) candidacy status be added via the Determine Admissibility Screen (3 C A, D with Person Id). For details, refer to ADM 10: Admission Decision.



Assign New Candidacy Status Data Screen

Place Y here to see and maintain Additional Data. There are no Action codes for this screen. Press [Enter] to save changes.

SAN0154 ***** Student Information System ***** SAM15411 Sep 13,02 - ASSIGN NEW CANDIDACY STATUS DATA - 08:46 AM Person ID: 9999999999 POSt CD: AA MSC Session CD: 19989 Surname: Test99 Given: Rosi Candidacy Status: WAP *NEW Status: OOA Valid Status Code Classes: A N O W *Reason Codes: __ __ __ __ __ Message Text (Y/N): N *Message CDs: _____ _____ _____ _____ _____ _____ _____ Additional Candidacy Status Data (Y/N): N Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11—PF12--- help retrn quit flip main

The Assign New Candidacy Status Data Screen displays several fields that store additional information about the candidate and how the decision affects his/her candidacy.

There are also two fields for generating correspondence: • The Message Text field allows you to write a specific message for the individual • The Message Code fields allow you to select generic messages, some of which

may have a Token Value, or variable, to insert unique information.

You can record any reason for the decision, if known, in the Reason Codes field. Putting Y in the Additional Candidacy Status Data field brings you to a second screen where you can change or add a Letter Code as well as record information on Student Conditions, Date Response Requested, Correspondence Release Date, Comments, and Deferred Waiting List Number.

Table 3: Description of Fields on the Assign New Candidacy Status Data Screen

Field Type Field Name Description

Required New Status Select a New Status Code from the Candidacy Status Table by pressing [F1] on the New Status field. Valid Status Code classes are: N for a negative response O for a positive response



Field Type Field Name Description W for a withdrawal

Status Codes beginning with N, O and W are equal within the hierarchy of codes. A status codes can move from one to another

Optional Reason Codes Identifies the reason that a particular candidacy status was assigned (generally, a reason for a particular admission decision). You can insert up to five Reason Codes.

Select the Reason Code from the Browse Candidacy Reason Code Table by pressing [F1] on the field

Optional Message Text (Y/N)

Message Text is a Yes/No field for correspondence text that is unique to this candidate and may appear in admissions correspondence. Placing Y in this field and pressing [Enter] takes you to the Assign Candidacy Status Message Text Screen where you can write a specific message for the individual.

Optional Message CDs Identifies a set message that may appear in admissions correspondence. Message CDs are more generic and divisional in content than the message text information.

Optional Additional Candidacy Status Data (Y/N)

Placing Y in this field and pressing [Enter] takes you to the second Assign New Candidacy Status Data Screen. See Table 4 below.

To change a candidacy status using the Assign New Candidacy Status Data Screen: • Type 3 D on the Direct Command Line and press [Enter]

The Manage Applicant Response Menu Screen appears. • Type A in <Code> • Enter the <Person Id> and press [Enter]

The Register Response to Decision Notice Screen appears. • Type S in the <Action> column beside the Candidacy record you wish to change

and press [Enter] The Assign New Candidacy Status Data Screen appears.

• Press [F1] on <New Status> to select a status code from the Candidacy Status Table Only the following classes of candidacy status may be selected for assignment of



a response to an admission decision: Yes – O**, No – N** and Withdraw Offer – W**. As noted above, Admit – A** statuses should be assigned via the Determine Admissibility Screen (3 C A, D with Person Id).

• Enter up to five reasons for the new status in <Reason Codes> • Type Y in <Message Text> • Enter up to seven Message codes in <Message Cds> • Type Y in <Additional Candidacy Status Data> to record more information

regarding the response • Press [Enter]

It is important to complete all of the fields before you press [Enter] since this is the only way to save the information on this screen and reach any further screens on which you need to record data.

Providing you have entered information into all the fields on the Assign New Candidacy Status Data Screen, after you have pressed [Enter] the first screen that is displayed is the Assign Message Token Value Screen. From this screen you can see the message text for the Message Code(s) that you have selected and can enter additional information that is specific to the individual candidate.

Assign Message Token Value Screen SAN311 ***** Student Information System ***** SAM3111

Aug 1,02 - ASSIGN MESSAGE TOKEN VALUE - 1:15 PM Msg CD: AGH8 Desc: Official acad.record from inst. req'd Message Text: 1 You must arrange to have the issuing institution forward directly to this office an official record indicating courses taken and grades attained for each year of study in *TOKEN-VALUE*. Token Value your previous Degree Program.________________________________ Direct Command: ________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11-- confm help retrn quit flip pref bkwrd frwrd Record AGH8-19979 displayed successfully

• Enter an unique message in <Token Value> and press [Enter]

The Assign Candidacy Status Message Text Screen appears.



Assign Candidacy Status Message Text Screen

SAN0154 ***** Student Information System ***** SAM15413 Sep 16,02 - ASSIGN CANDIDACY STATUS MESSAGE TEXT - 01:25 PM Person ID: 9999999999 POSt CD: AA MSC Session CD: 19989 Surname: Test99 Given: Rosi Candidacy Status: WAP Candidacy Status Message Text: ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main

• Enter an unique message that needs to be sent to the candidate in <Candidacy

Status Message Text> This screen does not have any word-processing formatting functions, such as, text wrapping.

• Press [Enter] The second Assign New Candidacy Status Data Screen appears.


SAN0154 ***** Student Information System ***** SAM15414 Sep 19,02 - ASSIGN NEW CANDIDACY STATUS DATA - 04:12 PM Person ID: 9999999999 POSt CD: AA MSC Session CD: 19989 Surname: Test99 Given: Rosi Candidacy Status: WAP NEW Status: OOA *Letter Code................: YES_____ *Approved By: XXXXXXX_ Date Response Requested....: __________ *Entered By.: XXXXXXX Correspondence Release Date: 2002-09-19 Deferred Waiting List Nr: _____ *Student Condition Code.....: ___ Cond. Satisfied By Date.: __________ ___ __________ Comments: ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main



All fields on this second Assign New Candidacy Status Data Screen, except for the ‘Entered By:’ value, are optional and/or a default value may be changed.

Table 4: Description of Fields on the second Assign New Candidacy Status Data Screen


Optional Letter Code Identifies one or more pieces of correspondence. It is a value that is automatically displayed if the Candidacy Status Code table in ROSI has a Letter Code assigned to the candidacy status you use on this screen.

If you wish to register a status without creating a letter, you may simply blank out the Letter Code value. If you wish to create a different letter, you may enter a different Letter Code value in this field.

Optional Approved By Value defaults to your User ID. You may change it to another User ID, if required.

Required Entered By Your User ID.

Optional Date Response Requested

Optional date field that specifies the date by which the candidate must reply to the letter.

Valid Format: YYYY-MM-DD

Required Correspondence Release Date

Date field that is used in the batch printing of letters. You can enter a specific date for the printing if you don’t want the letter to be printed with either the next batch job or on the date set by a Division. This field will default to the current date.

Valid format: YYYY-MM-DD

Optional Deferred Waiting List Nr.

Deferred Waiting List Nr. Is completed when applicants are deferring their candidacy. Note that you do not assign a Defer status from this function.

Optional Student Condition Code & Cond. Satisfied by Date

May be added when an Admit Decision is made via the Determine Admissibility Screen; you may add additional Condition Codes on this screen.




Optional Comments A field where you may enter a free-form comment on this candidacy. Comments in the Admissions module are intended for internal communication only and will not appear on official documents.

• Press [Enter] when you have finished entering all the data for this screen The Create Registration Screen appears.

• Press [Enter] again

Note: This is a final confirmation, but a Registration record will not be created unless the rules are met; see the section below entitled ‘Moving a Candidate to Registration’. Full-time undergraduates will not have a Registration record created until they say yes to the Offer of Admission. Part-time undergraduates and all graduate applicants will have a Registration record created when they are given an Offer of Admission (assigned an A-class candidacy status).

The following data will be created in the Registration module: • Student POSt record is created with a status of ACT • Registration information is created with a status of INVIT • Compulsory and Mandatory academic activity enrolments may be created • Condition Codes may be created • Fees Assessment will be triggered

Create Registration Pop-Up Screen

CREATE REGISTRATION Press Enter to continue

• Press [Enter] again to complete the process If there are any associated Candidacy Subject POSt records for the Person, POSt and Session for which you are assigning the admission decision - 1) ROSI will automatically change Candidacy Subject POSt records with a status

of ‘REQ’ to a status of ‘APP’ if the Degree POSt involved is not a School of Graduate Studies POSt.

2) The Associated Cand Subj POSt Screen will appear and display the associated Candidacy Subject POSt records and their current status.



Associated Cand. Subj. POSt Pop-Up Screen

*** ASSOCIATED CAND SUBJ POST *** ENCOLWOM REQ ***** END OF DATA ***** Press enter to continue

Candidacy Subject POSts will roll to Registration when a Degree Candidacy Status Code is updated if a link is set up between the Degree and Subject POSts via the Maintain Admission POSt Rollover Information Screen (1 A A F C). Transferring the Candidacy Subject POSt to the Registration module is a separate process if the Subject POSt is student-specific and added via the Maintain Candidacy Subject POSt Screen (3 B A B A). Press [F2] to leave the Associated Cand Subj POSt Screen. For detailed information about admission to Subject POSt, please refer to ADM 12: Admission to Subject POSt. You will only receive a system message if there is an error. A successful change will return you to the Register Response to Decision Notice Screen where you will see the new Candidacy Status.

Moving a Candidate to Registration Table 5: Registration Rollover Process

Applicant Registration Rollover Occurs When

Full-time Undergraduates They respond to the Offer of Admission, i.e., assigning a positive response automatically creates registration and rolls the person over to the Registration module.

Part-time Undergraduates Offer of Admission is made (A** Candidacy Status)

Graduate Applicants Offer of Admission is made (A** Candidacy Status)

For full-time undergraduate students, the creation of an Invited Registration record is not created until the O** (Yes) response to the offer is recorded in ROSI. This means



that the mandatory, compulsory and core courses will not get loaded onto the candidate’s registration record until a Yes response is recorded in ROSI and a trigger to create a registration record is executed. For all other candidates, the Registration rollover will always be triggered from the Determine Admissibility – Admit Screen (3 C A D); if the information already exists when a Yes (O-class candidacy status) response is being assigned on the Register Response to Decision Notice Screen, ROSI will display a message saying “Registration exists”.

Note: 1) Please remember that any compulsory or mandatory academic activities displayed

on the Confirm POSt Academic Activities Screen when the Admit decision was recorded in ROSI, are stored with the record for the Admit status. When a candidate is moved to the Registration module, those activities will be added to the student record with a status of ‘APP’ regardless of the values in the ‘Activity Approved Ind.’ and the ‘Activity Approved Org’ fields on the Degree POSt Offering, and the Prof ‘Approval Ind.’ on the Academic Activity Meeting Section. Note: If enrolment in any academic activity fails, all activity enrolments will fail and a message will be displayed for you on the screen. Before you assign the admission decision, in addition to ensuring that the appropriate Section, Meeting Section, and Enrolment Limit information is in ROSI for the specified academic activities, you should review the academic activity information in Admissions. To do this, go to the Apply Admission Evaluation and Recommendation Screen (3 C C), select the Admit (A-class) status, then select ‘Admission Data’ from the Manage Candidacy Data Screen, and then select the ‘Academic Activities’ on the Manage Admission Data Screen.

2) If there are any associated Candidacy Subject POSt records for the Person, POSt and Session for which you are assigning the admission decision - • ROSI will automatically change Candidacy Subject POSt records with a status

of ‘REQ’ to a status of ‘APP’ if the Degree POSt involved is not a School of Graduate Studies POSt.

• The Associated Cand Subj POSt Screen will appear to display the associated Candidacy Subject POSt records and their current status. Candidacy Subject POSts will roll to Registration if a link is set up between the Degree POSt and Subject POSt via the Maintain Admission POSt Rollover Information Screen (1 A A F C). Transferring the Candidacy Subject POSt to the Registration module is a separate process if the Subject POSt is student-specific and added via the Maintain Candidacy Subject POSt Screen (3 B A B A). Press [Enter] to exit the Associated Cand Subj POSt screen. For detailed information about admission to a Subject POSt, please refer to ADM 12: Admission to Subject POSt.

3) If you are recording a ‘O**” (positive) response after a ‘N**’ (negative) response has already been recorded, please be aware that any academic activities stored in Admissions for the candidate will be loaded according to the requirements of the



‘Activity Approved Ind.’ and the ‘Activity Approved Org’ fields on the Degree POSt Offering, and the Prof ‘Approval Ind.’ on the Academic Activity Meeting Section. If the values in these fields indicate it, the academic activities may be loaded with a status of ‘REQ’.

Valid Until Session Functionality for Register Response to Decision Notice A Valid Until Session Cd may be assigned to a candidacy when an admit candidacy status is assigned in ROSI; information about the Assign Admit Data Screen can be found in ADM 10: Admission Decision. If there is a need to assign a Valid Until Session code to a candidacy after the admit candidacy status has been assigned, this can be done via function Apply Admission Evaluation and Recommendation (3 C C) under Admission Data on the Other Admit/Housing Data Screen. The Valid Until Session is used when a division allows an offer of admission to be valid for more than one session. It indicates the last session for which the offer is valid.

When a Valid Until Session exists for a candidacy record that is selected on the Register Response to Decision Notice Screen, a Session Selection Screen displays. You must select the session for which you wish to register a response; normally, you would select the session for which a positive response (Yes response) is to be recorded. ROSI then processes the Yes response for the session selected, and registers a negative response candidacy status for the original candidacy session. If the original candidacy status is in the A-class (Admit), ROSI will assign a N02 (Declined - defer to future session) candidacy status; if the original candidacy status is in the O-class (Yes response), ROSI will assign a NRE (Cancelled after YES response) candidacy status. When selecting candidacy statuses, do not use statuses that are noted as ‘internal’; these candidacy statuses are reserved for internal use by the Office of Enrolment Services and ROSI programs.

When a positive status for a different session to the original candidacy session is assigned, all deletions of registration and fees information will be done for the original candidacy when the N-class (No response) status is assigned, with one exception: Condition Codes will not be deleted. Instead, you will receive a message to advise that conditions exist so that you can manually view and maintain them, as necessary, via the Maintain Student Conditions Screen (4 A E C).

Note: Please see Notes 1 and 2 on page 19. To change academic activity information, in this case, to change the session code for the course enrolment since the session will be different than the original admit session, you must do so in the Admissions Module via Apply Admission Evaluation and Recommendation Screen (3 C C) by selecting the Admit status, then ‘Admission Data’ from the Manage Candidacy Data Screen, and then the ‘Academic Activities’ on the Manage Admission Data Screen.



Registering a Response to Decision Notice from Registration When either you or a fees payment changes the Registration Status from ‘INVIT’ to ‘REG’ on the Maintain Registration Information Screen (4 A A B/4 A C B), and the Current Candidacy Status for the candidacy in Admissions is still in the ‘A’ (Admit) class, ROSI will update the Current Candidacy Status to ‘OOR’ to reflect the fact that the candidate did register in the Program of Study.



Exercise 1 – Processing a Response to a Decision Notice

1. Go to the Assign New Candidacy Status Data Screen. Use Person ID 30280.

2. Modify the Candidacy Status for Fall 1998 for POSt ACA∧∧∧PHD to the negative status. Pick a code that you think may be used by your division. Make sure that you do NOT pick any code with a description of “Internal”.

3. Select the candidacy for the Fall of 1998 in ER∧∧∧BA. The Assign New

Candidacy Status Data Screen is displayed. 4. In the New Status field select a positive code. Pick a code that you think may be

used by your division. Make sure that you do NOT pick any code with a description of “Internal”. Select Message CDs with a Message Token.

5. Once done, go to Additional Candidacy Status Data and enter a Condition

Code.

Notice the letter Code, if applicable. It should reflect the new Candidacy Status that you just applied.

6. What is the Date Response Requested?

7. Press [Enter]. What screen appears next? Press [Enter] to confirm.

See Appendix A on Page 51 for answers to this exercise.

ADM 7: Managing Applicants' Responses Withdrawing a Previously Made Offer of Admission _____________________________________________________________________________________


WITHDRAWING A PREVIOUSLY MADE OFFER OF ADMISSION Direct Command: 3 Manage Admission D Manage Applicant Response C Withdraw of Offer (with Person Id)

Withdrawal of Offer Screen (3 D, C with Person Id)

To quickly enter a Withdraw Status use this screen with a Modify Action Code.

SAP0065 ***** Student Information System ***** SAM0651 02-09-16 - WITHDRAWAL OF OFFER - 16:11:09 *Withdraw Current Status Session POSt Choice Candidacy Response Attend Appl Action Cd Cd Cd Number Status Cd Date Class Type ------ -------- ------- ---------- ------ --------- ---------- ------ ---- _ ___ 19999 HS PHD 1 000 FT EUN Person Id: 9999999999 Name: Test99, Rosi, Valid Until _ ___ 20001 HS PHD 1 ADM 1998-10-05 FT EUN Person Id: 9999999999 Name: Test99, Rosi, Valid Until _ ___ 19995 HS PHD 1 EAC FT EUN Person Id: 9999999999 Name: Test99, RosiValid Until _ ___ 19989 HS PHD 1 CAN FT EUN Person Id: 9999999999 Name: Test99, Rosi, Valid Until _ ___ 20005 HS PHD 1 ADM 1998-10-05 FT EUN Person Id: 9999999999 Name: Test99, Rosi Valid Until ****** End of Data ****** Person Id: 9999999999_ Direct Command: ____________________________________________________________ Modify Select (PF5=flip)

In contrast to the Register a Response process, withdrawals are the result of the University’s decision to withdraw a previously made Offer of Admission, regardless of whether the student has responded to the offer of admission. A previously made Offer of Admission may be withdrawn: • when the candidate fails to meet all of the pending requirements, • when the availability of a program changes, or • when a situation occurs that necessitates cancellation of the offer by the

University.

Withdrawals of an offer of admission for a candidacy are recorded in ROSI using the Withdrawal of Offer Screen in the Admissions module. This screen is similar to the Register Response to Decision Notice Screen in that: • You can enter a Withdrawal Status Code from this screen by using the Modify

function, or • You can select a record, allowing you to maintain correspondence or add

additional information on the Assign New Candidacy Status Data Screen by using the Select Action Code.

• When you Select a candidacy that has a “Valid Until Session” other than the present session, a Session Selection pop-up screen appears to create a new candidacy in the future. This functionality will be discussed later in this course.

Withdrawing a Previously Made Offer of Admission ADM 7: Managing Applicants' Responses ______________________________________________________________________________


Withdrawing using the Withdrawal of Offer Screen The Modify action is used on the Withdrawal of Offer Screen to enter a withdrawal response to an Offer of Admission when you only need to record a W-class (Withdrawal) candidacy status and no other information.

Note: Only candidacies starting with A (Admit), O (Positive), and N (Negative) can be selected from the Withdrawal of Offer Screen.

Withdrawal of Offer Screen

Only Status Code Class of With-drawal is valid.

SAP0065 ***** Student Information System ***** SAM0651 02-09-23 - WITHDRAWAL OF OFFER - 15:23:40 *Withdraw Current Status Session POSt Choice Candidacy Response Attend Appl Action Cd Cd Cd Number Status Cd Date Class Type ------ -------- ------- ---------- ------ --------- ---------- ------ ---- _ ___ 19989 SC BSC 1 000 FT ADU Person Id: 9999999999 Name: Test99, Rosi _ ___ 19989 SC BA 1 000 FT ADU Person Id: 9999999999 Name: Test99, Rosi _ ___ 19989 AA PHD 1 WED FT ADU Person Id: 9999999999 Name: Test99, Rosi _ ___ 19989 AA MSC 1 WAP FT ADU Person Id: 9999999999 Name: Test99, Rosi M WED 19989 ER BA 1 ADM 1998-09-23 FT ADU Person Id: 9999999999 Name: Test99, Rosi _ ___ 19989 ACA PHD 1 ACP 1998-09-23 FT ADU Person Id: 9999999999 Name: Test99, Rosi Person Id: 9999999999_____ Direct Command: ____________________________________________________________ Modify Select (PF5=flip)

To record a Withdrawal Status Code: • Type 3 D on the Direct Command Line and press [Enter]

The Manage Applicant Response Menu Screen appears. • Type C in <Code> • Enter the <Person Id> and press [Enter]

The Withdrawal of Offer Screen appears. If you press [Enter] without a Person Id, the Withdrawal of Offer Search Screen will appear; this screen is discussed later in this course.

• Type M in the <Action> column beside the Candidacy record you wish to change • Enter a Withdrawal Status Code in the <Withdraw Sts Cd> field

You can press [F1] on the Withdraw Sts Cd field to select a withdrawal status code (W**) from the Candidacy Status Table.


• Press [Enter] again This will register the withdrawal of admission offer and trigger a call to the Registration module to delete the Student Degree POSt, the Student Registration Subject POSt, the Student Subject POSt and registration information for all registrations with the same Candidacy Session and Candidacy POSt, Condition



Codes, Academic Activities, and reverse fee charges. A Student Withdrawal record in the Registration module (4 A D D, Maintain Student Withdrawals) will not be created. The Withdrawal of Offer Screen reappears showing the new candidacy status code in the Withdraw Candidacy Status Code field.

Note:

1) If a Student POSt record and Registration information exists for the same person and Candidacy POSt, but for a different Candidacy Session, the Student POSt record will not be deleted, but the start session for the Student POSt will be reset to the session of the existing Candidacy.

2) If the student has a current registration status for any registration record for the Person Id with the same Candidacy Session and Candidacy POSt other than ‘INVIT’ or ‘FINCA’, you will receive an error message and ROSI will not delete data in the Registration module. In this case, you must review and modify the registration, academic activity, comments and condition code information as required and manually withdraw the student from the POSt via the Maintain Student Withdrawals Information Screen (4 A D D).

3) A history of Student POSts, Academic Activities and Current Registration Status is kept. Student POSt history is in the SIS.STUD_POST_STS table but does not display on a ROSI screen; Registration Status history can be displayed on the Browse Registration Status Information Screen (4 A B E) and academic activity history can be viewed on the Browse Activity Status Information Screen (4 A B B). Deleted Condition Codes may be viewed on the Browse Purged Student Conditions Screen (4 A E E).

4) The Associated Cand Subj POSt Screen will appear to display the associated Candidacy Subject POSt records and their current status. For detailed information about admission to Subject POSt, please refer to ADM 12: Admission to Subject POSt.

Withdrawing Using the Assign New Candidacy Status Screen

For situations where you want to record additional information you need to assign a withdrawal status using the Assign New Candidacy Status Data Screen. You can update to a Withdrawal status for one candidate or a group of candidates at a time. To withdraw a single candidate: • Type 3 D on the Direct Command Line and press [Enter]

The Manage Applicant Response Menu Screen appears. • Type C in <Code> • Enter the <Person Id> and press [Enter]

The Withdrawal of Offer Screen appears. • Type S in the <Action> column beside the Candidacy record you wish to

withdraw and press [Enter] The Assign New Candidacy Status Data Screen appears.




Only Status Code Class of With-drawal is valid.

SAN0154 ***** Student Information System ***** SAM15411 Sep 16,02 - ASSIGN NEW CANDIDACY STATUS DATA - 04:25 PM Person ID: 9999999999 POSt CD: HS PHD Session CD: 19989 Surname: Test99 Given: Rosi Candidacy Status: ADM *NEW Status: WED Valid Status Code Classes: W *Reason Codes: __ __ __ __ __ Message Text (Y/N): N *Message CDs: _____ _____ _____ _____ _____ _____ _____ Additional Candidacy Status Data (Y/N): N Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main

• Enter a New Status Code in <New Status> Only a W-class (Withdrawal) candidacy status is available.

• Enter information in any of the other fields. Refer to Table 3 for a description of each of these fields. Refer to Table 4 for a discussion of the fields available for maintenance on the second Assign New Candidacy Status Data Screen if you place a Y in the Additional Candidacy Status Data field.


Cancel Registration Pop-Up Screen

CANCEL REGISTRATION Press Enter to Cancel Registration

• Press [Enter] again This registers the withdrawal of admission offer and triggers a call to the Registration module to delete Academic Activities, Condition Codes, Student Degree POSt record, Registration information, and Student Subject POSts associated with the candidacy in Admissions, and reverse fee charges.

The Withdrawal of Offer Screen appears with the new candidacy Status Code in the Withdraw Status Code field.



Note: If the current Registration Status for any registration record for the Person Id with the same Candidacy Session and Candidacy POSt is not ‘INVIT’ or ‘FINCA’ the cancellation and deletion of data in the Registration module will not occur, and you will be required to manually review and modify the registration, academic activity, comments and condition code information and withdraw the student from the POSt via the Maintain Student Withdrawal Information Screen (4 A D D).

Withdrawing a Group of Candidates You can also process withdrawals for several candidates at the same time. To withdraw an offer of admission for a group of candidacies, type information in as many of the following fields as possible: • Select 3 D C (with no Person Id) and press [Enter]

The Withdrawal of Offer (Search) Screen appears.

Withdrawal of Offer Screen (3 D C)

Use these fields to specify the characteristics of the candidates you wish to withdraw.

SAP0021 ***** Student Information System ***** SAM02112 Sep 13,02 - WITHDRAWAL OF OFFER - 08:49 AM Search Criteria: *Candidacy Status Code....: ___ *POSt Code................: __________ Year of Study............: 1 Level of Instruction.....: _ *Session Code.............: 19989_ *Attendance Classification: FT *Applicant Type...........: ___ Candidacy Choice Number..: __ *Candidacy Special Select.: __ *Primary Org Code.........: _____ *Secondary Org Code.......: _____ Specifying criteria values limit the display to those individuals that satisfy all criteria supplied.

From this screen you can select different criteria to list a group of candidates. You can then select the appropriate records, one screen at a time, and process the withdrawals successively.



• Enter the <Session Code> This is the only required field.

• Enter information in any of the optional fields: <Candidacy Status Code>, <POSt Code>, <Year of Study>, <Level of Instruction>, <Attendance Classification>, <Applicant Type>, <Candidacy Choice Number>, <Candidacy Special Select>, <Primary Org Code>, and <Secondary Org Code>

• Press [Enter] The Withdrawal of Offer Screen appears listing all the candidacies that meet the specified criteria. For each of the candidacies listed, you may either withdraw the offer of admission and assign additional candidacy status data (Select function) or withdraw the offer of admission without assigning additional candidacy status data (Modify function).

Withdrawal of Offer Screen (3 D C)

SAP0065 ***** Student Information System ***** SAM0651 03-05-23 - WITHDRAWAL OF OFFER - 11:34:36 *Withdraw Current Status Session POSt Choice Candidacy Response Attend Appl Action Cd Cd Cd Number Status Cd Date Class Type ------ -------- ------- ---------- ------ --------- ---------- ------ ---- _ ___ 20039 NM MA 1 NRE FT PBC Person Id: 9999999910 Name: TEST10, ROSI _ ___ 20039 AT PHD 1 ACP 2003-01-28 FT CBC Person Id: 9999999902 Name: TEST02, ROSI _ ___ 20039 AT PHD 1 ADM 2003-01-28 FT CAB Person Id: 9999999903 Name: TEST03, ROSI _ ___ 20039 AECIVBASC 1 OOA FT CMB Person Id: 9999999905 Name: TEST05, ROSI _ ___ 20039 HS MA 1 OOR FT CBC Person Id: 9999999902 Name: TEST02, ROSI _ ___ 20039 AA PHD 1 AAC 2003-02-04 FT CBC Person Id: 9999999906 Name: TEST06, ROSI Person Id: __________ Direct Command: ____________________________________________________________ Modify Select (PF5=flip)

You may select a group of candidacies on one screen at a time. For all candidacies selected, once you have completed maintaining information for one candidate and press [Enter] on the Cancel Registration pop-up screen, the Assign New Candidacy Status Data Screen (Select function) or the Withdrawal of Offer Screen (Modify function) appears for the next candidacy. When no more candidacies need to be processed, the Withdrawal of Offer Screen reappears and, if necessary, you may scroll to the next screen and select another group of candidacies. The candidacies whose offers of admissions were withdrawn are no longer listed.



Withdrawing Using the Valid Until Session Functionality A Valid Until Session Cd may be assigned to a candidacy when an admit candidacy status is assigned in ROSI; information about the Assign Admit Data Screen can be found in ADM 10: Admission Decision. If there is a need to assign a Valid Until Session code to a candidacy after the admit candidacy status has been assigned, this can be done via function Apply Admission Evaluation and Recommendation (3 C C) under the Admission Data on the Other Admit/Housing Data Screen. The Valid Until Session code is used when a division allows an offer of admission to be valid for more than one session. The code indicates the last session for which the offer of admission is valid.

When a Valid Until Session Cd exists for a candidacy record, a Session Selection Screen displays. You must select the session for which you wish to register a withdrawal. ROSI then processes the withdrawal for the session selected, and sets the candidacy status on the previous or original candidacy to OOA.

Processing Appeals ADM 7: Managing Applicants' Responses ______________________________________________________________________________


PROCESSING APPEALS Correspondence up to this point has been from the perspective of what the U of T sends to an applicant. This section involves how to manage correspondence for an undergraduate applicant to the University who wishes to appeal a refusal to admit or a withdrawal of the Offer of Admission.

In these situations, the division can indicate to other users of ROSI that an admission decision is being appealed.

Appeal to a Refusal to Admit

Maintain Documents Screen (3 B B, B with Person Id)

Enter Y in the Assign New Candidacy Status field

SAP0155 ***** Student Information System ***** SAM1551 Sep 16,02 - MAINTAIN DOCUMENTS - 05:25 PM Person ID : 9999999999 POSt CD...: ER BSC Surname...: Test99 Session CD: 19989 Given Name: Rosi Applicant Type: ADU Off Document Document From Long Doc Seq Doc Receipt Requested Admiss Fee Comment Action Type Nr Ind Date Date Inst Type (Y/N) ------ ---- ----- --- ---------- ---------- ------ ---- ------- _ $NO 1 Y 1998-09-15 1998-09-09 N _ EPT 1 1998-09-09 N ****** End of Data ****** Assign New Candidacy Status (Y/N): Y Direct Command: ____________________________________________________________ Detail Modify (PF5=flip)

An appeal to a refusal to admit is indicated by changing the applicant’s candidacy status to RAP. This is done via the Maintain Documents Screen.

To register an appeal to a refusal to admit an applicant: • Type 3 B B on the Direct Command Line and press [Enter]

The Analyze Files Menu Screen appears. • Type B in <Code> • Enter the <Person Id> • Enter the <POSt Code> • Enter the <Session Cd> and press [Enter]

The Maintain Documents Screen appears.

ADM 7: Managing Applicants' Responses Processing Appeals _____________________________________________________________________________________


• Type Y in <Assign New Candidacy Status (Y/N)> and press [Enter] The Assign New Candidacy Status Data Screen appears.

• Type RAP in <New Status> and press [Enter] The Maintain Documents Screen reappears.

In cases where a refusal has been successful, the candidacy status would then be changed from RAP to an “A**” candidacy status.

Appeal to a Withdrawal to Offer of Admission Within the Withdrawal Status Codes (W**), there are some specific codes that deal with appeals. You can display a unique Status Code for a candidate who has appealed a withdrawal notice (WAP) or whose Appeal has been denied (WWW). For a detailed account of how to assign one of these Withdrawal candidacy status codes in ROSI refer to the previous section, “Withdrawing a Previously Made Offer of Admission”.

In the event that the appeal is granted, you would need to assign a positive O** (yes response) candidacy status. Please note that you cannot re-assign an Admit Status (A**) over a Withdrawal Status (W**). In addition, the applicant must indicate that he/she will attend before you can replace a Withdrawal Status with a Yes (O**) status and trigger the creation of the registration record.

Processing Appeals ADM 7: Managing Applicants' Responses ______________________________________________________________________________


Exercise 2 – Withdrawing a Previously Made Offer of Admission

Go to the Withdrawal of Offer Screen (3 D C). Use Person ID 30280.

1. Select the record for which you just assigned a positive response.

The Assign New Candidacy Status Data Screen should be displayed.

2. Change the status to one of withdrawal; enter the Reason Code for Reject (Documents not received).

3. Once you are done, go see Additional Candidacy Status Data.

4. Is there a Letter Code that is associated with the Candidacy Status?

5. Is there any other data showing on this screen?

6. Press [Enter] and confirm the cancellation of registration.


ADM 7: Managing Applicants' Responses Admission Evaluation and Recommendation _____________________________________________________________________________________


ADMISSION EVALUATION AND RECOMMENDATION Direct Command: 3 Manage Admission C Support Applicant Screening

C Apply Admission Evaluation and Recommendation

Determine Admissibility Screen (3 C C)

.

SAP0016 ***** Student Information System ***** SAM01612 Mar 18,03 - DETERMINE ADMISSIBILITY - 11:24 AM Selection Criteria: Sort Order....................: D (D=Status Date, S=Surname) *Session Code..................: 19989_ *Candidacy Status Code.........: ___ *Applicant Type................: ___ Starting Candidacy Status Date: 1998-09-20 Sort order D Ending Candidacy Status Date..: 1998-09-27 Sort order D OR Starting Surname..............: _______________ Sort order S Ending Surname................: _______________ Sort order S Candidacy Choice Number.......: __ Sort order S Level of Instruction..........: _ *Candidacy Special Select......: __ Print Report (Y/N): N *Coll/Comb Org CD..............: _____ *Primary Org CD: _____ OR *Secondary Org CD: _____ OR *POSt CD: __________ Specifying criteria values limit the display to those individuals that satisfy all criteria supplied.

One advantage of ROSI is that you can access many pieces of candidacy and admission data from one main screen, the Apply Admission Evaluation and Recommendation Screen via the Determine Admissibility Selection Screen (3 C C). Rather than having to navigate to each screen independently, this screen allows you to select those screens you want to review and have them appear in succession. From this screen you can select a group of candidates based on Status Date or Surname. You can also add different criteria, such as Candidacy Status Code, to restrict your results.

To apply an admission evaluation and recommendation: • Type 3 C C on the Direct Command Line and press [Enter]

The Determine Admissibility (Selection) Screen appears. • Check that <Sort Order> is D if you are selecting candidacies by Status Date and

S if you are selecting candidacies by Surname • Enter the required <Session Code> • Enter either the <Starting Candidacy Status Date> and <Ending Candidacy

Status Date> or <Starting Surname> and <Ending Surname>

Admission Evaluation and Recommendation ADM 7: Managing Applicants' Responses ______________________________________________________________________________


• Enter information into the optional fields: <Candidacy Status Code>, <Applicant Type>, <Candidacy Choice Number>, <Level of Instruction> and <Candidacy Special Select>, <Coll/Comb Org CD>

• Press [Enter] The second Determine Admissibility Screen appears with a list of candidacies that satisfy the criteria. You can scroll through additional pages of candidacies using [F8]. Press [F7] to return to a previous screen.

Determine Admissibility Screen

SAP0052 ***** Student Information System ***** SAM0521 Sep 17,02 - DETERMINE ADMISSIBILITY - 03:18 PM Session Code: 19989 Curr. Candidacy Status Choice Appl Act Name Person Id Status Date Code POSt CD Number Type --- --------------------- ---------- ----------- ------ ---------- ------ ---- _ Test01, Rosi 9999999901 1998-08-05 WUT SC BA 2 SOJ _ Test02, Rosi 9999999902 1998-08-07 REL AS BA 2 SOJ _ Test03, Rosi 9999999903 1998-08-14 NRE ER BA 1 SOJ _ Test04, Rosi 9999999904 1998-08-19 WED AH NDEGA 2 SOJ _ Test05, Rosi 9999999905 1998-12-02 000 AS BSC 1 ADU _ Test06, Rosi 9999999906 1998-08-20 000 HS PHD 1 SON ****** End of Data ****** Starting Surname: Test01___________ Ending Surname: Z________________ Direct Command: ____________________________________________________________ Detail Select (PF5=flip)

• Type S in <Act> to select only those candidacies for which you want to view candidacy data You can select more than one candidate at a time, but you can only select candidacies on one screen at a time and work through the screens successively.

• Press [Enter] The Candidacy Status Records Screen appears.



Candidacy Status Records Screen

SAP0501 ***** Student Information System ***** SAM5011 Sep 17,02 - CANDIDACY STATUS RECORDS - 03:21 PM Surname...: Test01 Given Name: Rosi Session Status Candidacy Entered Response Action POSt Cd Code Code Status Date By User Date ------ ---------- ------- ------ ----------- ------- ---------- _ AH NDEGA 19989 WED 1998-08-19 XXXXXXX _ AH NDEGA 19989 OBU 1998-08-17 XXXXXXX _ AH NDEGA 19989 NUT 1998-08-17 XXXXXXX _ AH NDEGA 19989 ADM 1998-08-14 XXXXXXX 1998-09-04 _ AH NDEGA 19989 EAC 1998-08-07 XXXXXXX _ AH NDEGA 19989 000 1998-08-07 XXXXXXX _ AS BA 19989 REL 1998-08-07 XXXXXXX _ AS BA 19989 REF 1998-08-05 XXXXXXX _ AS BA 19989 000 1998-08-05 XXXXXXX _ ER BA 19989 NRE 1998-08-14 XXXXXXX Person Id: 01 Session Cd: 99999_ POSt Cd: __________ Direct Command: ____________________________________________________________ Detail Select (PF5=flip)

The Candidacy Status Records Screen shows all the candidacies for the candidate, with the candidacy status history appearing alphabetically by POSt Code with the most recent status first.

There is another way to access this screen if you have a Person ID: • Enter the Direct Command 3 C and then C with the Person ID. This will take you

directly to the Candidacy Status Records Screen • Type S in the <Action> column beside the candidacy record you wish to view

and press [Enter] The Manage Candidacy Data Screen appears.



Manage Candidacy Data Screen

SAP0502 ***** Student Information System ***** SAM5021 Mar 18,03 - MANAGE CANDIDACY DATA - 11:46 AM Person ID....: 9999999999 POSt Code.....: AN NDEGA Session Code.: 19989 Year of Study: 1 Appl. Type....: SOJ Name.........: Test99, Rosi POSt Title...: Non-Degree Spec - Architecture Assoc. Org Cd: NEW *Candidacy Status: WED Messages...............(Y/N): N Message Text........(Y/N): N Reason Codes...........(Y/N): N Candidacy Data.........(Y/N): Y Admission Data......(Y/N): Y U of T Transcript......(Y/N): N Test Results........(Y/N): N School History.........(Y/N): N Evaluation Ratings..(Y/N): N Special Select.........(Y/N): N Averages............(Y/N): N Candidacy Subject Data (Y/N): N Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main

A Y in one of the first five input fields indicates that a record exists. After pressing [Enter], you will be able to see these records and modify them if needed. If the first three fields (Messages, Message Text, Reason Codes) on the top half of the screen, you may change the value to Y and maintain this data only under certain conditions, e.g. if the letter attached to the current candidacy status has not yet been printed. If the next two fields (Candidacy Data and Admission Data) have a value of N, this information cannot be viewed or maintained, and you cannot change the value to Y in these two fields. You can, however, change a Y value in any of these five fields to N of you do not wish to view or maintain the existing data when you press [Enter].

However, the last six fields on the lower half of the screen have an N value by default, and all of this data can be viewed or maintained if you change the default value to Y. They include: U of T Transcript, School History, Special Select, Test Results, Evaluation Ratings, and Averages. If you wish to see, for example, the Student's U of T transcript, replace the N with Y next to the U of T Transcript field. These fields do not tell you whether the information exists for the student. Placing Y next to the field only displays the linked screen where you can view, add or modify the information after [Enter] is pressed.

Candidacy Subject Data (Y/N): if the value of the field is equal to Y, a Candidacy Subject POSt exists; if the value is equal to N, then no Candidacy Subject POSt exists, and you cannot view or maintain this data.



Press [Enter] when you have finished making your selection. You will be taken to each screen you have selected. Once you are finished viewing a screen, press [F2] to take you to your next selected screen. Ultimately, after viewing all of the screens you have selected, you will be returned to the Manage Candidacy Data Screen.

Viewing Candidacy Data If Admission data exists, then there will be a Y next to the Candidacy Data field on the Manage Candidacy Data Screen. Pressing [Enter] will take you to the View Candidacy Data Screen.

View Candidacy Data Screen

SAP0507 ***** Student Information System ***** SAM5071 Sep 13,02 - VIEW CANDIDACY DATA - 02:58 PM Action (C,D,M): _ Person ID: 9999999999 *POSt Cd: ACACTPHD *Session Cd: 19989 Post Description: AECD:PHD:Comm Int'l & Trns Lrn Name ...........: Test99, Rosi Choice Number.................: 1_ *Attendance Classification.....: FT Year of Study................: 1 Application Fee Waived (Y/N)..: N Evaluation Fee Waived (Y/N)..: Y *Source Cd.....................: ES *Assoc. Org Cd................: _____ *Exchange ID...................: _____ *Subject of Major Interest....: _____ Residence Requested (Y/N).....: Y Thesis Option Cd.............: THE Comment Line 1: This line is for comments.__________________________________ Comment Line 2: This line is for more comments._____________________________ Comment Line 3: ____________________________________________________________ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- confm help retrn quit flip pref main Candidacy displayed successfully

The View Candidacy Data Screen displays the candidacy information for the candidacy. You may modify this information, if required. • Press [F2]

The Manage Admission Data Screen appears next if there is a Y next to the Admission Data field on the Manage Candidacy Data Screen.

Viewing Admission Data During the Admissions process, it may be necessary for you to update or modify information relating to a candidate’s Admission data. If Admission data exists, then there will be a Y next to the Admission Data field on the Manage Candidacy Data Screen. Pressing [Enter] will take you to the Manage Admission Data Screen.



Manage Admission Data Screen

SAP0508 ***** Student Information System ***** SAM5081 Sep 13,02 - MANAGE ADMISSION DATA - 03:00 PM Person ID....: 9999999999 POSt Code.....: ACACTPHD Session Code: 19989 Year of Study: 1 Appl. Type....: ADU Name.........: Test99, Rosi POSt Title...: AECD:PHD:Comm Int'l & Trns Lrn Assoc.Org Cd: Basis of Admissions..(Y/N): Y Financial Support........(Y/N): N Course Advisor.......(Y/N): N Academic Activities......(Y/N): N Conditions...........(Y/N): N Other Admit/Housing Data.(Y/N): Y Graduate Adv. Stand. (Y/N): N Course Adv. Stand. (Y/N): Y for 1.0 Credits Subject Adv. Stand. (Y/N): N for Credits Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main

Use this screen to reach one or more admission data screens. A Y in one or more of the following fields on this screen indicates that a record exists: Basis of Admissions, Course Adviser Conditions, Financial Support, Academic Activities, and Other Admit/Housing Data. After pressing [Enter], you are able to see these screens, and modify the records if necessary.

If there is N in one of these fields, then no record exists. You may change the N to Y to add the chosen information.

The following three fields are browse options: Graduate Adv. Stand. (Y/N), Course Adv. Stand. (Y/N), and Subject Adv. Stand. (Y/N). If you wish to view or maintain information on one of these screens, replace the N with Y and press [Enter]. Once you press [Enter], the screen of the first field with a Y in it appears. If there is more than one field with Y value, press [F2] to move between screens. You will know you have completed the screen maintenance when you are returned to the Manage Admission Data Screen.

Table 6 gives the name of the screen linked to the field on the Manage Admission Data Screen.



Table 6: Screens Linked to the Fields on the Manage Admission Data Screen

Field Name on the Manage Admission Data Screen

Screen Linked to the Field

Basis of Admissions (Y/N) Maintain Basis of Admissions Screen

Financial Support (Y/N) Maintain Candidacy Financial Support Screen

Course Advisor (Y/N) Maintain Graduate Course Advisor Screen

Academic Activities (Y/N) Maintain Candidacy Academic Activities Screen

Conditions (Y/N) Browse Student Conditions Screen

Other Admit/Housing Data (Y/N) Maintain Other Admit/Housing Data Screen

Graduate Adv. Stand. (Y/N) Maintain Graduate Advanced Standing Screen

Course Adv. Stand. (Y/N) Maintain Course Advanced Standing Screen

Subject Adv. Stand. (Y/N) Maintain Subject Advanced Standing Screen

Please refer to ADM 10: Admission Decision for a detailed handling of Basis of Admissions and Advanced Standing data. The remainder of this section will focus on Financial Support, Academic Activities and Other Admit/Housing Data.

Modifying Candidacy Financial Support Data Candidates for admission to a program of study may apply when holding an admissions scholarship, or may be considered for an admissions scholarship at the University of Toronto. The Maintain Candidacy Financial Support Screen allows you to record generic admissions scholarship and correspondence information. Currently, this functionality is not being used at the University of Toronto; this information is not linked to the Manage Awards and Financial Support module in ROSI.



Maintain Candidacy Financial Support Screen

SAP0509 ***** Student Information System ***** SAM5091 Sep 17,02 - MAINTAIN CANDIDACY FINANCIAL SUPPORT - 04:32 PM Action (C,D,M): _ Person ID: 9999999999 POSt CD: AH NDEGA Session CD: 19989 Name.....: Test99, Rosi *Scholarship CD ............: A Scholarship Interim Average: _______ Scholarship Final Average..: _______ Scholarship Response Date..: __________ *Letter Code ...............: ________ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- confm help retrn quit flip pref main Financial Data displayed successfully

There are only three Action Codes for this screen: Clear, Display and Modify. This information is automatically created at the point of admission. All fields, except for the Letter Code field, can be modified. Table 7 provides a description of the fields on this screen.

Table 7: Description of Fields on the Maintain Candidacy Financial Support Screen


Required Scholarship Code Identifies the different admissions scholarships that may be awarded. Place [F1] on the field to select a code from the Browse Scholarship Codes Table.

Optional Interim Average and Final Average

These are the interim and final average values used in assessing the candidate for award of the particular admissions scholarship.

Optional Response Date Date by which an applicant must respond in order to be eligible for the admission scholarship that is being recorded.

Optional Letter Code If a Letter Code is tied to a scholarship code in the table, the code will be automatically entered in this field. You may remove the Letter Code, as required.



If you had put Y in the Academic Activities (Y/N) field on the Manage Admission Data Screen, then when you press [F2] to exit the Maintain Candidacy Financial Support Screen, the Maintain Candidacy Academic Activities Screen appears.

Modifying Candidacy Academic Activities There are two types of academic activities that are recorded on the Maintain Candidacy Academic Activities Screen: • Mandatory, and • Compulsory.

Mandatory or makeup activities refer to those activities that an individual candidate may have to take for his/her POSt. This is the type of academic activity that would normally be done manually.

All students in one Program of Study may require compulsory, or core, activities. Core course loading will occur automatically for those programs that use this function.

This screen allows you to add, delete or modify the Mandatory or Compulsory academic activities that will go on the applicant’s registration record. You can store up to fifteen activities on this screen. The information stored here becomes the basis of the Registration course enrolment.

Note: If the trigger to create an INVITed Registration record has already occurred, changes to this information must be done on the Registration record.

Maintain Candidacy Academic Activities Screen

SAP0510 *****Student Information System ***** SAM5101 Sep 17,02 - MAINTAIN CANDIDACY ACADEMIC ACTIVITIES - 04:40 PM Action (A,C,D,M,P): _ Person ID: 9999999999 POSt CD: AH NDEGA Session CD: 19989 Name.....: Test99, Rosi *Activity Section Type *Session *Activity Section Type *Session -------- ------- ---- ------- -------- ------- ---- ------- 1. ABS496H1 F_ M 19989_ 9. ________ __ _ ______ 2. ________ __ _ ______ 10. ________ __ _ ______ 3. ________ __ _ ______ 11. ________ __ _ ______ 4. ________ __ _ ______ 12. ________ __ _ ______ 5. ________ __ _ ______ 13. ________ __ _ ______ 6. ________ __ _ ______ 14. ________ __ _ ______ 7. ________ __ _ ______ 15. ________ __ _ ______ 8. ________ __ _ ______ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- confm help retrn quit flip pref main Acad Activities displayed successfully



Again, if you had put Y in the Other Admit/Housing Data (Y/N) field on the Manage Admission Data Screen, then when you press [F2] to exit the Maintain Candidacy Academic Activities Screen, the Maintain Other Admit/Housing Data Screen appears.

Modifying Other Admit/Housing Data The Maintain Other Admit/Housing Data Screen tracks housing information and correspondence dates. As with some of the other screens, this information may be automatically loaded when an admit decision is made. The only actions available, therefore, are Clear, Display and Modify.

Maintain Other Admit/Housing Data Screen

SAP0511 ***** Student Information System ***** SAM5111 Sep 17,02 - MAINTAIN OTHER ADMIT / HOUSING DATA - 04:53 PM Action (C,D,M): _ Person ID: 9999999999 POSt CD: AH NDEGA Session CD: 19989 Name.....: Test99, Rosi Admission Offer Response Date...: __________ *Offer Valid Until Session.......: ______ Correspondence Release Date.....: 1998-08-19 Tuition Fee Deposit Waiver (Y/N): N Housing Reason CD...............: _ Housing Response Date...........: __________ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- confm help retrn quit flip pref main Other Data displayed successfully

Table 8 provides a description of the fields on this screen.

Table 8: Description of Fields on the Maintain Other Admit/Housing Data Screen


Required Admission Offer Response Date

Indicates the date by which the University must receive the response to an Offer of Admission.

Format: YYYY-MM-DD

Optional Offer Valid Until Session

Indicates the session the University’s offer is valid until.




Optional Correspondence Release Date

Date on which a correspondence item is to be printed.

Format YYYY-MM-DD

Required Tuition Fee Deposit Waiver (Y/N)

Indicates whether or not the tuition fee deposit has been waived for an admitted candidate. Default value is N.

Optional Housing Reason Cd Identifies who makes the decision for housing and is maintained centrally. Valid values: R = University Registrar D = Divisional Registrar

Optional Housing Response Date

Format YYYY-MM-DD



Exercise 3 – Review of Admission Evaluation and Recommendation

1. For Person ID 30280, go to the Determine Admissibility Screen using the

Direct Command 3 C, C.

If you entered 3 C C correctly, the Candidacy Status Records Screen is displayed. This listing gives you a history of statuses for each candidacy, showing the most recent status first.

2. Select any of the candidacies to review.

The Manage Candidacy Data Screen is displayed with default values appearing in the fields. As mentioned above, not all of these fields can be viewed or maintained.

Review the first screen that is displayed. If you see a need to maintain a field, make your changes and don’t forget to save them.

3. Move on to the next screens.

Ultimately you will go through all the available screens for the candidacy you have selected, and return to the Manage Candidacy Data Screen.


ADM 7: Managing Applicants' Responses Viewing Admission Statistics _____________________________________________________________________________________


VIEWING ADMISSION STATISTICS Direct Command: 3 Manage Admission I Display Admissions Statistics

Manage Admissions Statistics Menu Screen (3 I)

.

SAP0072 ***** Student Information System ***** SAM0721 Sep 13,02 - MANAGE ADMISSIONS STATISTICS - 03:12 PM Code Function ---- ---------------------------------- A Display Admission Statistics B Display Admission Statistics - Special Select ? Help . Terminate ---- ---------------------------------- Code: _ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- help retrn quit flip main

One of the advantages of ROSI is the ability to generate statistics on candidacies based on individual criteria. ROSI can provide information on the number of candidacies at different stages in the evaluation process (i.e., a summary of the status of the candidacies). The information is provided for the current cycle, last year’s cycle at the same time, and the end of last year’s cycle.

It is important to note that the statistics are not real-time data. By this it is meant that a separate database is updated twice weekly, and this separate database is used as the source for the statistics.

The Manage Admissions Statistics Menu Screen (3 I) offers two choices for viewing Admissions statistics: • Code A displays statistics on the number of candidacies at different stages in the

evaluation process (i.e. a summary of the status of the candidacies). • Code B provides counts on candidacies identified by a Special Select Code.

Viewing Admission Statistics ADM 7: Managing Applicants' Responses _____________________________________________________________________________________


Viewing Admissions Statistics The View Admissions Statistics Screen (3 I A) provides information on the number of candidacies at different stages in the evaluation process, i.e., summary of the status of candidacies. The top half of the screen lists the fields that you can use to specify your selection. If you leave a field blank, all cases are displayed for that criterion. The bottom half of the screen shows the results. There are three columns in the Status area: the first column shows current data, the second column shows this time last year’s data, and the third column shows the final data for last year. Not only will you have personalized statistics, you will also have a historical comparison.

View Admissions Statistics Screen (3 I A)

Enter the appropriate data in these fields The data appears in these columns.

SAP0227 ***** Student Information System ***** SAM2271 Oct 26,06 - VIEW ADMISSIONS STATISTICS - 03:49 PM As of : 2002-09-12 / 2001-09-07 *Session Cd......: 20029_ *Attendance Class: FT *First Language: ___ *Primary Org.....: APSC_ Year of Study...: _ Gender(M/F)...: _ *Secondary Org...: _____ *Type of Program.: _____ Choice Number.: __ *POSt Code.......: __________ Level of Instr..: _ *Source........: __ *Applicant Type..: ___ *Legal Status..: _ *Assoc. Org Cd...: *____ Status 2002 1Same 1Fin Status 2002 1Same 1Fin ----------- ------- ------- ------- ------------------ ------ ------ ------ Initial 911 665 664 Incomplete 834 394 393 Admitted 3107 2844 2844 Complete 1 17 17 Response, Pending 1254 1146 1143 Deferred 302 302 Accepted Offer 1122 1147 1147 Rejected 3280 2963 2964 Declined Offer 596 523 527 Cancelled 706 579 579 Offer Withdrawn 135 28 27 ------- ------- ------- Grand Total: 8839 7764 7763 Target: Reg: 1045 1065 1074 Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- help retrn quit flip pref main

To reach the screen: • Type 3 I A on the Direct Command Line and press [Enter]

The View Admissions Statistics Screen appears. • Enter information into the fields on the upper half of the screen

The Session Code field is required; if you leave any other field blank, all cases will be displayed for that criterion in the session entered.

• Press [Enter] The requested statistics appear on the lower half of the screen.

Table 9 provides a description of the fields on the View Admissions Statistics Screen.



Table 9: Description of Fields on the View Admissions Statistics Screen

Field Type Field Name Description of Field

Display Status Identifies the number of candidacies whose admission status falls into the following categories, which is displayed at the bottom of the screen:

- Initial (Candidacy statuses beginning with zero)

- Incomplete (Candidacy statuses beginning with I)

- Complete (Candidacy statuses beginning with E)

- Deferred (Candidacy statuses beginning with D)

- Rejected (Candidacy statuses beginning with R)

- Cancelled (Candidacy statuses beginning with C)

- Admitted (Candidacy statuses beginning with A)

- Accepted Offer (Candidacy statuses beginning with O)

- Declined Offer (Candidacy statuses beginning with N)

- Offer Withdrawn (Candidacy statuses beginning with W)

Display Status YYYY Statistics for the specified session as stored in the statistics database.

Display Status YYSame Statistics from one year ago today. Figures will only display if the statistics database has data for the same day of the previous year.

Display Status YYFin Last year’s final statistics. Figures will only display if the statistics database has data for the same day of the previous year.

Display Grand Total Identifies the total number of candidacies found in ROSI based on the entered criteria.



Field Type Field Name Description of Field

Display Target Identifies the value recorded on the POSt Admission Limits Screen as the POSt Admission Acceptance Target, i.e., sum of the Admission Limits for the group you have selected.

Display Reg Reg is the count of admitted applicants who have registration information in ROSI with a status of REG (registered) in the Program of Study (POSt) and session corresponding to the candidacy.

If available in ROSI, admission statistics for the same time in the previous year are displayed under YYSame (e.g., 97Same). Admission statistics for the end of the previous year are displayed under YYFin (e.g., 97Fin).

It is important to understand that these statistics count candidacies, not the number of people. Therefore, an individual applying to three separate POSts consists of three candidacies.

Note: The admission statistics displayed are not current; the admissions database is updated regularly for display on this screen.



Viewing Special Select Statistics The View Admissions Statistics - Special Selects Screen (3 I B) displays admission statistics for applicants identified with a Special Select Code for one session only.

View Admissions Statistics – Special Selects Screen (3 I B)

SAP0228 ***** Student Information System ***** SAM2281 Sep 13,02 - VIEW ADMISSIONS STATISTICS - SPECIAL SELECTS - 03:07 PM *Session Cd......: 19989_ *Attendance Class: __ *Primary Org.....: ARTSC Year of Study...: _ *Secondary Org...: _____ Choice Number...: __ *POSt Code.......: __________ *Source..........: __ *Applicant Type..: ___ *Special Select..: C1 *Assoc. Org Cd...: _____ Status 1998 Status 1998 ----------- ------- ------------------ ------ Initial Incomplete Admitted 1 Complete Response, Pending Deferred Accepted Offer Rejected Declined Offer 1 Cancelled Offer Withdrawn ------- Grand Total: 1 Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip pref main

To reach the screen: • Type 3 I B on the Direct Command Line and press [Enter]

The View Admissions Statistics – Special Selects Screen appears. • Enter the <Session Cd> • Enter the <Primary Org> • Enter the <Special Select>

You can enter an entire Special Select Code (e.g., C1) or you can use a wildcard after the first character (e.g., G*).

• Enter information into any of the remaining optional fields and press [Enter] The View Admissions Statistics – Special Selects Screen displays the requested candidacies. If no records are selected, an error message appears at the bottom of the screen.

Note: The admission statistics displayed are not current; the admissions database is updated regularly for display on this screen.



Exercise 4 – Viewing Admission Statistics

1. Go to the View Admissions Statistics Screen (3 I A).

2. Type the appropriate data in the fields and display a selection for Fall 2000. Look for the statistics that you have requested at the bottom half of the screen.

3. Go to the View Admissions Statistics – Special Select Screen (3 I B) and display statistics for Session 20009 for SGS applicants to the Collaborative Program in Ancient Studies. Again, the statistics that you requested are displayed at the bottom half of the screen.


ADM 7: Managing Applicants' Responses Appendix A: Answers to Exercises _____________________________________________________________________________________


APPENDIX A: ANSWERS TO EXERCISES Exercise 1: Processing a Response to a Decision Notice

6. It may be blank, but if there is a date in the field, it will be a default date of 21 days from today. This date may be changed, as required, on this screen. If your division has a letter template in ROSI that includes a variable to supply a response date, this is the date that will be put in the letter to the student.

7. A pop-up window to Create Registration will appear when you press [Enter]. You must press [Enter] again to confirm the decision in ROSI. However, you should receive a message that registration information already exists, because for graduate applicants, ROSI creates a registration record when the offer of admission is made (i.e., when an A** candidacy status is assigned in ROSI).

Exercise 2: Withdrawing a Previously Made Offer of Admission

5. Yes, the code for the letter of ‘WFL’.

6. Yes, the ‘Correspondence Release Date’ field is populated and your UserID is in the ‘Approved By’ field.

Exercise 3: Review of Admission Evaluation and Recommendation

1. You must go to 3 C first, enter Action Code C and the Person ID, and then press [Enter].

Exercise 4: Viewing Admission Statistics

3. If no records are in ROSI, the following message will appear at the bottom of the screen: “No records found for the current input”.

Appendix B: Glossary of Terms ADM 7: Managing Applicants' Response ______________________________________________________________________________


APPENDIX B: ROSI GLOSSARY OF TERMS The following are new terms, which are associated with the material in this course.

Candidacy Status Codes

As a candidacy is processed, it is assigned a candidacy 'status' code, which indicates where the candidacy is in the evaluation process. This code is three characters long, with the first character representing the 'class' of the candidacy status. The classes of candidacy statuses are listed below (in hierarchical order, from lowest to highest):

0 Initial I Incomplete File E Complete File D Deferred Decision C Cancelled Candidacy S Second Evaluation of File T Temporary (internal only) Status R Reject Candidacy A Admit Candidacy W Withdrawal of Offer O Yes Response Same level in hierarchy N No Response

A candidacy status code cannot be assigned more than once or the same candidacy. This hierarchy of the status code classes must be maintained in a candidacy (e.g. a 'deferred' status cannot be assigned to a candidacy after a 'reject' status is assigned). There is no 'hierarchy' within a status code class. A candidacy must at least have an 'initial' status code; no other status code class is mandatory.

You might want to create a bookmark for the Glossary of Terms page using the Bookmarks menu in your browser.

ADM 7: Managing Applicants' Response Appendix C: Getting Help _____________________________________________________________________________________


APPENDIX C: GETTING HELP There are three main avenues of help available for ROSI users. The Table below describes the types of questions you might have and the proper channel to take to get your questions answered. An explanation of the types of queries is provided for clarity purposes.

Type of Query Help

System Queries ROSI HELP: [email protected]

Business Process Queries Divisional ROSI Business Process Representative

Access to ROSI Queries Divisional Access Control Representative

System Queries

E-mail the ROSI Help Desk for any system problems. System problems arise when ROSI is not working as it should or where unexpected error messages occur.

In addition, ROSI Help can be of assistance in the case where you know what the business process is that you are following, but do not know or cannot remember how to accomplish it in ROSI.

Business Process Queries

Business Process questions are handled by your Divisional ROSI Business Representative when advice is needed on how to conduct that business. Questions of this nature relate to your division's business rules, i.e., how your division processes, records, performs, enrolls, etc. The Divisional Rep is the person who contacts the SIS Client Representative.

Access to ROSI Queries

For access to ROSI, whether gaining first-time access or replacing a lost card, call your Divisional Access Control Representative. To find out your Divisional Access Control Rep, check the web site at the following address: http://www.utoronto.ca/security/ams_rosi/access_rep.htm

http://www.utoronto.ca/security/ams_rosi/access_rep.htm