VIEW VIEWING ADMISSION AND REGISTRATION INFORMATION

Transcription

1 VIEW VIEWING ADMISSION AND REGISTRATION INFORMATION

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3 VIEW: Viewing Admission and Registration Info Table of Contents Table of Contents INTRODUCTION...7 VIEW ADMISSIONS DATA SCREEN (3, G WITH PERSON ID)...7 TABLE 1: SUMMARY OF SCREENS AVAILABLE FROM THE VIEW ADMISSIONS DATA SCREEN7 VIEWING BIOGRAPHICAL INFORMATION...10 NAME HISTORY PANEL 1 OF THE BROWSE PERSON NAME HISTORY SCREEN PANEL 2 OF THE BROWSE PERSON NAME HISTORY SCREEN MAINTAIN PERSON NAME SCREEN ADDRESSES PANEL 1 OF THE BROWSE PERSON ADDRESS HISTORY SCREEN MAINTAIN PERSON ADDRESS SCREEN LEGAL HISTORY BROWSE LEGAL STATUS INFORMATION SCREEN MAINTAIN LEGAL STATUS INFORMATION SCREEN OTHER BIOGRAPHICAL INFORMATION MAINTAIN PERSON INFORMATION SCREEN CONTACT INFORMATION BROWSE CONTACT INFORMATION SCREEN MAINTAIN CONTACT INFORMATION SCREEN ACORN CHANGES VIEWING ADMISSIONS AND CORRESPONDENCE INFORMATION20 DOCUMENTS PANEL 1 OF THE BROWSE RECEIVED DOCUMENT SCREEN PANEL 2 OF THE BROWSE RECEIVED DOCUMENT SCREEN CANDIDATE DETAILS SCREEN MAINTAIN RECEIVED DOCUMENT SCREEN... 23

4 Table of Contents VIEW: Viewing Admission and Registration Info TABLE 2: DESCRIPTION OF FIELDS ON THE MAINTAIN RECEIVED DOCUMENT SCREEN SCHOOL HISTORY BROWSE SCHOOL HIST/ACADEMIC ACHIEVEMENT SCREEN MAINTAIN SCHOOL HISTORY SCREEN TABLE 3: DESCRIPTION OF FIELDS ON THE MAINTAIN SCHOOL HISTORY SCREEN TEST RESULTS BROWSE APPLICANT TEST SCREEN MAINTAIN APPLICANT TEST SCREEN ACADEMIC ACHIEVEMENT BROWSE ACADEMIC ACHIEVEMENT SCREEN MAINTAIN ACADEMIC ACHIEVEMENT SCREEN TABLE 4: DESCRIPTION OF FIELDS ON THE MAINTAIN ACADEMIC ACHIEVEMENT SCREEN31 EVALUATION RATINGS PANEL 1 OF THE BROWSE EVALUATION RATING SCREEN PANEL 2 OF THE BROWSE EVALUATION RATING SCREEN MAINTAIN EVALUATION RATING SCREEN ONTARIO HIGH SCHOOL COURSES BROWSE ONTARIO HIGH SCHOOL COURSES SCREEN MAINTAIN ONTARIO HIGH SCHOOL COURSES SCREEN TABLE 5: DESCRIPTION OF FIELDS ON THE MAINTAIN ONTARIO HIGH SCHOOL COURSES SCREEN AVERAGES BROWSE ACADEMIC AVERAGES SCREEN MAINTAIN AVERAGES SCREEN TABLE 6: DESCRIPTION OF FIELDS ON THE MAINTAIN AVERAGES SCREEN CEGEP COURSES BROWSE CEGEP COURSES SCREEN MAINTAIN CEGEP COURSES SCREEN... 40

5 VIEW: Viewing Admission and Registration Info Table of Contents TABLE 7: DESCRIPTION OF FIELDS ON THE MAINTAIN CEGEP COURSES SCREEN POST ADMISSION LIMITS BROWSE POST ADMISSION LIMITS SCREEN MAINTAIN POST ADMISSION LIMITS SCREEN TABLE 8: DESCRIPTION OF FIELDS ON THE MAINTAIN POST ADMISSION LIMITS SCREEN 44 SPECIAL SELECT VIEW CANDIDACY SPECIAL SELECT SCREEN MAINTAIN CANDIDACY SPECIAL SELECT SCREEN CORRESPONDENCE HISTORY MAINTAIN LETTER REQUESTS SCREEN MAINTAIN LETTER REQUESTED SCREEN TABLE 9: DESCRIPTION OF FIELDS ON THE MAINTAIN LETTER REQUESTED SCREEN DISPLAY CANDIDACIES DISPLAY CANDIDACIES SCREEN TABLE 10: DESCRIPTION OF FIELDS ON THE DISPLAY CANDIDACIES SCREEN MAINTAIN APPLICANT INFORMATION SCREEN TABLE 11: DEFINITION OF FIELDS ON THE MAINTAIN APPLICANT INFORMATION SCREEN 51 CANDIDACY STATUS RECORDS SCREEN VIEW CANDIDACY STATUS DATA SCREEN VIEWING REGISTRATION INFORMATION...55 U OF T TRANSCRIPT VIEW STUDENT TRANSCRIPT SCREEN CREATE STAGE VIEW STUDENT TRANSCRIPT SCREEN TABLE 12: DESCRIPTION OF FIELDS ON THE VIEW STUDENT TRANSCRIPT SCREEN REGISTRATION HISTORY BROWSE REGISTRATION STATUS INFORMATION SCREEN VIEWING ADMISSIONS STATISTICS...60

6 Table of Contents VIEW: Viewing Admission and Registration Info VIEW ADMISSIONS STATISTICS SCREEN (3 I A) VIEW ADMISSIONS STATISTICS SCREEN (3 I A) TABLE 13: DESCRIPTION OF FIELDS ON THE VIEW ADMISSIONS STATISTICS SCREEN (3 I A)62 VIEW ADMISSIONS STATISTICS - SPECIAL SELECTS SCREEN (3 I B) VIEWING REGISTRATION STATISTICS...64 VIEW ENROLMENT STATISTICS SCREEN (4 G) TABLE 14: DESCRIPTION OF FIELDS ON THE VIEW ENROLMENT STATISTICS SCREEN APPENDIX A: ROSI GLOSSARY OF TERMS...66 APPENDIX B: GETTING HELP...67

7 VIEW: Viewing Admission and Registration Info Introduction INTRODUCTION The View study guide covers accessing a student s biographical, admissions and registration data from one screen in ROSI the View Admissions Data Screen (3, G with Person Id). View Admissions Data Screen (3, G with Person Id) SAP0008 ***** Student Information System ***** SAM0081 Nov. 23,16 - VIEW ADMISSIONS DATA - 06:15 PM Person ID : : Test00, Rosi Name History...(Y/N): N Legal History...(Y/N): N Display Candidacies...(Y/N): Y U of T Transcript...(Y/N): N School History...(Y/N): N Academic Achievement..(Y/N): N Ontario H.S. Courses..(Y/N): N CEGEP Courses...(Y/N): N Special Select...(Y/N): N Addresses...(Y/N): N Other Personal Info.(Y/N): N Contact Information.(Y/N): N Documents...(Y/N): N Registration History (Y/N): Y Test Results...(Y/N): N Evaluation Ratings..(Y/N): N Averages...(Y/N): N POSt Limits...(Y/N): N Correspondence History (Y/N): N help retrn quit flip main The 3 G screen is a linking tool to other screens in ROSI. The screens you wish to view are accessed by replacing the N value on this screen with Y. Table 1 summarizes the screens you can link to from the View Admissions Data Screen and the type of information available on these screens. Table 1: Summary of Screens Available from the View Admissions Data Screen Data Field Name on the 3 G Screen Links to Information Available Biographical Data Name History Maintain Person Name Screen Surname, given name, marital status Addresses Maintain Person Address Screen Permanent and mailing addresses, address, home phone number, international phone number Legal History Maintain Legal Status Information Screen Legal status in Canada, country of citizenship Other Personal Info Maintain Person Information Screen Date of birth, Social Insurance Number, gender Page 7 of 67

8 Introduction VIEW: Viewing Admission and Registration Info Data Field Name on the 3 G Screen Links to Information Available Contact Information Maintain Contact Information Screen Next of kin and emergency contacts Admissions Data Display Candidacies Maintain Applicant Information Screen Applicant information for each Program of Study (POSt) Candidacy Status Records Screen Documents Maintain Received Documents Screen Requested supporting documents School History Maintain School History Screen History of the applicant s attendance at other educational institutions Test Results Maintain Applicant Test Screen Results of standardized tests, i.e. TOEFL, GMAT, LSAT, etc. Academic Achievement Maintain Academic Achievement Screen Degree/diploma, credits, and average earned at other educational institutions Evaluation Ratings Maintain Evaluation Rating Screen Results of non-academic tests, i.e. portfolio, audition, etc. Ontario H.S. Courses Maintain Ontario High School Courses Screen Ontario high school courses, grades and information Averages Maintain Averages Screen Admission average, i.e. average of grades, average of OAC marks, or average of courses required for admission into a particular program CEGEP Courses Maintain CEGEP Courses Screen Quebec high school courses, grades and information POSt Limits Maintain POSt Admission Limits Screen Target limit of the number of students admitted into a particular program Special Select Maintain Candidacy Special Select Screen Characteristics associated with the candidacy Correspondence History Maintain Letter Requests Screen Log of the letters of admission, letters of rejection, and letters of acknowledgement Registration Data U of T Transcript View Student Transcript Screen Official academic record of the U of T Registration History Browse Registration Status Information Screen Session-by-session status history for a registration record at U of T Page 8 of 67

9 VIEW: Viewing Admission and Registration Info Introduction This study guide discusses each of these three sections separately: Viewing biographical information Viewing admission information Viewing registration information It also focuses on browsing, selecting and viewing Admissions statistics using the View Admission Statistics Screen (3 I A) and Registration statistics using the View Enrolment Statistics Screen (4 G). Page 9 of 67

10 Viewing Biographical Information VIEW: Viewing Admission and Registration Info VIEWING BIOGRAPHICAL INFORMATION This section allows you to view: Name history Addresses Legal history Other personal information Contact information To view biographical information: Type 3 in the <Code> field and press [Enter] The Manage Admissions Menu Screen appears. Type G in <Code> and enter person id in < Person Id> and press [Enter] The View Admissions Data Screen appears. If you don t enter the Person Id, the Person Search Screen is displayed and you can search to find the Person Id. Type Y next to <Name History>, <Addresses>, <Legal History>, <Other Personal Information> and <Contact Information> Change the Y to N next to <Display Candidacies> and <Registration History> The screens linked to the Display Candidacy and Registration History fields are commonly viewed screens and default to Y. Press [Enter] The Browse Person Name History Screen appears. Name History The Browse Person Name History Screen is a two-paneled screen showing an applicant's current name, along with any previous names. The most recent name is listed first. Page 10 of 67

11 VIEW: Viewing Admission and Registration Info Viewing Biographical Information Panel 1 of the Browse Person Name History Screen PANEL 1 SPN017 ***** Student Information System ***** Nov 23,16 - BROWSE PERSON NAME HISTORY - 1 more > Person ID.: Surname...: TEST Given Name: ROSITA Name Effective Title Date Surname Given Name CD TEST ROSITA MS TEST ROSI MS *** End of Data *** Person ID: help retrn quit flip bkwrd frwrd left right main Position cursor or enter screen value to select The Name Effective Date field on Panel 1 indicates the date the name record was officially added. Press [F11] Panel 2 of the screen appears. Page 11 of 67

12 Viewing Biographical Information VIEW: Viewing Admission and Registration Info Panel 2 of the Browse Person Name History Screen PANEL 2 SPN017 ***** Student Information System ***** < 1 more - BROWSE PERSON NAME HISTORY - 11:16 AM Person ID.: Surname...: TEST Given Name: ROSITA Name Current Support Changed Effective Name Marital Change Document By Date (Y/N) Status Reason Type User Id Y 2 XXXXXXX XXXXXXX *** End of Data *** Person ID: help retrn quit flip bkwrd frwrd left right main Position cursor or enter screen value to select A Y in the Current Name field indicates that this is the person s current name. Place your cursor on the first record and press [Enter] The Maintain Person Name Screen appears. Depending on the type of access you have, you will be able to either view or maintain the information on this screen. Maintain Person Name Screen SPP0017 ***** Student Information System ***** SPM0171 Nov 23,16 - MAINTAIN PERSON NAME - 09:21 AM Action (A,B,C,D,M,P): _ Person Id: _30635 Name Effective date: Surname...: Test First Name...: Rosita Middle Name...: Given Name...: Rosita *Title Code...: MISS *Marital Status.: 2 *Change Reason...: Changed By User Id...: XXXXX *Support Doc Type...: confm help retrn quit flip pref main Person name displayed successfully Page 12 of 67

13 VIEW: Viewing Admission and Registration Info Viewing Biographical Information Addresses To move onto address information: Press [F2] The Browse Person Address History Screen appears. By pressing [F2] after viewing each screen, ROSI takes you through all the screens that you have selected one-by-one and returns you to the View Admissions Data Screen after the last chosen screen has been viewed. The Browse Person Address History Screen is a three-paneled screen that shows a history of both permanent and mailing addresses with the most recent address first. For each address, it is possible to record a phone number that corresponds to the address. 1 more, 2 more etc. indicates that there are more screens to the right of this one. Panel 1 of the Browse Person Address History Screen SPN018 ***** Student Information System ***** Nov 23,16 - BROWSE PERSON ADDRESS HISTORY - 2 more > Person ID.: Surname...: TEST Given Name: ROSITA Dates are shown with the most recent date at the top. Address Address Addr Effective Termination Type Date Date Street City M Yonge Street W TORONTO M BLOOR STREET W TORONTO P Ontario Street TORONTO P BLOOR STREET W TORONTO *** End of Data *** Person ID: help retrn quit flip bkwrd frwrd left right main Position cursor or enter screen value to select The Address Type field has two valid entries: M = Mailing address P = Permanent address There cannot be an overlap between the Address Effective Date and the Address Termination Date for two addresses of the same Address Type. Press [F11] to scroll to the information on the other 2 panels to the right until you are back to the first panel Page 13 of 67

14 Viewing Biographical Information VIEW: Viewing Admission and Registration Info Place your cursor on the first record and press [Enter] The Maintain Person Address Screen appears showing the applicant s international telephone number, address and country code. Maintain Person Address Screen SPP0018 ***** Student Information System ***** SPM0181 Nov 23,16 - MAINTAIN PERSON ADDRESS - 11:24 AM Refers to home telephone # *Action (A,B,C,D,M,N) _ Person Id...: Address Type...: M Address Effective Date: Address Termination Date: Gender: F Title: MS Name..: TEST 30635, ROSITA Update Timestamp...: User Id: XXXXXX C/O Attn...: Campus Mail(Y/N): N Street...: 100 Yonge Street W City...: TORONTO *Province: ON Postal Code: M5S1V4 *Country: Canada *County : Telephone..: Address: test@utoronto.ca International Telephone Number: Comment 2..: Accuracy...: confm help retrn quit flip pref main Address M displayed successfully On this screen, the Telephone field refers to the home telephone number for the mailing address. If any message is recorded in the Accuracy field, mail will not be sent to the student at the address shown on the screen. This field is normally used by the Office of Student Accounts to record the fact that mail has been returned as undeliverable for this Address Type and therefore no further mail should be sent to this address. To return to the Browse screen from the Maintain Person Address Screen: Type B in <Action Code>, delete M in <Address Type> and press [Enter] When you browse, blank out the Address Type if you want to see a history of both mailing and permanent addresses. Otherwise, only a history of the address type that you were viewing will display. Press [F2] The Maintain Person Address Screen appears. Page 14 of 67

15 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info Legal History To move onto legal history: Press [F2] The Browse Legal Status Information Screen appears. This screen shows a history of legal or citizenship statuses including a Status Effective Date and Status Expiry Date. The Status Expiry Date for one legal status must not overlap with the Status Effective Date of a second legal status. Browse Legal Status Information Screen SPN029 ***** Student Information System ***** Nov 23,16 - BROWSE LEGAL STATUS INFORMATION - 11:26 AM Surname...: TEST Given Name: ROSITA Status Status Date Legal Effective Expiry Country of Entered Changed by Status Date Date Citizenship Canada User Id XXXXXX *** End of Data *** Person Id: Legal Status: _ Legal Status Effective Date: help retrn quit flip bkwrd frwrd main Position cursor or enter screen value to select A student s legal status affects his/her fees, so it is important to maintain this information correctly. Status information is required in ROSI for all students, even those born Canadian. To view a full description of both the Legal Status Code and the Country of Citizenship Code: Place your cursor anywhere along the line of the record and press [Enter] The Maintain Legal Status Information Screen appears. Page 15 of 67

16 Viewing Admissions and Correspondence Info VIEW: Viewing Admission and Registration Info Maintain Legal Status Information Screen SPP0029 ***** Student Information System ***** SPM0291 Nov 23,16 - MAINTAIN LEGAL STATUS INFORMATION - 11:28 AM Action (A,B,C,D,M,N,P): _ Person Id...: *Legal Status...: 2 Legal Status Effective Date: Surname...: TEST Given Name...: ROSITA Date Entered Canada...: *Country of Citizenship..: Aruba Legal Status Expiry Date: Changed by User Id...: XXXXXXX confm help retrn quit flip pref main Legal Status displayed successfully Press [F1] on the <Legal Status> field The Legal Status Table displays giving a description of all legal statuses. Press [F2] to return to the screen Press [F1] on the <Country of Citizenship> field The Country table displays and gives a description of the Country Code. Other Biographical Information To move onto other biographical information: Press [F2] The Maintain Person Information Screen appears. The Maintain Person Information Screen provides basic personal information on: Date of birth Gender Person s December 1 st occupation Authorization to release the person s marks to his/her high school Authorization to release the person s name for printing in a student directory Date of death Preferred name (for correspondence) Marital status Social Insurance Number (not a required field in ROSI) Bank information indicator when applicable Page 16 of 67

17 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info Maintain Person Information Screen SPP0019 ***** Student Information System ***** SPM01911 Nov 23,16 - MAINTAIN PERSON INFORMATION - 11:30 AM Action (C,D,M): _ Person Id: Surname...: TEST Given Name...: ROSITA Gender...: F Date of Birth...: *Marital Status..: 2 *First Language...: 1 SIN...: Date of Death...: Old SIN...: Archival Session..: Preferred Name..: *December 1 Occupation...: Release Marks to High School(Y/N): N Comment...: December 1 Update Dt..: Directory Release(Y/N): N confm help retrn quit flip pref main Person displayed successfully Contact Information To move onto contact information: Press [F2] The Browse Contact Information Screen appears. This screen displays two types of contact information: Emergency (EMG) contact information Next of Kin (NOK) contact information ROSI does not keep a history of contact information, and therefore, there are no effective dates on the screen. Page 17 of 67

18 Viewing Admissions and Correspondence Info VIEW: Viewing Admission and Registration Info Browse Contact Information Screen SPN006 ***** Student Information System ***** Nov 23,16 - BROWSE CONTACT INFORMATION - 11:31 AM Surname...: TEST Given Name: ROSITA Contact Title Person ID Type Surname Given Name CD Relationship EMG Test Rosi DR Grandparent NOK Test Rosetta DR Grandparent ****** End of Data ****** Person Id: Contact Type: help retrn quit flip bkwrd frwrd main Position cursor or enter screen value to select To view contact information in greater detail: Place your cursor anywhere along the line of one of the contact records and press [Enter] The Maintain Contact Information Screen appears displaying emergency contact information for this student. Maintain Contact Information Screen SPP0060 ***** Student Information System ***** SPM0601 Nov 23,16 - MAINTAIN CONTACT INFORMATION - 11:32 AM Action (A,B,C,D,M,N,P) _ Person Id...: *Contact Type...: EMG Surname...: TEST Given Names...: ROSITA Contact Surname: Cumming Given Name: Sally Contact Auth. Ind.: _ *Title Code: DR *Relationship: G Telephone Number: Work Telephone Number: Work Extension: C/O Attn...: Campus Mail(Y/N): N Street...: 246 BLOOR STREET W City...: TORONTO *Province: ON Postal Code...: M5S1V4 *Country: Canada *County..: International Telephone Number: ON confm help retrn quit flip pref main Record EMG displayed successfully Page 18 of 67

19 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info If the student authorizes the release of academic information to this contact person, Y is displayed in the Contact Auth. Ind. field. Press [F2] The View Admissions Data Screen re-appears. You have finished viewing biographical information for this person. ACORN Changes Students maintain address changes and contact information using the ACORN (Accessible Campus Online Resource Network). Although the functions available on ACORN are not covered in detail in this study guide, you can view the date and time that a student accessed ACORN to change contact information via the Browse SWS Activity Log Screen (2 G). The Activity Log retains information for a period of two years. The date a student successfully made an address change is logged in ROSI on the Browse SWS Person Address History Screen (2 H). Page 19 of 67

20 Viewing Admissions and Correspondence Info VIEW: Viewing Admission and Registration Info VIEWING ADMISSIONS AND CORRESPONDENCE INFORMATION This section allows you to view: Candidacies Documents School history Test results Academic achievement Evaluation ratings Ontario H.S. courses Averages CEGEP courses POSt limits Special select Correspondence history To view admissions and correspondence data from 3 G: Type Y next to <Display Candidacies>, <Documents>, <School History>, <Test Results> and <Academic Achievement>, <Evaluation Ratings>, <Ontario H.S. Courses>, <Averages>, <CEGEP Courses>, <Special Select>, <POSt Limits> and <Correspondence History> Change the Y to N next to <Name History>, <Addresses>, <Legal History>, <Other Personal Info> and <Contact Information> Press [Enter] The Browse Received Document Screen appears. Documents As part of the Admissions process, supporting documentation is required to determine admissibility. ROSI automatically triggers requests for certain documents, depending on the POSt for which the applicant has applied. The Browse Received Document Screen tracks the status of requested and/or received documents on two panels. The receipt of a document does not necessarily mean that the document is acceptable i.e. that it meets Admissions requirements. Page 20 of 67

21 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info Panel 1 of the Browse Received Document Screen PANEL 1 SAP0114 ***** Student Information System ***** SAM11411 Nov 23,16 - BROWSE RECEIVED DOCUMENT - 1 more > Surname...: TEST Given Name: ROSITA Session Doc Off Document Document From Adm Curr Cand Action POSt Cd Code Type Doc Receipt Dt Request Dt Inst. Id Sts CD/Dt AS HBA AGE Y OOA Comment: AS HBA EPT Y OOA Comment: *** End of Data *** Person Id: Session Cd: POSt Cd: Doc Type: Produce Reminder (Y/N): _ Add DEtail DIsplay Modify Purge Select Update (PF5=flip) When the same document is required for admission into different programs, and one division has recorded a date in the Document Receipt Dt field, other divisions can view the date that the document was received and contact the division if necessary. Press [F11] to scroll to the right Panel 2 of the screen appears. Panel 2 of the Browse Received Document Screen PANEL 2 SAP0114 ***** Student Information System ***** SAM11412 < 1 more - BROWSE RECEIVED DOCUMENT - 11:38 AM Surname...: TEST Given Name: ROSITA Session Doc Off Document Action POSt Cd Code Type Doc Receipt Dt AS HBA AGE Y Location: AS HBA EPT Y Location: *** End of Data *** Person Id: Session Cd: POSt Cd: Doc Type: Produce Reminder (Y/N): _ Add DEtail DIsplay Modify Purge Select Update (PF5=flip) Page 21 of 67

22 Viewing Admissions and Correspondence Info VIEW: Viewing Admission and Registration Info Press [F10] This returns you to the first panel. Type DE in <Action> next to the first record and press [Enter] The Candidate Details Screen displays the details of the candidacy and the document as well as the default message text (Document Text field) attached to the Document Type. Candidate Details Screen SWN591 ***** Student Information System ***** SWM5911 Nov 23,16 - CANDIDATE DETAILS - 01:09 PM Person Id: Name: TEST 30635, ROSITA POSt: Honours Bachelor of Arts Session Code: 1998 Fall Document Type: Proof of age Document Text: ==> Official proof of your age. ==> ==> ==> ==> Candidacy Status: Reply of "yes" to clear offer Candidacy Status Date/Time: / Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10-- Help Besides providing details about the required document, this screen is the only way to view the text for the documents required that appears on a letter to the applicant. Press [F2] The Browse Received Document Screen re-appears. Type DI in <Action> next to the first record and press [Enter] The Maintain Received Document Screen appears. Page 22 of 67

23 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info Maintain Received Document Screen SAP0107 ***** Student Information System ***** SAM1071 Nov 23,16 - MAINTAIN RECEIVED DOCUMENT - 01:06 PM Action (A,C,D,M,N,P): _ Person Id: *Session Cd: 19989_ *POSt Cd: AS HBA *Doc Type: AGE Document Seq: 1 POSt Description: Honours Bachelor of Arts Surname...: TEST Applicant Type: UON Given Name: ROSITA Document Received Today..(Y/N): _ OR Document Received Date.: Document Requested Today.(Y/N): _ OR Document Requested Date: *From Institution Id...: Inst Name: Period From Date...: Period To Date...: Official Doc (Y/N)...: Y *Fee Type...: Recomm Issued Date...: Recomm Confid...(Y/N): Y Document Required (Y/N).: N Update Other Candidacy..(Y/N): Y Comment: Messages (Y/N): N Perform Maintain Received Document Messages (Y/N): N Storage Location: Perform Maintain Applicant Test (Y/N): N confm help retrn quit flip pref main Recvd Document displayed successfully This screen is used to update a received document record with information, such as when the document was received, where it is kept, and details such as date of a transcript or recommendation. Non-standard documents may also be recorded as required documents. Examples of non-standard documents would be extra admission requirements that a division may want to track for an individual applicant or group of applicants. A description of the fields on this screen is given in Table 2 below. Table 2: Description of Fields on the Maintain Received Document Screen Field Name Action Person ID Session Cd POSt Cd Description A = adds a new document C= clears all fields on screen D = displays a document M = modifies an existing document N = displays next document P = purges a document Person identifier that uniquely identifies each person known to ROSI The session to which the person is applying. You may select from a table of values by pressing [F1] Format = yyyym The code for the Program of Study to which the person is applying. You may select from a table of values by pressing [F1] Page 23 of 67

24 Viewing Admissions and Correspondence Info VIEW: Viewing Admission and Registration Info Field Name Doc Type Document Seq Document Received Today (Y/N) or Document Received Date Document Requested Today (Y/N) or Document Requested Date From Institution ID Inst. Name Period From Date and Period To Date Official Doc (Y/N) Fee Type Recomm Issued Date Recomm Confid (Y/N) Document Required (Y/N) Update Other Candidacy (Y/N) Description Code representing the type of document which Admissions requires from an applicant. You may select from a table of values by pressing [F1] The sequence number for the document when more than one copy of the same document needs to be recorded, e.g., an interim transcript may be submitted first and a final transcript submitted at a later date. Default = 1 Y=Document has been received today; or you may enter a different date in format = yyyy-mm-dd Y=Document has been requested today; or you may enter a different date in format = yyyy-mm-dd Default for Document Requested Date is the date the document was added into ROSI. Normally used when the Document is a transcript (code T**); the code to identify the institution that issued the document. You may select from a table of codes by pressing [F1] Description of the Institution ID recorded in the From Institution ID field. Normally used when the Document is either a transcript (codes T**) or a letter of reference (codes L**); these dates identify the period for which the document is valid for Admissions purposes. Format = yyyy-mm-dd Identifies whether the document is recognized as an official document Used only when the document is a fee (code $**), it identifies the kind of administrative fee required, i.e., supplemental exam fee, microfilming fee, leave of absence fee. You may select from a table of codes by pressing [F1] Identifies the date that appears on the Letter of Recommendation (codes L**) Identifies whether the Letter of Recommendation (codes L**) is to be treated as confidential. Identifies whether the document is required in order to process the candidacy. Y indicates a required document Default = N Y indicates that this document can apply to other candidacies in ROSI for the same session. If this value is Y when the document is updated as received, the same document type in all other candidacies for the same person and session (not POSt) are also updated provided that the level of instruction, document sequence and update other candidacy indicator are also the same. Comment Messages (Y/N) Text entered on this line is for internal use only and will not appear on official documents or forms. If standard coded messages that will be printed on official documentation to the applicant, e.g., letters, are assigned to the Page 24 of 67

25 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info Field Name Perform Maintain Received Document Messages (Y/N) Storage Location Perform Maintain Applicant Test (Y/N) Description candidacy, a Y will appear in this field. Coded messages may be added to a record at any time there is a change to the Candidacy information. Used for non-standard messages to replace default text attached to each document type. This text may appear on correspondence to the applicant. Y triggers display of the Maintain Received Document Message Screen. This field is not used. Y indicates that the document is a test result and triggers display of the Browse Applicant Test Screen to allow maintenance of a test score. Press [F2] The Browse Received Document Screen appears. School History To move onto school history information: Press [F2] The Browse School Hist/Academic Achievement Screen appears. This two-paneled screen records every occurrence of an applicant s attendance at educational institutions other than the University of Toronto. Browse School Hist/Academic Achievement Screen SAN046 ***** Student Information System ***** Nov 23,16 - BROWSE SCHOOL HIST/ACADEMIC ACHIEVEMENT - 1 more > Surname...: TEST Applicant Type...: UON Given Name: ROSITA Applicant Session: From To Att Admiss Year Year Class Inst ID Institution Name FT F07919 Advanced Sch of Pedagogy (Univ of Ho Chi FT Ajax H S Sir Sandford Fleming S S *** End of Data *** Person Id: School History From Year: help retrn quit flip bkwrd frwrd left right main Position cursor or enter screen value to select For each educational institution, the following may be recorded: Page 25 of 67

26 Viewing Admissions and Correspondence Info VIEW: Viewing Admission and Registration Info Institution Id (Admiss Inst ID) School History from year (From Year) School History to year (To Year) Attendance classification (Att Class) Comments Number of years in an Ontario high school (for Ontario High School Record) The majority of the applicants other educational institutions data in ROSI is electronically uploaded from either the Ontario Universities Application Centre (OUAC) or the School of Graduate Studies On-Line Application database. Place your cursor anywhere along the line of the first record and press [Enter] The Maintain School History Screen appears. Maintain School History Screen SAP0046 ***** Student Information System ***** SAM0461 Nov 23,16 - MAINTAIN SCHOOL HISTORY - 01:15 PM Action (A,B,C,D,M,N,P): _ Person Id...: *Admission Institution Id: F07919 School Hist from Year: School Hist to Year...: Surname...: TEST Applicant Type...: UON Given Name: ROSITA Applicant Session: Institution Name: Advanced Sch of Pedagogy (Univ of Ho Chi *Attendance Classification: FT *Year Level...: 14 *Program of Study...: School Student Id: Inst. Conv. Sts: _ Course Length: Course Value: Sch. GPA.: Exception Ind.: _ Transc. Req. Ind: _ Cum. Avg.: School GPA %cent: Schl Hist Com1: This candidate is scholarship material. Schl Hist Com2: Schl Hist Com3: Maintain (Y/N): Academic Achievement: _ Ontario High School Courses: _ CEGEP Courses...: _ confm help retrn quit flip pref main School Hist displayed successfully The screen shows school history dates, the name of the institution, comments, and any other field data available from either the OUAC or the SGS On-Line Application database uploads. Page 26 of 67

27 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info Table 3 provides a description of the fields on this screen. Table 3: Description of Fields on the Maintain School History Screen Field Admission Institution Id School Hist from Year School Hist to Year Attendance Classification Year Level Program of Study School Student Id Inst. Conv. Sts Course Length Course Value Description Identifies the code of the institution that was most recently attended by the applicant. If U of T is the applicant s most recently attended institution, the field can be left blank. Format YYYYMM Indicates whether the applicant attended the institution full-time or part-time. Grade or level the person is attending or has completed at the institution Program of Study studied at the institution The applicant s Student Id of the previous institution attended. It may contain letters and numbers. Indicates, for OLSAS/ORPAS applications to Law and Rehabilitation Programs, if the official/unofficial transcript has been received and whether course grades are converted. Possible values are: (blank) not received C received, converted F further transcripts to follow or current year transcript required I irregular, received conversion not required N received, not converted R something received U unofficial X undergraduate transcript for Fall session received (current year); final graduate transcript received Total course weights used in the calculation of the GPA (for OLSAS/ORPAS applications) Total weighted course grades used in the calculation of the GPA (for OLSAS/ORPAS applications) Page 27 of 67

28 Viewing Admissions and Correspondence Info VIEW: Viewing Admission and Registration Info Field School GPA Exception Ind. Transc. Req. Ind Cum. Avg. School GPA %cent Schl Hist Com1/Com2/Com3 Description Applicant s final GPA from the previous institution attended Y = Exceptions noted, although course conversion completed and is included in cumulative calculations. Blank = No exceptions noted Transcript Requested Indicator can be used by the division to monitor whether or not a transcript has been requested Percentage-based average that is calculated by averaging the applicant s annual final percentage grades Applicant s overall GPA as a percentage value Lines used to enter comments regarding the applicant s school history You can move directly to screens Maintain Academic Achievement, Ontario High School Courses or CEGEP Courses if you enter Y in one or more of these fields at the bottom of the Maintain School History Screen. As these screens will be discussed in detail later in this study guide, continue by moving onto test results information. Test Results To move onto test results: Press [F2] The Browse Applicant Test Screen appears. The Person Id does not carry over on this screen. Re-enter the person id in <Person Id> field and press [Enter] to view information for this applicant The Browse Applicant Test Screen shows test scores for applicants who need to complete a standardized test, like the GMAT for the MBA Program, LSAT for the Faculty of Law or AMU for the Faculty of Music, etc. TOEFL scores are loaded into ROSI in regular batch processes. Page 28 of 67

29 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info If tests are not required, the screen will be empty. Browse Applicant Test Screen SAN047 ***** Student Information System ***** Nov 23,16 - BROWSE APPLICANT TEST - 3:14 PM Surname: TEST Applicant Type: UON Given Name: ROSITA Applicant Session: Test Test Test CD Test Date Score Exemption GMAT Y *** End of Data *** Person Id: Test Code: Applicant Test Date: help retrn quit flip bkwrd frwrd main Position cursor or enter screen value to select Again, to view more details of a particular test: Place your cursor anywhere along the line of the record and press [Enter] The Maintain Applicant Test Screen appears. Maintain Applicant Test Screen SAP0047 ***** Student Information System ***** SAM0471 Nov 23,16 - MAINTAIN APPLICANT TEST - 03:15 PM Action (A,B,C,D,M,N,P): _ Person Id: *Test Code: GMAT Applicant Test Date: Surname...: TEST Applicant Type...: UON Given Names.: ROSITA Applicant Session: Applicant Test Score...: 780 Percentile Rank...: Irregularity CD...: _ Test Exemption (Y/N)...: Y Perform Maintain Received Document (Y/N): N confm help retrn quit flip pref main Test Result displayed successfully Press [F1] on a specific field to get a description of that field Page 29 of 67

30 Viewing Admissions and Correspondence Info VIEW: Viewing Admission and Registration Info Academic Achievement To move onto academic achievement information: Press [F2] from the Maintain Applicant Test screen The Browse Academic Achievement Screen appears. This screen records the applicant s past academic achievements on two panels. For each educational institution and degree/diploma, it shows the type of program, the credits (Achieve Credits) and average earned (Achieve Average), graduation date and years in the program (Achievement Number of Years). Browse Academic Achievement Screen SAN117 ***** Student Information System ***** Nov 23,16 - BROWSE ACADEMIC ACHIEVEMENT - 1 more > Surname...: TEST Applicant Type...: UON Given Name: ROSITA Applicant Session: Admis. Degree Inst. Diploma Achieve Achieve ID Institution Name CD Average Credits Ajax H S DSEC *** End of Data *** Person Id: Institution Id: Achieve Type: help retrn quit flip bkwrd frwrd left right main Position cursor or enter screen value to select Press [F11] Panel 2 of the screen appears. Press [F10] to return to Panel 1 Page 30 of 67

31 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info Again, to get a full description of the codes: Place your cursor anywhere along the line of the record and press [Enter] The Maintain Academic Achievement Screen appears. Maintain Academic Achievement Screen SAP0117 ***** Student Information System ***** SAM1171 Nov 23,16 - MAINTAIN ACADEMIC ACHIEVEMENT - 03:17 PM Action (A,B,C,D,M,N,P): _ Person Id...: *Admission Institution Id: *Achieve Type..: SEC *Degree Diploma Cd...: DSEC_ Institution Name: Ajax H S Surname...: TEST Applicant Type...: UON Given Name: ROSITA Applicant Session: Achieve Average...: Achieve Graduation Date...: Achieve Verified Indicator: N Degree Expected/Granted...: _ *Type Of Program...: Achieve Credit...: Years in Degree Type...: confm help retrn quit flip pref main Academic Achiev displayed successfully An explanation of the fields on this screen is given below in Table 4. Table 4: Description of Fields on the Maintain Academic Achievement Screen Fields Admission Institution Id Achieve Type Degree Diploma Cd Achieve Average Description Press [F1]. You can search by key word. For example, if the degree was taken at University of Alberta in Saskatoon, type Alberta in the Institution Name field and it brings up a list of all institutions with the word Alberta in the title. Specifies the level of the schooling accomplished. Identifies the particular degree or diploma the applicant has obtained. You can speed up your search by entering B (Bachelor s), M (Master s), D (Diploma) etc., on the bottom line of the help table. This is a numeric field. The average may be expressed as a percentage, i.e., Page 31 of 67

32 Viewing Admissions and Correspondence Info VIEW: Viewing Admission and Registration Info Fields Type of Program Achieve Graduation Date Achieve Credit Achieve Verified Indicator Years in Degree Type Degree Expected/Granted Description Identifies the type of program of study, generally in terms of what it leads to (e.g., Baccalaureate, Masters, Ph.D., and Certificate). The date the applicant graduated. Number of credits achieved during the degree. Defaults to N for no. Y (yes) indicates that the official documentation has been received and the degree/diploma has been conferred. The number of years the applicant spent pursuing this particular degree According to whether a degree has already been conferred or will be conferred in the future: E means expected, and G means granted. Otherwise, the field is left blank. Evaluation Ratings To move onto evaluation ratings from the Maintain Academic Achievement Screen: Press [F2] The Browse Evaluation Rating Screen appears. In addition to standardized tests, applicants to certain faculties and divisions may be required to complete a non-academic test. Some examples are a portfolio for the School of Architecture, an audition for a spot in the Faculty of Music, a research plan, or a personal statement. A grade/mark/value is given for these activities or ratings, and recorded on the Browse/Maintain Evaluation Rating Screen. Another use for this screen is the assignment of bonus points or ratings to applicants files. ROSI can store up to ten different Evaluation Types with their corresponding values on the screen. Page 32 of 67

33 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info Panel 1 of the Browse Evaluation Rating Screen PANEL 1 SAN113 ***** Student Information System ***** Nov 23,16 - BROWSE EVALUATION RATING - 1 more > Surname: TEST Applicant Type: UON Given Name: ROSITA Applicant Session: Session Eval Eval Eval Eval Eval Eval Eval Eval Eval Eval POSt CD CD Typ1 Val1 Typ2 Val2 Typ3 Val3 Typ4 Val4 Typ5 Val AA PHD PS 100 EA 78 IN 98 L1 A IN BAD AS HBA PS 100 EA 78 IN 98 L1 A IN BAD *** End of Data *** Person Id: POSt Cd: Session Cd: help retrn quit flip bkwrd frwrd left right main Position cursor or enter screen value to select Press [F11] Panel 2 appears. Panel 2 of the Browse Evaluation Rating Screen PANEL 2 SAN113 ***** Student Information System ***** < 1 more - BROWSE EVALUATION RATING - 3:19 PM Surname: TEST Applicant Type: UON Given Name: ROSITA Applicant Session: Session Eval Eval Eval Eval Eval Eval Eval Eval Eval Eval POSt CD CD Typ6 Val6 Typ7 Val7 Typ8 Val8 Typ9 Val9 Typ10 Val AA PHD AS HBA *** End of Data *** Person Id: POSt Cd: Session Cd: help retrn quit flip bkwrd frwrd left right main Position cursor or enter screen value to select Place your cursor on the first record and press [Enter] The Maintain Evaluation Rating Screen appears. Page 33 of 67

34 Viewing Admissions and Correspondence Info VIEW: Viewing Admission and Registration Info Maintain Evaluation Rating Screen SAP0113 ***** Student Information System ***** SAM1131 Nov 23,16 - MAINTAIN EVALUATION RATING - 03:19 PM Action (A,B,C,D,M,N,P): _ Person ID: *POSt Cd: AA PHD *Session Cd: 19989_ POSt Description: PHD - Anatomy & Cell Biology Surname...: TEST Applicant Type: UON Given Name: ROSITA *Evaluation Type1: PS Evaluation Value1: 100 *Evaluation Type2: EA Evaluation Value2: 78 *Evaluation Type3: IN Evaluation Value3: 98 *Evaluation Type4: L1 Evaluation Value4: A *Evaluation Type5: IN Evaluation Value5: BAD *Evaluation Type6: Evaluation Value6: *Evaluation Type7: Evaluation Value7: *Evaluation Type8: Evaluation Value8: *Evaluation Type9: Evaluation Value9: *Evaluation Type10: Evaluation Value10: confm help retrn quit flip pref main Eval. Rating displayed successfully Press [F1] on the <Evaluation Type> field The Evaluation Type table indicates the different kinds of evaluation ratings related to an Admissions candidacy. The Evaluation Values are ratings from a scale specific to each division. Ontario High School Courses To move onto Ontario high school courses from the Maintain Evaluation Rating Screen: Press [F2] The Browse Ontario High School Courses Screen appears. This screen records the applicant s Ontario high school courses, grades and information. Normally, only applicant course information for presently registered high school students in Ontario and for some B.C. students is batch-loaded by the Ontario Universities Application Centre (OUAC). Page 34 of 67

35 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info Browse Ontario High School Courses Screen SAP0115 ***** Student Information System ***** SAM1151 Nov 23,16 - BROWSE ONTARIO HIGH SCHOOL COURSES - 3:20 PM Surname...: TEST Applicant Type...: UON Given Name: ROSITA Applicant Session: Course Compl. Course High School Course Interim Final OAC Act Date Code Description Mark Credit Mark Credit Ind _ AAD0A Dramatic Arts 80.0 Y *** End of Data *** Person Id: OAC Indicator: Y Course Cd: Add Display Modify Purge PF9=Print Type D in the <Act> field and press [Enter] The Maintain Ontario High School Courses Screen appears. Maintain Ontario High School Courses Screen SAP0116 ***** Student Information System ***** SAM1161 Nov 23,16 - MAINTAIN ONTARIO HIGH SCHOOL COURSES - 03:21 PM Action (A,B,C,D,M,N,P): _ Person Id...: Course Completion Date: *Course Code: AAD0A_ Dramatic Arts Surname...: TEST Applicant Type...: UON Given Name: ROSITA Applicant Session: Course Type...: _ Course Delivery: _ Interim Grade.: 80.0 Mark Source...: _ Interim Com...: Course Status..: _ Interim Credit: Course Note...: Final Grade...: Final Com...: OAC Indicator...(Y/N): Y Final Credit..: *Admission Institution Id: confm help retrn quit flip pref main H S Courses AAD0A displayed successfully Definitions of the various fields on this screen are given in Table 5. Page 35 of 67

36 Viewing Admissions and Correspondence Info VIEW: Viewing Admission and Registration Info Table 5: Description of Fields on the Maintain Ontario High School Courses Screen Field Course Completion Date Course Code Interim Grade Interim Comment Interim Credit Final Grade Final Comment OAC Indicator Final Credit Admission Institution ID Description Identifies the school year in which the applicant completed his/her High School or CEGEP courses. Identifies the high school course Applicant s interim mark for a course taken at an Ontario High School Comments applying to the applicant s interim mark received for an Ontario High School course (at the time when the interim marks are received). Identifies the number of credits that an applicant received for an Ontario High School course (at the time when the interim marks are received). The applicant s final mark for a course taken at an Ontario High School. Comments applying to the applicant s final mark received for an Ontario High School course. Indicates whether a secondary school course is at the OAC level. Identifies the number of credits that an applicant received for an Ontario High School course. This is located on the Maintenance screen. The Admission Institution ID is the only required field on the Maintain Ontario High School Courses Screen Press [F2] The Browse Ontario High School Courses Screen re-appears. Page 36 of 67

37 VIEW: Viewing Admission and Registration Info Viewing Admissions and Correspondence Info Averages To move onto averages from the Browse Ontario High School Courses Screen: Press [F2] The Browse Academic Averages Screen appears. One or more admission averages, based on division-specific criteria, can be viewed on this screen. An average can be the straight average of a series of grades, for example, the average of all OAC (Ontario Academic Course) marks, or an average of only those courses that are required for admission to a particular program. Browse Academic Averages Screen SAN054 ***** Student Information System ***** Nov 23,16 - BROWSE ACADEMIC AVERAGES - 1 more > Surname...: TEST Given Names: ROSITA Academic Inter Academic Year Ave. Session Average Final Average Base Sample of Result POSt CD CD Type (I/F) Value Scale Size Study Reason AS HBA ADM F 80 *** End of Data *** Person Id: POSt CD: Session CD: help retrn quit flip bkwrd frwrd left right main Position cursor or enter screen value to select Again, you can select a record to add a new average type or to maintain existing average types on the Maintain Averages Screen. Place your cursor on the record and press [Enter] The Maintain Averages Screen appears. Page 37 of 67