Title Banner Graduate Admission Procedure Version Version.0 Date August 6, 03 Created by Nancy Miller, Graduate Education Coordinator, College of Education, Health, and Human Services Edited by Julie Kennedy, ERP Implementation, Division of Information Services Copyright Kent State University and Sungard Higher Education, 007 Process Owner Director of Admissions Department Office of Admissions Get help with this process Name, phone Get help with Contact the Help Desk, 67-HELP (67-4357) Banner Access Processes GOAMTCH Common Matching Entry SPAIDEN Person Identification SAAADMS Admissions Application SOAPCOL Prior College information SAADCRV Admissions Decision
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. of 4. Person Identification (SPAIDEN) Form Access Banner INB by logging in to Flashline. Click the My Items tab. Click the Banner INB link. Banner will display in a separate window. Type SPAIDEN in the field Press the Tab key or the Enter key. The form seen above will display. 3 Click the Generate ID icon The GOAMTCH form will open so that you can search to see if the applicant already has a Banner record.
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. 3 of 4. Common Matching Entry (GOAMTCH) Form Note An individual may have only one personal record in Banner. That record may have been created from the person being an undergraduate student, an employee, or a previous applicant to graduate school. Use GOAMTCH to check whether a record already exists for the applicant. Data fields in the GOAMTCH form are case sensitive. Fill in as many fields as possible using information from the student s application. Use the default types for the fields described below: The Address Type default is PR, for Permanent: The Telephone Type default is PR: Email type default is P unless the student indicates otherwise in the application: Click the Duplicate Check button:
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. 4 of 4. Common Matching Entry (GOAMTCH) Form, continued If Banner does not find a matching record: 3 If you get a message box that states No matches found, create as new? Click YES. A dialog box will appear displaying the Banner ID assigned to this person. 4 Write the ID# on the application form and click OK to return to SPAIDEN. 5 Go to page 6. If Banner presents a potential record match: Special procedure for KSU employees 3 4 5 Match information is presented in the lower half of the form. If enough information has been entered and matches, you may get a single Match result. If you get a single match, click. A menu box will appear. Go to step 3 below. If Banner reports a potential match or matches, (see above) check the addresses, telephone numbers, birthdates, etc. to determine which record matches. Click in the row for any record that appears to match and the row will highlight. Click. A menu box will appear. Check to see if the individual is an employee or previous employee of Kent: Click the link for System ID. The System ID information form will open. Scan the second column of checkboxes to see if Employee is checked. If Employee is checked, click which will open SPAIDEN. In the SPAIDEN record, click the Alternate ID tab and click the icon for Insert Record or click <F6>. Enter the applicant s current name and select APPL as the name type. Continue with SPAIDEN data entry on the next page. If none of the records are a true match, click the Rollback icon. Search the applicant s previous name/names if provided in the application. If you still do not find a match after searching previous names, click. A dialog box will appear displaying the Banner ID assigned to this person. Write the ID# on the application form. Click OK. The GOAMTCH form will close, returning you to SPAIDEN.
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. 5 of 4 3. SPAIDEN Biographical Tab In SPAIDEN, click the Next Block icon: (or click <ctrl><f4>). The information from the applicant s existing Banner record, or the information you entered in GOAMTCH will populate the appropriate fields in SPAIDEN. Double-check the address, telephone and email information by clicking and viewing these tabs. 3 Click the Biographical tab. 4 Enter the Ethnicity code if this field is not already populated: A Asian or Pacific Islander B African American H Hispanic N Native American/Alaskan Native O Other W Caucasian X Not Reported 5 Enter the New Ethnicity code: If a student reports mixed ethnicity which includes Hispanic or Latino, select Hispanic or Latino. Otherwise select Not Hispanic or Latino. 6 Type F0 or click the Save icon: 7 Type Ctrl-F or click the Exit icon:
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. 6 of 4 4. The Admissions Application (SAAADMS) Form Type SAAADMS in the Go To field: Press Ctrl-F4, or click the Next Block icon, to bring the applicant informtion into SAAADMS. 3 4 5 6 Click the Entry Term menu arrow 0 Spring 60 Summer 80 Fall Admission type is always GK: Click the Student Type menu arrow and select a type code: D Doctoral E Educational Specialist G Guest L Professional M Master N Non Degree C Certificates U Transient Master s Level V Graduate Reapplication Click Residence and choose in or out of state: to choose the term:
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. 7 of 4 5. SAAADMS Form, Curriculum Tab 3 Click the Curricula tab, then press Ctrl-F4 or click the Next Block icon: additional form tabs will appear, Curriculum and Field of Study, as above. Type a program code into the Program field, and press the Tab key. All the necessary fields on the Curriculum tab will fill in.. Two Or you may click the Program menu button to select a Program code. The Option List appears. Always select Base Curriculum Rules by Program. A list of programs appear. Click a program code and click OK. Every necessary field on the Curriculum tab will automatically populate. EH-AUD (Audiology) EH-EDS (Educ. Specialist) EH-MA (Masters) EH-MAT (Master of Arts in Teaching) EH-MED (Master of Education) EH-MPH (Master of Public Health) EH-MS (Master of Science) EH-NDGD-GST (Guest) EH-NDGD-NONE (Non-Degree) EH-NDGD-TRSN (Transient) H-PHD (Doctoral) EH-CER6-C603 (Gerontology EH-CER6-C605 (Behavioral Intervention Spec) EH-CER6-C606 (Athletic Coaching) EH-CER6-C607 (International Higher Educ) EH-CER6-C608 (College Teaching) EH-CER6-C60 (Pervasive Dev. Spec. Disorders) EH-CER8-C809 (Pervasive Dev. Spec. Disorders) EH-CER8-C8 (International Higher Education) EH-CER8-C83 (College Teaching) EH-CER8-C87 (Gerontology) EH-CER8-C88 (Behaviorial Intervention Spec) EH-CER8-C89 (Athletic Coaching)
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. 8 of 4 6. SAAADMS Form, Field of Study Tab Press Ctrl-F4 or click the Next Block icon: to move to the Field of Study tab, seen above. To identify the applicant s major, click on the Field of Study menu. A dialog box will open. Click Attached Major/Departments. From the menu that appears, double-click the desired major. Note If the major does not have a Concentration, (submajor) skip the steps below. Save the record and proceed to the next page. If the major has a Concentration (sub major), click the mouse in any field in the second 3 group of fields under Field of Study (the second group is marked with a dotted line above) and press the Enter key on your keyboard. All the fields in this group should highlight. 4 Click the menu button next to the Type field: 5 Select Concentration and click OK. 6 Click the menu button next to Field of Study. Click on Attached Concentrations Only in the menu listing, then click on the concentration name desired. 7 Click the Save icon (or press <F0>) and click OK in the dialog box that appears.
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. 9 of 4 7. SAAADMS Communication Plan subform When you select a Field of Study and Concentration, the Communication Plan subform appears. Make sure that the Graduate Application Plan row has a checkmark th Active Plan (8 column from left). You may need to inactivate other communication plans that appear. under Click the Save icon (or press <F0>) then click the button at lower right.
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. 0 of 4 8. SAAADMS Checklist Click the Checklist tab: to view the form above. When you receive a checklisted item, type the date of receipt in the Received Date column. Enter the date by clicking the calendar icon and selecting the date. For Today s Date type T in the received date field and click the enter key on your keyboard. 3 For college transcript checklist items, you will enter the college attended on the SOAPCOL form, described on the next page. Enter the transcript received date in the CLT group of data fields. 4 A second transcript is not required. Locate the CLT group of data fields. Look across the row of fields to the Date field, or rightmost column. Under the Date field is the Status field. Click the Status field menu button and select Item Not Required Educ. Health and Human Svcs. If you have letters of reference to record, locate the REF, REF, and REF3 5 groups of fields. Type in the name of the applicant s reference in the large field found under the Item Description column (marked above with a star) and enter the date received as above. 6 Click the Save icon and click the Exit icon.
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. of 4 9. Prior College SOAPCOL Form and SOISBGI Query Form Open the Prior College form by typing SOAPCOL in the from the Banner Main Menu screen. field, Click the Next Block icon. 3 Click the Prior College field menu button to open the Source/Background Institution Query form SOISBGI. This form allows you to search for college names. Under the Type column, type C in the first row. This screen is case-sensitive. Tab to the Name field and type %college name%, as seen above. The percent signs are wildcard characters. 3 Click the execute query icon. A list of matching college names will appear. 4 Double-click on the C or Type field of the college name you are seeking. 5 The query form will close, returning you to the SOAPCOL form.
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. of 4 0. Enter Prior College Information in SOAPCOL The college information appears in SOAPCOL. Press the Save icon or F0. If you do not have transcript information at this time, Save or F0 and Exit. If you have received the transcript, enter a date in Click the Save icon or F0. Complete the next step when you have the final transcript. 3 To enter the degree information, click the Degree field menu button and select a code. If you are entering a degree from a KSU transcript, use the degree code on the transcript. Otherwise select from these code options: NB Non-KSU Baccalaureate Degree NS Non-KSU Specialist Degree NC Non-KSU Associate Degree NT Non-KSU Masters Degree ND Non-KSU Doctoral Degree NONE No Degree Granted/Designated NP Non-KSU Professional Degree 4 Complete the Degree Date, Attended From and Attended To fields. Note See the next page for instructions on entering additional colleges, degrees, and test scores. 5 When all colleges, degrees, and test scores have been added, click the Save icon. Click the Exit icon.
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. 3 of 4. Enter Additional Colleges and Degrees and Test Scores Enter Additional College Information Move the cursor to the Prior College block by using Next Block or Previous Block. Click the Insert Record icon (or select Insert from the Record menu). 3 Enter the information in the new Prior College field group that appears (see p. ). 4 Click the Save icon. Click the Exit icon. Note Add additional schools to the SAAADMS checklist by typing the college transcript code into the admission request column on the left. Enter Additional Degree Information Move the cursor to the Degree Details block by using Next Block Block. Click the Insert Record icon (or select Insert from the Record menu). 3 Enter the information in the new Degree Details field group that appears. 4 Click the Save icon. Click the Exit icon. Enter Test Scores or Previous Not all majors and degrees require test scores. If you need to enter test scores, use form SOATEST. If the SOAPCOL form is already open, go to SOATEST by clicking F5 on the keyboard. The Go To... field will appear at upper left on the screen. Type SOATEST and press Tab or Enter to open this form. Click the Next Block icon. 3 Click the Test Code menu button to see the list of test codes. 4 Double-click on the a test name to select it. This will move the cursor to the Test Score field. 5 Enter the Test Score and the Test Date in these fields. 6 Tab to the Source field and type OFFS for Official Score Entered Manually. 7 Click the Save icon. Click the Exit icon. Note GRE Codes: GRO Verbal (00-800) GRO Quantitative (00-800) GRO3 Analytical (00-800) GRO5 Analytical Writing (.0-6.0)
EHHS Banner Graduate Admission Procedure v..0 rev. 8/6/03 p. 4 of 4. Enter an Admissions Decision in SAADCRV From the Banner Main Menu, type SAADCRV in. Click the Next Block icon. 3 Click in the first field under Decision Code, in the lower half of the form, and enter a code: AG Unconditional Admit Graduate WA Withdrew Application AI Conditional Admit Graduate GI Grad Application Inactivated RE Denied Admission 4 Click the Save icon. 5 Click OK in the dialogue box which appears. 6 The Communication Plan will appear. Click the Save icon. Click the Exit icon.