CS-AD Reference Guide

CUNYfirst Admissions
Reference Guide
Campus Solutions
Reference Guide
Last Updated: 6/18/2013
Reference Guide
Table of Contents
How to use this Reference Guide ........................................................................... 6
Introduction to CUNYfirst Student Admissions Module ....................................... 7
Module Objectives ............................................................................................................ 7
Unit I: Foundations of Student Admissions .......................................................... 8

Unit Introduction ................................................................................................................ 8
Unit Objectives .................................................................................................................. 8
Chapter 1: Modules of Campus Solutions ............................................................. 9

Chapter Objectives ........................................................................................................... 9
Topic 1 - Modules of Campus Solutions ...........................................................................10
Topic 2 - A Students Record in Campus Solutions: .......................................................12
Chapter 2: Understanding Academic Structure .................................................. 13

Chapter Objectives ..........................................................................................................13
Topic 1 - Academic Structure: ..........................................................................................14
Topic 2 - Academic Structure & a Student Record ...........................................................16
Chapter 3: Overview of Student Admissions ...................................................... 20

Topic 1 - Overview of Student Admissions .......................................................................21
Unit II: CUNYfirst Student Admissions ................................................................ 22

Unit Objectives: ................................................................................................................22
Chapter 1 - Review CAS & ASTA Application Results ........................................ 23

Topic 1:
Review CAS Application Summary ................................................................24
Topic 2:
Review ASTA Application Summary ..............................................................28
Chapter 2 Search/Match in CUNYfirst ............................................................... 32

Topic 1:
Conduct Search/Match ...................................................................................32
Chapter 3 Add New Application......................................................................... 41

Topic 1:
Add New Application ......................................................................................42
Topic 2:
Add New Application Second BA ................................................................59
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Chapter 4 Maintain Applications ....................................................................... 60

Topic 1:
Update Bio/Demo Information - General ........................................................60
Topic 2:
Update Bio/Demo Information Names .........................................................63
Topic 3:
Update Bio/Demo Information Addresses ...................................................70
Topic 4:
Update Program/Plan.....................................................................................79
Topic 5:
Update External Education.............................................................................80
Chapter 5 Update Applicant Program/Action Status ....................................... 91

Topic 1:
Accepts Admission .........................................................................................92
Topic 2:
Defers Admission ...........................................................................................93
Topic 3:
Declines Admission ........................................................................................94
Topic 5:
Matriculate an Applicant - Single ....................................................................95
Topic 6:
Matriculate an Applicant - Batch .....................................................................96
Chapter 6 View Additional Applicant Data ........................................................ 99

Topic 1:
View Application Summary Page ...................................................................99
Topic 2:
View Applicant Progression..........................................................................101
Topic 4:
View Academic Test Summary.....................................................................105
Topic 5:
View Test Results ........................................................................................106
Topic 6:
View Unofficial Transcripts ...........................................................................109
Chapter 7 Non-Degree Students ...................................................................... 113

Chapter Objectives ........................................................................................................113
Topic 1:
Non-Degree Students without EMPL - Quick Admit......................................114
Topic 2:
Non-Degree Students with EMPL Program/Plan Stack .............................124
Chapter 8 Readmit, Reactivate, Reallocate .................................................... 127

Topic 1:
Readmitting Students (General Steps) .........................................................127
Topic 2:
Reactivate Students .....................................................................................130
Topic 3:
Reallocation .................................................................................................131
Unit II: CUNYfirst Campus Community for Admissions ................................... 133

Unit Introduction .............................................................................................................133
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Unit Objectives ...............................................................................................................133
Chapter 1 Student Services Center ~ Overview ............................................. 134

Topic 1:
Student Services Center: Student Center Tab..............................................135
Topic 2:
Student Services Center: General Info Tab ..................................................140
Topic 3:
Student Services Center: Academics Tab ....................................................144
Topic 4:
Student Services Center: Admissions Tab ...................................................147
Topic 5:
Student Services Center: Transfer Credit Tab ..............................................150
Topic 6:
Student Services Center: Finances Tab .......................................................153
Chapter 2 Add & Update Student Data ............................................................ 154

Topic 1:
Add a Person ...............................................................................................155
Topic 2:
Update Bio/Demo Information Names .......................................................161
Topic 3:
Update Bio/Demo Information Addresses .................................................169
Topic 4:
Enter Ethnicity Data for a Student ................................................................178
Topic 5:
Enter Languages Information for a Student ..................................................179
Topic 6:
Enter Decedent Information .........................................................................181
Topic 7:
Enter Emergency Contacts Information for a Student ...................................182
Topic 8:
Enter External System ID Information for a Student .....................................186
Chapter 3 Residency & Citizenship ................................................................ 187

Topic 1:
Entering Residency Information ...................................................................188
Topic 2:
Entering Citizenship Information..................................................................194
Topic 3:
Entering Visa/Permit Information ..................................................................196
Chapter 4 Managing Service Indicators .......................................................... 199

Topic 1:
Manually Assign a Service Indicator .............................................................200
Topic 2:
Manually Release a Service Indicator ..........................................................205
Topic 3:
Edit a Service Indicator ................................................................................206
Topic 4:
View Service Indicator Audits .......................................................................207
Topic 5:
Assign Service Indicators in Batch ...............................................................210
Chapter 5 Student Groups ............................................................................... 212

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Topic 1:
Add Student to Student Group .....................................................................213
Topic 2:
Inactivate a Student in a Student Group .......................................................216
Topic 3:
View Students in Student Group ..................................................................219
Topic 4:
Create a New Student Group .......................................................................221
Chapter 6 Managing FERPA............................................................................. 223

Topic 1:
Use FERPA Quick Entry ..............................................................................224
Topic 2:
View FERPA Display....................................................................................229
Chapter 7 Additional Campus Community Student Services ....................... 231

Topic 1:
Health Services ~ Overview .........................................................................232
Topic 2:
View/Update Immunization Records ............................................................235
Topic 3:
Disability Services ~ Overview .....................................................................237
Topic 4:
Enter/Update Disability Data ........................................................................238
Topic 5:
Veterans Affairs ~ Overview .........................................................................245
Topic 6:
Update Military Status Information ...............................................................248
Chapter 8 Three Cs .......................................................................................... 251

Topic 1:
Three Cs Overview......................................................................................252
Topic 2:
Assign Communications to an Individual ......................................................254
Topic 3:
View an Individual Communication Summary...............................................260
Topic 4:
View an Individual Communication Detail .....................................................262
Topic 5:
Assign a Checklist to a Person .....................................................................264
Topic 6:
View a Person Checklist Summary ..............................................................268
Topic 7:
View a Person Checklist Detail.....................................................................270
Topic 8:
Update a Checklist Item (By Item) ................................................................271
Topic 9:
Update a Checklist Item (By Person) ...........................................................273
Course Summary ...........................................................................................................274
Appendix: CEMLI Search - Repository .............................................................. 275

Appendix: Readmit Student - Scenarios ............................................................ 280
Program Action: RADM (Readmit)...................................................................... 280
Reference Guide
How to use this Reference Guide

This reference guide l contains sections that include information on business processes related to
Student Financials. The first section is the introduction of the module. It is followed by Chapter and
Topic sections which include a step summary, detailed information, field definitions and screen shots.
Below is a description for each section type contained in the reference guide.
Introduction
The Introduction contains conceptual information on Student Financials. It also describes the
business processes that are used in Student Financials.
Module Objectives
The Module Objectives contain a bulleted list of the learning objectives for the module.
Unit
The Unit information consists of a high-level explanation of a single content area of a module.
Chapter
The Chapter information includes introductory concepts that are needed for understanding the
business processes that are presented in the chapter.
Chapter Objectives
The Chapter Objectives contain a bulleted list of the learning objectives for the chapter.
Topic
Topics instruct the user on executing a specific business process.
Step Summary
Step Summary consists of the high-level steps needed to complete a business process.
Detailed Information
Detailed information contains a complete narrative of a business process, including screenshots and
tables of items (field names) with their definitions and/or selection criteria.
Appendix
Appendix may contain the following types of information:
Running Reports
Step-by-step guide to running reports and processes in CUNYfirst
Reference Guide
Introduction to CUNYfirst Student Admissions Module

CUNYfirst Admissions allows for basic application processing to handle a students acceptance of
admission, matriculate them into a program, and share the information with the CUNYfirst Student
Records module. The implementation of CUNYfirst Admissions will occur in two distinct phases. In
the first phase, CUNY will use interfaces to import admissions data from UAPC into CUNYfirst. The
second phase will consist of the full implementation of CUNYfirst Admissions functionality. This
training guide provides instruction for the first phase of CUNYfirst Admissions.
CAS Interface
The CUNYfirst Admissions module is designed to work collaboratively with existing CUNY
applications and new interface feeds to process important application information. CUNYs existing
Undergraduate Applications Processing Center (UAPC) will remain in place for the initial evaluation of
the application. The information is then moved into CUNYfirst Admissions via the CUNY Admissions
System (CAS) interface feed for undergraduates.
ASTA Interface
The Advanced Student Transfer Admissions (ASTA) interface will be used for Transfer students and
possibly additional applicant populations.
Disclaimer: Please note that even though select images

and fields are masked, the student data in this guide is
fictional.
Module Objectives
Upon completion of this course, learners will be able to:
Understand the modules of Campus Solutions

Understand CUNYfirst Academic Structure
Describe the Admissions process from Application to Matriculation
Review CAS/ASTA results
Conduct search/match in CUNYfirst
Add new applications
Maintain applications
Update application status
View student data
Add non-degree applications
Readmit, Reactivate, and Reallocate students
Navigate the student services center
Update residency
Update citizenship
Manage service indicators
Manage student groups
Understand the Three Cs
Reference Guide
Unit I: Foundations of Student Admissions

Unit Introduction
Student Admissions components consist of the managing of processes and maintenance and data
relating to admission activity, including:
Applying for Admission

Acceptance of Admission (Pre-Matriculation)
Updating Residency
Updating External Education
Placement in Student Groups
Placement of Service Indicators
Matriculating
The Foundation of Student Admissions provides an overview of key concepts and terminology used
throughout the CUNYfirst Student Admissions module. It provides a basic understanding of
functions within the module, and the types of processing used to manage and maintain the students
academic record.
In addition to managing a students data using Student Admissions ds module, users will also be
able to view and use specific students integrated data through Campus Community functionality,
which is reviewed in Unit III.
Unit Objectives
Upon completion of this unit, learners will understand the following:
Modules of Campus Solutions

Academic Structure
Student Admissions Overview
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Chapter 1: Modules of Campus Solutions

Campus Solutions is a tool specifically designed for activities related to higher education.
Chapter Objectives
Upon completion of this chapter, learners will be able to:
Understand Modules of Campus Solutions.

A Students Record in Campus Solutions.
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Topic 1 - Modules of Campus Solutions

While this chart below shows each module as separate and equal, in reality the different sections of
Campus Solutions interrelate, and overlap.
Admissions Module: This module establishes a core record for a potential student. Once
the student matriculates, the maintenance of the students information becomes the
responsibility of Student Records. Admissions Module :
Creates and maintains applicant data
Creates most student records which Includes prospective students and applicants
Contains core data such as demographics, test scores, and program information
Tracks the applicants record through the entire admissions process, including the
final decision (admit, deny or withdrawal)
Matriculate or formally admit the student
Information entered in the Admissions module carries over to Student Records.
Student Records Module: Information about the students program, course enrollment,
grades, and advisors is in the Student Records module. The Student Records module
enables you to:
Tracks a students career through graduation, transfer, or withdrawal
Contains information about the students program, course enrollment, grades, and
advisors.
Automates/tracks registration functions
Houses course catalog and class schedule information.
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Financial Aid Module: Supports the awarding of federal/local need-based aid, departmental
aid, and scholarship funds
Financial Aid module also awards and deposits the aid to a students records
Student Financials Module: Provides functionality to maintain financial account information

for all students the functionality for maintaining financial account information includes
calculating tuition and fees, receivables, and processing refunds. The Student Financial
Module:
Calculates tuition & fees
Tracks student disbursements, charges, and both third party and collection payments
Calculates refunds based on both university and government refund policies
Provides current picture of a students account, including account history
Campus Community Module: The core of PeopleSoft Campus Solutions System. It

provides a single source of data that is shared by offices across the campus
Stores data common to any person associated with CUNY which includes Bio/Demo
(Biographic/Demographic) data:
Student Services Center
Update Bio-Demo Information
Residency/Citizen
Service Indicators
Student Groups
FERPA
Health Services
Veterans Affairs
Disability Services
Self Service: Self Service through the Student Center, the Faculty Center, and the Advisor
Center enables users to manage a wide range of activities:
Student Center: Add or drop classes, check grades, view class schedules, and view
and pay bills.
Faculty Center: Obtain class rosters, track attendance, and submit grades.
Advisor Center: View a students academic progress and enroll students
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Topic 2 - A Students Record in Campus Solutions:

Following is a representation of a student record in relation to all the Campus Office and Campus
Solutions Modules that view and update it. In terms of a students record across the campuses,
each office has inroads into Student Records Module, each office provides information that helps in
completing the entire career cycle for a student i.e. admissions, registration, graduation etc. A
students record is the core of all the activity: information is added or updated to a students record
and viewed by these units to complete their business processes.
Admissions Office admits and matriculates students using Admissions Module.

Registrar Office maintains the catalog, manages enrollment, updates academic statistics
and runs reports using Student Records Module.
Bursar Office records a bill that was paid using Student Financials Module
Financial Aid Office updates the students record with monies that were received from a
disbursement using Financial Aid Module.
Faculty and Advisors track attendance assign grades and evaluate student progress using
Faculty Center and/or Advisor Center from Self Service Module. Students enroll in classes,
view their academic information, request transcripts and apply for graduation using Student
Center from Self Service Module.
Campus/Administrative Offices view students record and apply stops/holds as needed
using Campus Community Module.
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Chapter 2: Understanding Academic Structure

This chapter will provide an overview of all of Academic structure from both student and institutional
perspectives. Academic Structure can be understood as two interrelated parts, the structure that
defines a students program of study (campus, college or school, major) and the structure that defines
courses and classes and the departments that own them.
Chapter Objectives
Upon completion of this chapter, learners will understand the following:
The Components of Academic Structure

The relationship between a Student Record and Academic Structure
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Topic 1 - Academic Structure:

Academic Structure can be understood as two interrelated parts, the structure that defines a students
program of study (campus, college or school, major) and the structure that defines courses and
classes and the departments that own them.
Student Structure:
The key terms within Academic Structure as it relates to a students plan of study are Academic
Institution, Academic Career, Academic Program, Academic Plan, and Academic Sub--plan.
Academic Institution is an independent entity that has its own set of rules and
business processes. At the CUNY, each campus is an academic institution.
Academic Career is a grouping of all academic work undertaken by a student at a

campus that the school groups into a single academic record, for example
Undergraduate, Graduate, Law.
Academic Program is an academic entity to which a student applies, is accepted,

and from which the student graduates. For example, Undergraduate-Degree,
Undergraduate-Non-Degree is considered academic programs.
Academic Plan is an area of study (major) within a career or a program. Plans

resulting in degrees are directly associated to the program. Other types of plans
(such as minors or certificates) may be associated to the Career or to the Program,
depending on how they are offered.
Academic Sub--plan is an area of further specialized studies directly within an

Academic Plan, for example, a concentration.
Following is a partial view of Queens Colleges Academic Structure as it relates to a students

program of study
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Course/Class Structure:
The key terms within Academic Structure that define courses and classes and the departments that
own them are Academic Organization, Academic Group, Subject Area, Course, and Class.
Academic Organizations are units that define how an academic institution is

organized from an administrative perspective, and are organized in a tree structure.
Subject areas and courses are attached to Academic Organizations, and Academic
Organizations are used to structure security for the course catalog.
Academic Groups are the highest--level division within an Academic Institution for
administering courses. Academic groups are used to define schools and divisions.
Subject Areas are the specific areas of instruction within a particular Academic
Organization in which courses are offered.
Courses are the instruction a student receives in a particular subject area. Courses
represent what is being taught, the structure for reporting, the credit awarded for
successful study, and how it will be presented.
Classes are specific instances of a course at a defined time and place within a
particular term. Students enroll into classes.
Following is a partial view of Queens Colleges complete Academic Structure.
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Topic 2 - Academic Structure & a Student Record

Academic Structure as it relates to Student Records can be understood via students perspective and
institutional perspective.
Students Perspective of Student Records:
From a Student's perspective, here is an illustration of how an individual's academic record is built
and tracked through Student Records. Once matriculated, a student is admitted to an academic
career and an academic program within that career:
The student then declares an academic plan (major and/or minor) and, possibly, an academic subplan (specialization/concentration of study):
The student then enrolls in terms/sessions for classes to fulfill requirements to obtain a degree, or
possibly a non-degree-related certificate:
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The student brings coursework, test credit, and other transfer credit taken outside of the College,
which is integrated into the student's academic record. Transfer credit is recorded in the student's
career term records. From a student perspective, the structure of CUNYfirst Student Records
looks like the diagram shown below:
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Institutional Perspective:
From an Institutional perspective, the structure of CUNYfirst Academic Structure looks like the
diagram shown below. The Academic structure and its elements are the building blocks for
CUNYfirst Campus Solutions:
We have multiple academic institutions at CUNY and in CUNYfirst they are defined
uniquely for example QNS01 stands for Queens College and KCC01 stands for
Kingsborough Community College
Academic programs are a part of academic careers and the academic institutions.
Subject areas are part of academic organizations and the academic institutions.
Academic plans and academic sub-plans are subdivisions of academic programs.
Degree records are directly linked to academic plans.
Courses and classes are subdivisions of subject areas and are directly linked to
terms/sessions:
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Chapter 3: Overview of Student Admissions

Student Admissions components consist of the managing of processes and maintenance and data
relating to students admission activity.
Chapter Objectives
Upon completion of this chapter, learners will understand the basics of the following processes:
Applying for Admission

Acceptance of Admission (Pre-Matriculation)
Updating Residency
Updating External Education
Placement in Student Groups
Placement of Service Indicators
Matriculating
Admissions Process
xxxx
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Topic 1 - Overview of Student Admissions

Diagrams and flow here
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Unit II: CUNYfirst Student Admissions

Unit Introduction
This course provides instruction on how to
Unit Objectives:
Upon completion of this course, the learner will be able to:
set up Term Values
create a new term, associated
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Chapter 1 - Review CAS & ASTA Application Results

The CAS and ASTA Application Summary View pages are customized pages designed specifically to
meet CUNYs needs. These pages capture data elements that are required to complete daily
admissions business processes at CUNY. The CAS Search Match and Post Process, run by UAPC,
populates data on these pages.
When provided by the applicant, the CAS and ASTA interfaces will create the following Bio Demo
data on the application:
Names
Contact Information
Ethnicity
Languages
External System ID
Residency Data
Military Status
Citizenship
Visa Permit Data
Education information
Chapter Objectives
Upon completion of this chapter, individuals will be able to:
Review CAS pages
Review ASTA pages
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Topic 1:
Reference Guide
Review CAS Application Summary
The business process for all freshman applicants who have been processed via UAPC involves
automatically creating an admissions application in CUNYfirst. The CAS interface will insert an
application program status of Admitted with a corresponding program action reason UAPC.
Periodic updates to the application will be indicated by a program action of DATA with a
corresponding program action reason UAPC.
The CAS Search Match Post process creates an application record for all applicants that are not
suspended. Suspended records are reviewed and resolved at UAPC. Application records that are
posted after the CAS Search Match Post process should be reviewed by the campus.
The ASTA interface process will insert an application program status of Admitted with a
corresponding program action reason UAPC. Periodic updates to the application will be indicated
by a program action of DATA with a corresponding program action reason UAPC. The ASTA
Search Match Post process creates an application record for all applicants that are not suspended.
Campuses should also review the application data.
.
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Step Summary
To review the CAS Application Summary View pages, navigate to: Student Admissions >
Application Maintenance > Application Summary View > CAS Application Summary View
1. On the CAS Student Data Load page, enter search criteria to locate and select the desired
record.
2. Review applicant choices and admission offers on the CAS Student Choice/Allocation
page.
3. Review data collected for Institutional Research at CUNY on the CAS Institutional
Research page.
4. Review specific academic information on the CAS Educational Information page.
The CAS Student Choice/Allocation page
The Student Choice section shows the order in which an applicant ranked their choices of CUNY
institutions. The Allocation section shows the institutions that have accepted the applicant.
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The CAS Institutional Research page

The CAS Institutional Research page was designed to meet CUNYs data collection needs. This
page holds information pertaining to nationality, birthplace, and language.
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The CAS Educational Information page

The CAS Educational Information page collects information regarding specific academic subjects,
Teachers Academy, Regents exams, and the CUNY Honors program.
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Topic 2:
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Review ASTA Application Summary
The business process involves automatically creating an admissions application in CUNYfirst for all
Transfer Applicants who have been processed via UAPC, along with other student applicant
populations that will be determined throughout CUNYfirst admissions implementation.
The ASTA interface process will insert an application program status of Admitted with a
corresponding program action reason UAPC. Periodic updates to the application will be indicated
by a program action of DATA with a corresponding program action reason UAPC.
The ASTA Search Match Post process creates an application record for all applicants that are not
suspended. Campuses should review the application data. The ASTA Search Match and Post
Process, run by UAPC, populates data on the ASTA Application Summary View pages.
Step Summary
To review the ASTA Application Summary View pages, navigate to: Student Admissions > Application
Maintenance > Application Summary View > ASTA Application Summary View.
1.
2.
3.
4.
On the ASTA Student Data Load page, enter search criteria to locate and select the desired
record.
Review applicant choices and admission offers on the ASTA Student Choice/Allocation
page.
Review data collected for Institutional Research at CUNY on the ASTA Institutional
Research page.
Review specific academic information on the ASTA Educational Information page.
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The ASTA Student Choice/Allocation page
The Student Choice section shows the order in which an applicant ranked their choices of CUNY
institutions. The Allocation section shows the institutions that have accepted the applicant.
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The ASTA Institutional Research page

The ASTA Institutional Research page was designed to meet CUNYs data collection needs. This
page holds information pertaining to nationality, birthplace, and language.
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The ASTA Educational Information page

The ASTA Educational Information page collects information regarding GPA, credits attempted,
credits earned, credits in progress, and admissions average.
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Chapter 2 Search/Match in CUNYfirst

Chapter Objectives
Use the CUNYfirst Search/Match feature to search through the database for students, applicants, and
employees. The Search/Match component uses a number of search criteria to identify existing
individuals in the database. The integrity of the database is maintained by taking measures to
minimize duplicate or multiple records. Searches can be conducted using any amount of data values.
The Search/Match process must be run before adding an individual to CUNYfirst.
Topic 1:
Conduct Search/Match
Step Summary
The Search/Match page can be found by navigating to: Student Admissions > Application Entry >
Search/Match.
Alternate Path: Campus Community > Personal Information > Search/Match
To conduct a Search/Match:
1. Navigate to the Search/Match component
2. Select Person for the Search Type. NOTE: Person is the correct Search Type to select for
a student. The value Applicant will only be used by Human Resources, as it refers to an
employee applying to CUNY.
3. Select the Search Parameter for Admissions: PSCS_ADMISSIONS.
4. Click Search to access the Search Criteria Page.
5. Select the Search Results Parameter for Admissions: PSCS_ADM_RESULTS
6. Enter desired Search Criteria in select Search Fields. Note that you must tab out of the last
field you enter in order to access the Search button. Click Search to access results of a
match or potential match.
7. If a potential match is not found, a message will appear with this information. The new
applicant can be added to CUNYfirst. If a potential match is found, note that the Search
Results grid might include the same ID multiple times. If the name field is included in the
search result code selected, the search returns rows for each name type and effective date
that match the search criteria entered.
8. Click the Results Tabs, Additional Information Tab, and Detail link for more information
about a particular search/match result.
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When the Search button is clicked, CUNYfirst searches only for the data specified. It filters the
search orders defined for the Search Parameter selected on the Search/Match page. For example, if
Search/Match finds at least one potential matching ID at search order number 10, it will stop the
search and display the results obtained at search order number 10. (An example of search order
might be: First, Last, Birthday, ID). If no potential matching IDs are found, the search continues to the
next search order number. The Selective Search button will allow searches for a specific order
number.
Always begin by conducting a Search/Match to determine if a record already exists for an applicant
before creating anything new. An individual might already exist in CUNYfirst as an applicant, student,
alumni, employee, instructor (or some combination of any/all). To avoid duplicate records,
Search/Match must always be used prior to adding any new individuals to the database. For this
reason, Search/Match is a very important step in maintaining the integrity of the CUNYfirst database.
If duplicate records are found, further identification is needed to determine if the duplicate records
need to be deleted or if a new record should be created.
It is advantageous to enter as much information as possible into the Search Criteria page.
Search/Match will use all the possible search orders to find a match in the database.
Use the MMDDYYYY format for the Date of Birth.

Most searches use the First Name and Last Name fields. Note: Do not search using
only the First Name. When uncertain of the correct spelling, enter a partial value. For
example, enter only the first few letters of the name.
Enter the Social Security Number without hyphens in the National ID field.
Carry ID
If the record exists, select the ID to automatically carry the ID forward to the following CUNYfirst
pages in order to review or update the record. When the Carry ID button is selected, the Empl ID is
carried over to the next search page accessed. If the record does not exist, the person does not
currently exist in CUNYfirst.
The Search/Match page
The Search/Match search page is different from a standard search page in CUNYfirst. Search/Match
permits definition of search parameters that administrators can use to identify potential duplicate IDs.
The Search Type should be set to: Person. There will be more than one Search Parameter listed in
the system, each for different purposes. For instance, setting the search parameter to:
CS_Admissions, brings up standard search fields such as First Name, Last Name, DOB, and ID
types.
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The following table describes the fields on the Search/Match page of the Application Entry
component:
Field
Search Type
Search Parameter
Description
CUNYfirst is configured to use the Person search
type for admissions applicants.
The set of search parameter fields selected become
the Search Result Rule on the next page.
If desired, further specify:
Begins With: - The value must begin with this
data. When selecting this value, the Start
Position field begins with a default value of 1,
which cannot be modified. The Number of
Characters fields are available to define.
Contains: - The value must contain this data and

can be preceded or followed by other data. The
Start Position and Number of Characters fields
follow the same rules as above.
Ad Hoc Search
Description
Equals: The value must be exactly equal to this

data.
This functionality will not be used in Admissions until
Wave 3.
CUNYfirst allows search by descriptive words. If
searching using this field, the best practice is to
enter uniquely descriptive words or phrases.
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The Search Criteria page - Search Criteria area

The Search Criteria section will display each of the fields associated with the parameters selected on
the Search Criteria page. To enable the Search button at the top of the page, enter the first few
letters of the First and Last name, DOB or National ID and tab out of the field. Selective Search
buttons become available when Tab is used to exit a field.
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The following table describes the fields on the Search Criteria page of the Application Entry
component:
General top Search Criteria area
Field
Search Result Code
User Default
Search
Clear All
Carry ID Reset
Search Fields
Description
This code dictates the criteria for displaying the
results of this search.
Use this tool to set up code as default item.
The Search button will only become available when
data is entered into a search field and the user TABS
out of the field.
This button will clear all data from search fields.
Click the Carry ID Reset button at the top of the
page if the wrong person has been selected. This
will prevent that particular ID from being carried
forward into subsequent pages.
Enter data into desired field to conduct search
match.
Search by Order Number area

CUNYfirst searches only for the data specified. It filters the search orders that are defined for the
Search Parameter selected on the Search/Match page. For example, if Search/Match finds at least
one potential matching ID at search order number 10 (example: search order 10 searches by First,
Last, Birthday, and ID), it will stop the search and display the results obtained at search order number
10. If no potential matching IDs are found, the search continues to the next search order number,
(example: search order 20 searches by SSN only). To search using a narrow Search Order number,
use the Selective Search button for that order number. The search orders are listed below. They are
also listed at the bottom of the Search Criteria page.
These Selective Search buttons search by the following information:
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Field
Search Order 10
Search Order 20
Search Order 30
Search Order 40
Search Order 50
Reference Guide
Description
Name, DOB, External Sys Num, and SSN.
SSN Only.
External ID Num Only.
Name, and DOB.
Name Only.
The following table describes the fields on the Search Criteria page of the Application Entry
component:
Field
Search Result Code
Carry ID Reset
Description
This code dictates the criteria for displaying the
results of this search.
Click the Carry ID Reset button at the top of the
page if the wrong person has been selected to
prevent their ID information from being carried
forward into subsequent pages.
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The Search Results page

The Search Results page will retrieve all potential matches. In the image below, the Search has
retrieved 45 IDs under Name Only. CUNYfirst will look for a match in the first three letters of the
first name and the first five of the last name.
The search result code contains all of the information regarding how to display the IDs retrieved by
Search/Match. It also contains data that will help determine whether an ID already exists for the
designated person.
The Search Results page displays the search results, details of records returned in the search, and
offers the click Carry ID option. This instructs the system to carry the ID forward through different
pages.
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The Number of ID's found field displays the number of IDs that met the search criteria. This number
may be smaller than the number of rows returned in the Search Results grid because the grid might
include the same ID multiple times. If the name field is included in the search result code selected, he
search returns rows for each name type and effective date that match the search criteria entered. For
instance, one row could show an individuals primary name and another row could show their
preferred name, but both are the same individual with the same ID. If the National ID field is included
in the search result code, the search returns rows for each national ID entered for the record
matching the search criteria.
The Search Order Number field indicates the search order number at which results were found and
indicates how precise the search wasthe lower the number, the more restrictive the search and the
greater the chance of having found duplicate IDs. This number can be used as an indicator of how
close the returned IDs match the criteria entered. After viewing the personal information, navigate
back to the original browser window where the Search Results page is displayed.
The following table describes the fields on the Search/Results page of the Application Entry
component:
The Results tab
Field
Number of ID's Found
Search Order Number
Detail link
Description
Displays the number of IDs that met the search
criteria. This number may be smaller than the
number of rows returned in the Search Results grid
because the grid might include the same ID multiple
times. If the name field is included in the search
result code selected, the search returns rows for
each name type and effective date that match the
search criteria entered. If the National ID field is
included in the search result code, the search
returns rows for each national ID entered for the
record matching the search criteria.
Indicates the search order number at which results
were found. Also indicates the precision of the
search the lower the number, the more restrictive
the search and the greater chance of having found
duplicate IDs.
The Detail link appears if the selected search result
code was configured to provide the user with a link
to a page for more information about an ID.
The Additional Information tab

Field
Person Organizational Summary link
Description
Click the Person Organizational Summary link to
access the Person Organizational Summary page
and review the status of this person's record.
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Field
Relations With Institution link
Reference Guide
Description
Click the Relations With Institution link to access the
Campus Solutions Relations With Institution Detail
page to determine the type of relations that the
individual has with the institution and verify search
result accuracy.
Note that the Relations With Institution link appears
only if Student Administration or Contributor
Relations is selected on the Installation Table
(INSTALLATION_TB1) page.
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Chapter 3 Add New Application

The Add Application (UGRD) process involves bypassing the CAS method and permits direct entry of
an admissions application using the CUNYfirst Application Entry functionality.
When an applicant submits an application to CUNY and pays the required application fee, a
Search/Match must be performed to determine if the applicant already exists in CUNYfirst, or if this is
a new student that will be assigned an EMPLID. If the applicant does exist in CUNYfirst, then the
current record should be updated with the proper information.
If the applicant does not exist in CUNYfirst, then a new record can be created using the Application
Entry component. Once the application record is saved, CUNYfirst assigns the student an EMPLID.
The record exists within the Admissions components until the student is matriculated. From this point
on, the information is moved into the Student Records components. Any updates to student data
must occur in the Application Maintenance component or other areas of Student Records and
Campus Community.
Please note that CUNYfirst refers to a student as a Person, which is the correct value to select
when entering a student application. The value Applicant refers to a potential employee of CUNY,
not a student application.
Note: In some cases, campuses may want to use the Add Application functionality to add NonDegree students to CUNYfirst. Since Quick Admit creates a record, but does not create an
application, institutions may wish to have the applications on record for data reporting. In this case,
these instructions for Adding an Application should be followed and the correct Non-Degree values
should be selected for Program, Plan, and Student Groups.
Chapter Objectives
add applications manually
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Topic 1:
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Add New Application
Step Summary
The Add Application Person Information page can be found by navigating to: Student Admissions
> Application Entry > Add Application.
To manually add an application:
1. Retain the Application Number of 0000000. Please be certain you DO NOT enter an
application number! CUNYfirst will automatically generate the appropriate number.
2. Retain the default ID NEW. Once the application is saved, NEW will become the EMPLID.
3. Select the Academic Institution and the Academic Career. For Senior Colleges, Academic
Careers should be UGRD or GRAD. Community Colleges will have a UGRD value. For
instruction in adding Non-Degree/Direct Admit students, please refer to the Non-Degree
Student chapter.
4. Click the Add button. This will bring the user to the first application page: Biographical
Details.
5. On the Biographical Details Page, add Personal Information, Biographical History, National
ID, Contact Information, and Citizenship.
6. On the Regional Page, select pertaining to country code, ethnic group, and military status.
7. On the Application Program Data Page, select data relevant for Program, Action/Reason,
Plan/Sub-Plan, and Application Center/Type/Method.
8. On the Application Data page, select the Application Center, Admit Type, Academic Level,
and Application Method. The record can be saved after entering all relevant data on the
Application Data page, since the Application School/Recruiting page does not have any fields
that are required by the system. The record cannot be saved prior to entering the relevant
data on the Application Data page.
9. On the Application School/Recruiting Page, enter data relevant to Last School Attended
and Graduation Date if desired. (Note that this page is not being officially used by
Admissions in Wave 1).
10. Click Save. Once the record is saved, the student is assigned an Empl ID. Note: A warning
may appear if the information closely matches another record in CUNYfirst. If a Search/Match
has not been done, open a new window and navigate to the Search Match component to
verify that the student does not have a record in CUNYfirst. If a Search/Match has been
performed and it has been established that this is a new student, click OK to ignore warning
and proceed with saving.
11. Although the application has been saved, there are additional steps needed to complete the
application process. When information is available, the following areas should be updated:
a. External Education Updates
b. Student Group placement
c.
Service Indicator placement
d. Residency Update
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The first two pages in the Add Application component store personal information regarding the
applicant (the Biographical Details and Regional pages). This data is shared between all applications
for the applicant. Updating biographical data on these pages will update the information throughout
the system. The last three pages in this component (the Application Program Data, Application Data
and Application School/Recruiting pages) are application-specific pages. Though they share
biographical data, each also contains information unique to that respective area.
As discussed in the Search/Match chapter, always search CUNYfirst for an existing

record before adding an application.
Once it has been determined that the application can be entered into CUNYfirst, begin by creating the
applicant with biographical and demographical data.
The Application Entry page
NOTE: In adding a new application for a student who does not have an EMPL ID, we must retain
the default 00000000 Application Number and NEW ID. After saving the application, these values
will automatically change to an assigned application number and EMPL ID.
The following table describes the fields on the Biographical Details page of the Add Application
component:
Field
Application Nbr
Description
This numeric value is automatically generated by the
system when a Course Offering is saved. Although
this number can be modified, end users should NOT
change this value. To do so will have a negative
impact on the entire system.
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Field
ID
Reference Guide
Description
If the student does not yet have an ID, the key dialog
prompt says NEW in the ID field to indicate the
addition of a new person as well as a new
application.
If the student is found through a search/match and
the Carry ID option is selected, key dialog prompt
lists that persons ID. If the student exists in the
database, check to see if an application has already
been entered. Do not enter a duplicate
application. Navigate to the Maintain Applications
component to determine if the person has any
current applications.
Academic Institution
Indicates the specific college within the CUNY

system.
Academic Career
The academic level of the course, such as

undergraduate, graduate, professional, etc.
Note: At this time, Academic Careers should be
UGRD or GRAD. Non-Degree students will be
processed through Quick Admit.
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The Biographical Details page

Use this page to enter the applicant's basic biographical and demographical data.
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The following table describes the fields on the Biographical Details page of the Add Application
component:
Person Information group
Field
Description
Effective Date
Enter an effective date for the application to this

academic program if different from the default date.
Note: If the application is being entered after the
start date of the admit term, backdate the effective
date to a date prior to the start date of the admit
term. This is necessary in order to Term Activate
the student once they are matriculated.
Please note that CUNYfirst refers to a student as a
Person, which is the correct value to select when
entering a student application. The value Applicant
refers to a potential employee of CUNY, not a
student application.
Person Information
Date of Birth
Birth Information Link
Campus ID
Effective Date
Biographical History
National ID
Enter the persons Prefix, First Name, Last Name,

Middle Name, Suffix and Date of Birth.
Enter students date of birth.
Although the system will save the application record
without the Date of Birth, this information must be
entered as per CUNY business processes. If the
student is international, either the offices of
Admissions or SEVIS can enter the data.
CAS/ASTA will populate the Birth Country but not
the Birth Location (city). For International Students,
this data will need to be manually entered for the DS
2019.
This field is not being used at this time.
Refers to the effective date of this row of
information. i.e.: Marital Status and Gender.
If the information is available, enter the applicants
Marital Status and Gender.
This is the students Social Security number. If an
incorrect SSN is entered, the row should be deleted
before attempting to rewrite and save.
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Contact Information group

Field
Address Type
Description
An address must be entered in each of the four
address types used by CUNY in order to be
consistent with the CAS/ASTA interface. The
interfaces are populating the following four address
types: Mailing, Home, Permanent and Billing.
The address may be the same in each area, except
in the case of International students. For these
students, Mailing refers to the U.S. address and
Permanent refers to their International address.
Apartment numbers can be entered in the Address 1
field.
Effective Date

information.
Status
Indicates whether the address is Active or Inactive.
Country
Indicates Country of that particular address.
Address
Links to additional page for address detail entry.
Phone - Type
Phone type includes a range of values, such as

Business, Campus, Home, Cell, etc.
Country/Preferred
These fields are not being used at this time.
Email Type
Email type includes a range of values, such as

Business, Campus, Dorm, Home, and Other.
Visa/Permit Data Link
Enter all information pertaining to Visa type.

Detailed information reviewed in SEVIS course
offering.
Citizenship Link
Enter all information pertaining to Citizenship.

offering.
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Visa/Permit Data page Link from Biographical Details page
The following table describes the fields on the Visa/Permit Details page linked to the Biographical
Details page:
Field
Description
Country
USA
Type
Select the appropriate Visa Type.
Status
The default status is Applied. SEVIS will change

the status to Granted at the appropriate time.
Note: Additional fields are not being used at

this time.
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Citizenship page Link from Biographical Details page
The following table describes the fields on the Citizenship page linked to the Biographical Details
page:
Field
Description
Country
Enter USA unless student is an International

applicant. In this case, use the look-up tool to select
the appropriate country code.
Citizenship Status
If this is an International Applicant, two citizenship

rows must be created. One must indicate their
citizenship status in the USA. The additional row
must indicate their country of originating citizenship.
All citizenship status selections that are being
populated via CAS/ASTA are detailed below.
Citizenship Status Native
Enter for a US citizen
Citizenship Status Alien Permanent
Enter for Parolee, Refugee, Granted Asylum
Citizenship Status Alien Temporary
Enter for Student Visa
Citizenship Status Permanent Resident
Enter for Permanent Resident non-citizen
Citizenship Status Not Indicated
Enter if citizenship was not answered
Citizenship Status Temporary Visa Holder
Enter if a Temporary Visa holder, H-1, H-2, H-3, H-4
Citizenship Status Undocumented
Enter for undocumented students
Citizenship Status Expired Visa
Enter for students with an Expired Visa
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Passport Information
Reference Guide
These fields are not being used at this time.
The Regional page

Use this page to add region specific information pertaining to country code, ethnic group, and military
status.
The following table describes the fields on the Regional page of the Add Application component:
Field
Regulatory Region
Ethnic group
Primary
Description
Enter the regulatory region. USA is the default value.
Select the appropriate value for the applicants
ethnic group. Values for the default Regulatory
Region of USA are stored on the Ethnic Groups
page. These values are shared between HR and
CS. They are configured and maintained by HR.
If the student is Hispanic or Latino, check the
checkbox and select the appropriate Hispanic/Latino
ethnic group. CAS/ASTA will populate the
checkbox, when appropriate, but will not deliver the
Hispanic/Latino ethnic group. Information regarding
gathering this data from current students will be
delivered at a later date.
Check the primary box to indicate primary ethnicity.
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Field
IPEDS/Percentage
History Section
Reference Guide
Description
CUNY is not using these fields at this time.
CUNY is not using this section at this time.
The Application Program Data page

Use this page to enter the applicant's program of interest and related information. Much of the data on
this page comes from user defaults. This page is also be used to matriculate an applicant. All
applications must be tied to an academic career and program. Lower level tracking is contingent upon
each institutions business process.
NOTE: The default value for Program Action of APPL must be changed to ADMT (see red
box) for all applicants. The APPL program action is not being used for CUNY admission
processing.
The following table describes the fields on the Application Program Data page of the Add
Application component:
Program Data group
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Reference Guide
Field
Description
Effective Date

If entering the application after the start date of the
admit term, backdate the effective date to a date
prior to the start date of the admit term in order to
term activate the student once they are matriculated.
Admit Term
If the student has been admitted, enter the admit

term in which the applicant is expected to enroll.
Define admit terms on the Term Table page. This is
a user default field.
Expected Graduation Term
Enter the term in which the student is expected to

graduate.
Academic Program
Enter or update the academic program to which the

person is applying. The available programs pertain
each CUNY Academic Institution.
After matriculating the applicant, CUNYfirst copies
the application program data to the Program/Plan
tables in CUNYfirst Student Records.
Campus
Enter or update the campus to which the person is

applying within the academic institution. At this time,
MAIN is the appropriate selection for all campuses.
Academic Load
Select the academic load that the applicant will be

taking on if admitted. Values for this field include
Full-Time and Part-Time.
Joint Program
Select the Joint Program check box if the applicant

is applying to a joint program.
Dual Program
This field becomes available when the Joint Program

check box is selected. Enter the joint academic
program. Define dual programs on the Academic
Program page.
Program Status Group

Field
Description
Status
This field automatically displays Applicant for a

new application.
Action Date
The default for the action date is the date the action
was entered into CUNYfirst.
Program Action
This field automatically displays APPL Application - for a new application. This value must
be manually changed from APPL to ADMT.
The APPL program action is not being used for
CUNY admissions processing.
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Field
Description
Action Reason
When action reasons are associated with the

selected program action, choose the appropriate
reason value. Action reasons permit a brief
explanation of the program action. For example, for
the action WADM (Administrative Withdrawal), could
include a reason of Incomplete Application.
Evaluation Link
This link is not being used at this time.
Career Number
Available if the Program Action field contains the

value Readmit Application. To readmit this applicant
into an existing career, select the proper career
number here. An admit type must be identified when
the Readmit Processing Required check box has
been selected on the Admit Type Table page.
CUNYfirst readmits the applicant into the career that
corresponds to the career number selected.
Plan Data group

Field
Description
Academic Plan
Enter the academic plan identified within this

application. An academic plan can be any major
area of study. The available plans pertain to each
CUNY institution and program.
Sub-Plan
If a subplan (concentration) exists for the academic

plan, enter the subplan here.
Transfer to area (Additional Values are not in use for Wave 1.)
Field
Description
Education
Transfers user to the Education Page.

Transfers user to the Test Results Page.
Test Results
Residency
Application Maintenance
Transfers user to the Residency Page.

Transfers user to the Application Maintenance
component.
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The Application Data page

Use this page to enter additional application data, such as the application date, application center,
admit type, academic level, and application method. CUNYfirst stores data on this page at the
application level, as opposed to storing it under a person or academic program. This data is relevant
to all academic programs within this application.
The following table describes the fields on the Application Data page of the Add Application
component:
Field
Description
Application Center
Enter the application center that will process this

application. This information helps track the office
managing specific applications. All CAS/ASTA
interface records will show UAPC for the
application center.
Admit Type
Enter the Admission Code (Admit Type) for this

application (First-Year, Transfer, Readmit, etc.).
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Field
Description
Application Date
The default for the application date is CUNYfirst

date that the application was received.
Academic Level
Select the academic level to which the applicant is

applying for admission. (First Year, Lower
Freshman, Upper Freshman, etc).
Created On
The default is the CUNYfirst system date on which

this application record was created.
Notification Plan
Specify whether this student should be on a regular

or special notification track. Values include Early
Admit, Regular, and Rolling.
Prior Application
Select this check box if this applicant previously

applied to this career.
Application Method
For manual entries, select Hardcopy.
Additional Information, File Information, and

Application Fee Information
CUNY is not using these fields at this time.
Transfer To
Use this link to access additional student data

pages.
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The Application School/Recruiting page

Use this page to record all of the applicant's last-school-attended data.
NOTE: The new application record must be SAVED after data entry on this page. It should not
be saved prior to this page or after this page. If a Search/Match warning appears after clicking
Save, click Cancel and open a new window to conduct a Search/Match prior to saving the
application record.
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The following table describes the fields on the Application School/Recruiting page of the Add
Application component:
School Information group
Field
Description
Last School Attended
Use the look-up tool to select the external

organization (high school) from which the student
has graduation or will graduate from. When
searching for external organizations, it is helpful to
enter part of the description, city and state (if known)
to help identify the appropriate institution.
Graduation Date
Enter the known or anticipated graduation date.
Recruiting Information group

Field
Description
Recruiting Information
This area is not being used by CUNY at this time.
Recruiting Categories
This area is not being used by CUNY at this time.
Note: A warning may appear if the information closely matches another record in CUNYfirst.
If a Search/Match has not been done, open a new window and navigate to the Search
Match component to verify that the student does not have a record in CUNYfirst.
If a Search/Match has been performed and it has been established that this is a new
student, click OK to ignore the warning and proceed with saving.
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Note that upon saving, CUNYfirst generates the EMPL ID:
Please remember that although the application has been saved, these additional steps needed
to complete the application process. When information is available, the following areas
should be updated:
a. External Education Updates
b. Student Group placement
c. Service Indicator placement
d. Residency Update
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Topic 2:
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Add New Application Second BA
All applications follow the process detailed in Topic 1, but there are a few distinctions to make when
adding an applicant for a second Bachelors Degree.
Please select the following values to add this type of application:

Admit Term First Term of Second BA
Application Data Tab Select Admit Type 3
Application School/Recruiting Tab Select the appropriate External Org ID for the Last School
Attended
Add student to Student Group - PDBA
Next steps follow standard business process: Matriculate, Residency Update, Term Activate, Transfer
Credit Evaluation, Enrollment Appointments, etc.
Please refer to the Student Records Reference Guide for instruction in these areas. As always,
refer to campus policies for any additional procedures and requirements.
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Chapter 4 Maintain Applications

Chapter Objectives
Topic 1:
update general bio-demo Information

update name changes and types
update addresses
update program/plan information
update education information
Update Bio/Demo Information - General
Step Summary
> Application Maintenance > Maintain Applications
To update an application:
1. Enter the appropriate Search criteria. The Academic Institution must be selected to
proceed.
2. Click the Include History checkbox. Note: Include History display all rows of data: current,
future, and history. Users can add new data to an existing record. Correct History provides
access to existing rows of data in the database and display all effective-dated rows. Users
can add new data and update all rows, including history rows. Security access to Correct
History may be limited.
3. Select the appropriate record. Update the appropriate information on desired tabs/pages.
Note: Remember to use the Add a New Row icon (+) in order to preserve historical data and
use effective dating for new information.
4. Edit Personal Information, Biographical History, National ID, Contact Information, and
Citizenship on the Biographical Details page.
5. Enter country code, ethnic group, and military status on the Regional page.
6. Enter program data on the Application Program Data page.
7. Enter additional application data, such as the application date, application center, admit type,
and application method on the Application Data page
8. Record all of the applicant's last-school-attended data on the Application School/Recruiting
page.
9. The Application Student Response page and the Program Addition page are not being
used at this time.
10. Click Save.
11. Note: For detailed information on updating Names and Address, please refer to that specific
topic in this document. For more detailed instruction on updating other Bio/Demo
information, please refer to the Campus Community Reference Guide.
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After an application has been entered and saved, the Application Maintenance component must be
used for updates. Data in this component is stored at the application level, as opposed to the
applicant or program level. This data is relevant to all academic programs applied to with this
application. An application must first be entered into the system through the Application Entry
component before it can be edited or modified in the Application Maintenance component.
Search Page
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The Maintain Application component uses all of the same pages reviewed in the Add Application
chapter, with the inclusion of a Names link (to edit/add names), a separate Addresses page, and an
arrow icon to show more pages.
All pages and fields in this component are defined in the Add Application chapter.
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Topic 2:
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Update Bio/Demo Information Names
Step Summary - To Change an Existing Name

Navigate to: Campus Community > Personal Information (Student) > Biographical Information
(Student) > Names.
1. Enter Search Criteria, click the Include History checkbox and click Search. If multiple
results are returned, select the appropriate record.
2.
In the Current Name area, click the Name History link.
3. Click the Add a New Row Icon.

4. Within the new field (note the effective dated row), click the Edit Name link.
5. Enter the new name information.
6. Click OK. Review new name information in the area correctly associated with the new
effective date. Click OK again.
7.
Click Save.
The Names link on the Biographical Details page
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Name History is used to edit an existing Name Type
Add a New Row to add data and preserve history
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The Names Detail page is used to make name changes.
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The Name Type History page contains name history with associated effective dates.
New Primary Name information appears on main Names page.
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Step Summary - To Add a New Name Type

Navigate to: Campus Community > Personal Information (Student) > Biographical Information
(Student) > Names.
1.
Enter Search Criteria, click the Include History checkbox and click Search. If multiple
2. To add a new Name Type, use the Add/Change a Name area.

3. Use the pull-down menu to select a Type of Name. Enter the name information.
6. Click Submit.
7.
Review the new name type, which now appears in the Current Name section. Click Save.
Type of Name drop-down menu permits selection of new Name Type.
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Names Page permits entry of new Name Type information.
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Clicking Submit moves new data to Current Names section.
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Topic 3:
Reference Guide
Update Bio/Demo Information Addresses
Step Summary To Add a New Address Type

The Bio/Demo page can be found by navigating to: Student Admissions > Application Maintenance >
Maintain Applications.
Alternate navigation: Campus Community > Personal Information (Student) > Biographical
Information (Student) >Addresses/Phones > Address
To Add A New Address Type
2. To add a new Address type, select the Address Type checkbox appearing under the Add
Address Types column.
3. Click the Edit Address link in the Add Address area.
4. Enter address information. If applicable, click the Override Address Verification checkbox.
5. Click OK.
6. Review the new address information in the Add Address area.
7. Click Submit. Note the new address type now exists in the Current Address section.
8. Click Save.
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To Add a New Address Select a Type and click the Edit Address link
Enter Address Page
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New address information appears. Click Submit to finalize process.
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New address information has been entered and saved.
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Step Summary To change an existing address

Navigate to Campus Community > Personal Information (Student) > Biographical Information
(Student) >Addresses/Phones > Address .
To Change an Existing Address:

2. To view address history or make changes to an existing address, click the Edit/View
Address Detail link.
3. Click the Add a New Row icon.
4. Enter address information.
5. Click OK. Review the new address information associated with the new effective date.
6. Click OK and click Save.
Click the Address link or tab to access the Address page. Please note that on this page, only
the first two rows of address data will display until the View All button is clicked.
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Screen after clicking Edit/View Address Detail. Add a New Row to enter new address data.
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Select the Update Address link associated with the new Effective Date.
Add the new address info
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Review the new address information in the correct effective dated row.
New address information is saved upon clicking OK and previous address has been retained.
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Topic 4:
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Update Program/Plan
When an applicant decides to change their intended Academic Program and/or Plan, a new effected
dated row must be added on the admissions program stack.
Note that there is a different navigation and process for changing a Program/Plan once a student has
been matriculated. This functionality exists within the Student Records component. Please refer to
the Student Records Reference Guide for detailed information.
Step Summary
The Application Program Data page can be found by navigating to: Student Admissions >
Application Maintenance > Maintain Applications
To change a program/plan:
1. On the Maintain Applications search page, enter search criteria to locate the correct record.
2. On the Application Program Data page, click the Add a New Row icon.
3. Update the Program Action field to PRGC (Program Change) or PLNC (Plan Change).
4. Use the Look-Up Tool to select the appropriate admission code (admit type).
5. Click Save.
The Application Program Data page
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Update External Education
The Education pages enable users to view, enter or a range of data related to previous degrees,
courses and/or subjects.
Details regarding which tabs/fields are used by CUNY at this time are associated below with the
appropriate screen images.
Step Summary
The Education page can be found by navigating to: Student Records > Transfer Credit Evaluation >
External Education.
Alternate Navigation Path: Student Admissions > Application Maintenance > Maintain Applications >
Application Program Data Page > Transfer To: Education.
To Update the External Education Pages:

1. Follow the designated navigation to the External Education pages.
2. Use the External Education page to view school details and enter information regarding
external careers, courses, and subjects.
3. Use the Courses and Degrees page to enter external course defaults and additional
information regarding external courses and degrees.
4. Click Save.
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The External Education Page
Use the External Education Page to view or update information from external institutions. This image
below shows the data that is populated from a CAS load.
The following table describes the fields for School Details, Career Data and Transcript Status on
the External Education page.
Field
Description
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Field
Description
External Org ID
The source of the external data. The system automatically populates this
field from the initial add of Last School Attended on the Prospect
School/Recruiting page or the Application School/Recruiting page if a
value is entered. You can edit this field.
Note: Many colleges and universities have both a 4 and 6-Digit ATP
Code. The 6 digit code is only for External Organization with career
equals to High School, which indicates they grant GED diplomas.
Use the 4 digit code for college-level course work.
Checklist Item Update
Select this check box to indicate that the checklist that relates to this row
of external data (or transcript) is updated when you run the Checklist Item
Update Automated process. If you enter a value of Received in the Action
field in the Transcript Status group box, this check box is automatically
selected when you save the page.
School Details, School

Characteristics, School
Codes
Click the arrow to the left of School Details to view information about the
external organization. This data is populated from the Organization Table
page and the Organization School Data page.
Term Type
Select the term type that is used by the external organization. Values for
this field are delivered as translate values. Example: semester.
Term Year
Enter the term year that is relevant to this external data entry.
External Term
Enter the external term to which this data relates. For example, if this is a
Fall transcript, enter FALL in the External Term field. The available values
depend on what you enter in the Term Type field. Define external terms
on the External Term Table page.
This field is optional; leave it blank until you are ready to enter transfer
credit information.
Academic Level
Select the academic level of the person at the time the external data was
collected or issued. This value might be different from the current
academic level.
From/To Date
Enter the dates of attendance for the career data
Comment Link
Click to access the External Education Comment page and enter

transcript comments.
Transcript Status: Action
Desired appears by default. Select the appropriate action for the

transcript. Available values are Desired and Received. Leave the value as
Desired if you are entering data for a transcript that was requested. Select
a value of Received if the data is for a transcript that has been received.
Transcript Date
Enter the date that the transcript was issued.
Date Received
Enter the date that your office received the transcript.
Transcript Type
Select a transcript type.
Transcript Status
Select a transcript status.
Data Source
Select the data source.
Data Medium
Select the format in which the data was received.
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Transcript Status
CAS transcript status load generally populates as Desired action.
This value should be updated to Received by UAPC or the campus when the appropriate
documentation has been received.
Transcript Summary region: Term Tab, GPA/Units Tab, Rank Tab

This area is not being populated by the interfaces at this time, but the details below are
provided for informational purposes.
Use the Transcript Summary region to enter GPA (grade point average), units, and rank details for
this data, which can be reported on a transcript, self-reported, or reported from another source.
Multiple transcripts (or similar data) can be entered under an external organization.
One or more summaries can be created for a single transcript. The summary GPA, units, and rank of
a persons entire academic career can be entered here, or new rows can be inserted to create
individual summaries that capture data for various segments of a persons academic career. Enter as
many summary types as desired. This structure permits entry of the GPA, rank, and units for each
year of school, in addition to the overall summary, on one transcript.
Transcript Summary: Term Tab
The following table describes the fields for the Transcript Summary: Term Tab on the External
Education page.
Field
Description
Summary Type
Select the summary type from the following values: Comp, Grade 9,
Grade 10, Grade 11, Grade 12, HS Overall.
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Field
Description
External Term, Ext Year
Select the external term and year relevant to the summary
Acad Level
Select the student's academic level at the time that this information
was current, which may not be the student's current academic level.
Institution
Values include all CUNY institutions.
Transcript Summary: GPA/Units Tab
The following table describes the fields for the Transcript Summary: GPA/Units Tab on the
External Education page.
Field
Description
Summary Type
Defaults from Term tab.
GPA Type
Select the GPA type that is used by the external organization.
Ext GPA
Enter the external GPA from the reported information. If the external GPA
values for this GPA type have been defined on the GPA Type Table page,
those values will appear here. Otherwise, enter the appropriate GPA value.
Conv GPA
If the GPA conversion rules have been defined, the system automatically
converts the GPA based on the External GPA entered. If the GPA conversion
rules have not been defined, the value entered in the External GPA field is
copied to the Conv GPA field.
Unit Type
Select the appropriate Unit Type, such as No Credit, Units, Vocational, etc.
Attempted
Enter the number of units that the student attempted.
Completed
The value in the Completed field is automatically populated from the value in
the Attempted field. It can be overridden. Enter the number of units that the
student completed if it is different from the number of units attempted.
Transcript Summary: Rank Tab
The following table describes the fields for the Transcript Summary: Rank Tab on the External
Education page.
Field
Description
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Field
Description
Summary Type
Defaults from Term tab.
Rank Type
Select Rank Type, which includes Weighted and Unweighted.
Class Rank. Class Size
Enter the student's rank in their class and the size of the class.
Percentile
The system automatically calculates the percentile based on the values

entered in the Class Rank and Class Size fields.
External Subjects region: GPA Tab, Subject Totals Tab, Extended Detail Tab
External subject information can be reported on a transcript, self-reported, or reported from another
source. Storing this data is useful for grouping subjects. For example, if subject area requirements
are tracked but not all of the external courses that a student has taken, the course level, number of
courses, units, external GPA, and converted GPA details about external subject areas can be
recorded. External subject areas are defined on the External Subject Table page. Multiple rows can
be added to enter external subject data.
External Subjects: GPA Tab
The following table describes the fields for the External Subjects: GPA Tab on the External
Education page.
Field
Description
External Subject Area
Select the subject area.
Course Level
Select the course level taken in this area. Values include high school and
college levels.
Institution
Select the CUNY institution.
GPA Type
Enter the GPA type for the school that the student attended.
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Field
Description
External GPA
Enter the external GPA from the reported information. If the external GPA
values for this GPA type have been defined on the GPA Type Table page,
those values will appear here. Otherwise, enter the appropriate numeric
GPA value.
Converted GPA
If the GPA conversion rules have been defined, the system automatically
converts the GPA based on the External GPA entered. If the GPA
conversion rules have not been defined, the value entered in the External
GPA field is copied to the Conv GPA field.
External Subjects: Subject Totals Tab

CAS populates the following information on the Subjects Totals tab:
The following table describes the fields for the External Subjects: Extended Detail Tab on the
Field
Description
External Subject Area
Select the subject area.
Courses Attempted
Enter the number of courses that the student attempted.
Courses Completed
Enter the number of courses that the student completed if it is different

from the number of courses the student attempted
Units Attempted
Enter the number of units that the student attempted.
Units Completed
Enter the number of units that the student completed if it is different from
the number of units that the student attempted.
Unit Type
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The Courses and Degrees Page

Use the Courses and Degrees page to enter data relevant to courses completed at external
institutions. Note that many fields on this page will pre-populate from the data entered on the
At this time, CAS does not load courses, but does populate external degree information.
The following table describes the fields for the External Defaults on the Courses and Degrees
page.
Field
Description
Data Number
If the courses entered are linked to a row of transcript data on the External
Education page, enter the data number from that page. When navigating out of
this field, the system automatically populates a number of the remaining fields
with the data that is linked to this data number. If the courses entered are not
linked to a data number, do not enter a value in this field but complete the
remaining fields.
Data Source
Select appropriate data source.
Acad Level
Select appropriate academic level from the available values. (11 grade,
freshman, doctoral, etc.)
Institution
Select the CUNY institution.
th
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Field
Description
Course Type
Select the appropriate course type from the available values. (Course,
equivalent, event, etc.)
Unit Type
Grading Scheme
Select the grading scheme to convert the grading scheme of the external
school to CUNY standards. Define grading schemes on the Grading Scheme
Table page.
External Career
Select the appropriate career:: Grad, HS, Law, Med, Undergrad.
Term Type
If the value Other is selected, the Begin Date and End Date fields become
available. If any other value is selected, the External Term and Term Year
fields become available.
Begin Date/End
Date
Enter dates of external education. These fields appear for high school and
GED external education.
External Term/
External Career
Enter dates of external education. These fields appear for post-secondary

external education.
Course Level
Select the course level taken in this area. Values include high school and
college levels.
Units Taken
Enter the number of units taken.
Grading Basis
Select appropriate value for grading basis.
Apply Defaults
Button
Click to populate the default values to the first row of the External Courses
group box. These defaults will then be applied to subsequent rows.
The defaults only need to be applied once. If another data number is entered
the default data is changed, do not select the Apply Defaults button again. The
new defaults will automatically apply to subsequent rows of course data
entered.
External Degrees: Degree Tab

This tab is an example from an ASTA load. ASTA does not populate courses or subjects, but of
course includes degree information.
The following table describes the fields for the External Degrees: Degree Tab on the Courses and
Degrees page.
Field
Description
Degree
Select appropriate degree from the available values.
Description
If a value is entered in the Degree field, the

Description field is populated. If a degree value is
not available, enter a description.
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Field
Description
Degree Date
Enter the date that the degree was or is being

granted.
Data Source
Select appropriate data source.
Degree Status
Complete appears by default.
Honors Category
Select appropriate Honors value for degree: Cum

Laude, Magna Cum Laude, Summa Cum Laude,
None.
External Degrees: Field of Study Tab
The following table describes the fields for the External Degrees: Field of Study Tab on the
Courses and Degrees page.
Field
Description
Degree
External Subject 1
Field of Study 1
External Subject 2
Field of Study 2
External subject information is entered, field of study

information appears. If a subject area value is not
available, enter the field of study information.
External Degrees: Transcript Tab
The following table describes the fields for the External Degrees: Transcript Tab on the Courses
and Degrees page.
Field
Description
Degree
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Field
Description
External Career
Select the appropriate career from the available

values: Grad, HS, Law, Med, Undergrad.
Data Number
If this degree data is related to a specific transcript

or source of information, select the data number of
the transcript or other source. The system populates
this field from the External Education page.
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Chapter 5 Update Applicant Program/Action Status

Chapter Objectives
update applicant program/action status
The CAS/ASTA interface process will create the initial application program status of
Admitted with a program action reason of UAPC. CAS/ASTA interface also sends
updates to applications, which add rows to admissions program stack with a program action
of DATA and a program action reason of UAPC.
This topic covers a variety of scenarios for updating an applicants admissions status. Please note
that the same functional steps apply to all value choices, but campus business process for
some may differ. Refer to your campus policy for detailed information surrounding each
status selection.
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Accepts Admission
Once the applicant has communicated to the Admissions office an acceptance of admission offer, a
new effective dated row must be added to the admissions program stack. This will update their
program status to prematric.
Step Summary Accepts admission

To update an application for Accepting Admission:

1. On the Maintains Applications Search Page, enter search criteria and select appropriate
record. Selection will lead directly to the Application Program Data Page.
2.
Click the Add a New Row icon to insert a new effective dated row.
3.
Update the Program Action field to DEIN (Intent to Matriculate)
4. Click Save.
Program Status Intent to Matriculate
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Defers Admission
When an applicant has communicated to the Admissions office an acceptance of admission offer and
then chooses to defer their admission to a future term, a new effective dated row must be added to
the admissions program stack. The admit term also must be updated to reflect the term change.
Step Summary Defers Admission

To update an application for Deferring Admission:

2. Click the Add a New Row icon to insert a new effective dated row.
3. Update the Program Action field to DEFR (Defer Enrollment)
4. Update the Action Reason field with the appropriate admission code (admit type).
5. Update the Admit Term field with the new enrollment term for this applicant.
6. Click Save.
Program Status Defers Enrollment
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Declines Admission
When an applicant declines admission either through notification or due to no response, a new
effective dated row must be added to the admissions program stack.
Step Summary Declines Admission

To update an application for Declining Admission:

3. Update the Program Action field to WAPP (Applicant Withdrawal).
4. For students who notify the institution of their decision not to attend, update the Action
Reason field with DNC (Do Not Contact). For students who did not notify the institution,
select the Action Reason of NRSP (No Response).
5. Click Save.
Program Status Declines Admission
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Matriculate an Applicant - Single
This process should be followed when the decision has been made to matriculate the application of a
single student and the application program status is prematric.
Step Summary
The Application Program Data page can be found by navigating to: Student Admissions >
Application Maintenance > Maintain Applications
To Matriculate a Single Applicant:
2. Click the Add a New Row icon to the Program Data section.
3. Update the Program Action field to MATR (Matriculation)
4. Update the Action Reason field with the appropriate admission code (admit type).
5. Click the Create Program button to create the Program/Plan stack.
6. Click Save.
Application Program Data page Matriculated Program Action
Pre-matriculated
Matriculated
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Matriculate an Applicant - Batch
The batch matriculation process will mass update the Program Action and Action reason (if required)
for applicants that have been admitted. It will add a Program Action of MATR and the appropriate
action reason as necessary. A program will be created for applicants and ownership of the students
will be released to Student Records.
Batch Matriculation contains three actions:
Run the Mass Change Definition
Run the Application Program Update process
Run the Activate Applicant process
Step Summary Mass Change Definition

The Run Mass Change page can be found by navigating to: Student Admissions > Processing
Applications > Mass Change > Run Mass Change
To Run Mass Change Definition:
1. Click Add a New Value on the Run Mass Change page to create a new Run Control ID.
This step can be skipped once a Run Control ID for Mass Change has been created.
2. Under Run Mass Change Type, click Execute Mass Change Group
3. Under Execution Parameters, navigate to Mass Change Group ID. Use the look-up tool to
find the institutions mass change group.
4. Click Run.
5. Click OK.
6. Click on Process Monitor to check on the status of the process.
7. The Process List tab will indicate Success, Error, or Queued. When the latter two values
appear, contact the Help Desk. When the value Success appears, proceed to the Run
Application Program Update process.
Run Mss Change to Batch Matriculate
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Step Summary Run the Application Program Update process
The Application Program Update page can be found by navigating to: Student Admissions >
Processing Applications > Update Applications > Application Program Update
To Run the Application Program Update process:
1. Click Add a New Value on the Application Program Update page to create a new Run
Control ID. This step can be skipped once a Run Control ID for Mass Change has been
created.
2. Click Run.
3. Click OK.
4. Click on the Process Monitor to check on the status of the process.
appear, contact the Help Desk. When the value Success appears, proceed to the Run
Activate Applicant process.
Step Summary Run the Activate Applicant process
The Activate Applicants page can be found by navigating to: Student Admissions > Processing
Applications > Update Applications > Activate Applicants
To Run the Activate Applicant Process:
1. Click Add a New Value on the Application Program Update page to create a new Run
Control ID. This step can be skipped once a Run Control ID for Mass Change has been
created.
2. Update the fields for Institution, Career, and Admit Term.
3. Click Run.
4. Click OK.
5. Click on the Process Monitor to check on the status of the process.
appear, contact the Help Desk. When this step is complete, the record is ready for Term
Activation.
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Chapter 6 View Additional Applicant Data

In addition to student data available through the application and CAS results pages, additional
information is available for viewing.
Note: Depending upon security access, links to most of these pages are accessible
through the Student Services Center.
Chapter Objectives
Topic 1:
View Applicant Summary Page

View Applicant Progression
View Educational Summary
View Academic Test Summary
View Test Results
View Unofficial Transcripts
View Application Summary Page
The application summary page displays key admissions data for applicants with hyperlinks to the core
admissions records within CUNYfirst.
Step Summary
The Application Summary page can be found by navigating to: Student Admissions > Applicant
Summaries > Application Summary
To view the Application Summary page:
1. Enter Search Criteria and click Search.
2. Use the Application Summary page to view a list of all applications for an individual
applicant, along with associated application numbers, institutions, career, program, term,
admit type, and status.
3. Click the Application Data link to review the applications Application Program Data page.
This link opens a new window to the Maintain Applications component.
4. Close the Application Program Data window to return to the Application Summary page.
5. Click the Application Detail page to view select details of a specific application, including
program action (matriculated), action reason (entering freshmen), and evaluation date.
6. Click Return to return to the Application Summary page.
.
The Application Summary page
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The Application Data link brings users to the Application Program Data page of the application.
The Application Detail link brings users to the following sub-page:
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View Applicant Progression
The applicant progression page displays program status progression from prospect to matriculant
(student), displaying key admissions data. Only the most current program status, program action
(with action reason if applicable) and action date display. To view all historical program status, use
the Maintain Application component.
The Applicant Progression page can be found by navigating to: Student Admissions > Applicant
Summaries > Applicant Progression
To view the Application Progression page:
2. Review the Applicant Progression page to view a summary of an application through
prospect, applicant, and student stages. These fields cannot be modified.
The Application Progression page
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View Education Summary
The education summary pages display information from the applicants academic transcript. This
data has been received either via the CAS/ASTA interface or by manual entry.
Step Summary
The Education Summary pages can be found by navigating to: Student Admissions > Applicant
Summaries > Education Summary.
To view the Education Summary pages:
1. Enter desired criteria and click Search. Note that the Academic Institution field is required.
2. If multiple results are retrieved, select appropriate record.
3. On the External Academic Summary tab, use the Select Academic Data section and the
corresponding Search button to review any existing data.
4. Click the Academic Data Detail link to data for GPA type, class rank, and related data. Click
Return to return to the External Summary page.
5. Click the Sort Academic Data by pull-down menu to sort results by a variety of criteria.
6. Click on the External Subject Summary tab. Use the Select Subjects By section and the
corresponding Search button to review any existing data. Note that only the first five rows of
data will be displayed
7. Click on the External Subject Summary tab. Use the Select Subjects By section and the
corresponding Search button to review any existing data. Note that only the first five rows of
data will be displayed.
8. Click the Academic Subject Detail link for data regarding GPA Type, Unit Type, Total Units
and Courses Attempted. Click Return to return to the External Subject Summary page.
9. Click the External Degree Summary to review data related to external degrees. Use the
Sort Degree drop-down to organize results, if desired.
10. Click the External Course Summary tab to review any data related to course level, subject,
and term.
11. Use the Sort Courses By pull-down menu to sort results by a variety of criteria.
12. Click the Transcript Data link to review any existing data regarding transcripts.
13. Click Return to move back to the External Course Summary page.
14. Click on the Course Detail link to review more data regarding course level, type, and dates.
15. Click Return to move back to the External Course Summary page.
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External Academic Summary tab
External Subject Summary tab
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External Degree Summary tab
External Course Summary tab
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View Academic Test Summary
The Academic Test Summary page displays test information for applicants. These tests can be either
internal to the institution or external. The data had come in either from the CAS/ASTA, SKAT
interfaces or manual entry. Viewing these tests is contingent upon row-level security access.
Step Summary
The Academic Test Summary page can be found by navigating to: Student Admissions > Applicant
Summaries > Academic Test Summary
To view Academic Test Summary pages:
1. Enter search criteria and click Search. If there are multiple results, select the desired student
record. If multiple results are retrieved, select appropriate record.
2. On the Academic Test Summary Page, the first 6 test scores will be displayed. If there are
more than 6, then click the right arrow in the blue bar to scroll to the next available scores in
groups of 6. Alternatively, you can click on View All to see the entire list.
3. Use the Test Summary by ID/Component and the Sort By/Search button to narrow test
results. Review data for Test Scores, Percentile placement, and related Testing information.
The Academic Test Summary page
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View Test Results
When available, test scores and related information will populate students records through the CAS
interface. Follow the steps below to view test information.
Step Summary View Test Results

Navigate to Student Admissions > Application Entry > Application Information > Test Results.
Alternate navigation: Records and Enrollment > Transfer Credit Evaluation > Test Results. Note
that this page is also accessible by using the Go links on the Application Maintenance page.
Note: Test Scores are also available in the Student Services Center. Refer to the relevant chapter for
detailed information.
1. Enter search criteria and click Search. Note: Academic Institution is a required field.
2. View desired information on the Test Results page.
3. Use Row Navigation to view all test results. Use the View All link to view all testing data on
one page.
4. End of Procedure.
The Test Results Page
Use the Test Results Page to view and edit testing details for new and continuing students.
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CAS updates the following fields on the Test Results page:

Field
Description
The CAS and ASTA Load Process will create

the following test results if data is present.
GED
Regents
SAT
TEOFL
The following table describes the fields on the Test Results page.
Field
Description
Test ID
Select the appropriate Test ID from the available values. Values are
configured and stored on the Test Tables page.
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Field
Description
Checklist Item Update
Select this check box to indicate that the checklist related to this row of
data is updated when the Checklist Item Update Automated process is
run. When the page is saved, the system selects this check box
automatically. To clear this check box, save the page, clear the check
box, then save the page again.
Test Date
Select the date on which this test was taken. The value you enter here
populates the corresponding field in the bottom region of the page.
Data Source
Select how this test information was reported. For example, the data
could have been self-reported or received from a testing agency. The
value you select here populates the corresponding field in the bottom
region of the page.
Acad Level
Select the applicants academic level at the time this test was taken.
This level can be different from the applicants current level. The value
you enter here defaults to the corresponding field in the bottom region
of the page.
Component
Enter the first test component. Values for this field are determined by
the test ID entered. Define test components on the Test Component
Table page and link them to tests on the Test Tables page.
Score
Enter the score for this test component.
Percentile
Enter the percentile for this test component.
Test Date
The system automatically populates this field from the value entered in
the Defaults for Components group box. The date can be edited if
necessary.
Data Source
the Defaults for Components group box. The value can be edited if
necessary.
Acad Level
the Defaults for Components group box. The value can be edited if
necessary.
Letter Score
Enter a letter score for this test component, if applicable.
Date Loaded
The default for the loaded date is your system date. Edit this field if
necessary. If this information is electronically loaded, this field is
automatically populated with the system date the day the data is
loaded.
Index
The LSAT 3-Year Test Index appears if this information has been
loaded.
Stnd Admin
The system selects this check box by default, which indicates that this
test was administered in a standard way. Clear this check box if the test
was administered in a nonstandard or non-timed way.
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View Unofficial Transcripts
Though course history, term history, grades, and GPA can all be found in the Student Center,
Unofficial Transcripts can be printed through the Advisor Center. Note that access to the Advisor
Center is contingent upon security.
Step Summary
The Advisor Center can be found by navigating to: Self Service > Advisor Center > Advisee Student
Center.
To view Unofficial Transcripts:
1. Enter search criteria and click Search. If multiple results are retrieved, select appropriate
record.
2. In the Academics section, use the pull-down menu to select Transcript: View Unofficial.
3. Use the pull-down menus to select the Institution and Report Type: Student Unofficial
Transcript.
4. Click the View Report link.
5. Review Report information and click the View Report link again.
6. A new window will open with the Transcript. Please note that if you have pop-up blockers,
the transcript may not open.
7. View or Print Unofficial Transcript.
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The Advisor Center
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Selection of Institution and Transcript Type (only Unofficial is available)
Final Step (click View Report) to access Transcript
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Sample Excerpt of Unofficial Transcript
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Chapter 7 Non-Degree Students

The process of admitting Non-Degree applicants does not involve UAPC processing of CAS/ASTA
files and can be processed directly in CUNYfirst by using the Quick Admit and Program/Plan
functionality.
For students who do not already possess an EMPL ID in CUNYfirst, Quick Admit functionality can be
used to create a record without creating an application. Quick Admit enables campuses to rapidly
add a new students personal data record to CUNYfirst and to activate that student into an academic
career, an academic program, and a specific term. Applicants admitted via the Quick Admit
functionality do not have applications created in CUNYfirst, but will have a student record with a
program/plan stack.
If needed, an application can be added at a later date for these students by using the Add
Application component or applying through UAPC. For a manual entry, the EMPL ID would be
entered on the Add App page. The Bio-Demo information from the record would be rolled into the
application. The admissions administrator would then enter the appropriate data into the remaining
application-specific pages.
After saving the students biographical data and activating the student into the term, the student is
eligible for class enrollment. The Quick Enroll a Student component is available to enroll students
into the term. CUNYfirst carries forward the key information (ID, academic institution, academic
career, and term) and automatically opens the Quick Enroll a Student component for the given
student.
For Non-Degree students who already possess an EMPL ID, the Program/Plan stack instruction
should be followed. Students may have an EMPL ID because they have been enrolled at a
CUNYfirst institution or because they are employees in any CUNY institution. In such cases, we are
simply adding a new layer of academic program information to the existing student record.
Note: In some cases, campuses may want to use the Add Application functionality to add NonDegree students to CUNYfirst. Since Quick Admit creates a record, but does not create an
application, institutions may wish to have the applications on record for data reporting. In this case,
instructions for Adding an Application should be followed and the correct Non-Degree values should
be selected for Program, Plan, and Student Groups.
Chapter Objectives
Use Quick Admit to admit Non-Degree students (without EMPL ID)

Use the Program/Plan stack to admit Non-Degree students (with EMPL ID)
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Non-Degree Students without EMPL - Quick Admit
This process should be used only for students who do not already have an EMPL ID, either as a
student or a CUNY employee. Please refer to the next topic for instruction on admitting NonDegree students who already possess an EMPL ID.
Step Summary
The Quick Admit page can be found by navigating to: Records and Enrollment > Enroll Students >
Quick Admit
To Quick Admit a Student:
1. Perform the Search/Match process to determine if a record (and EMPL ID) already exists.
Access to this component now exists on the Quick Admit Page. Please refer to the
Search/Match chapter for detailed instruction on the Search/Match process.
a. If there is no record, continue with these instructions.
b. If there is a record, follow the instructions in Program/Plan stack.
2. Navigate to the Quick Admit component: Records and Enrollment > Enroll Students > Quick
Admit.
3. Retain the default ID NEW. Select the Institution.
4. Select UGRD for Undergraduate career or GRAD for Graduate Career.
5. Enter the Term.
6. Click the Add button.
7. On the Biographical Details Page, enter all of the appropriate Personal Information.
8. On the Regional Page, enter Ethnicity details.
9. On the Program/Plan Page, select the appropriate value for Academic Program-Primary:
a.
NDEG (Non-Degree value at Community Colleges) for UGRD career. or
b.
NDEGU (Non-Degree value at Senior Colleges) for UGRD career or
c.
NDEGG (Non-Degree value for Senior/Grad programs) for GRAD career.
10. On the Program/Plan Page, enter:

a.
PERMIT UG plan (undergraduate) or
b.
PERMIT GR plan (graduate) for the Academic Plan.
11. Click the Residency link. On the Residency Official page, enter the Admit Term (Effective
Term), Residency, and the current date for Residency date.
12. Click the OK icon.
13. Click Save. Once the record is saved, the student is assigned an Empl ID and activated.
However, there are two more important steps to complete this process.
14. Update Status with an MATR row:
a. Upon saving, Quick Admit has automatically matriculated the student record.
However, a new row must be added with the Program Action of MATR to facilitate
students claiming of accounts.
b. Navigate to the Program/Plan stack in Records and Enrollment.
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Click the Add a New Row icon.
d. Select the MATR Program Action. This value will enable IMS to recognize the
student and allow the account to be activated.
e. Click Save.
15. Placing E-Permit students in the appropriate Student Group is essential for subsequent
processes, including tuition calculation and enrollment, to run effectively:
a. E-Permit student groups are coded as follows: PIxx. The PI refers to permit in
and the xx refers to the 2 digit code from legacy for each college. Ex: PI02 = Permit
in from Baruch College.
b. Enter Student Group Start Date. For Student Financials billing to run effectively, this
Student Group must be active by the first day of classes for a particular term. The
status must be set to ACTIVE.
c.
Add a new row to enter Student Group End Date. The future effective date must
expire on or after the last day of finals. The status must be set to INACTIVE.
d. Click Save.
e. NOTE: Permit-Out students will be served by the Registrars Office, but for
informational purposes Admissions should know that they are coded with a PermitOut student group.
16. Please refer to the Student Records Reference Guide for detailed instruction in the
following next-steps for E-Permit Students including:
a.
Setting Enrollment Limits
b.
Setting the Enrollment Appointment
Once this process is complete, students are eligible to enroll through the Quick Enroll process.
CUNY campus policies may require additional steps (immunization, testing) prior to enrollment.
The Quick Admit a Student page
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The following table describes the fields on the Quick Admit a Student page of the Quick Admit a
Student component:
Field
Description
ID
In add mode, CUNYfirst defaults the students ID to

New. Retain this value. This default value will allow
CUNYfirst to assign the ID.
Enter the appropriate academic institution.
Academic Career
Enter the appropriate academic career. CUNYfirst

will display academic programs based on the
selected academic career.
Term
Enter the appropriate term. After entering the

required data for a student and clicking the Save
button, CUNYfirst activates the student into the
specified term. This functionality works for both new
and continuing students.
To use the Quick Admit feature for a specific term,
the academic term calendar for the academic
programs within that term must have been defined.
Add
Click to open component with specified key values.
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The Biographical Details page

Use this page to enter and update the known biographical and demographic data for an applicant.
The following table describes the fields on the Biographical Details page of the Quick Admit a
Student component:
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Person Information group

Field
Description
Effective Date

If entering the application after the start date of the
admit term, back-date the effective date to a date
prior to the start date of the admit term in order to
term activate the student once they are matriculated.
Enter the persons Prefix, First Name, Last Name,
Middle Name, Suffix and Date of Birth. NOTE: Only
enter data on the Birth Information link for
International students.
Person Information
Effective Date

information. I.e.: the Marital Status and Gender.
Biographical History group

Field
Effective Date
Description
Marital Status/As of
Select a value for marital status.
Gender
Select a value for Gender.
Enter an effective date for this information if different

from default date.
National ID group
Field
National ID
Description
CUNY is using this field for the Social Security
number. If an incorrect SSN is entered, the row
should be deleted before attempting to rewrite and
save.
Contact Information group

Field
Address Type
Description
Effective Date

information.
Status
Indicates whether the address is Active or Inactive.
Country
Indicates Country of Residence
Address
Links to additional page for address detail entry.
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An address must be entered in each of the four

address types used by CUNY in order to be
consistent with the CAS/ASTA interface. CUNY is
using four types: Mailing, Home, Permanent and
Billing. Enter the apartment number in the Address
1 field.
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Field
Phone - Type
Description
Country/Preferred
These fields are not required.
Email Type
Email type includes a range of values, such as

Business, Campus, Dorm, Home, and Other.
Visa/Permit Data - Link
Enter all information pertaining to Visa type.

offering.
Citizenship - Link
Enter all information pertaining to Citizenship.

offering.
Phone type includes a range of values, such as

Business, Campus, Home, Cell, etc.
The Address link leads to a new page for address data entry.
The Regional page

Use this page to enter or update a students information according to regional data requirements.
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The following table describes the fields on the Regional page of the Quick Admit a Student
component:
Field
Regulatory Region
Ethnic group
Primary
History Section
Description
Enter the regulatory region. USA is the default value.
Select the appropriate value for the applicants
ethnic group. Values for the default Regulatory
Region of USA are stored on the Ethnic Groups
page. These values are shared between HR and
CS. They are configured and maintained by HR.
Check the primary box to indicate primary ethnicity.
CUNY is not using this section at this time.
The Program Plan page

For new students, select the primary academic program and enter other program stack information.
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The following table describes the fields on the Program Plan page of the Quick Admit a Student
component:
Field
Description
Academic Program Primary (academic

program primary)
Select the appropriate Non-Degree value for the

program. CUNYfirst prompts with academic program
values specific to the selected academic career.
Campus
Enter the appropriate campus.
Academic Plan
Select the appropriate Non-Degree value for the

plan.
Admit Term
Non-Degree students are usually entering in the

current term, which will be the default field.
Requirement Term
The requirement term informs CUNYfirst which

terms degree progress requirements apply to the
student for their primary academic program.
CUNYfirst, by default, sets this value to the Admit
Term value.
Expected Graduation Term
Not relevant for Non-Degree students.
Residency
Click to display the Residency Official page and

record residency information that has been verified
by the college.
(NZL) Funding Source
Not being used by CUNY.
(AUS) Mode of Attendance
Not being used by CUNY.
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Field
Description
Quick Enrollment
This links to the Quick Enroll component, where

enrollment transactions are processed for the
student.
Enrollment Appointments
This links to the Appointments component, where

enrollment appointments are processed for the
student.
Student Program Plan
This links to the Student Program/Plan component

where any changes to a new or continuing students
program stack information are processed after the
student data has been saved to CUNYfirst.
Residency Official Page
The following table describes the three fields CUNY is currently using on the Residency Official
page:
Field
Description
Effective Term
Effective date of this records data.
Residency
Indicates residency: In-State, Out-of-State, In-City,

Pending
Residency Date
Date as of when the applicants residency is official.
Viewing Program Stack Data After Saving the Component
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When updating a new or continuing students records, only the following fields appear:
Field
Description
Student Career Nbr (student career number)
Please note that Career Number is NOT associated

with a Career level. It indicates number of programs
that exist within a career. For example, there will be
one Career for an Undergraduate degree but two
Career Numbers for a first and second BA.
Prim Prog (primary program)
CUNYfirst displays the primary academic program

associated with the student career number. The
primary academic program that appears is the
academic program into which CUNYfirst activates
the student for the specified term.
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Non-Degree Students with EMPL Program/Plan Stack
Topic 2:
This process will be used for non-degree applicants who already possess an EMPL ID. Following
are two different scenarios regarding individuals with EMPL IDs.
Students who already possess an EMPL ID as a student from another CUNYfirst institution.
These students already have a record with a Program/Plan stack, but will need a new row of
Non-Degree enrollment data.
CUNY employees will have an EMPL ID but will not have a Program/Plan stack. These
individuals must have their first Program/Plan stack created.
Step Summary
To Add a Non-Degree Applicant with an EMPL ID:
1. Navigate to the student record: Records and Enrollment > Career and Program
Information > Student Program/Plan.
2. Enter the appropriate Search criteria. The Academic Institution must be selected to
proceed. Check the Include History checkbox and click Search. Select the appropriate
record.
3. If a student has a Program/Plan page, select the most recent record (highest number).
the Student Program Page, click the Add a New Row icon.
On
4. If a student does not have any data on the Program/Plan page, go to the Add a New
Value tab.
a. Copy the EMPL ID into the appropriate field.
b. Select the appropriate level.
c.
Retain the Career number 0 to create this first Program/Plan stack and click the
ADD button on the bottom of the page.
5. Select the ACTV (Activate) value in the Program Action field.

6. Select the Action Reason (2) for entering freshmen of grad degree or non-degree.
7. Select the Institution.
8. Select the appropriate value on the Student Program tab for Academic Program:
a.
NDEG (Non-Degree value at Community Colleges) for UGRD career. or
b.
NDEGU (Non-Degree value at Senior Colleges) for UGRD career or
c.
.NDEGG (Non-Degree value for Senior/Grad programs) for GRAD career.
9. On the Student Plan tab, enter the appropriate Non-Degree value for Academic Plan (ex:
non degree permit, Non-Degree UG, Permit UG, etc.).
10. Select the appropriate values for Admit Term and Campus.
11. Retain Admit Term information.
12. Click Save. Please note that the next steps are essential for subsequent processes to run
effectively.
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13. Update Residency information. On the Residency Official page, enter the Admit Term
(Effective Term), Residency, and the current date for Residency date.
14. Click Save. Once the record is saved, the student is assigned an Empl ID and activated.
However, there are two more important steps to complete this process.
15. Update Status with an MATR row:
a. Upon saving, Quick Admit has automatically matriculated the student record.
However, a new row must be added with the Program Action of MATR to facilitate
students claiming of accounts.
b. Navigate to the Program/Plan stack in Records and Enrollment.
c.
Click the Add a New Row icon.
d. Select the MATR Program Action. This value will enable IMS to recognize the
student and allow the account to be activated.
e. Click Save.
16. Placing E-Permit students in the appropriate Student Group is essential for subsequent
processes, including tuition calculation and enrollment, to run effectively:
a. E-Permit student groups are coded as follows: PIxx. The PI refers to permit in
and the xx refers to the 2 digit code from legacy for each college. Ex: PI02 = Permit
in from Baruch College.
b. Enter Student Group Start Date. For Student Financials billing to run effectively, this
Student Group must be active by the first day of classes for a particular term. The
status must be set to ACTIVE.
c.
Add a new row to enter Student Group End Date. The future effective date must
expire on or after the last day of finals. The status must be set to INACTIVE.
d. Click Save.
e. NOTE: Permit-Out students will be served by the Registrars Office, but for
informational purposes Admissions should know that they are coded with a PermitOut student group.
17. Please refer to the Student Records Reference Guide for detailed instruction in the
following next-steps for E-Permit Students including:
a.
Setting Enrollment Limits
b.
Setting the Enrollment Appointment
Note regarding Effective Dating:

The effective date on the ACTV row of the Student Program/Plan must be prior to or equal to the term
begin date. A student cannot be active in a program plan unless the date is prior to or equal to the
term begin date. This also applies to any program/plan changes for which rows are inserted during a
current term.
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Student Program page
Student Plan page Academic Plan selection
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Chapter 8 Readmit, Reactivate, Reallocate

Chapter Objectives
Topic 1:
Readmit students
Reactivate students
Reallocate students
Readmitting Students (General Steps)
Students seeking readmission must have received a Program Action of Discontinued by the
Registrars office prior to the Readmission process. If a student does not have the DISC Program
Action, Admissions representatives should add a row with an ENRM Program Action prior to
reactivating the record. Please refer to campus policies for any additional requirements and steps
regarding the readmission process.
There are additional steps in readmitting students who are resuming the same plan and those
entering with a new plan. See below for details.
Step Summary Readmit Student with same Program/Plan

1. Navigating to the Student Program page through Records and Enrollment > Career and
Program Information > Program/Plan.
2. Enter the appropriate Search criteria, check the Correct History Checkbox and Search.
3. On the Student Program page, note the current Program Action.
a. If the student has a DISC (Discontinued) row, click the Add a New Row (+) icon and
continue to step 4.
b. If the student does not have a DISC row, click the Add a New Row (+) icon and use
the Program Action look-up tool to select DISC with an Action Reason of ENRM (No
Enrollment). Once this is done, click the Add a New Row (+) icon again and
proceed to step 4.
c.
Note: The DISC date must be appropriate to term activity after the last active term
and prior to the new active term. The DISC row must also have the same admit
terms and requirement terms as in the initial Program/Plan record.
4. Navigate to the appropriate Program/Plan stack for your institution. Use the Program
Action look-up tool to select RADM (Readmit).
5. Use the Action Reason look-up tool to select Readmitted (4). There is ONE exception to
this: When a student is being readmitted solely for the purpose of graduating without taking
classes, the Action Reason is (9).
6. For Admit Term, enter the term into which the student is being Readmitted.
7. For the Requirement Term, follow your campus policy regarding retaining the original
term or the new Admit Term.
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8. Click Save. Note: When you either Save or click a different tab within this component, the
Requirement Term will automatically update to match the Admit Term. If you have chosen to
retain the original Requirement Term, you must correct the auto-update after saving. If you
need a reminder of the original date, please remember that it exists on the initial
Program/Plan page.
Step Summary Readmit Student with new Program/Plan

If the Readmit has indicated a plan change, follow the same steps as above with the following
exception:
9. On the Plan tab, change the Requirement Term to the new term into which the student is
being admitted. Since this is a new plan (major), the student will follow the curriculum
corresponding to their new Admit Date.
10. Change the Declare Date to the current date.
11. Click Save. Note: When you either Save or click a different tab within this component, the
Program/Plan page.
Navigate to: Records and Enrollment > Career and Program Information > Program/Plan.
Verify DISC row
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Update Program Page
Update Plan Page
For additional scenarios regarding RADM (Readmit) students, please refer to the appendix.
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Reactivate Students
Appropriate for a student who was admitted and matriculated to the college but never enrolled.
Since the student to be reactivated already has a Program/Plan stack, we must insert a new row with
a program action and action reason.
Step Summary Reactivate Student

1. Navigating to the Student Program page through Records and Enrollment > Career and
Program Information > Program/Plan.
2. Enter the appropriate Search criteria, check the Correct History Checkbox and Search.
3. On the Student Program page, note the current Program Action.
a. If the student has a DISC (Discontinued) row, click the Add a New Row (+) icon and
continue to step 4.
b. If the student does not have a DISC row, click the Add a New Row (+) icon and use
the Program Action look-up tool to select DISC with an Action Reason of ENRM (No
Enrollment). Once this is done, click the Add a New Row (+) icon again and
proceed to step 4.
c.
Note: The DISC date must be appropriate to term activity after the last active term
and prior to the new active term. The DISC row must also have the same admit
terms and requirement terms as in the initial Program/Plan record.
4. Navigate to the appropriate Program/Plan stack for your institution. Use the Program
Action look-up tool to select RADM (Readmit).
5. In the Action Reason field, select the appropriate value: 2 or 3.
6. For Admit Term, select the term into which the student is being Readmitted.
7. Though it is likely you will update the Requirement Term to the Admit Term, please follow
your campus policy regarding retaining the original or new term.
8. If the student is being readmitted into a different plan, go to the Plan tab and change the
Requirement Term to the new term into which the student is being admitted. However, if it
is your institutions policy to retain the original term as the Requirement Term, then retain the
original term.
9. If the student is being readmitted into a different plan, update the Declare Date to the current
date.
10. Click Save. Note that when you either Save or click a different tab within this component, the
Program/Plan page.
11. End of Procedure.
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Reallocation
When an applicant has been reallocated to a different institution, there are steps that can be taken at
both institutions.
Step Summary Reallocation from the originating institution
To update an application for Reallocation to a Different Institution:

Take the following actions for the originating institutions application 1. On the Maintains Applications Search Page, enter search criteria and select appropriate
3. Update the Program Action field with WAPP (Applicant Withdrawal).
4. Update the Action Reason field with REAL (Reallocation).
5. Click Save.
Program Status Withdrawal for Reallocation
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Step Summary Reallocation for the new institution
3. Update the Program Action field with ADMT (Applicant Admit)
4. Update the Action Reason field with REAL (Reallocation).
5. Click Save.
Program Status Admission for Reallocation
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Unit II: CUNYfirst Campus Community for Admissions

Unit Introduction
This course provides instruction on the various Admissions activities which utilize Campus
Community functionality.
Unit Objectives
Upon completion of this section learners will be able to Add, Update and Manage:
Student data in the Student Services Center

Bio-Demo Information
Residency Information
Citizenship Status
Service Indicators
Student Groups
FERPA Control
Health Services data
Veterans Services data
Disability Services data
Basic Three C functionality
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Chapter 1 Student Services Center ~ Overview

The CUNYfirst Student Services Center provides a comprehensive view of student information. The
ability to update information or simply view data is determined by security access. The pages
associated with Student services Center provide a similar view to the Student Center, which is
accessed by students using Self Service.
The Student Services Center is a collection of the following components:
Student Center - Displays most of what the student sees in Student Center self service
General Info Contact Information, Service Indicators, Student Groups
Admissions - Current Status, Previous Education, and Program/Plan
Academics - Academic Program, Term, GPA, and Enrollment data
Transfer Credit - Transfer Courses, Test Credit and other types of Credit
Finances - Student Billing/Account & Financial Aid Information
Chapter Objectives
Upon completion of the Student Services Center topics, learners will be able to:
Locate relevant data on each tab of the SS Center

Identify links to update student data
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Student Services Center: Student Center Tab
The student center tab provides administrator with a 360 degree overview of a specific student.
Here they can view details of the advisees class schedule, service indicators, initiated checklists,
enrollment appointments, and personal information.
Step Summary
Navigate to: Campus Community > Student Services Center
1.
Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name
2.
Click the Search button.
3. Use the sections detailed below of the Student Center to locate student record details.
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Detailed Information ~ Student Center page
Search for Classes: This takes the viewer to a class search page, where you can search the class
schedule for specific class offerings. When you search for a class, and view class details, you can
also see class notes, department or instructor add consent required or pre- or co-requisites placed on
that class. This data is located within the Class Notes, Add Consent Enrollment Requirements section
on Class Details.
Holds : Positive and negative service indicators list with links to details of institution, start term and/or
date, end term and/or date, amount and department that placed the hold.
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To Do List: Checklists relevant to this particular student that various units in the campus community
may be using appear here. For example, Admissions, Financial Aid or an academic department may
be using to do lists.
Enrollment Dates: Information regarding enrollment dates and student enrollment appointments will
appear here. In addition, you can click on details where you can view enrollment dates by session
and term enrollment limits for this student. From the details page you may also choose to change to
view enrollment dates for another term.
Advisor: Iif assigned, this displays a students assigned advisor. If populated, you can click on
details for link to the advisors email address.
Academics Section
In the Academics section:
Clicking on
will lead to a weekly view of the class schedule
Clicking on My Class Schedule will lead to another view of the student's schedule that
includes additional information than displayed in This Week's Schedule.
Clicking on My Planner will lead to a view of the students Planner. Students may use the
planner to list classes of interest until it is time to enroll for a particular term. Note: The
planner will NOT automatically enroll students in classes at any time!
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My Class Schedule
Click the other academic dropdown box icon to select any of the following:
Course History: Course History displays a grid of all courses a student has previously taken
(including transfer or test credit) plus units and grades.
Exam Schedule: Shows students exam schedule for the selected term.
Grades: You can select a term and bire the classes, term GPA and cumulative GPA for the
student.
Transfer Credit - Report information: This report displays the classes for which the student
has been given credit from other institutions and tests. This same information exists on the
Transfer Credit tab.
To view the selected information, click the
Go icon.
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The Finances Section

Finances section provides a quick snapshot/summary of students account as well as their financial
aid information. Account Summary lists current term balance as well as any future balances due
based on the due date; this does not reflect anticipated aid. Account Inquiry permits a view of of all
student financial activity. Financial Aid permits a view of current financial aid as well as any prior
year financial aid received. Once you click on the aid year, the students financial aid is displayed by
the year then by each term.
In the Finances section, click the other financials dropdown and then select any of the following:
Account Activity: Shows all of the account activity that has transpired over a fixed period of
time. Account activity can include any transactions that have been posted to the student's
account, including charges, cash, checks, or credit card payments, financial aid and refunds.
Charges Due: Shows all of students outstanding charges and deposits incurred to date,
including charge details.
Payments: Shows all of the payments posted to students account.
Pending Financial Aid: Shows pending or anticipated aid that has yet been posted to
students account. Pending financial aid amounts may be viewed by all terms or by specific
terms
To view the selected information, click the
Go icon.
Personal Information
In the Personal Information section:
Demographic Data : Clicking on Demographic Data takes you to a page that displays the
student's demographic information (if known) including ID number, gender, date of birth, birth
country, birth state, marital status, ethnic group, military status, last four digits of national ID
number (SSN), citizenship information, visa or permit data.
Contact Information: A variety of information displays here that may include addresses,
phone numbers and email addresses.
Emergency Contact: Click here to view student Emergency Contact info, if the student has
entered it.
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Student Services Center: General Info Tab
The general info page displays detailed personal information for a student. This information
includes: service indicators, initiated checklists, student groups, personal data, and national ID.
Contact information including addresses, phone and email addresses is also shown.
Step Summary
1.
2.
3. Use the General Info tab to locate student record details.
General Info tab
On the Advisee General Info tab view links to summary details related to:
Service Indicators: If the student has a current active service indicator(s) they will display
here.
Initiated Checklists: If the student has a checklist(s), it will display here.
Student Groups: If the student is associated with a student group it will display here. Also
displayed is current status (active/inactive) in the student group along with the associated
effective date.
If a student needs changes made to the (Personal Data, National ID, Name, Address,
Phone and Email Address) they may contact the Office of the Registrar for assistance.
Click the Expand All button to expand all sections.
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General Info tab upper portion

Note that the Edit Service Indicator link will bring the user to the Manage Service Indicator pages.
Access to this link will be determined by campus security access.
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General Info tab middle portion

Note that the Edit Student Groups link will bring the user to the Manage Student Groups pages.
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General Info tab lower portion

Note that Bio-Demo updates are generally managed between the student and the Registrars Office.
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Student Services Center: Academics Tab
The academics tab contains an overview of Institution/Career/Program section. Also the Term
Summary section with details of academic level and load, classes and statistics displays.
Step Summary
1.
2.
3. Use the Academics tab to locate student record details.
Academics tab
View the Academics tab that displays:
:
Institution/Career/Program section:
o Left Column: Institution, active career and program information displays in this
column. If the student has multiple careers/programs, clicking on a program in the left
column determines the information that displays in the right column. In many cases,
the Expected Graduation Term for a student will be blank. It is important to note that
this field will remain blank until the student has applied for graduation. Then the field
will be populated with the term for which they have applied to graduate. Requirement
Term is similar to the Catalog Year for the students requirements.
o
Right Column: General information about the student's program & plan, including
status, admit term, expected graduation date, approved load, load determination &
level determination displays in this column.
Term Summary section:
o Left Column: Institution, active career information and terms for which the student
has been term activated displays in this column. You can click on any term in this
column and information relevant to that term displays in the right hand column.
o
Right Column: General information relevant to the selected term displays here,
including whether or not the student is eligible to enroll (in an active program), their
primary academic program for that term and their academic standing. In addition you
can view level/load information, classes for which they are enrolled (if any) and term
statistics (including GPA information).If you have access to quick enroll (See
Enrollment : Quick Enroll page for detailed information about this function),
there is a link available at the bottom of the classes section.
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Academics tab Upper portion
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Academics tab lower portion
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Student Services Center: Admissions Tab
The admissions tab page displays information including: Institution/Career/Application

Number/Program, External Education and Test Summary.
Step Summary
1.
2.
3. Use the Admissions tab to locate student record details.
Admissions tab
View the admissions tab that displays:
Institution/Career/Application Nbr/Program: If an application is on file with admissions,

this information will display including Applicant Progression. Click the Edit Application Data
link (green bar) to access the Application pages.
External Education: Displays institution(s) attended by the student. Click
triangle icon to
see further information. Click the External Education link (green bar) to access the External
Education pages.
Test Summary: If test information (ACT, CPE, SAT, ACT, CPI, TOEFL, GED, REGENTS) is
available on the student, a summary of each Test ID will display here. Click the Test
Summary link (green bar) to access the Test data pages.
Following are screen-shots of the Student Center Admissions sections and the pages
available through links.
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Admissions tab - Upper section

Click the Edit Application Data page to access the Maintain Applications component. Note that
access to this link will depend upon security permissions.
Admissions tab Applicant Progression
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Admissions tab External Education section
The Edit Education Data link leads to the External Education pages.
Admissions tab Test Summary section
The Edit Student Tests link leads to the Test Results page
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Student Services Center: Transfer Credit Tab
The transfer credit tab shows the classes that the student has been given credit for because of prior
class work in other institutions and tests.
Step Summary
1.
2.
3. Use the Transfer Credit tab to locate student record details.
Transfer Credit tab

View the Transfer Credit tab that displays:
Course Credits: An overview of transfer credit appears in this table. Each institution
attended displays on the Model page. A summary of the credit transferred displays on the
Statistics page. If the credit has been posted to the students record, the Model Status will be
posted. If it shows as Complete, the credit will be posted when the applicant is admitted and
matriculated. Credits that are not in Posted status do not calculate in the students earned
hours.
Test Credits: Test credits (AP, CLEP, IB) will display if the test credit has been equated to a
course.
Other Credits: Other credits will display exemptions or Life time Achievement credit.
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Student Services Center Transfer Credit page
The Detail in the Course Credits area leads to the Transfer Course Entry pages.
The Detail in the Test Credit area leads to the Test Credit Entry pages.
:
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Student Services Center Transfer Credit page
The Detail in the Other Credits area leads to the Other Credit Detail pages (which includes
Exceptions).
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Student Services Center: Finances Tab
The Student Services Center Finances Tab provides administrators with an overview of a specific
students financial information with easy access to financial transactions.
Step Summary
1.
2.
3. Use the Finances tab to locate student record details.
Finances tab
View the Finances tab that displays:
Tuition Calculation Summary:

o Left Column: Institution, active career and program information displays in this
column. If the student has multiple careers/programs, clicking on a program in the left
column determines the information that displays in the right column.
o
Right Column: General information about the student's finances, including Last
Date/Time Tuition was Calculated, Primary Program, Tuition Group, Total Tuition and
Fees and Total Waiver displays in this column.
Term Summary section:
o Left Column: Campus/Institution displays in this column.
o
Right Column: Detailed information about students finances, including Account

Total Balance, Deposit Due, Anticipated Aid, 1098-T data form, Detailed Due
Charges, Refunds, Refundable Credits, Bills, Payment Plans and Credit History and
Collection displays in this column.
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Chapter 2 Add & Update Student Data

A student record is created for every individual who is added to CUNYfirst. Upon saving a new
student record, CUNYfirst automatically assigns an EMPL ID to the individual.
Before adding an individual to the system users should always run the Search/Match process to
determine if a record already exists for that individual. It is essential that campus administrators
prevent the creation of duplicate records for the same individual. Each individuals biographical and
demographical information is tied to a single record which can be accessed throughout the different
modules in CUNYfirst.
Chapter Objectives
Upon completion of the Add/Update student data topic, learners will be able to:
Update bio-demo data for a student

Preserve history of data via effective dating mechanisms
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Add a Person
If it is necessary to enter an individual into CUNYfirst prior to completion of their application process,
a designated administrator can create a record in CUNYfirst. Follow these steps to enter an
individuals biographical details, including their name, contact information, and ethnicity/regional
information. Note that a Program/Plan stack will NOT be created, as this is not an application
process.
Step Summary
The Add/Update a Person component can be found by navigating to: Campus Community >
Personal Information > Add/Update a Person
To enter personal information:
1. Conduct a Search/Match to ensure the individual does not already have a CUNYfirst record
and EMPL ID!
2. To Add a Person, click on the Add a New Value tab. (ID defaults to NEW). Click the Add
button.
3. The Add/Update a Person Page opens to the Biographical Details tab.
4. Enter the relevant Biographical information for the new record.
5. Click the Regional tab to enter/update ethnicity information.
6. Click Save. An EMPL ID is created upon saving.
Name/Biographical Data Add New Value Page
Use the Add a New Value page to create a new person record for an individual who does not have
an existing person record in the database.
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Name/Biographical Data Page

Use the Name/Biographical Data page to add an individuals biographical details.
The following table describes the fields on the Biographical Details page of the Add/Update a
Person component:
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Personal Information
Field
Effective Date
Description
The effective date is the date when the person's record is effective. The default
for the Effective Date field is the current system date.
Format Using
Prefix
Select English.
Select the prefix from the drop-down box.
First Name
Enter the individual's first name in this field.
Middle Name
Enter the individual's middle name in this field.
Last Name
Enter the individual's last name in this field.
Date of Birth
Enter the individual's date of birth in this field.
Date of Birth
Enter the individual's date of birth in this field.
Birth Information
Click the Birth Information link to access the Birth Information Detail page, where
the individual's birth location, country, and state can be entered.
Biographical History
Field
Description
Effective Date
Marital Status
Use the Effective Date field in the Biographical History section to enter the date
from which the marital status and gender is valid in the system. This field defaults
to the system date.
Specify the individual's marital status (such as single, married, or divorced)
As of
Select the date (if known) on which the associated status became effective.
Gender
Select the individual's gender from the drop-down menu.
National ID
Field
Description
Country
National ID Type
Enter the country of this individual's national ID. Select "USA" to add a
corresponding for a US Social Security number.
Select "Social Security Number" from them drop-down.
National ID
Enter the individual's social security number.
Addresses
Field
Description
Address Type
CUNY is using four address types: Home, Business, Permanent or Mailing. The
system displays Home as the default address type. Enter the address for each
type. When the individual is using just one address, enter this address under
Home type, click Add a New Row (+) to select the next CUNY address type and
save. The Home address will copy here. Repeat for all four types.
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Effective Date
The effective date is the date when the address for the selected address type is
effective. The default for the Effective Date field is the current system date.
Status
The Status field is set to either Active or Inactive.
Country
The system formats the address entry fields based on in the country entered in
this field.
Edit Address Link
Click the Edit Address link to be taken to the Edit Address page. Refer to the
Update Address section for details on using this link.
Edit Addresses Page

Use the Edit Address page to edit an individual's address data. Please see specific topic in this
guide for detailed instruction on editing addresses.
The following table describes the fields on the Edit Addresses page of the Add/Update a Person
component:
NOTE: To be consistent with the CAS and ASTA loads the user should create four
addresses. The types are Home, Mailing, Billing and Permanent.
Field
Description
Address 1
Enter the street address in the Address 1 field.
Address 2
City
State
The apartment or suite number should be entered after the street

address to be consistent with the CAS and ASTA loads.
Enter the city in this field.
Enter the state in this field.
Postal
Enter the postal or zip code in this field.
Country
Enter the country in this field
County
Enter the county in this field.
Override Address Verification
The address validation tool will verify that the address being entered
is a valid address and is correctly formatted. Click the checkbox to
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override the address verification functionality if the address being
entered does not appear on the list of address that are suggested by
the tool and a valid address.
Regional Page
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Note that upon saving, the addresses appear on their own tab for viewing and editing. The
EMPL ID also appears, along with a link to view/update Names.
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Update Bio/Demo Information Names
Step Summary Change an existing name
The Name/Biographical Data page can be found by navigating to: Campus Community > Personal
Information (Student) > Biographical Information (Student) > Names.
To change an existing name:

results are returned, select the appropriate record. Note: Include History display all rows of
data: current, future, and history. Users can add new data to an existing record. Correct
History provides access to existing rows of data and displays all effective-dated rows. Users
can add new data and update all rows, including history rows. Security access to Correct
History is limited.
2.
In the Current Name area, click the Name History link.
3. Click the Add a New Row Icon.

6. Click OK. Review new name information in the area correctly associated with the new
effective date. Click OK again.
7.
Click Save.
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The Names link on the Biographical Details page
Name History is used to edit an existing Name Type
Add a New Row to add data and preserve history
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The Edit Name link selected should be associated with the current effective date.
The Names Detail page is used to make the actual name data changes.
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The Name Type History page contains name history with associated effective dates.
New Primary Name information appears on main Names page.
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Step Summary Add a New Name Type

The Name/Biographical Data page can be found by navigating to: Campus Community > Personal
Information (Student) > Biographical Information (Student) > Names
To add a new name type:
2. To add a new Name Type, use the Add/Change a Name area.
3. Use the pull-down menu to select a Type of Name. Enter the name information.
6. Click Submit.
7.
Review the new name type which now appears in the Current Name section. Click Save.
Type of Name drop-down menu permits selection of new Name Type.
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Names Page permits entry of new Name Type information.
Clicking Submit moves new data to Current Names section.
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Clicking Save retains the information and updates the user identification and date/time stamp.
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Update Bio/Demo Information Addresses
Step Summary Add a New Address

The Address page can be found by navigating to Campus Community > Personal Information
(Student) > Biographical Information (Student) >Addresses/Phones > Address
To Add A New Address Type:

10. To add a new Address type, select the Address Type checkbox appearing under the Add
Address Types column.
11. Click the Edit Address link in the Add Address area.
12. Enter address information. If applicable, click the Override Address Verification checkbox.
13. Click OK.
14. Review the new address information in the Add Address area.
15. Click Submit. Note the new address type now exists in the Current Address section.
16. Click Save.
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To Add a New Address Select a Type and click the Edit Address link
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Enter Address Page
New address information appears. Click Submit to move the data up to Current Address.
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Click Save to retain new data and update the user identification and date/time stamp.
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Step Summary Change an existing address

The Address page can be found by navigating to Campus Community > Personal Information
(Student) > Biographical Information (Student) >Addresses/Phones > Address
To Change an Address:
8. To view address history or make changes to an existing address, click the Edit/View
Address Detail link..
9. Click the Add a New Row icon.
10. Enter address information.
11. Click OK.
12. Review the new address information associated with the new effective date.
13. Click OK.
14. Click Save.
Click the Address link or tab to access the Address page. Please note that on this page, only the first
two rows of address data will display until the View All button is clicked .
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Now we can see all four rows of address data.
Screen after clicking Edit/View Address Detail. Add a New Row to enter new address data.
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Select the Update Address link associated with the new Effective Date.
Add the new address info
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Review the new address information in the correct effective dated row.
New address information is saved upon clicking OK and previous address has been retained.
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Enter Ethnicity Data for a Student
Ethnicity data is recorded on the regional tab. This data can be used for regulatory state and federal
reporting. Intuitions can collect more detailed ethnicity information than may be required by state or
federal agencies if there is an internal need for this information.
Step Summary
The Regional Tab page can be found by navigating to: Campus Community > Personal Information
(Student) > Add/Update a Person > Regional Tab
To enter Ethnicity Data:
1.
Click the Regional tab.
2.
If the student is Hispanic or Latino, check the correct checkbox. In this case,
continue to select the correct Ethnic Group from the associated pull-down menu.
3.
If a student has multiple ethnicities click the Add button and repeat.
4.
Click the Primary checkbox to identify the persons primary Ethnicity.
5.
Click Save.
Use the Regional Tab page to enter Ethnicity Data
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Enter Languages Information for a Student
The Languages page is used to indicate an individuals proficiency in speaking, reading and writing in
foreign languages.
Step Summary
The Languages page can be found by navigating to: Campus Community > Personal Information
(Student) > Biographical (Student) > Personal Attributes > Languages
To enter languages information:
1.
On the Languages search page, find the students record by entering relevant
search criteria and click Search.
2.
Select the correct Student on the Search Results page
3.
Enter a Language Code.
4.
Click Native Language Checkbox, if applicable.
5.
Click the Add button to enter additional languages.
6.
Click Save
Use the Languages Page to indicate an individuals proficiency in speaking, reading and writing in
languages other than English.
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The following table describes the fields on the Languages page of the Languages component
Field
Description
Language Code
Enter the language code in this field.
Check Boxes
There are three check boxes available for each language

entered.
Native: Select this check box to indicate that this is the
individual's native or primary language.
Translator: Select this check box to indicate that the
individual can translate or interpret this language.
Teacher: Select this check box to indicate that the
individual can teach or has taught this language.
Select the level of proficiency, such as high, medium, or
low, with which the individual can speak, read, and write
this language.
Enter the date on which the individual's levels of
proficiency in this language were evaluated, reported, or
entered.
The Set Preferred Communication Language appears only
if the Support Multiple Languages check box is selected
on the Installation Default - CC (installation default Campus Community) page. Click this link to access the
Communication Preferences page where the language in
which the student prefers to receive communications can
be specified.
Speak, Read, Write
Evaluation Date
Set Preferred Communication Language
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Enter Decedent Information
The appropriate administrators information relevant for this component, such as date and place of
death and the death certificate number. When the date of death is recorded on the Decedent Data
page, the system displays the word deceased on each page related to that individual in the
database.
Step Summary
The Decedent Data page can be found by navigating to: Campus Community > Personal Information
(Student) > Biographical (Student) >Personal Attributes > Decedent Data
To enter phone information:
1.
On the Decedent Data search page, find the students record by entering relevant
search criteria and click Search.
2.
Select the correct Student on the Search Results page.
3.
Enter the Date of Death (Required)
4.
Enter Place of Death (Optional)
5.
Enter Death Certificate Nbr (Optional)
6.
Click Save
.
Use the Decedent Data page to enter decedent information.
The following table describes the fields on the Decedent page of the Decedent component:
Field
Description
Date of Death
Enter the date the decedent died. This is a required field.
Place of Death
Death Certificate Nbr
Enter where the decedent died. This field is optional.

Enter the death certificate number. This field is Optional
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Enter Emergency Contacts Information for a Student
Campuses can enter the names, addresses, and telephone numbers of people to contact when an
individual has an emergency situation.
Step Summary
The Emergency Contacts page can be found by navigating to: Campus Community > Personal
Information (Student) > Biographical (Student) > Emergency Contacts
To enter emergency contacts information:
1.
On the Emergency Contacts search page, find the students record by entering
relevant search criteria and click Serach.
2.
Select the correct student.
3.
Enter the Contact Name and select the Contacts relationship with the person.
4.
Check the Primary Contact checkbox for one of contacts (required).
5.
If the Contact has the same address and/or phone number as the student complete
Steps 6 If not proceed to Step 7.
6.
If relevant, check the Same Address/Same Phone as Individual checkbox.
7.
If relevant, click the Edit address link and enter the appropriate information.
8.
Click Save.
Use the Emergency Contacts page to enter emergency contact information.
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The following table describes the fields on the Emergency Contact page of the Emergency Contact
component:
Field
Description
Contact Name
Enter the contacts name. This is a free form field.
Relationship
Primary Contact
Address Type
Select the relationship to the individual from the drop down list.
Select this checkbox next to the contact who the individual identifies
as their primary contact.
Select this checkbox if the contact has the same address as the
individual. If this checkbox is not checked then the contacts address
can be entered by clicking the edit address link.
Select this checkbox if the contact has the same phone number as the
individual.
Select the address type from the drop down list.
Individuals Current Address
Displays the contacts address.
Individuals Phone
Displays the contacts phone number.
Same Address as Individual
Same Phone as Individual
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Edit Addresses Page
The following table describes the fields on the Edit Addresses page of the Emergency Contact
component:
Field
Address 1
Description
Address 2
Enter the street address, including apartment or suite number, in the

Address 1 field.
Enter any related address information not contained in Address 1.
City
Enter the city in this field.
State
Enter the state in this field.
Postal
Enter the postal or zip code in this field.
Country
Enter the country in this field
County
Enter the county in this field.
OK
Click to return to the Emergency Contact page.
Override Address Verification
The address validation tool will verify that the address being entered
is a valid address and is correctly formatted. Click the checkbox to
override the address verification functionality if the address being
entered does not appear on the list of address that are suggested by
the tool and a valid address.
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Use the Emergency Contact Other Phones page to enter additional phone numbers for the
emergency contact.
The following table describes the fields on the Decedent page of the Decedent component:
Field
Description
Contact Name
Displays the emergency contacts name.
Relationship
Primary Contact
Displays the emergency contacts relationship to the individual.

Will be checked if this contact is the individuals primary emergency contact.
Phone Type
Select the phone type from the drop down list.
Phone
Enter the contacts phone number.
Extension
Enter the contacts phone number extension.
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Enter External System ID Information for a Student
Campuses can enter and track IDs from external systems and correlate them to individuals or
organizations in CUNYfirst.
Step Summary
The External System ID page can be found by navigating to: Campus Community > Personal
Information (Student) > Identification (Student) > External System ID
To enter External System Id information:
1.
On the External System ID search page, find the student record by entering relevant
search criteria.
2.
Click Search
3.
Select an External System from the drop-down list.
4.
Enter Effective Date ( Defaults to current date)
5.
Enter the External System ID.
6.
Click Save.
Use the Users External System ID page to enter and track IDs from external systems and correlate
them to individuals or organizations in CUNYfirst.
External System ID Page
Field
Description
External System
Select the external system that created the ID on the External System dropdown.
Use the Effective Date field in the External System ID section to enter the date
from which the External System ID is valid in the system. This field defaults to
the system date.
Enter the individual's External System ID in this field.
Effective Date
External System ID
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Chapter 3 Residency & Citizenship

Official residency should be entered and maintained through the Residency Data component. Note
that the Term Activation process is dependent upon updated residency information.
The CUNYfirst citizenship functionality can be used to identify an individual's country of citizenship,
the current status of that citizenship, when citizenship was issued, and when citizenship expires.
These pages can hold data regarding multiple countries of citizenship.
Chapter Objectives
Upon completion of this section, learners will be able to:
View Residency determination for a student

Update Residency status (for individuals with security access):
View or update United States Citizenship
View or add additional Citizenship data
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Entering Residency Information
Step Summary
The Residency page can be found by navigating to: Campus Community > Personal Information
(Student) > Identification (Student) > Residency Data
To Enter Residency for a Student:
1. Enter Search Criteria, click the Include History checkbox, and click Search.
2. If Residency information exists, click the Add a New Row icon to enter new data.
3. Use the Residency Official 1 page to enter official residency data for an individual. Select
the Institution, Term, and Residency value from the drop-down list. (Additional Residency
Data section values will default in).
4. In the Residency Date field, enter the date that the individual established or reported the
residency. If applicable at this time, select values for Admission and Financial Aid fields.
5. Use the Residency Official 2 page to enter additional official residency data and location
information.
6. Use the Residency Appeal page to record residency appeal information. For example, a
student may have been entered as Out of State for tuition and he or she wants to submit
additional information to qualify for in-state tuition.
7. Use the Residency Self-Report page to enter unofficial, unverified residency information
that an individual reports to your institution.
8. Click Save.
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Residency Official 1 page
Use this page to identify residency status: In-City, In-State, Out-Of-State, Pending.
The following table describes the fields on the Residency Official 1 page of the Residency Data
component:
Field
Description
Academic Career
Displays the students academic career.
Institution
Enter the applicable institution.
Effective Term
Enter the term when the individuals residency status becomes active.
Residency
Select the residency status from the drop down list.
Residency Date
Enter the date that the individuals residency data was entered.
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Additional Residency Data
Field
Description
Admissions
Select the students residency status for admissions purposes from

the drop down list. The value that is entered here is defaulted into
the Federal Residency, State Residency and Tuition fields.
Select the students residency status for federal residency
purposes from the drop down list.
Select the students residency status for state residency purposes
from the drop down list.
Select the students residency status for tuition purposes from the
drop down list.
Select the applicable residency exception for admission purposes
from the drop down list. The value that is entered here is defaulted
into the Federal Residency, State Residency and Tuition exception
fields.
Select the students residency exception for federal residency
Select the students residency exception for state residency
Select the students residency exception for tuition purposes from
the drop down list.
Fin Aid Federal Residency

Fin Aid State Residency
Tuition
Admission Residency Exception
Fin Aid Fed Residency Excpt

Fin Aid State Residency Excpt
Tuition Residency Exception
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Residency Official 2 page

Use this page to add residency information related to address.
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Residency Appeal page

Use this page for data related to appeals including date, status and comments.
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Residency Self-Report
Use this page to identify residency data reported by a student.
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Entering Citizenship Information
Step Summary
The Citizenship page can be found by navigating to: Campus Community > Personal Information
(Student) > Identification (Student) > Citizenship > Citizenship and Passport
To enter Citizenship information:
1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student)
> Citizenship > Citizenship and Passport.
2. Enter Search Criteria, click the Include History checkbox, and click Search.
3. If a record already exists for Citizenship click the (+) Add button under the Citizenship section
to create an additional record and follow the steps below. Please note that the addition of
rows enables campuses to record citizenship status in multiple nations. If no records exist,
continue with the steps below.
4. Select values for Country and Citizenship Status. Note that Status values exist only for
United States Citizenship. Other countries of citizenship can be entered on new rows, but
should only have an associated status value of Self-Reported.
5. CUNY is not using the Passport Information section at this time.
6. Click Save and the OK button.
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Use the Citizenship Detail page to enter citizenship/passport information.
The following table describes the fields on the Citizenship section
Field
Description
Country
Enter the individual's country of citizenship.
Citizenship Status
Enter the status of this individual's citizenship in the specified country, for
example, native, naturalized, or alien permanent.
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Entering Visa/Permit Information
CUNYfirst has the capactity to retain visa and/or permit data for students or employees who are not
citizens of the United States. The Visa Permit Page can also be used to track the supporting
documentation needed to establish visa status.
Step Summary
The Visa Permit page can be found by navigating to: Campus Community > Personal Information
(Student) > Identification (Student) > Citizenship > Visa Permit Data
To enter Visa/Permit information:
1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student)
> Citizenship > Citizenship and Passport.
3. If a record already exists for Visa/Permit Data click the (+) Add button in the Visa/Permit Data
section to create an additional record and follow the steps below. If no records exist,
continue with the steps below.
4. Select values for Country and Citizenship Status
5. Enter information relevant to Country and Visa/Permit type.
6. Click the Get Supporting Documents button to retrieve the supporting document IDs and
descriptions from the Visa/Permit Table page for the visa or permit type specified in the Type
field.
7. Enter information relevant to the dates, status, issuing authority, and documents. Click Save.
8. Click on the Port of Entry Data Tab. If an existing row of information is present for the Port
of Entry Data tab, then click on + hyperlink and perform the steps below. If there is no
information present, then continue with the steps below.
9. Enter data relevant to Port of Entry, including any comments in the Remarks field.
10. Click Save.
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Use the Visa Permit page to enter or update Visa/Permit data.
The following table describes the fields on the Visa Permit Data page of the Citizenship component:
Field
Description
Country
Enter the country that issued the visa or permit.
Type
Enter the type of visa or permit possessed by the individual. This

value is dependent on the country that was selected.
Get Supporting Documents
Click the Get Supporting Documents button to retrieve the

supporting document IDs and descriptions from the Visa/Permit
Table page for the visa or permit type specified in the Type field.
Enter the date on which the visa or permit is effective or the date on
which the information should become effective in the database.
The effective date defaults to the current system date, but can be
changed if needed.
Enter the issuance number from the individual's official visa or
permit in this field.
Select the status of the official visa or permit from the drop-down
list. Valid values are: Applied, Granted, Renewal, and Renewed.
Enter the date the status became effective at the institution. The
default is the system's current date, but this can overridden if
needed.
Enter the date of issuance from the individual's official visa or
permit.
Effective Date
Number
Status
Status Date
Issue Date
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Duration; Duration Type
Date of Entry into Country

Expiration Date
Issuing Authority
Issue Place
Supporting Documents Needed
Request Date
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Enter specify the length of time during which the visa or permit is
valid. Enter the number in the first field, and in the second field
specify the period, such as days, months, terms, or years.
Enter the official date on which the individual entered the
institution's country.
Enter the date on which this individual's visa or permit expires. The
system calculates the expiration date based on the specified
duration and the date of entry into the country. The systemcalculated date can be overridden.
Enter the name of the agency or authority that issued the official
visa or permit.
Enter the name of the location where the official visa or permit was
issued.
Enter the dates that the documents were requested and received.
Date Received
Enter the date that the request for supporting documentation was
made.
Enter the date that the supporting documentation was received.
Port of Entry Data
Enter the location the individual used to enter the country.
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Chapter 4 Managing Service Indicators

Service indicators can be used to provide or limit access to services for a student. Service indicators
can be used as holds to prevent a student from receiving certain services, or positive indicators to
designate special services to be provided. Service indicators consist of one or more impact values
that identify the types of specific services that are restricted or provided.
Service Indicators can be either positive or negative. Negative service indicators are equivalent to
holds. Negative service indicators can impact many services including barring enrollment, withholding
transcripts and suspending library privileges. Positive service indicators indicate special services to
be provided. For example, Student Financial Services might choose to use a positive service indicator
to indicate when a student has given authorization to speak to their parents. The service indicator
Active Date is the date the service indicator goes into effect, and service indicators can be set to
expire at the end of a term or on a specific date.
The negative or positive service indicator buttons display on every page in CUNYfirst that displays
student data.
: Negative Service Indicator
: Positive Service Indicator
If a user clicks on one of the Service Indicator buttons on a student record, a summary page opens in
a new window. This page displays any service indicators associated with the student. Click the Detail
hyperlink to see more detailed information regarding the service indicator.
Chapter Objectives
Upon completion of the Service Indicator topics, learners will be able to:
Manually assign service indicators

Manually release service indicators
Edit service indicators
View service indicator audit information
Assign service indicators in batch.
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Manually Assign a Service Indicator
Service indicators can be used to provide or limit access to services for a student. Service indicators
can be used as holds to prevent a student from receiving certain services, or positive indicators to
designate special services to be provided. Service indicators consist of one or more impact values
that identify the types of specific services that are restricted or provided.
When a service indicator is assigned to an individual, the corresponding negative or positive service
indicator button appears on all pages that display the student data. One button can represent one or
several service indicators. Click the buttons on any of those pages to navigate to the appropriate
details page that display which service indicators and service impacts apply to the individual.
The Manage Service Indicators page can be found by navigating to: Campus Community > Service
Indicators > Person > Manage Service Indicators
To view and add service indicators:
1. Enter Search criteria and select the appropriate student.
2. Select an Effect from the drop-down list. The default ALL can be retained. Select an
Institution and Click the Refresh button.
3. View the information or click the + or Add a New Service Indicator link to add a new
indicator. Click OK.
4. To add a new service indicator, select the appropriate Institution.
5. Select the Service Indicator Code. The viewer will only have access to the specific service
indicators associated with their security set-up.
6. Select the relevant Service Indicator Reason Code.
7. Select the appropriate dates for this Service Indicator: Start Term, End Term, Start Date,
End Date. A Start Term and Start Date are required. An End Term and Date are not required
but are advised in certain situtations, such as with Permit students who will depart the college
by the end of a term.
8. Note that the department associated with the service indicator will default to Department
field. This does not reflect security access, as individuals outside of that department can have
access to manage a particular indicator.
9. It is not necessary to use the following fields: Contact ID, Contact Person. The Place
Person ID will automatically populate to reflect the identity of the user applying the Service
Indicator.
10. Enter Comment, if desired. Click the OK button. End of Procedure.
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When a service indicator is assigned to an individual, the corresponding negative or positive service
indicator icon appears on all pages that display that individuals student data. One icon can represent
one or several service indicators. Click the icon on any of those pages to navigate to the appropriate
details page which displays the service indicators and associated details.
User ID security determines which service indicators a user can place, remove or view. Service
indicators can be placed and removed in batch using Population Selection and other automated
processes.
Note: CUNYfirst automatically records the Placed Person ID (EmplID), Placed By (Name),
and Department of the person who placed the service indicator.
The Manage Service Indicators Search page
The following table describes the fields on the Manage Service Indicators Search page of the
Service Indicators component:
Field
ID
Campus ID
National ID
Last Name
First Name
Case Sensitive
Description
Enter the students EmplID in this field.
Enter the students campus in this field.
Enter the students social security number in this
field.
Enter the students First Name in this field.
Enter the students Last Name in this field.
Click this box to execute a Case Sensitive
search.
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The Manage Service Indicators page

Use the Manage Service Indicators page to add, remove or view service indicators assigned to an
individual.
Field
Service Indicator Code
Service Ind Reason Code
Description
Enter the code for the service indicator to assign
to the individual. For example, the service
indicator HON is used for honors students.
Enter the reason that you are assigning this
service indicator to the individual. Only reason
codes that are associated with the specific
service indicator on the Service Indicator Codes
page are available.
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Effective Period
A Start Term and Start Date is required for saving the Service Indicator. The dates can be past/future
dated, if necessary. End Term/Dates are adviseable in cases such as Visiting/Permit students who
will leave the college upon the end of the term.
Field
Effective Period and Start / End Term
Description
Service impacts associated with a service
indicator can be term-based or date-based.
They are applied or released based on the
start and end information that you enter.
Assignment Details
Field
Assignment Details section
Contact ID
Placed Person ID
Description
CUNYfirst will default the department that owns
this Service Indicator. This linkage does not
reflect security access to add, update, or remove
the indicator.
This is NOT necessary to populate, but it can be
used to enter the ID and name of the person to
contact with questions about this service
indicator.
Automatically defaults to the ID of the person
who created the service indicator.
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Comments & Identification
Field
Comments
Service Impact Description
Time/User Stamp
Description
This field is currently not mandated to be used by
CUNY.
Use the Service Impact Description page to view
details about the impact. Click a code link in the
Impact column to access the Service Impact
Description page.
Upon saving the Service Indicator (Apply/OK),
CUNYfirst will update the Date/Time and the
EMPL/Name of the User performing this activity.
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Manually Release a Service Indicator
Individuals can release service indicators if given the appropriate security access. If the Release
button does not appear on the Service Indicator page, an individual does not have access to perform
this task.
Navigate to: Campus Community > Service Indicators (Student) > Manage Service Indicators
NOTE: When working on any page associated with a student, their service indicator icon will appear
on the top of the page. Clicking directly on that icon will bring the user to the Mange Service Indicator
page.
Step Summary
To release service indicators:
1. Enter Search Criteria for desired student. Click Search.
2. If desired, select Effect field and Academic Institution to narrow results. Click Refresh for this
action to take effect.
3. Click on the appropriate Code to access data for the desired service indicator.
4. On the Edit Service Indicator page, click the Release button. Note: The Release button will
only appear if the user has security access to remove that specific service indicator.
5. Click OK. End of Procedure.
Edit Service Indicator page Release Button
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Edit a Service Indicator
Service Indicators can be edited at any time. A common reason to edit a service indicator would be
to add an expiration date by using the End Term and End Dates fields.
Step Summary
To edit service indicators:
1. Follow the above navigation and enter the desired information into the Empl ID field.
2. Click the Search button and select the appropriate student.
3. Select the Service Indicator for editing.
4. Add or update the relevant data.
5. Click OK. End of Procedure.
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View Service Indicator Audits
CUNYfirst maintains an audit history that indicates who applied which service indictors to which
individuals, including add, change, and delete history. Use the Service Indicator Audits page to view a
history of the service indicators that a person has assigned to records in your system.
Step Summary
The Audit Service Indicators page can be found by navigating to: Campus Community > Service
Indicators (Student) > Audit Service Indicators
To audit service indicators:
1. Follow the above navigation to reach the Audit Service Indicators page.
2. Enter the ID or use any of the desired search criteria fields to find the appropriate person.
3. Click the Search button to view all service indicators applied to that person.
The Audit Service Indicators Search page
Use the Audit Service Indicators page to view an individual's service indicator history, including the
date and time when a service indicator was added or deleted and the ID that added or deleted it.
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The Audit Service Indicators - Assignment tab
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The following table describes the fields on the Audit Service Indicators page of the Service
Indicators component:
Field
Service Indicator Code
Description
The short code that applies to the action taken on
this service indicator. I.e.: NC is for Non-Compliant
Immunizations.
Action
The short code that applies to the action taken on

this service indicator. I.e.: A is for Add.
Audit Service Indicators ID Data tab
Audit Service Indicators Date/Time tab

Note: Clicking the expand symbol next to Date/Time will show data from all tabs in one line.
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Assign Service Indicators in Batch
Step Summary
The Mass Assign Service Indicators page can be found by navigating to: Campus Community >
Service Indicators (Student) > Mass Assign
To Mass Assign Service Indicators:
1. Navigate to the Mass Assign page.
2. Click Add a New value to create a new run control ID. If one has already been created, skip
this step and click on Preview Selection Results prior to running this query.
3. Check the Population Selection box.
4. Use the PS Query Selection Tool.
5. Enter prompt criteria for the query in Edit Prompts including Institution, Student Indicator
Code, Reason.
6. Check System Date field if current date is starting date of Service Indicator.
7. Enter Start Term (0000) service indicator will take effect as soon as assigned.
8. Enter Start Date if not using the Check System Date field.
9. Department will default from Service Indicator setup.
10. Option to click on Preview Selection Results to view students who will receive this service
indicator.
11. Click the Run icon.
12. Click OK.
13. Click on the Process Monitor Tab to check the status
14. The Process List Tab should eventually show the status Success. If a process status of
Error or Queued appears for a long time, contact the Help Desk.
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The Mass Assign Page
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Chapter 5 Student Groups

The Student Groups functionality permits grouping of students based upon a common criteria (ex:
students with disabilities, honor students, college now students). Correct placement in a Student
Group is essential as many key processes are run on the basis of a student group, such as assigning
enrollment appointments and calculating tuition.
Once students are assigned to a group, they will have associated student groups pages throughout
their career at CUNY. Though their status may change from Active to Inactive, the student group
record will remain available.
Campus administrators, faculty, and staff must be provided access to specific student groups in order
to add and edit a students relationship to that group. A student may be assigned to multiple groups
at multiple colleges. A batch process is available to assign students to groups via an uploaded file.
Chapter Objectives
Upon completion of the Student Group topics, learners will be able to:
Add student to student group

Inactivate a student in a student group
View students in a student group
Create a new student group
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Add Student to Student Group
Individuals must have access to specific student groups to be able to add and update student groups.
Step Summary
The Student Groups page can be found through the following navigation paths:
Student Admissions > Application Entry > Academic Information > Student Groups
Records and Enrollment > Career and Program Information > Student Groups
Campus Community > Student Services Center > General Info Tab
Please note that the following Student Groups may be imported from the CAS data load.
Field
Description
The CAS Load Process will create the

following Student Groups if data is present.
CLIP (Immersion)
ESL
SEEK
CD
DAY
EVE
WKDN (weekend)
To add a student group to a student:

1. Follow the navigation above to access the Find an Existing value page.
2. Search by Academic Institution and ID and select the appropriate student.
3. Enter the appropriate data for the student including Academic Institution, Student Group,
Effective Date, Status (defaults to active), and Comments.
4. Click Save.
5. Last Update Date/Time, Updated By, and Type will be populated.
6. If necessary, click the Add a New row button next to Academic Institution and repeat.
Student Groups will be maintained throughout the student's tenure at the college. There may come a
time when a student is no longer a member of a group. To indicate that the student is no longer in the
group, use the Add a Row button to add an effective dated row and change the status to Inactive.
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The Student Groups page

Use this page to activate, inactivate, or delete a student from a student group.
Note that the top portion of this page shows there are two pages of data, which means this student
belongs to two student groups.
The two pages of data in the lower portion are related to the status of this particular group. Please
refer to Inactivating a Student Group for instruction in this area.
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This page (2 of 2) shows the information pertaining to the second student group for the same student.
The area below is associated with this student group.
The following table describes the fields on the Student Groups page of the Application Entry
component:
Field
Description
Student Group
Enter the appropriate student group for this

student.
Effective Date
Enter the date the assignment to the group takes

effect.
Status
Enter Active or Inactive.
Comments
Enter comments for reference about the student

group.
Last Update Date/Time
Displays the date and time the record was

updated.
Updated By
Displays the user ID responsible for updating the

student group.
Type
Indicates whether the record was processed

manually or by mass update. When updated
through the mass process, the program name
appears.
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Inactivate a Student in a Student Group
It is a best practice to add an effective dated row and inactivate a students membership in a student
group to preserve student group history.
Step Summary
The Student Groups page can be found by navigating to: Student Admissions > Application Entry >
Academic Information > Student Groups
To inactivate a student group for a student:
1. Follow the navigation above to access the Student Groups page.
2. Enter the appropriate Search Criteria, click the Include History checkbox, and click Search.
3. Select the appropriate Student Group to inactivate.
4. Click the Add a New Row icon in the lower portion of the Student Groups page. The top
portion of the Student Groups page enables individuals to add a new Student Group to the
students record.
5. Enter the Effective Date for Inactivation
6. Use the status pull-down menu to select the Inactivate Status.
7. If desired, enter relevant Comments.
8. Click the Save button.
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This page shows the student as Inactive at a future date.
The following table describes the fields on the Student Groups page of the Academic Information
component:
Field
Description
Student Group
Displays the student group to which the student

is assigned.
Effective Date
Displays the date the assignment to the group

takes effect.
Status
Select Inactive from the drop down list.
Comments
Displays comments about the student group.
Last Update Date/Time
Displays the date and time the record was

updated.
Updated By
Displays the user ID responsible for updating the

student group.
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Field
Description
Type
Indicates whether the record was processed

manually or by mass update. When updated
through the mass process, the program name
appears.
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View Students in Student Group
Use this page to display all students in a particular student group. Note that users will only view
groups to which they have been given access.
Step Summary
The View Student Groups by Student page can be found by navigating to: Records and Enrollment
> Career and Program Information > Student Groups
To view students in a student groups:
1. On the View Student Groups by Student search page, enter the appropriate search criteria.
2. Click Search.
3. Select the Institution and Student Group.
4. If desired, narrow results using the Select Effective Dates field or the Range Selection field.
5. If the additional fields were used, click the Get Results button.
6. Select the Details link to view student group details for a single student.
The View Student Groups by Student
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Search Results
The following table describes fields on the View Groups by Student page:
Field
Description
Select Effective Dates
Enter the type of effective dates to view. Values

are:
All: Returns all student groups and displays all
effective-dated rows for each group.
Most Current (Any Status): Returns all student
groups and displays only the most current
effective-dated row, regardless of status.
Most Current Active: Displays the most current
active student group row.
Most Current Inactive: Displays the most current
inactive status for a student group row.
Get Results
Click to view the list of student groups that match

the selected effective date search criteria.
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Create a New Student Group
Please refer to campus leaders for policy relevant for creating a new student group.
Step Summary
The Student Group Table page can be found by navigating to: Set Up SACR > Common Definitions
> Student Group Table
To setup a student group:
1. Follow the navigation above and select the Add a New Value tab.
2. Enter the Academic Institution and new code for the Student Group.
3. Enter the Effective Date and Status.
4. Enter a Description and Short Description.
5. Click the Save button.
The Student Group Table page
Use the Add a New Value page to identify the new student group.
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Use the Student Group Table page to set up a new student group, or view/update an existing
student group definition.
The following table describes the fields on the Student Groups page:
Field
Description
Student Group
Enter the student group to which the ID should

have access.
Inquiry Indicator
Select to allow the user to view this student

group.
Update Indicator
Select to allow the user to view and modify this

student group.
The system automatically selects the Inquiry
Indicator when the Update Indicator check box is
selected.
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Chapter 6 Managing FERPA

Under FERPA regulations, institutions can release directory information about a student, provided
that the student has reasonable opportunity to prohibit, in writing, the disclosure of such information.
When students exercise rights under FERPA, they identify information that they do not want the
institution to release. The FERPA control must be applied to identify this information and prohibit the
release of restricted information across the institution. Students have the option of permitting the
institution to release any of the restricted information to specific internal publications.
FERPA regulations define which items qualify as directory information; however, each college must
identify and make known which of those items it plans to publish or share as directory information.
Chapter Objectives
Upon completion of the FERPA topics, learners will be able to:
View FERPA settings for a student
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Use FERPA Quick Entry
Step Summary
The FERPA Quick Entry page can be found by navigating to: Campus Community > Personal
Information > Biographical > Person FERPA> FERPA Quick Entry
To use FERPA quick entry:
1. Follow the navigation above and enter the desired information into the ID field.
2. Click the Search button.
3. Use the FERPA Quick Entry page to apply or release FERPA restrictions to selected data
for an individual.
When students exercise rights under FERPA, they identify personal information that they do not want
the institution to release. FERPA control must be applied to identify this information and prohibit the
release of restricted information. Students have the option of permitting the release any of the
restricted information to specific internal publications.
Under FERPA, students can prohibit the release of directory data about themselves. With the
CUNYfirst FERPA functionality, students can restrict data but they can also grant permission to
release some or all of that restricted data for inclusion in specific internal publications.
When FERPA control is applied to restrict data for a student, CUNYfirst attaches a FERPA window
shade privacy button to that students records. The FERPA privacy button can be clicked on a
students page to quickly determine the information that is legally available to others at the institution
or to third-party vendors. This information can also be accessed through the FERPA Display inquiry
pages.
The FERPA Quick Entry page (1)
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The FERPA Quick Entry page (continued)
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The FERPA Quick Entry page (continued)
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The following table describes the fields on the FERPA Quick Entry page of the Person FERPA
component:
Field
Restrict All Fields and Release All Restrictions
Description
Click the Restrict All Fields button to select or
clear the Restrict option for all fields in all
categories on the entire page.
Release to Publication
Use the Release to Publication page to specify or

review publications to which restricted data may
be released.
There are two options.
All Community Directories The student gives
permission to release the otherwise restricted
information for inclusion in all of the institution's
internal community directories.
Student Community Directory: The student
gives permission to release the otherwise
restricted information for inclusion in the
institution's internal student directory only.
Publication Categories
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View FERPA Display
Step Summary
The FERPA Bio Demo page can be found by navigating to: Campus Community > Personal
Information > Biographical > Person FERPA> Review FERPA Display
To view FERPA display:
3. Use the FERPA Bio Demo page to determine releasable biographical data about an
individual, including gender, marital status, and names.
Determine releasable information about an individual two ways:
Click the FERPA (privacy shade) button on a page about an individual to display the Releasable
FERPA Directory Information page.
Navigate directly to the FERPA Display pages to review all releasable information about an
individual.
Field names appear on the Releasable FERPA Directory Information page and on any of the
Review FERPA Display pages only if that type of data is releasable. If a field is releasable but no
data exists for it, the field name appears but with no field value. For example, if the individual's birth
location is releasable but data for it is not in CUNYfirst, the field name Birth Location appears on the
page, but the field value box beside it is empty.
Use the FERPA Display pages to review all releasable information about an individual.
The FERPA Bio Demo page
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Example of Restricted Message
The following table describes the fields on the FERPA Bio Demo page of the Person FERPA
component:
Field
FERPA Addresses tab
FERPA Phones tab
FERPA Email Addrs tab
FERPA Activities tab
FERPA Photo tab
Description
Determine releasable address data for an
individual.
Determine releasable phone data for an
individual.
Determine releasable email data for an individual.
Determine releasable extracurricular activity data
for an individual.
Determine if a photo of the individual is
releasable.
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Chapter 7 Additional Campus Community Student

Services
Although security access to the Campus Community functionality discussed in this section is primarily
reserved for Health, Veterans and Disability administrators, familiarity with these processes could be
helpful to Admissions officers in admitting, advising and processing incoming students.
The Campus Community Student Services in this section includes the following:
Health Services: The CUNYfirst health services functionality includes processing, tracking,
communications, and maintenance of student immunity information and records. Proof of
immunization is reviewed, entered and tracked within the CUNYfirst system by the Health Center at
the students home campus.
Disability Services: Designated campus Disability administrators can make updates to the three
Disability pages used to track Disability type and Accommodation requests.
Veterans Services: Designated campus Veterans Affairs (VA) representatives can make updates to
students Military Status, and employees will report their Military Status updates to their designated
HR representative. A student who is also an employee will be responsible for providing the
appropriate updates to both campus and HR representatives
Chapter Objectives
Upon completion of this chapter, learners will understand how to:
View and update a Students Immunization Record

Track Disability Accommodation requests
Record Disability Type
Record CUNY provided and personal Accommodations
Update Military Status information
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Health Services ~ Overview
The CUNYfirst Campus Community component includes functionality for updating Health Records,
which is primarily being used to track immunization status. Overall, the CUNYfirst Health Services
activities occur within three Campus Community areas:
Three Cs (checklists and communications)

Service Indicators
Immunization and Health Test pages
The ASTA interface (transfer students) will import immunization data from UAPC and populate
immunization health records. Immunization data includes test status, completion dates, and any
exemption status for the following immunizations: measles, mumps, and rubella. Please note that
while ASTA is designed to populate immunization fields, if there is no immunization data in the
interface file, nothing is populated.
The CAS interface (new students) will not provide any immunization information at this time.
The following information outlines CUNYfirst process for managing student immunizations.
Checklists and Communications
The immunization business process leverages the CUNYfirst checklists and communications
functionality to streamline CUNYs immunization tracking for all students across all CUNY institutions.
The immunization business process also allows individual institutions to maintain flexibility with
regards to their specific student populations and submission deadlines.
Once students have been admitted and matriculated into a program at CUNY, CUNYfirst runs a
check against each students immunization record for any missing immunization information. Once
the process has been triggered, CUNYfirst will automatically assign the Health checklist to any
students record that is missing immunization information. This communication can also be managed
manually.
Within the Health checklist, there are two checklist items which will be displayed in the students selfservice as a To-Do list:
Meningitis Acknowledgement Form

Immunization Documents
Upon assigning the Health checklist, an automated e-mail communication is sent to the students
campus e-mail, notifying them of the health requirements.
Approximately two weeks after the start of the term (actual date is determined by each colleges
Health Services office) a second communication will be sent out of CUNYfirst to students who are
still out of compliance with the health requirements. Upon sending this communication, the CUNYfirst
system will update these students checklist items to a status of Notified. The Health Services
department is responsible for triggering this communication and checklist update process.
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Overall, updating a students immunization is an on-going process, as these documents come

into the Health Services office over the course of several months. As student health records are
updated, the Health checklist status is also updated. CUNYfirst will update checklist statuses hourly.
Service indicators will be updated based on the checklist status (see below). The system will process
these updates at intervals to be determined by each institution; however, Health Services personnel
can do this manually should the need arise.
Service Indicators
After CUNYfirst has assigned the Health checklist and the initial e-mail communication is sent, a
Service Indicator should be assigned based on pre-defined criteria. The mass assignment of
service indicators will be maintained and scheduled by each institutions Health Services
office.
Two of the Health Services Service Indicators have been configured with registration holds:
NC (non-compliant with immunization)
MEN (missing meningitis form)
It is the students responsibility to submit the appropriate health and immunization documentation.
Immunization proof can be supplied via mail or in-person. As the information comes in, the Health
Services department at each institution is responsible for entering the information into the system.
Immunization and Health Test pages
CUNY is using the Immunization page to track submission of all required immunization documents.
The documentation itself is either processed via paper in the Health Services Office, though the
Meningitis Acknowledgment Form (MAF) can also be submitted on-line.
Online Self-Service Acknowledgement Form
Students are required to submit the meningitis acknowledgement form prior to enrolling in classes. A
service indicator is placed on the students record, restricting enrollment activity, until the
form has been submitted. A page in student self-service allows CUNY to provide information to
students about meningococcal meningitis and allows students to submit the meningitis
acknowledgement form.
The Student Self-Service page has two checkbox fields for the MAF:
Students acknowledge that they have received the meningitis information and will not
obtain immunization at this time.
Students acknowledge that they have received the meningitis information and have
received the immunization and indicate the date the immunization was received.
At the bottom of the page, there will be a submit button that, once selected, will update the students
health information with the appropriate meningitis immunization code, complete status, date received
(submission date), and date taken (if applicable). The submission will also trigger the removal of the
meningitis service indictor, thereby allowing the student to register for courses. Students receive
training in this process via the Student Self Service Training sessions and/or materials.
The Meningitis Acknowledgement Form (MAF) can be submitted one of four ways: online via
CUNYfirst self-service, mail, fax, or in person. If the student submits the MAF in person, via mail, or
fax, the Health Services department at each institution is responsible for updating the students
immunization record. If the student wishes to submit the MAF via self-service, the students
immunization record will be automatically updated with the submission of the online MAF. The
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submission of the online MAF will also remove the MEN registration hold allowing the student to
enroll in classes (provided they have no outstanding immunization documents). Further instruction
and images of the Immunization and Health pages are in the following topic.
Registrar Activities
As per current practice, the Registrars office manages the following activities which impact students
who have not submitted their Immunization documentation:
Term Activation
WA Grades
Term Activation
Prior to each term start, the Term Activation process is run. This process flags students as being
eligible to enroll. Those colleges that allow registration up to 5.5 credits will also run a custom process
to apply an enrollment limit of 5.5 credits to their students who are missing immunization documents.
CUNYfirst will then enforce the 5.5 credit limit as students enroll in classes. This additional process
will run immediately following the Term Activation process. The Registrars Office is responsible for
managing this process in collaboration with the Health Services department.
WA Grades
After 30 days from the start of the term (45 days for students who are from out-of-state), a
communication is sent to students who are still out of compliance to notify them that they are no
longer permitted to attend class and will be issued a WA as a grade (irreversible at the end of the
term), will be responsible for tuition charges, and their Financial Aid will be suspended or cancelled (if
applicable).
Upon sending this communication, the CUNYfirst system will update these students checklist items
to a status of Second Notification. The Health Services department is responsible for triggering this
communication and checklist update process. The WA grades will be assigned by running a custom
mass grade assignment process. The Registrars Office will be responsible for triggering this process
in collaboration with the Health Services department.
At this same time in the term, a service indicator of NC is assigned to the non-compliant students
record, blocking them from all future registration eligibility until they become compliant with the health
requirements. The Health Services department is responsible for the placement of service indicators.
Approximately a week after the WA grades have been assigned, the Registrars Office will post a
term withdrawal for those students receiving a WA grade. The posting of term withdrawal will place a
withdrawn code, as well as a last date of attendance, on the students record which is then used by
the Financial Aid office and impacts the Return to Title IV process. If necessary, the last date of
attendance will be manually overridden by the Registrars Office to equate to the date the WA
grades were assigned to the students record.
According to CUNY policy, students have until the last day of the term to remove the WA grade and
receive a letter grade. In order to have the WA grade removed; students must complete the following
tasks:
Show proof of immunization to the Health Services department
Obtain signed approval from all of their current instructors
Students must bring the signed approval to the Registrars Office for removal of WA grades, and
request reinstatement of Financial Aid (if applicable) from the Financial Aid office. Once the last day
of the term is past, the WA grades are irreversible and become a permanent grade on the students
transcript.
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View/Update Immunization Records
Use the CUNYfirst Immunization and Health Test pages to enter and track an individual's
immunization and general health test data
Step Summary
To review Immunization and Health pages, navigate to: Campus Community > Personal Information
(Student) > Health Information (Student) > Immunization and Health
1. On the Immunization and Health search page, enter search criteria to locate and select the
desired record.
2. Review and/or update immunization Information on the Immunization page.
3. Review and/or update health test information on the Health Test page.
4. Click Save after any changes have been made.
The Immunization page
User the Immunization page to enter information for immunizations, including dates and status.
CUNY is using the area in the red box. The smaller red box illustrates the number of rows which exist,
each corresponding to a different immunization.
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The following table describes the fields on the Immunization page of the Health Information
(Student) component:
Field
Immunization
Immunization Number
Date Taken, Expiration Date, Date Received
Immunization Status
Comment
Immunization Criteria Section
Description
Enter type of immunization. See below for chart
of immunization values and descriptions.
Immunizations can be identified by this number,
which has no impact in other CUNYfirst areas.
Enter all dates relevant for this immunization.
Indicates Complete, Partial, or Unknown
Enter any relevant comments
Not being used at this time.
Sample Immunization Listing
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Disability Services ~ Overview
A prospective student can make an initial request for accommodation to the Office of Services for
Students with Disabilities at his or her individual college and provide appropriate supporting
documentation.
Disability data is used by CUNY to meet the needs of students with disabilities, as well as for the
following purposes:
The data is used by each disability service coordinator/director on campuses to

generate an annual report for central administrative offices at CUNY. This is done not
only to understand data for fiscal planning purposes at the University, but also to
examine trends for legislative campaigns, donation requests, policy adjustments and
modifications, policy creation, service delivery, and to generate strategies for
recruitment purposes.
Directors of disability services often use the data gathered through this mechanism to
acquire campus and external resources. Disability services also uses this data to
provide various intervention related services to students who may or may not be on
academic probation or are believed to be a risk for academic probation.
This data is also intended to help campuses in making decisions regarding assistive
technology purchases, requesting electronic textbooks from higher education
publishers, and to generate reports to comply with the higher education electronic
textbook legislation in New York State.
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Enter/Update Disability Data
Before the Disability Services Coordinator can use the CUNY First system to track disability data the
person must exist in the system. The Disability Services Coordinator uses the Search/Match process
to investigate if the person exists in the CUNY First system.
Perform a Search/Match to locate any existing record. If a match is found the

coordinator can proceed to enter disability data.
If no match is found the coordinator should direct the prospective student to submit or
check the status of their application. The University Application Processing Center
(UAPC) interface will populate (create) the person in the CUNY First system. The
campus-based Admissions Office can also enter the application manually.
If not match is found and the prospective student is requesting pre-admission

services, the Disability coordinator should contact the Registrars office to have the
student added to the CUNYfirst. Once the prospective student exists in the database
and has been assigned an EMPL ID, the Disability Coordinator can assign the
student a pre-admission accommodation type. The business process may vary
across CUNY campuses.
Step Summary
The Accommodation Request can be found by navigating to: Campus Community > Personal
Information > Disability > Disability
To Enter/Update Student Disability Data:
1.
2.
3.
4.
5.
Run a Search/Match for existing name and address in CUNYfirst.

Select the existing student record to be updated (or if not found, see pre-admit note below)
Enter or update the Accommodation Request (Disability Type).
Enter or update any Accommodation Options.
Enter or update the Accommodation Job Task, if applicable.
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The Accommodation Data page
Use this page to search for the appropriate record.
The following table describes the fields on the Accommodation Data Find an Existing Value
page of the Disability component:
Field
Description
ID
Search by the persons ID number.
Campus ID
Search by the persons Campus ID number.
National ID
Search by the persons National ID number.
Last Name
Search by the persons Last Name.
First Name
Search by the persons First Name.
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The Accommodation Request page

Use this page to enter and track an individual's accommodation request.
The following table describes the fields on the Accommodation Request page of the Disability
component:
The Accommodation Request Details group
Field
Description
Accommodation ID
The number of this request on the list of this

individual's accommodation requests.
The system displays the next sequential number
for each accommodation request that you add.
The number can be changed to reorder the list of
accommodation requests.
Comment
Enter comments that further identify the

accommodation request for this individual.
Responsible ID
Enter the ID of the individual managing this

request.
Pending, Accepted, or Undue Hardship
Select one of these options to indicate whether

the request is pending, evaluated and accepted,
or evaluated and denied due to an undue
hardship on the department or institution.
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Field
Description
Request Status Date
Enter the date that the request was changed to a

status of pending, accepted, or denied.
The Disability group
Regulatory Region
Enter the code for the country whose regulations

apply to this request.
Disability Code
Enter the disability code that describes the illness

or disability for which accommodations have
been requested.
Description
Displays the description that is associated with

the diagnosis code.
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The Accommodation Option page

Use this page to enter and track options for an accommodations request.
The following table describes the fields on the Accommodation Option page of the Disability
component:
Field
Description
Option ID
The system displays the number of this option

request in the list of options for this
accommodation request.
The system displays the next sequential number
for each option that you add. You can override
the number to reorder the list of options.
Employer Suggested Option
Select this check box to indicate that a staff

person suggested this option.
Currency Code
Enter the currency in which the cost is

expressed.
Type
Enter the type of accommodation (from the

Accommodation Type Table page) that is
recommended as part of this option.
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Field
Description
Cost
Enter the cost of this type of accommodation.
Description
Enter comments to further describe or identify the

item or service suggested in this option.
Accommodation Status and Status Date
Enter the status of this option, (such as accepted,

approved, consider, offered, or rejected), and the
date of the status.
The Accommodation Job Task page

Use this page to enter and track the employee location and job task that is accommodated by
honoring the request.
The following table describes the fields on the Accommodation Job Task page of the Disability
component:
Note: Information displayed in these fields is shared with the CUNYfirst HRMS module (Human
Resources Management System).
Field
Description
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Field
Business Unit
Description
Job Code
In HRMS, jobs are identified jobs by job codes,

referring to the specific job that a person holds.
Location Code
This field is used to indicate the physical location

of the person.
Job Task
This field indicates any special job task required

of a job, for example: fluency in American Sign
Language.
Business units are logical units that are used to

track and report specific business information.
CUNYfirst uses Business Unit to designate
specific colleges (Queens College,
Queensborough Community, etc).
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Veterans Affairs ~ Overview
Designated campus Veterans Affairs (VA) representatives can make updates to students Military
Status, and employees will report their Military Status updates to their designated HR representative.
A student who is also an employee will be responsible for providing the appropriate updates to both
campus and HR representatives.
Campus VA representatives can manually update Military Status information, apply VA Student
Groups, and apply VA Service Indicators. The Student Records, Student Financials, and Financial
Aid modules are all in agreement with this process.
Veterans may be eligible for discounted and/or different fee structures within Student Financials
depending on their military status. A Veterans Student Group will be used to capture this information.
When a student has a qualifying Active value for Military Status, a Veterans Service Indicator will be
applied to that student.
The following information relates to CUNY policies and procedures for Veteran Students.
Students Called to Active Duty
A student who is called to active duty in the armed forces of the United States after having attended
regularly thirteen or more weeks or having completed eighty-five percent of the term's work through
acceleration may be given full credit for each course in which he or she has a grade of C or better.
The final grade in each course credited in accordance with the foregoing provision shall be the grade
at the time of his or her leaving for military service. The appropriate committee or other designated
authority shall be empowered to grant the remaining number of credits required for graduation to a
member of the graduating class who lacks not more than twelve credits in elective courses to
complete the requirements for the degree and who is called to active duty in the armed forces of the
United States. Such credit may, however, be denied to a student who, under existing regulations, has
received credit for uncompleted courses. It shall be University policy for colleges to encourage
students who enter military service to maintain their status as students by availing themselves of such
opportunities as may be offered them (by the colleges, by other accredited colleges, and/or by service
agencies) to continue their studies while in the armed forces.
Admissions and Readmission
The colleges should accept every veteran who applies and qualifies for admission. A veteran
presenting fourteen of the sixteen units required for admission who is deficient in not more than three
of the prescribed units, provided he or she is otherwise qualified, may be admitted and may receive
credit towards his or her degree for the work he or she takes in college to satisfy his or her entrance
conditions.
Veterans, whose secondary school preparation has been inadequate in terms of scholarship,
entrance units, or both, should be considered for admission as non-matriculated students and should
be matriculated subsequently, if the record of achievement in the college justifies such action.
Readmission with a probationary or non-matriculate program should be granted to the veteran who
was a former student with an unsatisfactory scholastic record.
Evaluating Criteria
College credits may be allowed up to a maximum of eighteen in specific subject matter areas for the
satisfactory completion of USAFI courses. Furthermore, efforts should be made to set up facilities in
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the colleges to test competence and allow credit therefore when requested by those students who
have not had an opportunity to submit to the USAFI examinations.
Credit for educational experiences in the armed forces may be evaluated in terms of the degree
toward which the veteran is working, and may be awarded for courses offered in the curriculum of any
accredited college as well as areas that might be considered part of a potential curriculum of an
accredited college.
The stated course requirements for the degree may be modified in the case of the veteran. Such
adjustments should be made in consideration of the special justification in the individual case and
without weakening the essential import of the degree or certification for which the veteran is a
candidate.
A maximum allowance of twelve credits for military experience may be granted the veteran who has
been in the service for six months or more, and a maximum allowance of six credits for the veteran
who has been in service for more than 90 days but less than six months. The granting of this credit
shall not deprive the veteran of taking the total number of credits required for his or her degree.
The acceptance of credit for both educational and military experience should be permissive with the
veteran.
Special Registration Procedures
The veteran who re-enters at any time during the term should be given the opportunity to audit
courses without credit. Fees will be waived except for non-matriculated students. The veteran who
returns after the completion of the normal registration period may be permitted to enroll without late
fee for credit either in regular courses or in special tutorial courses, or a combination of both.
Admission of Veterans
Matriculation Procedures
All student veterans whose high school averages qualified them to enroll as matriculated students,
but who were enrolled as non-matriculated students because of their failure to meet the previous
admissions application deadlines are to be fully matriculated effective.
Late Admission
All veterans of the U.S. Military Service with no previous college experience will be permitted to file
matriculation applications at any time prior to the date that registration is scheduled to begin and that
the normal University-established dates for filing such applications shall not apply.
In the event the filed application is lacking in supporting data at the time of scheduled registration, the
veteran, subject to space limitation, shall be admitted as a conditional matriculant pending receipt of
such supporting data, provided, however, that the veteran has presented evidence of a high school
diploma or equivalent.
Upon receipt of the supporting documentation to complete the application, the veteran shall be placed
in full matriculation if he or she meets the admission requirements of the college or if he or she has
met the college's academic standards for continued matriculation at the end of the aforementioned
semester.
Veterans admitted in accordance with the foregoing resolutions will forfeit their matriculated status if
they should fail to provide the documentation required by the college in order to complete the
admissions application or if they fail to meet the college's academic standards for continued
matriculation.
Reinstatement Without Penalty
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With reference to students in good standing whose enrollment is interrupted by military service or by
absence from college due to refusal to serve in the armed forces, the University will continue its longestablished policy of readmitting students without prejudice arising from such absence.
Graduate Work for Veterans
The following procedures are designed to assist the man or woman now in the Armed Forces who
wish to commence or resume studies on the graduate level upon return to civilian life.
Subject to approval of the appropriate graduate authority to be designated by the President of each
college, a senior may be admitted provisionally as a graduate student, including in the program of
study some courses that will count toward the Bachelor's degree and others that will count toward the
Master's degree. Admission to the graduate course of study will be confirmed as soon as the
Bachelor's degree is confirmed.
If there is a reasonable likelihood that the requirements for the Bachelor's degree have been
completed, a veteran may be permitted to commence graduate studies, pending the evaluation of
work completed while in service.
Subject to the approval of the appropriate graduate authority, courses prerequisite to the Master's
degree may be completed through the Armed Forces Institute and the colleges cooperating with the
Institute program. Likewise, appropriate work completed in a formalized educational program in the
Armed Services may be used to fulfill such requirements. Corresponding courses completed through
the Armed Forces Institute and in cooperating colleges may be credited toward the Master's degree
up to a maximum of six credits, subject to the approval of the appropriate graduate authority. It is
recognized that in some fields of study fewer than six credits will be acceptable or even that no credit
will be allowed.
On the basis of graduate work taken elsewhere the appropriate graduate authority may excuse the
veteran from earning in residence as much as one half of the course credits required for the Master's
degree. This provision is not to be construed as exempting the veteran from other requirements for
the degree. A thesis or a comprehensive examination or both will be required of all candidates.
The veteran who is unable to obtain a full graduate program at any one city college because of
insufficient course offerings shall be permitted to round his or her program at one of the other city
colleges with courses approved by his or her graduate authority.
Admission and Fees for Enlisted Military Personnel
Enlisted personnel in the Armed Forces of the United States shall be admitted to courses given in the
colleges provided there is a vacancy in the course desired and provided also that the applicant has
completed the prerequisites for that course. The Board of Trustees shall extend to such military
personnel the same privileges in respect to fees as those granted residents of the City of New York.
Fees for All Military Personnel and their Families, Stationed in New York State
For the purposes of calculating tuition and fee charges, members of the Armed Services of the United
States stationed in New York State, their spouses, and their dependent children, are to be considered
as residents of New York State.
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Update Military Status Information
The CAS and ASTA interfaces will populate military status on the Veterans Information page.
Veterans status will be indicated with the value 5 (veteran).
If a student self-reports a change in their military status by bringing the appropriate documentation to
their campus Veterans Affairs representative, manual changes must be made to the students record.
The Veterans Information page will be available to coordinators and certifying officers in the
Veterans Affairs Office. VA students who have a service related disability and are in need of
accommodations or wish to have their disability on file with the college should be directed to the
Disability Services Office. Disability/Accommodation pages are available exclusively to the Disability
Services Office. The Service Connected checkbox is purely informational.
Step Summary
The Veterans Information page can be found by navigating to: Campus Community > Personal
Information (Student) > Biographical (Student) > Veteran Information
To update Veterans Information:
1. Navigate to the Veteran Information search page to locate and select the appropriate
record.
2. Update military data on the Veteran Information page.
3. Click Save.
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The Veteran Information page
The following table describes the fields on the Veteran Information page:
Field
Description
Effective Date
Date information was entered onto Veterans

Information pages.
Military Status
Indicates Status of Duty including:

Active Duty, Active Reserve, Inactive Reserve,
Retired Military Veteran, Vet/Reservist with no GI
Bill, Veteran.
Start Date
Date of origin in military.
Discharge Date
Date of military discharge, if applicable.
Branch of Service
Includes: Air Force, Army, Coast Guard, Marines,

National Guard, Navy, Reserves.
Currently Serving
Indicates current serving status.
Branch Current
Indicates current branch of service (same values

as Branch of Service field).
Chapter
Indicates relevant unit of service.
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Field
Description
Service Connected
Informational only indicates military related

disability. Student must communicate with the
Disability Services Office for information and
accommodations.
Spouse/Child VA Benefit
Indicates if this is a spouse/child of a Veteran

receiving VA benefits.
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Chapter 8 Three Cs
CUNYfirst 3Cs refers to Communications, Checklists, and Comments. The 3Cs provide a flexible way
to track and analyze correspondence, lists of requirements, and notes about the students, staff,
constituents, and organizations in CUNYfirst.
Please note that significant updates will be made to the 3 Cs Training Materials as CUNY
continues to make decisions regarding use and management of this functionality. The
following information is generic and will be revised with CUNY-specific usage at the
appropriate time.
Chapter Objectives
Upon completion of the Three Cs topics, learners will understand the basic functionality of the
following:
assign communication to an individual

view an individual communication summary
view an individual communication detail
assign a checklist to a person
view a persons checklist summary
view persons checklist detail
update checklist item by item
update checklist item by person
.
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Three Cs Overview
Topic 1:
This chapter provides an overview of the 3Cs, otherwise known as: Communications, Checklists, and
Comments.
Communication management includes contacts inside and outside of CUNY.

Checklist management permits the creation of requirement lists and monitoring of
status.
Creating Comments enables individuals to attach remarks about individuals and
organizations
Communications, checklists, and comments can be entered manually throughout CUNYfirst.

CUNYfirst can also automatically add communications, add comments, and add or update checklists
for individuals or organizations automatically from within your business processes through the use of
events and triggers. The Population Selection process can also be used to select a specific
population for the 3C engine to assign items to.
Buttons for each of the 3Cs display on many pages of the CUNYfirst pages. Use these buttons, which
are displayed below in each section, to transfer directly to another page within the same
administrative function to generate or review a communication, checklist, or comment regarding the
individual or organization under review.
Communications
Use the Communications Management page to review or create communications for an individual or
organization. Communications include letters, phone calls, meetings, emails, and faxes.
This component enables CUNY to track and analyze contacts with students, staff, constituents, and
organizations inside and outside the institution, including the following:
all incoming and outgoing communications

all types of communicationletters, emails, phone calls, personal contact, facsimiles
communications generated by other offices that impact your office
all staff involved with a communication
Transfers you to the appropriate Communications Management page, where

you can review or create communications for the individual or organization.
Communications include letters, phone calls, meetings, emails, and faxes.
Checklists
Use the Checklists Management page to review or create checklists for an individual or organization.
Checklists may be lists of steps that must be performed, a list of documents that must be provided, or
communications that are planned to occur.
To create checklists, you must set up checklist items. You can assign a responsible person, a status,
and a due date to each checklist item. You can then relate multiple checklist items to a specific
checklist and assign a due date for the overall checklist.
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Checklist items can be associated with an administrative function and used to enter items as a subset
of a larger, more comprehensive checklist with its own overall due date. In addition, several checklists
can be combined into one monitoring unit called a tracking group.
When a checklist item has been associated with a particular administrative function, additional
checklist items can be added. When you have set up checklist function items, you can set up tracking
groups.
A tracking group provides a logical connection between the checklists attached to an individual.
Transfers you to the appropriate Checklists Management page, where you can
review or create checklists for the individual or organization. Checklists may be lists
of steps that must be performed, or documents that must be provided, or
communications that are planned to occur.
Note: The timing of the initial checklist assignment is dependent upon the mass
matriculation process. Students need to be matriculated in order to have checklists assigned
to their record.
Comments
As noted earlier, detailed policy and procedure information for Three Cs will be provided when CUNY
finalizes decisions in this area. Comments instruction will be updated at that time.
Transfers you to the appropriate Comments page, where you can review or
enter comments about the individual or organization.
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Assign Communications to an Individual
Step Summary
The Person Communication page can be found by navigating to: Campus Community >
Communications > Communications Management
To assign communications to an individual:
1. Follow the navigation above and click the Add a New Value page.
2. Enter the desired information into the ID field and click the Add button.
3. Use the Person Communication page to assign communications to individuals.
Note: If a user transfers to this page by clicking the Communication button on another page, the
Academic Institution, administrative function, and related data will transfer as well.
Communications can be assigned to individuals manually or through the 3C engine to automatically
assign communications to individuals based on defined rules and conditions.
The form of communication can be noted (phone, letter, email, in-person meeting, etc.) If the
communication is a letter or an email, the variable data and enclosures that should be included can
be managed. Comments can also be entered that are or are not included in the text.
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The Person Communication page
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The following table describes the fields on the Person Communication page of the Communication
Management component:
Field
Function
Variable Data button
Academic Career
Institution
Comm Key
Description
Specify the code of the functional area that
includes this communication.
Refresh the page, press Tab to activate the
button. Click the Variable Data button to access
the Variable Data page, where you can view or
enter the required variable data associated with
the specified function.
Enter the desired information into the Academic
Career field. Example: UGRD for Undergraduate.
Specify the institution responsible for this
communication. It defaults to the institution
assigned to the ID, but can be modified if
needed. It this example, use the default.
Enter the name of the communication speed key
that contains the communication category,
communication context, method, direction, and
letter code for this communication.
When you select a communication speed key
that is valid in your user preferences, CUNYfirst
displays all the values for you. If you do not use a
valid communication speed key, you must enter
the category, context, method, direction, and
letter code values manually.
Letter Code
Refresh the page, press Tab, notice all the fields

that were populated as a result of using this
speed key.
Defaults based on the communication speed key
entered. The letter codes available are those
associated with the context and function selected
for this communication.
If the selected letter code represents a letter that
is set up to include enclosures, CUNYfirst
automatically selects the Include Enclosures
check box for you. You can then click the
Enclosures button to review, add, or delete the
set enclosures.
Communication Date
If the letter is not set up to include enclosures,

you can manually select this check box to include
enclosures now, and click the Enclosures button
to add the desired enclosures.
Displays the CUNYfirst system's current date.
You can override this if needed.
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Field
Comments
Print Comment
Create Joint Communication
Communication Outcome
Communication Completed
Date Activity Completed
Reference Guide
Description
Enter comments to further identify or describe the
communication for this individual.
If comments are associated with the
communication speed key, CUNYfirst
automatically displays them here. You can
change these comments or delete them.
Select the Print Comment check box to print
comments on the communication.
The Create Joint Communications check box is
available only if the individual to whom you are
assigning the communication has a relationship
on the Relationships page set to allow joint
communications, and if the letter code on the
Standard Letters page is set to allow joint
communications.
When available, select this check box to address
the communication jointly to this individual and
the related individual identified on the
Relationships page.
When you run the letter generation data extract
process, CUNYfirst automatically completes
fields and selects check boxes in the
Communication Outcome group box to indicate
the outcome of the communication. If you do not
use the letter generation data extract process,
you must complete these fields.
Select the Communication Completed check box
to indicate that the communication was
successfully completed. For example, the
communication is complete if the phone call was
made or if the letter was sent. In the case of the
letter generation data extract process, the
communication is complete if the data was
extracted according to the option selected on the
run control page.
If you are using a communication speed key,
CUNYfirst might select this check box for you
depending on information associated with that
Comm Key.
Defaults to the current system date, but you can
manually override this date if needed.
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Field
Unsuccessful Outcome
Reason
Reference Guide
Description
Selecting the Unsuccessful Outcome check box
indicates that the communication was
unsuccessful. For example, no one answered the
phone, or the letter was returned undeliverable.
In the case of the letter generation data extract
process, an unsuccessful outcome means that
the process was unable to successfully extract all
the data for this communication.
If you are using a communication speed key,
CUNYfirst might select this check box for you
depending on information associated with that
Comm Key.
The Reason field is available when the
Unsuccessful Outcome check box is selected. It
indicates the reason that the communication was
unsuccessful. For example, if a letter that you
sent was returned, you might select Returned
Mail as the reason that the communication was
unsuccessful. In the case of the letter generation
data extract process, CUNYfirst selects Critical to
indicate that the absence of critical data
prevented the extract process from completing
for this communication.
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The Communication Recipient Data page

Use the Communication Recipient Data page to view data for an additional individual recipient.
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Topic 3:
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View an Individual Communication Summary
Step Summary
The Communication Summary page can be found by navigating to: Campus Community >
Communication > Communication Summary
To view a summary of an individuals communications:
1. Enter the desired information into the ID field.
3. Use the Communication Summary page to search for and review a summary of
communications to or from an individual.
Review communication information for an individual on this page. A summary of communications can
be viewed, or details of the communication assignments.
A summary of communications can be retrieved for an individual to determine if a specific
communication was sent, if it included enclosures, and if it was a joint communication. The 3C groups
that have security access to categories of communications can be viewed as well, along with details
of the communication assignments.
The Communication Summary page
The following table describes the fields on the Communication Summary page of the
Communication Summary component:
Field
Description
260
Field
Letter Details
Edit
View
Reference Guide
Description
Use the Letter Details tab to determine
supplemental information about the
communicationif there were enclosures, the
enclosure letter codes and descriptions; if the
communication was joint, the related ID; and the
category and context for the communication.
Click the Edit link for any of the rows to open the
communication in the Person Communication
page, where it can be edited.
Click the View link for any of the rows to open the
communication in the Communication Detail
page, which displays a view-only version of the
same information that can be seen in the Person
Communication pages.
When 3C Group Summary data is available, it can be viewed on this second tab:
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View an Individual Communication Detail
Step Summary
The Communication Detail page can be found by navigating to: Campus Community >
Communication > Communication Detail
To view the details of an individuals communications:
3. Use the Communication Detail page to view details of a communication assigned to an
individual. This page is identical to the Person Communication page, except that all the fields
are view-only and cannot be edited.
A communication can be opened in a view-only format to review detailed information.
The Communication Detail page
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The following table describes the fields on the Communication Detail page of the Communication
Summary component:
Field
Enclosures button
View Generated Communication
Description
If enclosures are included in this communication,
you can view them by clicking the Enclosures
button. Use the Communication Enclosure page
to review enclosures assigned to a
communication.
If the communication was generated by the
Communication Generation process, you can
click the View Generated Communication link to
launch a new window displaying the final outputs,
including softcopy enclosures, generated by the
Communication Generation process.
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Assign a Checklist to a Person
Checklists can be assigned to individuals or groups of individuals. For each checklist item assigned,
responsible individuals can be specified. A due date for the overall checklist can be included with the
same or different due dates for each item on the checklist.
In addition to assigning checklists manually, the 3C engine can to automatically assign checklists
based on defined rules and conditions. The Population Selection feature or the Mass Change
process can be used to select a group of IDs.
A checklist can be manually assigned to an individual using the Checklist Management pages.
Step Summary
The Checklist Management 1 and 2 pages can be found by navigating to: Campus Community >
Checklists > Checklist Management - Person
To assign a checklist to a person:
1. Follow the navigation above and click the Add a New Value tab.
4. Use the Checklist Management 1 page to assign a checklist to an individual. Use the
Checklist Management 2 page to view or assign all or some of the checklist items to the
individual and identify who is responsible for each item.
The Checklist Management 1 page
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The following table describes the fields on the Checklist Management 1 page of the Person
Checklists component:
Field
Description
Checklist Date Time
CUNYfirst populates the Checklist Date Time
field with the date and time of the checklist's
creation. It is set to the current system date and
time.
Administrative Function
Use the Administrative Function field to specify
the administrative function code. The
administrative function codes reside on the
Administrative Functions page.
Variable Data
You can associate checklist items with the

administrative function with which an individual is
associated. You can then use that function to
enter checklist items as a subset of items on a
larger, more comprehensive checklist with its
own overall due date.
Specify the entity with which this individual is
associated. This entity can be a university or a
college that runs independently from other similar
entities and has its own set of rules and business
processes.
If you refresh the page, the Variable Data button
has been enabled. Use this button to access the
Variable Data page, on which you can view or
enter the variable data associated with the
specified administrative function. If variable data
is not required or allowed for the specified
administrative function, this button is unavailable.
In this example, this button is activated because
the Admissions Application administrative
function was selected. Now, enter the data
associated with this function.
Checklist Code
Based on the individual and administrative

function that you selected on the Checklist
Management 1 page, various fields automatically
appear on the Variable Data page. With this
feature, PeopleSoft ensures consistency between
all records within a similar functional area across
the institution.
Use the Checklist Code field to specify the code
that describes the checklist assigned to this
individual. Only those checklist codes that are
associated with the administrative function
specified on the Checklist Item Functions page
are available.
265
Field
Status
Reference Guide
Description
In the Status field, CUNYfirst displays the status
and the date when the status was updated. Valid
status values are Initiated or Completed. Refresh
the page to view current statuses.
The Checklist Management 2 page
The following table describes the fields on the Checklist Management 2 page of the Person
Field
Sequence
Item
Status and Status Date
Description
The Sequence field represents the number of this

checklist item in the list of checklist items for
this individual.
CUNYfirst automatically enters the next
sequential number for each checklist item that
you add. You can override the number manually
to reorder the list of items for this checklist.
Displays the code for this checklist item. The
available item codes are from the Checklist Item
Functions page for the administrative function
selected.
Display the status and status date of the checklist
item. Valid statuses are: Initiated, Completed,
Active, Ordered, Paid Off, Received, Notified,
2nd Notification, Returned, Waived, or Cancelled.
266
Field
Due Date
Responsible ID
Reference Guide
Description
Displays the overall checklist due date as the
default due date for each checklist item. You can
override this date, but it must be with an earlier
date so that the item due date does not exceed
the overall due date of the checklist.
Displays a default ID, which is that of the user
who created the checklist on the Checklists page.
You can manually override the ID to reassign
responsibility to someone else in your database.
CUNYfirst also displays the name of the
individual with that ID.
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View a Person Checklist Summary
Step Summary
The Person Checklist Summary can be found by navigating to: Campus Community > Checklists >
Person Checklists
To view a persons checklist summary:
3. Use the Checklist Summary page to view a summary of checklist item status for an
individual.
View a summary of the checklist data for an individual.
The Person Checklist Summary page
The following table describes the fields on the Person Checklist Summary page of the Person
Field
Code Item Status tab
Description
The Code Item Status tab displays information
about each checklist item, such as checklist
codes, description, due date, and status.
268
Field
Institution and Function
Edit
View
Reference Guide
Description
Use the Institution and Function tab to determine
the institution, administrative function, and
checklist type associated with the checklist item.
Also use it to determine the name of the person
who assigned or is responsible for the checklist
item.
Click the Edit link for any of the rows to open the
checklist in the Checklist Management 1 page,
where it can be edited.
Click the View link for any of the rows to open the
checklist in the Checklist Detail 1 page, which
displays a view only version of the same
information that can be seen in the Checklist
Management 1 page.
When Operator 3C Group information is available, data can be viewed on this tab:
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Topic 7:
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View a Person Checklist Detail
Step Summary
The Checklist Detail 1 page can be found by navigating to: Campus Community > Checklists >
Person Checklists > Person Checklist Detail
To view the details of a persons checklist:
3. View the persons checklist details on the Checklist Detail 1 and 2 pages.
View detailed checklist data for an individual. The Checklist Detail 1 and 2 pages are view-only
versions of the Checklist Management 1 and 2 pages.
The Person Checklist Detail page
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Topic 8:
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Update a Checklist Item (By Item)
Step Summary
The Item Update - by Item can be found by navigating to: Campus Community > Checklist > Item
Update - by Item
To update a checklist item:
1. Follow the navigation above and click the Add a New Value tab.
2. Enter the desired information into the Checklist Item Code field.
4. Specify the checklist item on the Checklist > Item Update by Item page. Use this page to
list all the individual IDs for whom you want to change the status of a specific checklist item to
complete when the update process runs in the background.
5. Indicate for whom the checklist item update is for on the Process Checklists > Item Update
by Item page. Use this page to enter the request parameters. These parameters will be
used to define the processing rules and data to be included when the process is run.
The status of checklist items can be viewed in many ways, including the Checklist Management
pages, or the Item Update - by Item or Item Update - by Person processes. Another way to update
checklists is to run the Checklist Item Update - Automated background process, which updates items
across all checklists in a batch without manual intervention.
The Item Update - by Item page
The following table describes the fields on the Item Update - by Item page of the Person Checklists
component:
Field
ID
Description
Specify the ID number of the individual who has
completed the specified checklist item
The Item Update - by Item can be found by navigating to: Campus Community > Checklist >
Process Checklists
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The Update Checklist Item - by Item page
The following table describes the fields on the Process Checklists page of the Person Checklists
component:
Field
Run Control ID
All Items
Description
A Run Control ID is an identifier that, when paired
with your User ID, uniquely identifies the process
you are running. The Run Control ID defines
parameters that are used when a process is run.
This ensures that when a process runs in the
background, CUNYfirst does not prompt you for
additional values.
You can run this process by searching for an
existing Run Control ID or you can add a new
value. Creating a Run Control ID that is relevant
to the report may help you remember it for future
use.
By default, the All Items option is selected. It
indicates that the process should update all
checklist items specified on the Item Update - by
Item table to a status of Complete.
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Update a Checklist Item (By Person)
Step Summary
The Item Update by Person page can be found by navigating to: Campus Community > Checklists
> Item Update - by Person
To enter checklist item updates by person:
3. Use the Item Update - by Person page to manually update the status of each relevant
checklist item on a summary of checklist items for a specific ID (individual IDs only).
The status of checklist items can be viewed in many ways, including the Checklist Management
pages, or the Item Update - by Item or Item Update - by Person processes. Another way to update
checklists is to run the Checklist Item Update - Automated background process, which updates items
across all checklists in a batch without manual intervention.
The Item Update by Person page
The following table describes the fields on the Item Update by Person page of the Person
Field
Item Status
Description
Set the status of the checklist item. Valid values
include Initiated or Completed.
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Course Summary
Upon completion of this course, learners should now be able to:
Understand the modules of Campus Solutions

Understand CUNYfirst Academic Structure
Describe the Admissions process from Application to Matriculation
Review CAS/ASTA results
Conduct search/match in CUNYfirst
Add new applications
Maintain applications
Update application status
View student data
Add non-degree applications
Readmit, Reactivate, and Reallocate students
Navigate the student services center
Update residency
Update citizenship
Manage service indicators
Manage student groups
Understand the Three Cs
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Appendix: CEMLI Search - Repository

The CEMLI Search is a repository of information containing reports and queries that have been
developed for CUNYfirst. After entering a keyword or other search criteria, displayed is information
including:
Report Description Including the Purpose and Use of the Report
Menu Navigation
Security Role(s) needed
Notes and other information.
Procedure
The CEMLI Search component can be found by navigating to: CUNY>CEMLI Search
Step Summary
To CEMLI Search:
1. Navigate to the CEMLI Search component
2. Enter search criteria and click search.
3. Click the CEMLI ID link
CEMLI Search Page
At least one search field must be populated before searching. Typically users will enter the CEMLI
Name, CEMLI Type and/or Keywords to locate the desired report or query.
The following table describes the fields on the Search page of the CEMLI Search Page component:
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Reference Guide
Field Name
CEMLI Name
Field Description
Unique name assigned to the report or query
CEMLI Type
Indicates the type of information to be searched. Options include:

ADW Reports
Conversion
Delivered
Extension
Interface
Localization
Modification
Query
Report
Indicates the Pillar the information is associated with. Options include:
Campus Solutions
Customer Relations Management
Enterprise Learning Management
Enterprise Performance Management
Financials & Supply Chain
Human Capital Management
Indicates the specific area within a specific pillar.
Pillar
Module
Technical Contact
Functional Contact
Support Contact
Enter Keywords
For example, Student Records module exists in the Campus Solutions

pillar or Workforce Administration module exists in the Human Capital
Management pillar
Provides the name of the individual who provides technical support for
the report, query, etc
Provides the name of the individual who provides functional support for
the report, query, etc.
Provides the name of the individual who provides training support for
the report, query, etc.
A word(s) that serve as a key, as to the meaning of another word
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Reference Guide
Find CEMLI Info Search Results Page

After entering search criteria and selecting the search button, the Find CEMLI Info Search Results
page will display. Based on the entered criteria, the search results page will provide the expected
result. In order to view the CEMLI Report information, select the CEMLI ID hyperlink.
The following table describes the fields on the Search page of the CEMLI Search Page component:
Field Name
CEMLI Id
Field Description
Unique identifier assigned to the report or query
CEMLI Name
Unique name assigned to the report or query
CEMLI Type
Indicates the type of information to be searched. Options include:

ADW Reports
Conversion
Delivered
Extension
Interface
Localization
Modification
Query
Report
Indicates the Pillar the information is associated with. Options include:
Campus Solutions
Customer Relations Management
Enterprise Learning Management
Enterprise Performance Management
Financials & Supply Chain
Human Capital Management
Indicates the specific area within a specific pillar.
Pillar
Module
For example, Student Records module exists in the Campus Solutions

pillar or Workforce Administration module exists in the Human Capital
Management pillar
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Reference Guide
After selecting the CEMLI ID the View CEMLI Info Page will display for the CEMLI ID entered. This
top portion page will provide a description of the CEMLI Report. The description will provide the
purpose of the report and how the report should be used. This section will also provide data selection
values to access the report and expected report results.
The middle portion of the View CEMLI Info Page will display information related to the Component
Information, pages in the application where the report can be found and any Accessible Roles that
need to be assigned to campus users to access the report.
The lower portion the View CEMLI Info Page will display Notes, Contact Info, and any Additional Info
related to the report.
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Appendix: Readmit Student - Scenarios

In addition to the instruction provided in the Readmit section, specific scenarios regarding Readmitted
students is included below.
Program Action: RADM (Readmit)

GENERAL RULE: a RADM row should always follow a DISC row. If a RADM row is to be posted, a
DISC row must also be present or posted.
SCENARIO (1): Same Major

Student attended/completed courses, stepped out (break in enrollment), and now wishes to be
readmitted for a particular term, into the same plan/major.
DISC row is already posted on the students record (DISC row was posted via DISC CEMLI)
o Action: Insert a RADM row with a 4 Program Action Reason
If no DISC row appears on students record . . .
o Action: Manually ADD a DISC row (accept all defaults once row is added)
Effective date for the DISC should correspond to the Census date of the term
following the term the student was last enrolled
o THEN > also be sure to add a RADM row with a 4 Program Action Reason. Also
be sure to update data (on the RADM row) as desired and according to various BPs
especially the Admit and Requirement Term(s)!
Once the DISC > RADM rows exist, you may proceed to make additional changes such as a
Plan Change (PLNC, etc.)
GENERAL RULE: For every action there should be a data row.
SCENARIO (2): Different Major

Student attended/completed courses, stepped out (break in enrollment), and now wishes to be
readmitted for a particular term, into a different plan/major (under the same UGRD Program)
o Manually ADD a DISC row (accept all defaults once row is added)
Once the DISC > RADM rows exist, you may proceed to make the change to the major by
adding a PLNC row (additional changes such as a Data Changes (DATA), can also follow).
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Reference Guide
SCENARIO (3): As a Non-Degree (formerly Degree-seeking)

Student attended/completed courses, stepped out (break in enrollment) and now wishes to be
readmitted for a particular term, as a Non-Degree Student (formerly a degree seeking/matriculated
student)
especially the requirement terms!
Once the DISC > RADM rows exist, you may proceed to make the change to the program by
adding a PRGC row (additional changes such as a Data Changes (DATA), can also follow)
with an action reason of 2
SCENARIO (4): 2nd Degree (degree previously conferred)

Student attended/completed courses, graduated, has not attended since the degree was conferred
nd
(break in enrollment) and now wishes to be readmitted for a particular term, as a 2 Degree Student
COMP row is already posted on the students record because the degree was conferred
o Action: do not post a DISC or a RADM student must apply
(REVK is the only row that should be placed after a COMP row - and this is
extremely rare!)
o So . . .
If student is being processed via Quick Admit Process where EMPLID already exists
o THEN > be sure to ADD (see screenshot below) a NEW Program Plan Stack and
increment the Career Number by +1.
o Use ACTV as Program Action with action reason of 2 or 3
If student is being processed via the Admissions module with a new application, follow the
normal MATR processing which will create a new P/P stack when the MATR is saved.
GENERAL RULE: If a COMP is present > NEVER post a RADM row after a COMP row!
SCENARIO (5) A: For Undergraduate Non-Degree (NDEG/NDEGU Program)

Student attended/completed courses, graduated, has not attended since the degree was conferred
(break in enrollment), and now wishes to be readmitted for a particular term, as a Non-Degree
Student. This person is considered to be a NEW non-degree student and a new Program Plan stack
needs to be created.
COMP row is already posted on the students record because the degree was conferred
o Action: do not post a DISC or a RADM row
o THEN > since the student does not need to apply to attend as Non-Degree, under
the same UGRD career, be sure to ADD (see screenshot below) a NEW Program
Plan Stack and increment the Career Number by +1.
o Action: use/add MATR row
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Reference Guide
SCENARIO (5) B: For Graduate Non-Degree (NDEGG Program)
COMP row is already posted on the students record because the degree was conferred on
UGRD career > student wants to attend as a Graduate Non-Degree
o Action: Use different career > GRAD
o Action: ADD a NEW Program Plan Stack under GRAD career and increment the
Career Number by +1.
SCENARIO (6) A: Non-Degree to Degree in subsequent term (excluding

ePermit)
Student attended/completed courses as a non-degree student (such as a College Now student) and
now wishes to be (re)admitted for the subsequent term as a new Degree seeking Student
Student attending as a non-degree student
o Action: use PRGC Program Action with action reason of 2
NOTE: If this change occurs before the end of the currently active NDEG
term, set the effective date to a date after the end of this term.
o THEN > use the Reset checkbox to separate the Non-Degree (College Now) stats
from the degree seeking stats.
SCENARIO (6) B: Non-Degree (ePermit) to Degree in subsequent term

Student attended/completed courses as an ePermit student (Non-Degree) and now wishes to be
(re)admitted for the subsequent term as a new Degree seeking Student
Student attended as a non-degree student
o Action: use PRGC Program Action with action reason of 3
NOTE: If this change occurs before the end of the currently active NDEG
term, set the effective date to a date after the end of this term.
o THEN > use the Reset checkbox to separate the Non-Degree (College Now) stats
from the degree seeking stats.
SCENARIO (6) C: Non-Degree to Degree after a break in enrollment (all cases)

Student attended/completed courses as a non-degree student (such as a College Now student) and,
after a break in enrollment, wishes to be (re)admitted for a particular term as a new Degree seeking
Student
o Action: Insert a RADM row with an 8 Program Action Reason
o THEN > also be sure to add a RADM row with an 8 Program Action Reason. Also,
in regards to the RADM row, you should accept the defaults, and if applicable be sure
to update data (on the RADM row) as desired and according to various BPs
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Once the DISC > RADM rows exist, you may proceed to make the change to the program by
adding a PRGC row (additional changes such as a Data Changes (DATA), can also follow)
with an action reason of 2 or 3 for new freshman or transfer, respectively.
THEN > use the Reset checkbox to separate the Non-Degree stats from the degree seeking
stats.
IMPORTANT TO NOTE: If your colleges business process is to separate the stats from non-degree
coursework and degree seeking courses (degree seeking student), then you must use the Reset
Cum Stats at Term Start checkbox (Records and Enrollment > Student Term Information > Term
History >> Cumulative Statistics Tab). Checking the checkbox will reset (and separate) the nondegree stats (CUM GPA and CUM Stats) from the degree seeking stats, or vice versa. The transcript
will also reflect that information.
If your current business process is to print transcripts with ALL the courses, regardless of the fact
whether or not the student is degree or non-degree, then you do not need to check the Reset Cum
Stats checkbox.
How to add a new Program Plan Stack vs. Adding a row to an existing program plan stack
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Reference Guide
Once ADD button is used System will default try to create a new Program Plan Stack and it
will default the student career number to 0
nd
2 degree (new major) - NEW career number: click the ADD button, change career # manually
from default 0 to 1; dont use + on an existing stack which only adds a row to existing
program.
284

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CUNYfirst Admissions

Last Updated: 6/18/2013

Unit I: Foundations of Student Admissions .......................................................... 8

Chapter 1: Modules of Campus Solutions ............................................................. 9

Chapter 2: Understanding Academic Structure .................................................. 13

Chapter 3: Overview of Student Admissions ...................................................... 20

Unit II: CUNYfirst Student Admissions ................................................................ 22

Chapter 1 - Review CAS & ASTA Application Results ........................................ 23

Review CAS Application Summary ................................................................24

Review ASTA Application Summary ..............................................................28

Chapter 2 Search/Match in CUNYfirst ............................................................... 32

Conduct Search/Match ...................................................................................32

Chapter 3 Add New Application......................................................................... 41

Add New Application ......................................................................................42

Add New Application Second BA ................................................................59

Last Updated: 6/18/2013

Chapter 4 Maintain Applications ....................................................................... 60

Update Bio/Demo Information - General ........................................................60

Update Bio/Demo Information Names .........................................................63

Update Bio/Demo Information Addresses ...................................................70

Update External Education.............................................................................80

Chapter 5 Update Applicant Program/Action Status ....................................... 91

Accepts Admission .........................................................................................92

Defers Admission ...........................................................................................93

Declines Admission ........................................................................................94

Matriculate an Applicant - Single ....................................................................95

Matriculate an Applicant - Batch .....................................................................96

Chapter 6 View Additional Applicant Data ........................................................ 99

View Application Summary Page ...................................................................99

View Applicant Progression..........................................................................101

View Academic Test Summary.....................................................................105

View Test Results ........................................................................................106

View Unofficial Transcripts ...........................................................................109

Chapter 7 Non-Degree Students ...................................................................... 113

Non-Degree Students without EMPL - Quick Admit......................................114

Non-Degree Students with EMPL Program/Plan Stack .............................124

Chapter 8 Readmit, Reactivate, Reallocate .................................................... 127

Readmitting Students (General Steps) .........................................................127

Reactivate Students .....................................................................................130

Unit II: CUNYfirst Campus Community for Admissions ................................... 133

Last Updated: 6/18/2013

Unit Objectives ...............................................................................................................133

Chapter 1 Student Services Center ~ Overview ............................................. 134

Student Services Center: Student Center Tab..............................................135

Student Services Center: General Info Tab ..................................................140

Student Services Center: Academics Tab ....................................................144

Student Services Center: Admissions Tab ...................................................147

Student Services Center: Transfer Credit Tab ..............................................150

Student Services Center: Finances Tab .......................................................153

Chapter 2 Add & Update Student Data ............................................................ 154

Add a Person ...............................................................................................155

Update Bio/Demo Information Names .......................................................161

Update Bio/Demo Information Addresses .................................................169

Enter Ethnicity Data for a Student ................................................................178

Enter Languages Information for a Student ..................................................179

Enter Decedent Information .........................................................................181

Enter Emergency Contacts Information for a Student ...................................182

Enter External System ID Information for a Student .....................................186

Chapter 3 Residency & Citizenship ................................................................ 187

Entering Residency Information ...................................................................188

Entering Citizenship Information..................................................................194

Entering Visa/Permit Information ..................................................................196

Chapter 4 Managing Service Indicators .......................................................... 199

Manually Assign a Service Indicator .............................................................200