Credit Enrollment
Information Form
Data Entry
Procedure.
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TAB to get to next field – F9 to save – If you are stuck/confused type three periods (…) in the field and hit enter.
– (@ Enter) pulls up the previous student. Keep the context open.
Step 1:
Type ST-ASUM in the Form Search (top left field of DATATEL)
Search for student in DATATEL (3 ways)



First 3 letters of last name COMMA first 3 letters of first name ENTER (example: smi, joh)
;birth.date 010160
Social Security Number (note this should be the last search method in order to identify any
potential duplicates)
Double click the appropriate record, or type the corresponding number and press ENTER. This will
bring you to the ASUM screen. – PROCEED TO STEP 3 –
If the student is new to DATATEL type the letter “a” and press ENTER to create a new record. This
will bring you to the NAE screen.
Step 2:
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2
3
4
3.1
4.2
3.2
4.1
5
6
9
7
8
10
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1
2
1. Enter name in the order of Last First and Middle.
2. Enter street address. No punctuation. No symbols. (Example: 101 E State St Apt 1) or (PO Box
101)
3. Enter the Zip Code and hit TAB. The City, State and County will populate. (If it is an out of
state address, the County will not populate and you must put 999 in that field)(Sometimes an InState address still will not populate the County. In that case type (…) in the field and search for
the correct County Code.
4. The Residency fields correspond with the previous State and County field. (3.2 same as 4.2 and
3.1 same as 4.1) However, if the student is foreign, County will be 999 and state will be zz.
(Permanent residents are the same as citizens in regards to residency.)
5. Enter Phone Number TAB over to phone number type (example: home, business, cell)
6. Enter Social Security Number. If SSN is not provided enter 00 followed by the 7 digit student ID
number. (example: 00xxxxxxx)
7. Enter M or F for gender
8. Enter Birth Date (example: 010160)
9. Ethnicity is either Hispanic or Non-Hispanic
10. Type in the race indicated (Black, White, Asian etc.) If
they indicated they are Hispanic in the previous field, you
may put NR (choose not to respond). This is the only
time you may use that option.
11. Archived ethnicity is numbered and is something you will
just start to remember. Type three periods (…) and hit
enter to get the list.
If someone does not indicate a race, you may guess,
or just put White as the default.
F9 and Update. This will bring you to the ASUM
screen.
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Step 3:


If the correct Curriculum Code has already
been created, dig into that line.
If there is no Curriculum Code or the
Code is incorrect, dig into a new line.
This will take you to the APPN screen
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6
7
8
1
2
9
3
1
4.1
4
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11.1
0
1. Start term academic year (corresponds with fiscal year) plus semester (example:
20133l)
a. Summer 2 = 1L
b. Fall
= 3L
c. Spring
= 6L
2. Academic Program: you will primarily use 1700(Associate in Science), 1000(Associates in
Arts) and 1010(Dual Credit) If a different program code is required; refer to the Curriculum
Codes reference page included at the end of this document. (note: some programs like aviation
and health care require the student to be accepted. In that case default to 1000 or 1700.)
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3. Admit Stat:
a. FFR = First Time Freshman
b. DC = Dual Credit
c. RE = ReAdmit (for returning students and updating applications, always use RE)
d. TR= Transfer
4. Ed Goals: you will primarily use Prepare to Transfer, but if you are using a Program Code
other than 1000, 1700, or 1010, refer to the table at the end of this document titled Application
Entry/Curriculum Code Update Defaults.
4.1.
Enter Today’s Date
5.
6.
7.
8.
Enter Today’s Date
Intended Load: Full Time or Part Time – indicated on the Enrollment Form
Financial Aid: Yes or No – indicated on the Enrollment Form.
Resident Status: (refer to the address indicated on the Enrollment Form)
a. ID: In District – refer to the In-District City List at the end of this Document
b. FO: Foreign – any foreign address/or Visa (if they are a Permanent Resident they get ID)
c. OS: Out of State – any address out of state.
9. Additional Info: Dig-in
Double Click IASU
Dig-in
here
a. If the correct school is not listed, type the name of the school, or refer to the list of
commonly used school codes at the end of this document.
b. If the correct school is listed, dig-in to make sure the Grad Type is correct.
c. If an incorrect school is listed, delete that school and input the correct one.
d. If they don’t have a school indicated on their Enrollment Form put 405(Unknown) and Not
Graduated for the Grad Type.
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These are the only 3 things needed on this screen.
I.
Institution:
This will populate from previous screen.
II.
Years Attended: (note: if they have a graduation year, just subtract 4 years for the
start year. If it is a GED, the start and end year will be the same)
III.
Graduation Type:
N – Not Graduated
GED – GED
OIL – Other Illinois
DHS – IN-District H.S.
OSHS – Out of State H.S.
HMSC – Home Schooled
Continue to F9 and Update until you get back to the APPN screen. (F9 out of HSA
and IASU)
10. Comm Mgmt: Dig-in
Double Click CRI
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




If it is the first time CRI has been accessed, you will be prompted to “create a new mailing”
– say YES.
ADCAPPL is used every time (unless it is Dual Credit Enrollment Form, for that we use
ADCDC or ADCRS(running start)
If this is an updated application we use both ADCUPAPP and ADCAPPL (unless it is a
Foreign Student, and we only use ADCAPPL).
Type the appropriate Communication Code in the next available line. (note: hit the Page
Down key if you don’t see an available line)
Then tab over to Status Comment and hit “r” for Received
F9 and Update
11. Type AD (Admitted) and tab over to enter Today’s Date.
If this is a Foreign student we put IE and send the finished Enrollment Form up to the
International Student Office.
We also use IE if the Application is unfinished (example: no signature)
F9 and Save back to the ASUM screen
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Step 4.
1
2
3
4
1. Type UG for Undergraduate.
2. Career Goal:
a. # 1 (Complete one/more classes) for Dual Credit
b. # 2 (Complete Certificate) for Any Certificate Program
c. # 3 (Complete Associates Degree) for Any Associates Degree Program Code. Such
as 1000 and 1700
3. Today’s Date
4. Demographics: Dig-in
Double Click BIO
This is the only part to pay attention to in the BIO
screen.
-
Put the SSN or the
Student ID with two
Zeros in front of it.
-
Indicate if they are a
US citizen.
F9 and Save. Dig into Demographics again
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Double Click DADD
This is the only part to pay attention to in the DADD screen.
-
In the first line, put the SSN or the Student ID with two Zeros in front of it.
Tab over and type SSSN in the Types line, but only if it is indeed a Social Security
Number. (Leave the Types line blank if you are using the Student ID number)
F9 and Save.
If this is a NEW Person that has been added to Datatel, skip to Step 5.
If you are updating an already existing Person



Dig into Demographics AGAIN.
Double Click NAE.
and go back to Step 2.
Once Step 2 is completed, come back and complete Step 5.
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Step 5.
Click the top left hand field and type XSTM hit enter.
Save All.
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2
3
4
5
6
7
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1. Highest Degree Earned: refer back to the high school and colleges attended on Enrollment
Form.
a. Associates Degree g. GED
b. Bachelor’s Degree h. High School Diploma
c. Certificate
m. Masters
d. Doctorate
n. Not Yet Graduated
2. Veteran: refer to Enrollment Information Form
3. Current Intent: Prepare to transfer (this must match what you entered on #4 of Step 3)
4. Educational Planning:
- If this is blank, it gets an “N” for (not attended).
- if there is an “A”(attended) and a date, leave it alone.
- if there is an “YX” (do not use), leave it alone.
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5. Learned About RVC:
6.
Influenced Decision to Attend:
7. Intend to Transfer: This is according to the program they are in. For example: if they are in a
Certificate program it must be No for intent to transfer, but for any transfer degree (AAS, AS,
AA) it must be YES. Do not just put whatever they indicated on the Enrollment Form. That is
incorrect. Refer to the Application Entry/Curriculum Code Update Defaults Table at the end of
this document for needed clarification.
8. Parents Earned Degree: refer to the Enrollment Form.
F9 * Update * Enter * Hit (Ctrl + Alt + x) * Date and Initial the Enrollment Form
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Additional Reference Documents:
Common High School Code Options
ID
0000384
0313450
0000060
0313451
0000382
0000084
0000381
0000405
0000229
0303927
0000406
0000385
0000386
0346826
Institution name
Auburn High School
Calvary Baptist Christian School
Belvidere High School
Berean Baptist Christian School
Boylan High School
Byron High School
Christian Life High School
Did Not Graduate
Durand High School
Rockford East High School
GED
N/A
Guilford High School
Harlem High School
Home Schooled
0000389
0000387
0267069
0000383
0000360
0295243
0000312
0000407
0000409
0000340
0267488
0267193
0266776
0266777
0266778
0000405
Hononegah High School
Jefferson High School
Keith Country Day High School
Lutheran High School
North Boone High School
North Love Christian School
Oregon High School
Other Illinois High School
Out-of-State High School*
Pecatonica High School
Rockford Christian High School
Roosevelt Alternative H. S.
South Beloit High School
Stillman Valley High School
Winnebago High School
Unknown/Missing High School
Application Entry/Curriculum Code Update Defaults
Academic Goal
Complete Degree
Complete Certificate
Complete One or Several Courses
Reason for Enrollment/Current Intent
Prepare for Transfer
Improve Skills
Prepare for Future Job
Prepare for GED
Personal Interest/Self Improvement
Do you Plan to Transfer
Yes
No

Any Associates Degree Code
Any Certificate Code
1010, any CE/AE Code
1000, 1700, 1400, 1775
Any CE code (except SERV)
AAS, AGS, Certificate, Apprenticeship
Any GED and AE Code
SERV, 1010, 2299, 5099, 2099, 4499, 7099
AA, AS, AES
AAS, AGS, CE, AE, SERV
The complete procedure for changing Curriculum Codes can be requested through the
Records Analyst.
IN
Belvidere
Caledonia
Davis Junction
Harrison
Machesney Park
New Milford
Poplar Grove
Roscoe
Steward
DISTRICT
Blaine
Capron
Durand
Hunter
Monroe Center
Oregon
Rockford
Shirland
Stillman Valley
CITIES
Byron
Cherry Valley
Garden Prairie
Loves Park
Morrison
Pecatonica
Rockton
South Beloit
Winnebago
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