Data Coordinator Procedures Manual
On-Boarding Applications
Uploading Applications
1. Open Jenzabar under the “Process Interent Submissions” user group
2. Select “Process Internet Submissions”
3. Status Definitions
a. Complete-Ready to Process
i. These Applications have been submitted by the student and are ready for
processing.
b. Partially Processed
i. Application processing has begun and has been saved for future processing.
c. Incomplete
i. Applications that have been started but have not been submitted for processing
by the student.
4. Click the hyperlink under “Submission Type” for the application you wish to process (Noted in
red)
5. Print application and any attached essays which are hyperlinked in the page
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6. Select the row for the application you wish to process and click the “Process” button (Noted in
green)
7. Jenzabar will show a list of possible IDs that match the applicant’s information.
a. If a match is found, be sure it matches birthdate and name or name and social security
number.
b. If no match is found, select “No Match New ID”
Review Internet Submissions
The previous actions will pull up the first of the review screens. Each tab with a yellow asterisk contains
information that should be approved and/or updated. Once a tab looks as it should, click save on the
Janzabar toolbar to ensure updates have been saved. This will make the asterisk disappear for that tab.
**Please see Data Standards for details on proper field formatting. **
1. Name tab-All students must have a prefix. Please be sure to select one for any student whose
does not populate based on the gender provided on their application.
a. Ms. for females and Mr. for males
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2. Review Internet Submissions-Address
a. Check the Legal/Home/Permanent Address to ensure proper formatting and save
b. Click on an address type (noted in green) to review other address types.
i. Personal email addresses should be labeled IEML
ii. Ensure the email box is checked (noted in orange)
iii. Ensure there are no obvious error (.cm instead of .com)
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3. Review Internet Submissions-Biograph
a. Check Citizenship Status-If blank or unknown but “Citizen of” is marked US, change to
“Citizen of US”
b. If an asterisk appears on the “Ethnic/Race” subtab, select that tab to update
i. Save any updates even if the Ethnicity is unreported.
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4. Review Internet Submissions-Candidacy-General Subtab
a. If a student has applied previously, you will be able to view those rows here. However,
the new candidacy row to be created is highlighted and details are shown below for
updates.
b. Check the information shown in the General Subtab against the printed application and
update fields to ensure accuracy. See Appendix I for Definitions for each application
type.
c. The new application should be marked current unless:
i. The student is currently attending Queens in another capacity.
ii. The application being created is for admission to the upper-division BSN.
d. Click “Create New” once review has been completed and save. This will place action
lists/actions on the student’s notepad.
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5. Review Internet Submissions-Candidacy-Requirements Subtab-This is where all requirements
associated with an application are notated. Most applications will prepopulate this list with the
minimum requirements for that type of application. For a list of requirements for each
application type, see Appendix II.
a. Add the date for each application requirements that have been received.
b. Add requirements by right clicking in the main requirements box and selecting “Add
Requirement”
c. If transcripts are required, use the NSLDS database to ensure all institutions attended
are shown here. School abbreviations may be found in Appendix III.
d. International Students
i. Right click on the Requirements subtab and click “Select Requirements”
ii. Choose “Hayworth UG Degree Int’l”
e. Check the orphan transcripts drawer for any transcripts that may have already arrived
for the student being processed. Being certain to check for transcripts under previous
names as well.
i. If a transcript is found for a student, please update the transcript log excel file.
1. Move the row on the Orphan tab to the Delivered tab
2. Add the student’s ID number to the row as well as the date and the
counselor to whom it will be sent.
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6. Review Internet Submissions-Organizations
a. Click the blue box with question mark inside to search the system for mapped
organizations.
b. If the Name of the school is not shown, does not appear, or was not provided by
student, it may be added manually:
i. Right click in the Org Tracking subtab and select “Add Row”
ii. In the Organization ID Number column, right click and select “Advanced Search”
iii. Use the dialog boxes to search for the school needed
c. Once all organizations have been added, click save to show additional subtabs
d. Select the school listed, then select the “Additional Info” subtab
i. Select the appropriate checkboxes for “Last High School” and “Last
Organization”
ii. Add Degree type if provided by student.
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7. Review Internet Submissions-Attachments-Only used if an essay is attached to the application
a. Click on the attachment from the Submitted documents area
b. Click on the appropriate Candidacy Row for the Saved Candidacy Rows area
c. Click Assign All Attachments and save.
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8. Review Internet Submissions-Candidate
a. Check that the proper counselor is assigned to the student. This will affect the way
automated communication looks to the applicant.
b. Select the “Additional Info” Sub tab
i. This is where the “additional names on transcript” information is stored
c. Clear User Defined Subtabs, checking for any errors
9. Click the Red X to close the Review Internet Submissions box if you are done processing.
10. A “Keep for future Processing” dialog box will appear.
a. If you are satisfied with your review, select “no” to clear the application from your
queue.
b. If you need to come back to the application select “yes”
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Creating Files
After all applications have been processed, run the appropriate reports to create file labels:
1. “application_label_big_all” will create the large labels that cover the front of each application
folder.
a. Only rows that are marked as “current” will appear in this report
b. The report will pull applications that were created on or after the date entered in
MM/DD/YY format.
c. Print on full-sheet labels
2. “application_label_little_all” will create tab labels for application folders.
a. Only rows that are current non-ABSN rows will appear in this report.
b. The report will pull applications that were created on or after the date entered in
MM/DD/YY format.
c. Click “File”, “Save Rows As”:
d. Save File Labels word document from the Hayworth Drive/Data Coordinator folder.
e. Open the file, check for proper alignment, and print on Avery 5766 blue labels.
f. Update the document to be properly aligned for the next batch.
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Communication Plans
Running Daily Procedures
1. Log into Jenzabar under the “Access to EX Daily Procedures” user group.
2. Open Daily Procedure
3. Click the top blue band marked “Daily Procedure will run for all actions you have access to.” To
expand it.
4. Click “Deselect All”
5. Check the box for the procedure(s) you would like to run.
a. 07, 08, 18, 05, ADMISS, ADAR
6. Click “View Pending Letters” to check for errors and ensure proper students are selected.
7. Click “Run Daily Procedure” to send the emails.
Note: It is best to run procedures backwards from how a student goes through the application
processed. This ensures that a student does not receive a missing documents email and file complete
email in the same day if both actions are listed on their notepad.
Decisioning
Updating Jenzabar
1. Check students in “Maintain Candidacy” to ensure:
a. All required documents have been received
b. Student was moved to “05 Pending” stage
c. For Degree-Seeking Undergrads:
i. Check that the GPA was entered on the “User defined” sub tab
2. Updated the student’s stage and initial on the file
3. Open “Admission to Registration Transfer”
a. Select the “By Candidate:” radio button and enter the student who was just admitted.
b. Select “Retrieve Candidates”
c. Select the “Transfer Process” tab
i. Deselect the boxes for “Entry Date” under “Student Division Master” and
“Degree History”
ii. Select the “Skip if Local Degrees Exist” button under “Degree History
Insert/Update Options”
d. Select “Transfer Data”
4. Open the “Student Information” table and enter the first student’s ID
5. See Appendix IV for codes to enter in the following fields:
a. Student Tab
i. Tel/Web
ii. Class
iii. District
b. Student Division Tab
i. Class Level
ii. Advisors
c. Degree Tab
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i. Check for the correct Degree
1. If incorrect, add a new degree through the Admissions to Registration
transfer.
ii. Check “current degree” for the appropriate degree
iii. Check “non-degree seeking” if applicable
iv. Enter “1617” in Advising Institutional Year if new degree was created
Running Letters/Envelopes
1. “accept_labels” will create the excel sheet to work from for decisions.
a. Only rows that are marked as “current” will appear in this report
b. The report will pull decisions that were created on or after the date entered in
MM/DD/YY format.
c. Save this document in the Hayworth/Data Coordinator/Manual Letters folder as the
“accept labels” file.
2. Decision Letters may be found in Hayworth/Data Coordinator/Manual Letters folder. These are
divided by college/School.
3. Open the letter for which decisions should be printed.
a. Under the “Mailings” tab choose “Edit Recipient List” and be sure that only those
students requiring the specified letter are checked.
b. Select “Finish & Merge” and print letters on Letterhead (on Deltak filing cabinet).
4. Repeat Step 3 for each decision type.
5. Open the “Envelopes” document from the “Manual Letters” folder and print mailing envelopes
for each applicant. These print directly on the envelopes.
a. Alternately, you may also use the “Address Labels” document to print addresses as
labels on Avery 5160 sheets.
File Modification
Change of Major
If a Student wishes to change their major prior to drop/add, they may do so through the admissions
office. Once a student is admitted, this change needs to happen through the Registrar’s Office in
consultation with their Academic Advisor.
Process of Major Change for Non-matriculated Students
1. Counselor documents request in notepad, forwards folder to Data Coordinator, and (if student is
admitted) requests updated transcript evaluation from the Registrar’s Office
2. If student is not admitted:
a. Data Coordinator updates:
i. Candidacy Tab: program and degree
3. If student is admitted:
a. Data Coordinator updates: Student Information-Student Tab: District
b. Registrar’s Office updates: Student Information-Degree Tab
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Change of Term
Within the Same Academic Year
Counselor documents request in notepad and forwards to Data Coordinator who updates the existing
row in maintain candidacy.
Moving from One Academic Year to another (Deferral)
Counselor documents request in notepad and forwards to Data Coordinator who creates a new row in
maintain candidacy.
Limitations of Term Changes
Applications may only be deferred twice and cannot be deferred an entire year. For example, an
application cannot be deferred from a Fall term to a Fall term. In this case, a new application is needed
to ensure all information is as up-to-date as possible.
Withdrawal
Students may withdraw their application through the admissions office up until drop/add. After
drop/add, the student will need to withdraw through the Registrar’s Office.
Withdrawal Before Admit
1. Withdrawn by Applicant-Student has requested their application be withdrawn.
a. Counselor documents request in notepad and forwards file to Data Coordinator to
update.
b. Data Coordinator updates maintain candidacy to a “07” stage.
c. Withdrawal email will be automatically sent through Daily Procedures and marked in
notepad.
2. Withdrawn by Admissions-Admissions has initiated this withdrawal due to lack of
correspondence or after a discussion with the student but prior to admission.
a. Counselor documents request in notepad and forwards file to Data Coordinator to
update.
b. Data Coordinator updates maintain candidacy to a “08” stage.
c. Withdrawal email will be automatically sent through Daily Procedures and marked in
notepad.
Withdrawal after Admission
A student who has been admitted to the university and would like to withdraw their application prior to
drop/add would fall under this classification. This code would be used for those that do not correspond
after admission as well.
1.
2.
3.
4.
Counselor advises student to drop any classes for which they have registered.
Counselor documents request in notepad and forwards file to Data Coordinator to update.
Data Coordinator updates maintain candidacy to an “18” stage.
Withdrawal email will be automatically sent through Daily Procedures and marked in notepad.
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Physical File Management
Current Students
Students who are currently enrolled in classes as Hayworth Adult Undergraduate or Graduate students
who are not:



Students in the Cato School of Education (regardless of UG or Graduate)
RN-BSN students
Wiley Students
Inactive Applicants
Applications received within the last two years that have not resulted in enrollment. These should be
purged each summer.
Inactive Students
Students who have been enrolled within the last five years until at least drop/add and are no longer
attending classes.
Graduating Students
Files for students who graduate will be pulled, labeled, boxed, and sent to the Registrar’s Office.
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Appendix I-Candidacy Tab Configurations
Undergraduate
Application Type
Non-Degree Undergrad
UG Degree-Seeking (AUG)
UG Degree-Seeking (Nursing)
Traditional Nursing Major
RN-BSN Univ
RN-BSN Major
Programs
ND
Major
PRNUR
NUR
PRNUR
NURN
Division
UG
UG
UG
UG
UG
UG
Location
H1
H1
H1
H4/AS
H2
H2
F/P Time
P
F/P
F/P
F
F/P
P
Type
V
F, T, R
F, T, R
F, T, R
F, T, R
F, T, R
Dept
H2
H1
H1
H1, A1
H1
H1
Degree
ND
Check Catalog
BSN
BSN
BSN
BSN
Stage
04
04AU
04AU
04
04AU
04
Graduate
Application Type
MSN
IAD
COM
MED
MAT
Lateral Entry
Post-Bac-AIG
Post-Bac
PMBA
MSOD
CCP
Programs
Track
IAD
COMM
LIT
MAT
ND
AIG
TCHGE/TCHGS
MBA
MSOD
CCP
Division
GS
GS
GS
GS
GS
UG
GS
GS
GS
GS
GS
Location
GN
GA
GC
GE
GE
ER
EA
GE
GB
GB
GB
Full/Part
F
F
F
F
F
P
P
F
P
P
P
Type
F, R
F, R
F, R
F, R
F, R
V
V
F, R
F,R, C
F,R, C
F,R, C
Dept
R1
IA
CD
E1
T1
C2
C1
C1
B1A, B1B, B2, B3, B4
B7, B9
B8
Degree
MSN
MA
MA
MED
MAT
ND
CER
CER
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Stage
04GS
04GS
04GS
04GS
04GS
04
04
04EPB
04MC
04MC
04MC
Appendix II-Application Requirements
Undergraduate Application Requirements
Application Type
Non-Degree Undergrad
UG Degree-Seeking (AUG)
UG Degree-Seeking (Nursing)
Traditional Nursing Major
RN-BSN Univ
RN-BSN Major
APP
X
X
X
ESSAY
X
X
X
X
X
HSTRX
COTRX
X*
X*
X
X
X
LIC
APPM
X
X
X
X
*Waived with transcript showing degree conferred, Required for Military students
Graduate Application Requirements
Application/Requirements
MSN
IAD
COM
MED
MAT
Lateral Entry
Post-Bac-AIG
Post-Bac
APP
X
X
X
X
X
X
X
X
COTRX
X
X
X
X
X
ESSAY
X
Portfolio
X
X
X
REF1 REF2 RESUM LICED PRAXI
X
X
X
X
X
X
X
X
X
X
X
Praxis/SAT
LIC BSN TEACH RALC
X
X
X
X
X
X
X
X
Praxis/SAT
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Appendix III-Institution Abbreviations
Please abbreviate School Names as Follows:









CPCC-Always Abbreviate
State School Systems
o UNC Charlotte, USC Lancaster, etc
o Univ of NH, Univ of AZ, etc
University-Univ
Community College-CC
County-Cnty
Technical-Tech
Academy-Acad
School-Sch
High School-HS
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Appendix IV-Student Information Table Codes
Student Tab-Tel/Web
Code
DO
EA
ER
GC
GE
GI
GM
H2
H3
HC
HN
ND
Description
Wiley
Education AIG
Education RALC
Graduate Communication
Graduate Education
Graduate Interior Design
Graduate Music Therapy
RN-BSN
ABSN
Hayworth College
Hayworth New
Non-Degree
Student Tab-Class and Student Division-Class Level
Code
CE
GF
ND
RE
TR
VI
Description
Continuing Education
Graduate First Time
Non-Degree
Readmit
Transfer
Visiting
Student Division-Advisors
Area
Communication
Education
Educational Leadership
Hayworth
Hayworth PRNUR
IAD
McColl
MSN
Music/Music Therapy
RN-BSN
Wiley
ID
202181
2759
210638
235701
227799
235193/4721
173920
182715
168839
182801
231919
Advisor
John McArthur
Cindi Crenshaw
Linda Dunlap
Ron Crider
Maura Conway
Bill Furman/Siu Challons-Lipton
Bob Mobley
Grace Buttriss
Rebecca Engen
Teresa Moorman
Jessica Perkinson
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