Exported Admissions Application Not Found in Maintain Applications (PeopleSoft)

1. Go to Student Admissions > Application Transaction Mgmt > Application Transactions

2. Enter first few characters of the Last Name and First (note, for international students, the incoming application records might have the name reversed). You can enter other known search criteria, such as Academic Career, Application Center, etc. to limit your search results if desired.

3. Click Search

4. If a record is found for the student, select the record for the Transaction corresponding to the application you are searching for.

5. Take note of any information referenced within Application Errors. Some of the more common errors encountered are listed below for reference, but this is not a complete list.

6. After correcting the data to fix the error, click Set to Update ID.
7. Confirm the ID in the ID field is the correct PeopleSoft ID for your applicant before clicking Run Search/Match/Post

NOTE: Extreme caution is advised.  If the wrong PeopleSoft ID is selected/entered, it will add the application and related bio/demo data to the wrong student’s record.

8. If the suggested ID(s) is not the same as the suspended record, or a known existing ID is not found, change the Constituent Status to ‘Add New ID’ and save the record. Click on ‘Run Search/Match/Post to complete posting of application to the system. A new PeopleSoft ID will be created for the individual in this case and should be found in Maintain Applications.

   NOTE: Caution is advised.  If the individual already exists with a PeopleSoft ID and "Add New ID" is selected, a duplicate PeopleSoft ID will be created.    

9. If the Application Status is now Posted, the application should exist in Maintain Applications for the specified PeopleSoft ID. 
10. If the Application Status still shows as Submitted Error, there is still some invalid data values in one or more fields. 
    1. If details of the error do not display, look through the data in each tab (Application Data, Education History, etc.) to see if there is a look up field that has a value with no corresponding description, or a drop down field that has Invalid Value displayed. For example:
    2. After the invalid values have been corrected, go back to Step 5.

If the Constituent Status is ‘Suspended’, click on the Constituent Staging link, then click on the ‘Search/Match Results’ link to identify the potential duplicate. The system suggests ID(s) that potentially match the suspended record. Determine if any of the suggested IDs match the suspended record by comparing Bio/Demo Data such as Name, DOB, Address, Email, etc. If the suggested ID is confirmed to be the same as the suspended record, change the Constituent status to ‘Update ID’, then system will prompt to enter the ID, save the record after entering the correct PeopleSoft ID. Click on ‘Run Search/Match/Post to complete posting of the application to the Maintain Applications.

NOTE: Extreme caution is advised.  If the wrong PeopleSoft ID is entered, it will add the test scores and related bio/demo data to the wrong student’s record.

If the suggested ID(s) is not the same as the suspended record, or a known existing ID is not found, change the Constituent Status to ‘Add New ID’ and save the record. Click on ‘Run Search/Match/Post to complete posting of test scores to the system. A new ID will be created for the individual and post the application to Maintain Applications.

NOTE: Caution is advised.  If the individual already exists with a PeopleSoft ID and "Add New ID" is selected, a duplicate PeopleSoft ID will be created and will not be associated with the individuals Admissions Application.

If the Constituent Status is ‘Cancelled’, this indicates the system determined the possibility exists that this is a duplicate application already posted to Maintain Applications. It may be the case that you do want the application to be created in Maintain Applications, where it may be the same Admit Term, Academic Career and Academic Program, but a different Academic Plan for example.

1. Change the Consituent Status to Loaded
2. Click Run Search/Match/Post
3. If the constituent match to an existing PS ID, the ID field will be updated with that ID and the application posted to Application Transactions.
4. If no potential existing PS IDs were found, a new PS ID will be created. The ID field will be updated with that ID and the application posted to Application Transactions.
5. If multiple potential matches are found, the record will Suspend. Following the instructions for Suspended applications above.

Application Record Import Error

If the application is not found in Maintain Applications or Application Transactions, there are multiple reasons as to why this could be and too complex to detail here. For the Pitt IT scheduled automated admissions application integration (commonly used for Graduate/First Professional Schools that utilize a Liaison CAS), if the exported application had some data issues that would prevent the record from even importing into Application Transactions, so long as the Application Center was populated in the exported record, the school admissions contacts should have received an email with details of the application record import error. If the exported record did not contain the Application Center, the Pitt IT Student Systems Team should have received an email with details of the application import error. This situation would typically require the school to submit a ticket with the necessary details to investigate further and determine a proper course of action to resolve.

Application Transaction Record Purged

Application Transaction records with the following Transaction Status are purged after 180 days and will no longer be available in Application Transactions:

Application Transaction Code: PITT_APPS_AY