Applications (ARII)¶

Paper Application Processing¶

Before You Start¶

Familiarize yourself with the paper application and know where all required fields are located.
All highlighted areas are required — make sure everything is filled out completely.
SSN is optional but required for Financial Aid.
Email is not entered for CJ and Fire applications.

Step 1 — Name Search (Prevent Duplicates)¶

Before creating a new record, thoroughly search Colleague to ensure no existing record exists.

Search Method	Format
Partial name + DOB	First 2 letters of Last name, first 2 letters of first name, `;bd` — e.g., `do, jo ;bd 11/20/18`
Full name	`Last name, First name`
Date of Birth	`;bd mm/dd/yy`
SSN	`123456789`
Alternate ID (GLINK)	`;alt 123456789`
CCCID	Enter CCCID
Person Search	Use Colleague Person Search
Advanced Search	Use Alternate ID (uppercase letters)

Step 2 — Load Application in ASUM¶

Drill into Academic Program on ASUM.

Screenshot Placeholder

ASUM application load screenshots are in the original Word manual.

Step 3 — NAE (Name and Address Entry)¶

Enter the following information:

Name (LFM format)
Address / City / State / Zip / County
Phone
SSN
Sex
Birth Date
Ethnic / Race
Email — use (P) for personal

After entering demographics, drill into "Additional Info" → select BIO.

Screenshot Placeholder

NAE entry screenshot is in the original Word manual.

Step 4 — BIO (Biographic Information)¶

Select Y or N for Directory (question 11).
Detail into Citizen.

Screenshot Placeholder

BIO entry screenshot is in the original Word manual.

Step 5 — FINF (Foreign Person Information)¶

Corresponds to question #12 on the application:

Field	Options
Alien Status	`N` = Not an Alien (U.S. Citizen) / `Y` = Alien (Perm. Res or other)
Reg #	Enter Alien number (A#) for Permanent Resident Card holders
Citizenship Country	`US` for United States, or `...` to select from list
Immigration Status	Enter code from question #12: `1` = US Citizen, `2` = Permanent Resident

Info

For Permanent Residents: get a copy of the green card and scan it with the application. The citizenship country is on the Green Card.

For students changing status from F-1 to Permanent Resident/US Citizen: require a new application with International Student Office clearance plus proof of green card/citizenship certificate.

Single save all the way back to the ASUM screen.

Screenshot Placeholders

FINF entry screenshots are in the original Word manual.

Step 6 — SHAP (Short Application Entry)¶

Drill into Academic Program on ASUM → SHAP.

Input questions 13–20 from the application.

Admit Status (Question #15)¶

Status	Meaning
First Time Student	Never attended college
First-Time Transfer	Attended another college; first time at SAC/SCC
Returning Student	Skipped 2 or more semesters at SAC/SCC
Continuing Student	Currently enrolled
K-12	Junior High or High School students (CAP, MCHS, or DUAL)

Residency Status (Questions #21–22)¶

Use residency training guidelines and the Residency Overview.

Status	Who
AB540 (Resident)	Fill out AB540 Application
Exception (Resident)	Military — see Residency Overview pp. 21–22
Foreign Country Resident	F-1 International Students / Undocumented Students
Out of State Resident	No CA residence for more than one year preceding determination date (Ed. Code § 68018) — Question #22 is Yes
California Resident	Physically present in CA more than one year + one day and demonstrates intent to make CA permanent home (Ed. Code §§ 68017, 68062)

Permanent Resident Green Card Holders

Require students to prove residency if the green card issued date and arrival date are less than 2 years apart.

Student Type (Question #19)¶

Code	Who
`CAPL`	K-8 (pays all fees)
`CAPU`	9–12 (no tuition fee but pays health fee and misc.)
`CUNRW`	Entered in STPE for Non-Resident CAP — exempts from out-of-state fees
`MCHS`	Middle College High School (no fees)
`DUALU`	Dual High School student (no fees)
`RGLR`	Everyone else

HSA — High Schools Attended¶

Enter years attended and graduation type.

Save all the way out.

Step 7 — CCCID (DADD)¶

Important

If there is a CCCID# listed at the top of the application, enter it in the DADD screen under Alternate ID with type CCID.

Screenshot Placeholder

DADD CCID entry screenshot is in the original Word manual.

Step 8 — Code the Paper Application¶

Fill out all fields at the top of the application under "Office Use Only":

Colleague ID
Staff Initials
Date
Residency Status
Student Type

Step 9 — Scan to Laserfiche¶

Make sure the application and any other documents (green card, etc.) are scanned to Laserfiche.

Fraud¶

If a student reaches out to push through their application:

Have them submit:
- A photo of a photo ID
- A selfie holding their photo ID next to their face
If it looks legitimate:
- Find the student's application confirmation number in the Report Repository.
- Mark as valid in CCCApply Administrator.
- Go to XSGRT in Colleague → enter the confirmation number → enter Y → Save All to push into the next processing batch.
If it looks fake:
- Stop communication.
- Save a copy of the student's application and documentation to: M Drive > Potential Fraud Applications > Last Name, First Name NO ID Term

Duplicate ID Merge Requests¶

Determining the Good ID¶

Priority order:

Financial Aid Record — If one ID has an active or historical Financial Aid record, that is the Good ID.
Record Activity — If neither has Financial Aid, select the ID with the most activity (transcripts, registration history, forms processed, etc.).
Current Enrollment — If both are similar, select the ID associated with current course registrations.

For Specialists¶

Submit via email to Jay, Roxana, or Thien.
Include: Student ID numbers for both accounts.

If Request Comes from a Student¶

Ask for a photo ID to confirm identity.
Forward the request and ID to Jay, Roxana, or Thien.

After receiving the request, Jay, Roxana, or Thien will route the merge to the appropriate departments.