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Processing an Application Batch

STEP 1 — Download the Information

EAPP (first run — No, Yes, No): 1. Type SAC... and select the date and time for the batch you are scheduled for. 2. Run using No, Yes, No. 3. Make sure the output device is H (Hold the report) — then Save All.

EAPP (second run — No, No, Yes): 1. Once the first run finishes, run EAPP again using No, No, Yes. 2. Save out and exit the report.

Screenshot Placeholders

EAPP run screenshots are in the original Word manual.

STEP 2 — Clear Person/Address Duplicates

  1. Go to AIBD (enter SAC... again to find the batch).
  2. Drill into "Resolve Person/Address Duplicate".

For each error, drill into the line:

Address/Person errors: - If info matches → input Y in the Combine box → Save. - If info does not match → input N in the Combine box → Save.

Application errors (majors/academic programs): - Always input N — do not combine. - Make sure to check for multiple majors — put N for all of them.

  1. Once all ELF errors are reviewed, click Save All.

STEP 3 — Run EAPP to Clear Errors

  1. Go back to EAPP and run again using No, No, Yes.
  2. Repeat Steps 2 and 3 until drilling into "Resolve Person/Address Duplicate" in AIBD shows: "No records found".

STEP 4 — Clear Person Errors (Line 1) and Institution Errors (Line 5)

Once all ELF errors are cleared:

  • MN = personal info errors (should all show Is at this point — if not, repeat steps 2 and 3).
  • IN = institution info errors.

Only drill into INs that have Es (errors).

For Line 1 bio errors: - Drill in, review, and enter Y or N in Combine based on whether it is the same student. - If two different students share the same SSN: 1. Drill into the student on the left → go to NAE → remove the SSN. 2. Mark N (no) to not merge. 3. Single Save twice.

For Line 5 institution errors: - Drill in and always put Y.

STEP 5 — Done!

  • Rerun EAPP.
  • The batch is complete when all Es are Is.

Phase 2 Error Examples

Example 1: Student Has Two Ethnicities

The most common error is when a student has both Hispanic and Non-Hispanic.

  1. Cancel out of Phase 2 Error Messages.
  2. Go into student record → NAE.
  3. Select Line 1 of Ethnic(s).
  4. Delete Line 1 (should be blank) → Single Save until back at AIBD.

Example 2: Invalid Student Program (Department)

  1. Go to PROG and look up the program.
  2. Go to SPRO and drill into the program → update the department.

Example 3: Invalid Student Program (Catalog)

  1. Let Techs know the program is no longer valid for the current year.
  2. Delete the student record and hand-load.

Example 4: Application Ambiguity Exists

  1. Close out of Phase 2 errors and return to the main AIBD screen.
  2. DELETE this application (put Y in the delete column) — write down student info to look up their application on the production site.
  3. Load the application manually.

Example 5: Other Error

  • Delete and load manually.

Example 6: Student Applied for a Program They Already Graduated From

  1. SPRO → go to program → drill in → add a line for Inactive.
  2. Process the rest of the batch.
  3. Delete the Inactive line.
  4. Add a new liberal arts program for the student instead.