Collegenet download/import
Note: This process is done for each day (M-F). Each day needs to be processed separately.
Print and Acknowledge
This step gives us physical copies of the applications, and let’s CollegeNet know that we have received them.
Open Internet Browser ( Internet Explorer, Mozilla Firefox )
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Enter CollegeNet username and password (get from IT Specialist)
Click on manage forms tab
Click on Incoming
Place a checkmark next to all applications and recommendations to be downloaded. (previous date(s)). Include certificate and non-degree applications. Do not check any UMBCGPINGs.
Click on Print
Click
PDF radio button (circle becomes black)
Click PRINT buttom
Applyweb Printing Box opens
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Print entire file
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Place a checkmark next to all incoming documents (include UMBCPING)
Click Acknowledge (circle becomes black)
Click ACKNOWLEDGE FORMS button
Separate each application and recommendation using binder clips
ID Search for Existing Applications
This step will catch any applicants that are already on SIS from past semesters. We do not want to accidentally enter them twice with different identification numbers.
For each printed application or recommendation that does NOT have an SSN, use
SIS searchmatch to look for an existing student
If found, use existing student identification number (from
SIS), writing number on application and/or recommendations
Download Data and PDF Files
Download no longer needed because automated download is now implemented. It downloads the needed data and PDF files to the GradSchools I:/ drive (OIT active directory drive). I:/CollegeNetData/
For technical documentation of how the automation works, see Collegenet_download_automation_tech_details.
If the above automation breaks, or is temporarily unavailable the old manual method still should work. For instructions on the old method, see Old_Download_Data_and_PDF_Files
Import Data Into SIS
This step imports the most pertinent data about each applicant, into our SIS (Student Information System). If the applicant does not already have a Identification Number (SSN), an Identification Number (HPID) is created for them.
Go to I:\
Select todays SISIMPRT file
Move it to SISIMPORT folder, for storage
Run
SIS Import Java application
Go to I:\Information Technology\Software\CollegeNet
Double click on CreateGradCollegenetFile.jar
Select browse
Select today’s file (look under input file)
Enter user id (look under upload user)
User id = <your hp user id>
Enter user password (look under upload user)
User password = <your hp user password>
Click load file
The data shows in a spreadsheet manner, each data piece in a cell
If SSN cell is blank, check the applications that you printed, to see if student number is available.
If it is available enter student identification number (ssn if available)
If it is not available, type NEW into the blank cell
Tab out of field
Click process file
Message should appear “File processed successfully”
Click ok
Exit the application
In Reflections (HP), select 5 Batch Applications
Select 7 Batch Graduate Admissions
Select 16 Load GR Batch Application
Enter filename
Ex: CN040307.FLSEV66.GADM
Substitute correct date after CN above
Submit job to the system
Report prints to HP 4650n (outside Jill’s office). One details report, one error report
If any entries on error report, a 950 (HPID) was still assigned, but the data was not entered onto
SIS for that applicant. Write the 950 (HPID) number on printed application
If NEW, 950 (HPID) prints on details report. Write 950 (HPID) number on printed application
Modify Data File
This step fills in any blank Student Identifier fields that were assigned by SIS, or already existed. The file is also renamed and put in the proper place for the next step.
Select CollegeNetData folder
Delete previous Paradocs.txt file
Double click today’s file, in order to open it for editing
104 = Application
110 = Recommendation
Save File as Paradocs.txt in I:\CollegeNetData
Edit the text file to add in Student Identification numbers that are missing; all blank id fields need to be filled in
If applicant did not exist in
SIS, and an HPID was assigned
Fill in the 4th pipe delimited field with the HPID
If the applicant did not exist on
SIS, but has an SSN in the text file
No editing needs to take place for this applicant
If the applicant did exist on
SIS, and does not have an id in the text file
Fill in the 4th pipe delimited field with the SSN (or HPID if no SSN)
If the applicant did exist on
SIS, and does have an id in the text file
No editing needs to take place (as long as
SIS and the text file agree)
Save and close the text file
Copy Paradocs.txt to New
PDF folder (today’s date)
<ctrl> +<c> to copy
<ctrl> +<v> to paste
Upload Collegenet Data to ParaDocs
This step uploads the data file and PDF applications to the ParaDocs server. The ParaDocs server will then automatically process the files so that department users can see the applications.
Go to My Computer and open I:/CollegeNetData
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Go to the Y:\ drive, labeled “cnetimport on ‘gsdocs.umbc.edu’”. This drive has to be setup by the IT Specialist.
Enter <password>, if needed
Click Ok
Click to select the window / folder that appears
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Go to I:\CollegeNetData
Copy the Paradocs.txt file
Go to the Y:\ drive
Paste the Paradocs.txt file
Documents should disappear in a few minutes; a .txt file will appear if there is an error
Bring the printed applications and recommendations to the front desk for processing.
Technical Setup
