Note: This process is done for each day (M-F). Each day needs to be processed separately.

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 )
• Enter HYPERLINK “https://admin.applyweb.com” https://admin.applyweb.com in address block
• 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
• PDF file opens
• Print entire file
• Close PDF window
• 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

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 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

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
  • Ex: SISIMPRT20060914002301.psv
• 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)
  • Ex: SISIMPRT2007030500200.psv
• 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

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

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
• Copy just the PDF files
• 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
• Paste the PDF files
• 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.

• HP SIS Reflections software
• CollegeNet Account
  • SFTP access
• WinSCP software
• J2SE JRE & JRE(Java 2 Standard Edition, Java Run-time Environment) (NOT browser add-on) http://java.sun.com/javase/
• Y: \\gsdocs.umbc.edu\cnetimport\