Load From Prospect

The Load Prospect function provides a means for you to copy existing prospect data to the a new student record either as an applicant or admitted student. Loading from prospects allows you to add multiple students simultaneously.

To add students by loading from prospect:

From CAMS Enterprise Home page, click Admissions >Students >Add Student. The CAMS Enterprise Add Student dialog box opens.
Select Load From Prospect option and click OK. The Load Prospect window opens.
Enter the appropriate search criteria then click Find to display a list of prospects. Undergraduate Prospects that have not been previously loaded to Student and all Graduate Prospects will display. (See Entrance Program definition to see how to set a Prospect record as Undergraduate or Graduate).
Select those prospects to be loaded by clicking the Select for Load option by each appropriate name. Multiple prospects can be loaded simultaneously.
Click Load to continue to the Prospect Copy Options dialog box.
Select value for Transfer as Type (Glossary Table Category: Student Type). This will apply to the Student Type field and will designate the type of student this person is, such as Applicant, Admitted, etc. and can be used as search criteria.
Select value for Transfer as Status (Glossary Table Category: Status) to be applied to the new student record(s). This will apply to the Applicant Status field on the Student Admissions page 2. This selection will also affect the Status field on the Name tab of the Prospect record. This field can be used as search criteria but it also determines if the student can register for classes or not.
Indicate data to be copied by clicking the appropriate Prospect Copy Options check box(es).

Prospect Copy Options

Charge Application Fees: If this option is selected, transactions for the applicable fees will be placed in the Application Fees batch in Billing Batch. Application Fees are setup in the CAMS Manager Module.
Import Online Fee Paid: Select this option to transfer any Application Fee paid from within the Application Portal. This fee is stored for the Prospect record in the ProspectAppFeePaid SQL table until the Prospect record is loaded into a Student record. Select Import Online Fee Paid to add the application fee paid amount as a credit entry for the Student in the Application Fees Billing Batch where it may then be distributed to the Student’s Billing Ledger.
Copy Interests: Copy entries from the Prospect Interests form in Prospect Maintenance.
Copy Incomplete Activities: Copies all prospect activities which have not yet been completed.
Copy Completed Activities: This will copy all prospect activities marked as completed in the prospect record.
Delete Incomplete Activities: Deletes all incomplete activities in the prospect record.
Delete Completed Activities: This option will delete all completed activities in the prospect record.
Copy User Defined: Select this option if you wish to carry over the value entered in the Prospect User Defined field to the Student record.
Keep Current Student's GPA Group Active - Select this option to keep the Student record's present GPA Group active. The Prospect's GPA Group will be added to the Student record but will NOT be set as the active GPA Group. This will allow an undergraduate's Student record to be maintained until they start their graduate Program. At that time the graduate GPA Group that loaded from Prospect can be set as active. (Note: When selecting this option, you may want to consider setting the Student Type to a unique selection, such as Graduate Applicant, in order to easily locate or report the students at the time their GPA Group needs to be changed).
Delete Prospect: This option will remove your prospect from the existing prospect list.
Copy Notepad: Copies all Prospect Notes as Public Student Notes.
Notify Student of Portal Access: This option will send an email (as long as there is a valid email address in at least one email field and at least one active Address Type in the prospect’s address form) to the student informing them of their portal access, with login ID and password.

Note: CAMS Enterprise sends the portal login information to all valid email addresses in all active Address Types found. This email template can be modified on the SendStuPortalInformation.asp page located in the CAMS Enterprise root folder. The email From: address is pulled from CAMS Manager >CAMS Portals >Misc Configuration >Services Email field.

Click OK to accept selections and continue copying. A status message will appear in the Load Result column next to each prospect name to indicate whether the process was successful, or if it failed.
Double-click any row to open a pop-up message indicating the Load Result of that record.

Note: Once a prospect moves to the student module you should never modify data in the prospect record as that data will not be available from the student record.