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Prospect Name

In addition to containing basic name and address information, the Prospect Name and Address form is used to track such data as enrollment intentions, prospect status, and more. Prospect Name form is accessed through the Prospect Maintenance window by clicking Admissions >Prospects >Change Prospects or AddProspects >Name tab.

To Add a New Prospect:

1. From the CAMS Enterprise Home page, click Admissions >Prospects >Add Prospect. The Find Prospect window will open.

Note: CAMS Enterprise automatically takes the user to the selection screen first to allow the user to search for the new prospect in the existing records in case someone else has already entered this information or the prospect has previously applied from the online application portal. By following this process, the occurrence of duplicate entries can be reduced.

Note: Enter the entire student ID or student UID in the corresponding selection criteria fields. Partial entries will not locate a matching record.

2. If no matches are found, click the Add button on the Select Prospect window. A blank Prospect Maintenance window will open to the Name tab. By default all Maintenance windows in the different modules represent the student’s record for that module. In addition to containing basic name and address information, the Prospect Name and Address form is used to track such data as enrollment intentions, prospect status, and more.
3. Enter the Expected Entrance Term (Reference Table: Term Calendar). This is the anticipated term of enrollment in your institution. The value here will be the same term value used to create the Student Status record when the Prospect is loaded into a Student record. If you mistype the term the field will change to a drop-down to facilitate selection. Some examples that you can use are FA-07 or FALL 2007, SP-08, SP2-08.  

Note: Expected Entrance Term is a very important field as it is used throughout the system while working and reporting on the prospect and into their student record. It is not a required field though as some institutions have a non-traditional style of registration and do not necessarily use terms although this field can benefit them also.

4. Cancelled - Indicate whether this is an active record. The default is set to No, which indicates this is an active record. If the record becomes inactive (for example, prospect informs institution of decision to attend another school), then select Yes for Cancelled. This allows you to accurately report on active prospect records without having to eliminate the record.

Note: Whenever possible the institution does not want to delete prospect records as this deletes historical data that can be used for data mining. For instance, how many prospects did the institution have last year and of those how many applied to the institution, how many went to different institutions and why, etc.

5. The Entry Date defaults to the current date, however, you may change it if necessary by entering a new date.  
6. Supply name information, including the salutation, titles, etc. as appropriate. The First and Last name are required fields.
7. Student SSN - Social Security Number. The SSN can be entered using only numbers if an SSN Field Picture has been selected from the CAMS Manager module. There are three types, USA, Canada, and Other (which allows any characters). Only one type can be used at a time. The SSN field is not used anywhere else in CAMS Enterprise other than to prevent duplicate prospects/students to be entered into the system with the same SSN. By default it is not used for or considered the student ID when the prospect is moved to a student record. It does display on some reports but can easily be removed from those reports or added to reports that require it.

Note: Your CAMS User login will have Full, Masked, or None as the SSN Visibility setting. Full access will be able to see the entire SSN. Masked will only be able to view the last four digits with the remaining displayed as X’s, and None cannot see any of the SSN digits; the entire SSN will display as X’s. With other than Full SSN Visibility the Student SSN field is read-only and cannot be edited.

8. Status (Prospect/Applicant Status reference table) - This field is used to track the prospect and where they are in the recruiting process. For example, Lead, Prospect, Hot Lead, Denied, etc. When creating a new Prospect record the default value as set in CAMS Configuration will display. This value can be changed from within CAMS but not from the Application or Graduate Application Portals.

Note: This is a very important field as it will be used to identify and locate prospects at different stages of admission and will be heavily used in reporting.

9. National ID - This field displays if enabled in CAMS Configuration. Record the National ID of the Prospect.

Note: Duplicate SSN and National ID can be allowed in multiple Prospect records if that option has been set in CAMS Configuration. This is useful for institutions that wish to allow multiple Prospect records to be entered for the same person. Note that this configuration option will not allow duplicates to be entered for Student records.

10. Alternate ID Type (State Reports Lookup Glossary) - This field displays if enabled in CAMS Configuration. Select the type of Alternate ID recorded for the Prospect such as Birth Certificate or Driver's License.
11. Alternate ID - This field displays if enabled in CAMS Configuration. It can be used to record an Alternate ID for the Prospect.
12. Send Mail - This feature will allow you to send an email to the prospect using the email addresses entered in the address records. When using this feature an email form will appear and in the To: field will be all the email addresses that have been associated with the prospect from the prospect’s addresses. The individual email addresses can be removed if the user only wants to send to a specific email address. You can also add attachments to the email, such as application forms, prospect information packets, etc.
13. Enter the prospect Address information by right-clicking in the address data grid to open the Prospect Address form. You must select an Address Type and enter something in the Address 1 field. Click Add. You may add additional addresses if available.
14. Entrance Program (Reference: Programs)  This field is intended to be used to identify the program (not to be confused with Degree Major) in which the prospect is interested. Examples of this are Graduate, Undergrad, Nursing, etc. The Entrance Program can also be populated from the Graduate Application Portal's "Program of Interest" field.
    
    Prospect records with Graduate Programs may be loaded to student again even if the record has already been loaded to student. This allows a Prospect record to update the existing Student record for an Undergraduate Student who has applied to a Graduate Program via the Graduate Application Portal.
    
    Programs are set as Graduate or Undergraduate by the GPA Group that is assigned to the Program in CAMS Manager >Lookup Table Options >Table Maintenance >Reference Tables tab >Programs.

Note: This field is critical to GPA Group Specific application fees when the Load From Prospect feature is used to Add a Student record. The Program must be linked to a GPA Group with the appropriate Application Fees TransDocs.  See Application Fees.

Note: The GPA Group assigned to the Program will be the active GPA Group available in the Prospect's Document Tracking.

15. Event (Glossary Table: Events)  - The activity that brought the prospect to the institution’s attention. This can be an actual event such as a college fair, high school visit, or other ‘events’ such as a web inquiry or media advertisement. Reports using this field can help evaluate results of recruiting efforts. Events can also be populated from the Graduate Application Portal's "How did you hear about us?" field.
16. Enrolled - If the prospect is currently enrolled in your institution (in another program, for instance), change the Enrolled field from the default of No to Yes. It could also be used to specify that the prospect is enrolled in another school, college or high school.
17. User Defined Code (Glossary Table: Userdef Code) - Utilize this field as designated by your institution for the purpose of storing additional information that is not collected in the existing fields. Basically, an extra field that can be used to help identify types of prospects. This field cannot be renamed but is available from the reports Build Your Own Reports (BYOR).
18. Campus (Reference Table: Campuses) field associates prospects and students with a primary campus. Students can still take classes at other campuses but the campus listed here will be considered their primary campus. This field carries over to the student’s status record. Depending on the billing option selected in the Configuration screen it can affect how the student is charged tuition.

Note: Every institution must keep the default Main campus in the list of campuses. CAMS Enterprise requires that campus to exist. An institution does not have to use the Main campus but it is recommended that it be used for the main campus if the institution has more than one campus. If the institution has more than one campus it can create additional campuses by name or location and even create an additional one for the main campus. This will allow faculty and students to register for classes on specific campuses.

19. Recruiter (Reference Table: Recruiters) - The name of the recruiter working with this prospect. This will allow you to generate working to-do lists and activities by recruiter. It can also contain recruiting areas vs. recruiter names, which allows the institution more flexibility when recruiters leave or change position. Using recruiting areas will allow the institution to not have to change prospects to the new recruiter as they are still associated with the area. This dropdown list is also shared with the Counselors dropdown that is on the student’s admissions record.
20. Initial Degree (Glossary Table: Earned Degree) - The degree for which the prospect initially expresses interest.
21. Attendance Type (Glossary Table: Attendance Type) - Type of attendance such as Full Time, Evening, etc. It is not uncommon that new inquiries come to an institution through email or phone message and an address for the individual is not available. Because the Address record is required to complete the creation of a Prospect record, use such entries as “Unknown” in the Address 1 line. The address record not only contains address information but also phone numbers and email addresses. It is very important, when possible, to include email addresses as CAMS Enterprise uses these entries when sending emails to prospects.
22. Greetings - allows for the entry of personalized greetings for a prospect. You can use these additional greeting fields in mail merges, envelopes and labels.