Admissions – Student Profile

Module Description

The Student Profile is the First Point of entry for a student (unless a Lead Card/Profile is already entered under Recruitment). A Lead Card is created when a student initially contacts the school. Once saved the lead card becomes a Lead Profile. After moving the student to admissions the Lead Profile becomes inactive and an active Student Profile is created. At this time the student will typically be enrolled, student schedules will be established and student letters and forms created. Complete as much detail on the Students Profile as you can at this time then follow your School’s internal operating procedures.

If your institution is not utilizing the Recruitment section, then Trx 3008 will be the first point of entry for entering the student into the RGM system, simply Go to Trx 3008 and click ADD to begin.

NOTE: If a Lead Card and/or Lead Profile is already created, do NOT create a new Student Profile, rather you open the LEAD Profile and post an “ENROLLMENT” transaction under “Transactions Tab”. Once saved, a link “MOVE TO ADMISSIONS” will appear at the bottom and the record will transfer over to a STUDENT Profile!!!

Tips:

Shortcuts/hyperlinks have been placed at the bottom of the screens and if followed will result in a typical transaction flow. (Example: High school Transcripts)

The accuracy of the data entered on the student profile is critical as it affects FA and is used for IPEDS reports in addition to other school reports.

To view existing record(s) entered and maintained in the system click the List of Students tab. The fields are sortable by clicking on the column heading. Fifty records are displayed per page. To view the next page click NEXT, or LAST to jump to the last page. You may also click SEARCH and complete one or more fields, then click FIND to search the database for Student Profile records. To exit search mode click the radio button SHOW ALL and then FIND.

Field	Description
To Get the Student’s Record from the Lead or ISIR List	“Get From Leads” button will open the Lead Profile and allow you to properly move the student from Lead to Student. “Get From ISIR” will transfer the personal info from an ISIR to Student Profile.
Key	Refers to the number sequentially assigned for each entry. The student can be SEARCHED for throughout the system by this Student Key #.
Active	Yes-Student will appear under areas of the system when enrollment dates match reports or other search criteria. No- Student can no longer be searched for throughout the system.
Reg Student?	Yes- if the student is enrolling as a matriculating student to meet the graduation requirements of the program and earn a credential. No- if the student is a non-matriculating student who is not enrolling to meet the program requirements and will not obtain the diploma/award. If YES, student will appear on Annual Reports. If NO- student will not appear on Annual Reports.
Ref Lead Key	Refers to the LEAD KEY number sequentially assigned for each entry under the Lead Card/Lead Profile. The student can be SEARCHED for under the Recruitment sections by this Lead Key #.
Ref RGM32 key	Refers to the Student Key # sequentially assigned by the now inactive RGM32 system. This is only applicable to students transferred from RGM32 to RGMSMS.
Transferee	Yes-if student is transferring to your school from another institution. No- if student is not transferring from another school.
Name (LN,FN, MI)	Name of the Student (Last Name, First Name, Middle Initial)
Citizenship	Citizenship of the Student
Alien Reg.#, TYPE	If student is not a US resident, enter Alien Registration # and Type of registration.
Social Security Number	The Student’s Social Security Number
Check ISIR	Click to cross check the Student’s Social Security number against their ISIR. If the SS# is different between the Student Profile and the ISIR, the ISIR will not be linked to the student in RGM.
Student Card #:	Pertains to a number assigned to the student by the school if different than RGM Student Key#. This is an integer value
Student ID#	Pertains to a number assigned to the student by the school if different than RGM Student Key#. This is a character value
Address, City, State, Zip code, Country	The Student’s Address, City, State, Zip code, Country
Foreign Postal Code	Postal Code of Country if other than U.S.
Residence of State	Yes- student is a legal resident of the State listed in the address
As Of	Date the student became a resident of the state in address
Permanent Number, Cell Phone Number, Work Number, Fax Number	The Student’s phone number, mobile number, work phone, fax number
Gender	The Student’s sex type (female or male)
Birth Date	Student’s Date of Birth
Email Address	Student’s email address
Marital Status	Marital Status of the student
Driver’s License	Student’s driver’s license number
License State	State issued Student’s driver’s license
Is Student Hispanic/Latino?	Yes- student is full or part Hispanic/Latino.
Is student from one or any of the following races?	If student has no Hispanic/Latino ethnicity then select the appropriate race(s)
Language (courses)	Refers to the Language used to present the program of study
Course of Study	The course of study the student is interested in taking when they initially call the school
Has electronic pin?	Refers to using a time clock at school
Want FA?	Yes if student is interested in Title IV funds. No if student is not interested in Title IV funds.
Bad Address	Yes- if address in student profile is no longer a valid address for the student
Last Year Completed	Refers to last year of school completed by the student before enrolling into your school
Highest Degree Achieved	Refers to highest degree achieved by the student prior to enrolling in your school
Month/Year achieved	Date student achieved their highest prior degree
Is Student ATB?	Yes if student is enrolling under Ability to Benefit Status
ATB Date	Date student became eligible for ATB
Intended Program	Program of Study student is enrolling in
Intended Start Date	The start date the student is interested in starting their training for the course of study chosen
Intended Session	This is the session type the student wishes to attend (defined in the TRX #3007 Type Flag Definitions)
Emergency Contact Person, #	Name and phone number of person to contact during an emergency
Impairment	List of reasons for special needs/accommodations
Referred By	Name of Agency referring student. Agencies defined under Trx 3001
Company/Insurance	Name of Insurance Company sponsoring student after an accident
Adjuster	Adjuster name, if student was referred by an agency under Trx 3001
Letter of Authorization	Type of authorization if student was referred by an agency under Trx 3001
Mode of Payment	How payment will be submitted if student was referred by an agency under Trx 3001
Date of Letter	Date of approval letter if student was referred by an agency under Trx 3001
Date of Injury	Date student injury occurred if student was referred by an agency under Trx 3001
Student Employer	Name of company that employs the student
Last Updated By	RGM generated field used to note the last staff member who updated the student profile
Last Updated On	RGM generated field used to note the last date the student profile was updated

You can UPLOAD a Student Photo to the Student Profile. All it takes is a digital camera.

1)Student photos should be saved in JPEG format (maximum file size 2 MB. If additional help is needed to resize a photo, ask RGM staff for instruction).

3)Under 3008, a blank or “NO PICTURE” sign on the photo box indicates that no photo has been uploaded yet for the particular student.

4)To begin uploading a photo, you will need a student record, if one is not selected yet. You may use the “Search” button, to search and select your student, either by using the combination of LASTNAME and FIRSTNAME or just by its student key.

5)Once you have the desired student record, click on “Browse Image” button to navigate to your local folder where student photos are saved.

The High School Transcript Tab allows you to record the Name and date of Student’s High School Graduation, as well as HS Grade Point Average and SAT test scores.

If your institution is accepting Transfer units/hours and you wish for those Subjects to be itemized by Subject Name on the Student Transcript (rather than showing a total number of transferred hours/units without the subject names): Click Transferred Subject Tab, Enter the information prompted on the screen and click SAVE. Upon saving, a link will appear to the Right “Subjects”. Click the link to select the Subjects being accepted for transfer credit and the number of units/hours.

Note: ensure the number of transferred units/hours is ALSO entered under Student Enrollment screens.

To ADD Multiple Subjects at once, click the ADD MULTIPLE SUBJECTS link at the bottom