A business rule is a system-wide preference. Use business rules to customize standard procedures and requirements that affect all users.

Because business rules can make fundamental changes to how Admissions Office works, the system administrator must define business rules only after careful consideration. 

You define business rules on the Business Rules page in Configuration.

Note: If you also have Registrar's Office, relevant business rules are shared between Admissions Office and Registrar's Office. Review How to create business rules in Registrar's Office 7 (BB131608).

  • General Business Rules -- With General business rules, you set rules for applicant IDs, the format of the years in Class of fields, and whether to show marital status and maiden name fields for applicants.
    • Automatically generate applicant IDs starting with -- Mark this checkbox so Admissions Office automatically generates new applicant ID numbers when you add applicants to the database. You also designate the first number to use when creating applicant ID numbers.  
    • Applicant IDs are [ ] characters long -- If you automatically generate IDs, designate the number of characters to use when creating new applicant ID numbers. If you have Registrar's Office, this business rule also applies to student IDs.  
    • Prefix applicant ID with -- You can enter a prefix of up to five characters to add to each new applicant ID.  
    • Prevent data entry to the applicant ID field -- Mark this checkbox to prevent the applicant ID field from being edited on records. This business rule prevents missing and duplicate IDs.  
    • Display Marital Status and Maiden Name fields for Applicants -- Mark this checkbox to include Marital Status and Maiden Name fields on applicant records.
    • Display class of using -- Select whether to use the full-year format (YYYY) or only the last two digits of the year (YY) in Class of fields.
       
  • Organization Business Rules -- With Organization business rules, you set rules for organization IDs and duplicate records.
    • Automatically generate organization IDs starting with -- Mark this checkbox so Admissions Office automatically generates new organization ID numbers when you add organizations to the database. You also designate the first number to use when creating organization ID numbers.
    • Organization IDs are [ ] characters long -- If you automatically generate IDs, designate the number of characters to use when creating new organization ID numbers.
    • Prefix organization ID with -- You can enter a prefix of up to five characters to add to each new organization ID.
    • Prevent data entry to the organization ID field -- Mark this checkbox to prevent the organization ID field from being edited on records. This business rule prevents missing and duplicate IDs.
    • Duplicate organization criteria -- In this grid, you can select specific organization record fields to use as criteria when searching for duplicate records. The duplicate search is useful for preventing users from entering duplicate organization records.

      In the Field Name column, you can select fields to use in the duplicate search. In the Length column, enter the number of characters to check in each field during the duplicate search.

    • Automatically check for duplicate organizations -- With this business rule, the program automatically searches for duplicate organization records based on duplicate organization criteria when you save a new organization record. In the corresponding field, you can require the program to either disallow duplicate organizations or warn the user if duplicate organizations are found.  
       
  • Faculty/Staff Business Rules -- With Faculty/Staff business rules, you set rules for faculty/staff IDs and duplicate records.
    • Automatically generate faculty/staff IDs starting with -- Mark this checkbox so Admissions Office automatically generates new faculty/staff ID numbers when you add faculty/staff to the database. You also designate the first number to use when creating faculty/staff ID numbers.
    • Faculty/Staff IDs are [ ] characters long -- If you automatically generate IDs, designate the number of characters to use when creating new faculty/staff ID numbers.
    • Prefix faculty/staff ID with -- You can enter a prefix of up to five characters to add to each new faculty/staff ID.
    • Prevent data entry to the faculty/staff ID field -- Mark this checkbox to prevent the faculty/staff ID field from being edited on records. This business rule prevents missing and duplicate IDs.
    • Duplicate faculty criteria -- In this grid, you can select specific faculty/staff record fields to use as criteria when searching for duplicate records. The duplicate search is useful for preventing users from entering duplicate faculty/staff records.

      In the Field Name column, you can select fields to use in the duplicate search. In the Length column, enter the number of characters to check in each field during the duplicate search.

    • Automatically check for duplicate faculty/staff -- With this business rule, the program automatically searches for duplicate faculty/staff records based on duplicate faculty/staff criteria when you save a new faculty/staff record. In the corresponding field, you can require the program to either disallow duplicate faculty/staff members or warn the user if duplicate faculty/staff members are found.
       
  • Individual Business Rules -- With Individual business rules, you set rules for individual IDs and duplicate records.
    • Automatically generate individual IDs starting with -- Mark this checkbox so Admissions Office automatically generates new individual ID numbers when you add individuals to the database. You also designate the first number to use when creating individual ID numbers.
    • Individual IDs are [ ] characters long -- If you automatically generate IDs, designate the number of characters to use when creating new individual ID numbers.
    • Prefix individual ID with. You can enter a prefix of up to five characters to add to each new individual ID.
    • Prevent data entry to the individual ID field. Mark this checkbox to prevent the individual ID field from being edited on records. This business rule prevents missing and duplicate IDs.
    • Duplicate individual criteria. In this grid, you can select specific individual record fields to use as criteria when searching for duplicate records. The duplicate search is useful for preventing users from entering duplicate individual records.

      In the Field Name column, you can select fields to use in the duplicate search. In the Length column, enter the number of characters to check in each field during the duplicate search.

    • Automatically check for duplicate individuals. With this business rule, the program automatically searches for duplicate individual records based on duplicate individual criteria when you save a new individual record. In the corresponding field, you can require the program to either disallow duplicate individuals or warn the user if duplicate individuals are found.  
       
  • Applicant Business Rules -- With Applicant business rules, you set rules for applicant ages, status date updates, and duplicate applicant records.
    • Base applicant age on -- Select how the program determines each applicant's age based on birth dates. You can select System Date, Academic Year, or Specific Date. If you select Specific Date, a date field appears for you to enter the date.
      • If you select System Date, the program calculates a precise age based on the current date.
      • If you select Academic Year, the program calculates age based on the first date of an academic year. For example, you may use this setting for reporting on applicant ages for the next academic year.
      • If you select Specific Date, the program calculates age based on a date you enter. For example, you may use this setting for checking applicant ages as of a certain date for cutoff requirements.  
    • Update status date when updating current status -- Mark this checkbox to automatically update the status date to the current date whenever you change the status on an applicant record.
    • Duplicate applicant criteria -- In this grid, you can select specific applicant record fields to use as criteria when searching for duplicate records. The duplicate search is useful for preventing users from entering duplicate applicant records.

      In the Field Name column, you can select fields to use in the duplicate search. In the Length column, enter the number of characters to check in each field during the duplicate search.  

    • Automatically check for duplicate applicants -- With this business rule, the program automatically searches for duplicate applicant records based on duplicate applicant criteria when you save a new applicant record. In the corresponding field, you can require the program to either disallow duplicate applicants or warn the user if duplicate applicants are found.