Description

Applicant Field Mapping allows administrators to automatically transfer information collected during the admissions process into student records upon enrollment. By mapping an applicant field to an existing student field, openSIS eliminates the need to manually re-enter the same information after an applicant becomes a student.

This feature helps maintain data consistency, reduces administrative effort, and streamlines the enrollment process.

Navigation

Settings → Admissions Settings → Applicant Fields

How Field Mapping Works

When creating or editing a custom applicant field, administrators can choose to map it to an existing student field.

Once the applicant is enrolled, the value entered in the application form is automatically copied into the selected student field.

For example:

If no mapping is configured, the information remains only within the applicant's record.

Steps to Map an Applicant Field

1. Navigate to Settings → Admissions Settings → Applicant Fields.
2. Select the category containing the custom field.
3. Create a new custom field or edit an existing one.
4. In the Map to Student Field (Optional) section, click the Select a Student Field dropdown.
5. Select the corresponding student field.
6. Review the remaining field settings if necessary.
7. Click Submit.

The applicant field is now linked to the selected student field.

During Enrollment

When an applicant is enrolled as a student:

• openSIS checks all mapped applicant fields.
• Values entered by the applicant are automatically transferred to the corresponding student fields.
• Student records are populated without requiring duplicate data entry.

This helps ensure the information collected during admissions is preserved throughout the student's lifecycle.

Benefits of Field Mapping

Mapping applicant fields helps institutions:

• Eliminate duplicate data entry.
• Reduce enrollment errors.
• Improve data consistency between applicant and student records.
• Speed up the enrollment process.
• Ensure important applicant information becomes part of the student's permanent record.

Notes

• Field mapping is optional.
• Only fields that require information to be carried forward into the student record should be mapped.
• Unmapped applicant fields remain available only within the applicant record.
• Administrators can modify field mappings later if institutional requirements change.

Best Practices

• Map fields that contain permanent student information.
• Avoid mapping temporary admission-only information.
• Use clear and descriptive field names to simplify future maintenance.
• Review mappings periodically to ensure they continue to align with your enrollment process.

Expected Outcome

Applicant information entered during the admissions process is automatically transferred to the corresponding student fields during enrollment, creating complete and consistent student records with minimal manual effort.