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You are here: Alumni Gateway > Volunteer > AAR
Today’s Carls…
Alumni Admissions Representatives
…helping choose tomorrow’s.
Welcome to the AAR CenterAlumni Admissions Representatives (AARs), please log in to find all the tools and information you need to contact prospective students, conduct interviews, and more.
If you are not already an Alumni Admissions Representative, you can learn more about the program on the AAR program description page.
Username:
Password:
Forgot your login info? Click here for help.
Log In
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Last Revised 30 June 2005 - 2 -
You are here: Alumni Gateway > Volunteer > AAR
AAR Administrative Center
Lorem ipsum at adhuc justo sed. In quo iudico percipitur efficiantur, eos te odio takimata prodesset. Brief intro message here. If there are calendar reminders or alerts, they will appear in the space below.
AAR PROGRAMSNAPSHOT
# prospects
# HIPs
# SOC
# interviewed
# applied
# accepted
# contacts reported
# AARs reporting
# AARs total
more details
MANAGE AARsAAR directoryAAR match resultsAARs added/deletedSearch AARs
SEE AAR REPORTSInterview reportsOther contact reportsSchool visit reportsCollege fair reportsAll recent reports
FAIRSCollege fair searchCollege fair reportsMissing table covers
SCHOOLSView school detailsUnassigned schoolsUnassigned priority A
Screen: 2.0 S Title: AAR Center Home View: Staff Only
Alumni Admissions Representatives Logged in as: STAFF log out
home | AAR team | AAR reports | prospects | fairs | schools | procedures | messages
”It is the people who are Carleton.” - Robert A. Oden, President
RUN PROCEDURESAAR manual assignmentsClear match subsetsRemove assignmentsSet/clear locksRun IMPORT processRun MATCH processSet prospect cutoffsCompact data & FTP
!
24 AARs added/deleted/moved since last match. edit
Remember to do college fair RSVPs by mm/dd/yy. edit
25 reports submitted since mm/dd/yy. edit
INTERVIEWSInterview requestsInterview letters sentInterviews completed
You are logged in as:
STAFF
To switch to AAR view, enter a volunteer login:
GO
QUICKFINDER
Enter Name (full or partial name OK)
O AAR Volunteer
O Prospect
GET INFO
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#### Total AAR Contacts Reported
#### AAR Email to Student#### Left message on answering machine#### Talked to parent#### Talked to student#### Wrote student note(etc.)
contacts year-to-date by date by team leader students of color
NOTE: Still need to refine concept of exactly what info staff see when they click “More Details” link on the home page Snapshot. This is a start. May morph into a stats supersearch form. Ignore for now; other pages have higher priority. –J.
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Screen: 10.0 S Title: AAR Team View: Staff
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AAR QUICKFINDER
Enter Name (full or partial name OK)
more search options
GET INFO
AAR Volunteer Directory
Lorem ipsum at adhuc justo sed. In quo iudico percipitur efficiantur, eos te odio takimata prodesset. Introductory paragraph or two about how the AAR team all works together to further Carleton’s admissions goals.
VIEW THE AAR DIRECTORY
ADVANCED SEARCH
CONTACT AARs
home | AAR team | AAR reports | prospects | fairs | schools | procedures | messages
Last Revised 30 June 2005 - 5 -
Screen: 10.1 S Title: AAR Team Directory View: Staff
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NOTES: • All roles can see directory of Board Members and Team Leaders• Under “AARs” tab, regular AARs can see their own team members only. • Team Leaders can see their own team members with additional detail about each AAR’s activities.• Board Members can see all levels of detail for all Team Leaders and AARs.• Staff can see all levels of detail for all Team Leaders and AARs, plus additional progress/summary
info.
board members team leaders AARs
AAR Team Directory
AAR BOARD MEMBERS
One sentence description of the role that the Board Members play in the AAR team process.
Name, Class Year City, State Phone Email Team
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # team leaders
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # team leaders
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # team leaders
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # team leaders
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # team leaders
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # team leaders
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # team leaders
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # team leaders
home | AAR team | AAR reports | prospects | fairs | schools | procedures | messages
changed
Last Revised 30 June 2005 - 6 -
Screen: 10.1 S Title: AAR Team Directory View: Staff
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NOTES: • All roles can see directory of Board Members and Team Leaders• Under “AARs” tab, regular AARs can see their own team members only. • Team Leaders can see their own team members with additional detail about each AAR’s activities.• Board Members can see all levels of detail for all Team Leaders and AARs.• Staff can see all levels of detail for all Team Leaders and AARs, plus additional progress/summary
info.
board members team leaders AARs
AAR Team Directory
AAR TEAM LEADERS
One sentence description of the role that the Team Leaders play in the AAR team process.
Name, Class Year City, State Phone Email AARs Assigned
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # AARs
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # AARs
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # AARs
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # AARs
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # AARs
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # AARs
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # AARs
Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # AARs
home | AAR team | AAR reports | prospects | fairs | schools | procedures | messages
changed
Last Revised 30 June 2005 - 7 -
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board members team leaders AARs
AAR Team Directory
ALUMNI ADMISSIONS REPRESENTATIVES (AARs)
One sentence description of the role that the AARs play in the AAR team process.
Name, Class Year City State ZIP EPS HIPs All Prospects / Schools / Team Contacted Contacted Visited Leader
# AARs total # / # # / # # / #
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # NONE
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # NONE
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # NONE
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name
# AARs total # / # # / # # / #
home | AAR team | AAR reports | prospects | fairs | schools | procedures | messages
changed
NOTE: on sort of Team Leader column, “NONE” comes first.
Last Revised 30 June 2005 - 8 -
Screen: 10.1.1 S Title: Teammate Detail View: Staff Only
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mm/dd/yyyy
MS. LAURA L. CLISE, '01ID: 0000089609EPS Match: CA-22
3515 East Ocean Boulevard, #10Long Beach, CA 90803Preferred Phone: 323-702-2419Other Phone: 562-695-2449Email 1: [email protected] 2:Fax: - -
This volunteer is a REGULAR AAR with the following activities:CL Personally Contacting StudentsCF College FairsIV InterviewsSV School Visits
Currently Assigned:10 schools / 7 HIPs / 41 prospects / 10 AAR volunteers
RECENT ACTIVITY
Activity since: mm/dd/yyyy Change date:
Interviews: 3
mm/dd/yyyy Student Name HIP View report
mm/dd/yyyy Student Name SOC View report
mm/dd/yyyy Student Name View report
Other Contacts: 2
mm/dd/yyyy Student Name HIP View report
mm/dd/yyyy Student Name View report
College Fairs Attended: 0
School Contacts: 1
mm/dd/yyyy School Name View report
SNAPSHOT
41 prospects
7 HIPs
5 contacted
4 interviewed
2 applied
1 accepted
AAR Detail
View full lookup for this AAR
home | AAR team | AAR reports | prospects | fairs | schools | procedures | messages
Last Revised 30 June 2005 - 9 -
Screen: 10.1 S Title: AAR Team Directory View: Staff
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board members team leaders AARs
AAR Team Directory
AARs ADDED/DELETED/MOVED SINCE LAST MATCH
ADDED
Name City, State EPS
Title Firstname Lastname Cityname, MN MN-01
Title Firstname Lastname Cityname, MN MN-01
Title Firstname Lastname Cityname, MN MN-01
Title Firstname Lastname Cityname, MN MN-01
Title Firstname Lastname Cityname, MN MN-01
Title Firstname Lastname Cityname, MN MN-01
DELETED
Name City, State EPS
Title Firstname Lastname Cityname, MN MN-01
Title Firstname Lastname Cityname, MN MN-01
Title Firstname Lastname Cityname, MN MN-01
MOVED
Name City, State NEW EPS OLD EPS
Title Firstname Lastname Cityname, MN MN-01 CA-02
Title Firstname Lastname Cityname, MN MN-01 MA-03
Title Firstname Lastname Cityname, MN MN-01 MN-02
home | AAR team | AAR reports | prospects | fairs | schools | procedures | messages
changed
NOTE: An AAR should only appear on “Moved” list if their EPS has changed.
Last Revised 30 June 2005 - 10 -
Screen: 10.1 S Title: AAR Team Directory View: Staff
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AAR Advanced Search
Select one or more criteria below to find AAR volunteers.
ACTIVITY TYPE
Find AARs WITH WITHOUT this activity:
CL Personally Contacting Students CF College Fairs IV Interviews SV School Contacts SC Student of Color Recruiting GA Gatherings
AAR TYPE
Regular AAR Team Leader Board Member
TEAM LEADER
No team leader Assigned to a specific leader:
PROSPECTS
More than Fewer than prospects
LOCK STATUS
Currently locked
SEARCH AREA
City:
State:
EPS:
home | AAR team | AAR reports | prospects | fairs | schools | procedures | messages
submit
choose state
choose EPS
choose leader name
clear
Last Revised 30 June 2005 - 11 -
Screen: 10.1 S Title: AAR Team Directory View: Staff
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Search Results
Below are the AAR volunteers who meet your search criteria. Start a new search. Modify this search
Name, Class Year City, State ZIP EPS Phone Email
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 123-456-7809
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 123-456-7809
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 123-456-7809
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 123-456-7809
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 123-456-7809
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 123-456-7809
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 123-456-7809
Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 123-456-7809
Export as spreadsheet
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contact this list
• Clicking any name takes you to the AAR Detail screen for that volunteer.• The “contact this list” button allows you to send email or post an online alert
for this specific subset of volunteers.
Last Revised 30 June 2005 - 12 -
Screen: 10.2 S Title: Contact Team View: Staff Only
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Contact AAR Team
Use the form below to keep in touch with the AAR team via email, or by posting alert messages to appear on their AAR home page.
MESSAGE TYPE: O Email MessageO AAR Home Page Alert
SEND TO: O Admissions Staff
O Board Members
O Team Leaders
O Regular AARs
O Select Custom Group
O Web Site Technical Team (emails only)
REGARDING:
MESSAGE:
ALERT ICON: O O
O O
ALERT END DATE:
SEND
AAR QUICKFINDER
Enter Name (full or partial name OK)
more search options
GET INFO
!
mm/dd/yyyy
Last Revised 30 June 2005 - 13 -
Screen: 10.2 S Title: Contact Team View: Staff Only
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Contact AAR Team
Use the form below to keep in touch with the AAR team via email, or by posting alert messages to appear on their AAR home page.
MESSAGE TYPE: O Email MessageO AAR Home Page Alert
SEND TO: The [ # ] AARs you selected via Advanced Search.
See list. Click here to do a new search.
O Admissions Staff
O Board Members
O Team Leaders
O Regular AARs
O AARs with no Team Leader
O Web Site Technical Team (emails only)
REGARDING:
MESSAGE:
ALERT ICON: O O
O O
ALERT END DATE:
SEND
AAR QUICKFINDER
Enter Name (full or partial name OK)
more search options
GET INFO
!
mm/dd/yyyy
Last Revised 30 June 2005 - 14 -
Screen: AAR Reports View: Staff
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AAR Reports
Select your criteria below to view reports submitted by AAR volunteers.
NAME
Full or partial name:
O AAR Volunteer O Prospect
DATE RANGE
Report Start Date:
Report End Date:
REPORT TYPE
O InterviewsO Other Prospect ContactsO School Contact ReportO College Fair Reports
mm/dd/yyyy
SUBMIT
mm/dd/yyyy
Last Revised 30 June 2005 - 15 -
Screen: AAR Reports View: Staff
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Report Search Results
Below are the AAR reports with the criteria you selected. Start a new search.
Report Type From Activity Date
Interview Firstname Lastname MM/DD/YYYY
Other Contact Firstname Lastname MM/DD/YYYY
Fair Report Firstname Lastname MM/DD/YYYY
Interview Firstname Lastname MM/DD/YYYY
Other Contact Firstname Lastname MM/DD/YYYY
School Report Firstname Lastname MM/DD/YYYY
Fair Report Firstname Lastname MM/DD/YYYY
Interview Firstname Lastname MM/DD/YYYY
• Clicking a report brings up that report to view/print.• Clicking an AAR name brings up AAR Detail screen for that AAR.• Clicking any subject header sorts on that column.• “Activity Date” is the reported date of the activity, not the date the form was
submitted by the AAR.
Last Revised 30 June 2005 - 16 -
Screen: Prospects Main View: Staff
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Prospects
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PROSPECTQUICKFINDER
Enter Name (full or partial name OK)
GET INFO
highly interested prospects (HIPs) uncontacted prospects all prospects
Start Status/ Student Name Phone Email Term Decision Reports
Firstname Lastname 123-456-7809 YY Term Status/ mm/dd/yyDecision
Firstname Lastname 123-456-7809 YY Term Status/ no contactDecision
Firstname Lastname 123-456-7809 YY Term Status/ no contact Decision
Firstname Lastname 123-456-7809 YY Term Status/ mm/dd/yyDecision
Firstname Lastname 123-456-7809 YY Term Status/ no contactDecision
Firstname Lastname 123-456-7809 YY Term Status/ mm/dd/yyDecision
Firstname Lastname 123-456-7809 YY Term Status/ no contactDecision
Firstname Lastname 123-456-7809 YY Term Status/ no contact Decision
Firstname Lastname 123-456-7809 YY Term Status/ mm/dd/yyDecision
Firstname Lastname 123-456-7809 YY Term Status/ no contactDecision
Firstname Lastname 123-456-7809 YY Term Status/ mm/dd/yyDecision
Firstname Lastname 123-456-7809 YY Term Status/ no contactDecision
Firstname Lastname 123-456-7809 YY Term Status/ no contact Decision
Firstname Lastname 123-456-7809 YY Term Status/ mm/dd/yyDecision
NEXT >
Q: Additional views or search capabilities needed?
Last Revised 30 June 2005 - 17 -
Screen: Fairs Admin Main View: Staff
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RELATEDPAGES
Looking for volunteer reports on past fairs? Go to AAR reports.
College Fairs
VIEW/EDIT EXISTING FAIRS
ADD A NEW FAIR
SEARCH FAIRS
MANAGE FAIR TASKS
+
Last Revised 30 June 2005 - 18 -
Screen: Existing Fairs View: Staff
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Existing Fairs
Click any fair name below to view or edit the fair details.
State City Name Date Status Attendees
AK Cityname Name of the College Fair mm/dd/yyyy Invited
AL Cityname Name of the College Fair mm/dd/yyyy Declined
AZ Cityname Name of the College Fair mm/dd/yyyy Accepted-AAR Unassigned
CA Cityname Name of the College Fair mm/dd/yyyy Accepted-STAFF JENNIFER HANTHO
CA Cityname Name of the College Fair mm/dd/yyyy Accepted “YES” RSVP Pending
DE Cityname Name of the College Fair mm/dd/yyyy Accepted-BOTH Bob Aarname, Jane Aar
(etc.)
Export as spreadsheet
Status options: Invited, Accepted, Declined
Attendee options: No name displayed (if Declined or Invited), Unassigned, “YES” RSVPs Pending (if an AAR has responded Yes but not yet been assigned), confirmed attendee names (staff in upper case).
Default sort for this view: 1) By state 2) By city 3) By fair name
upcoming completed inactive (prior year) all fairs
add new fair
Last Revised 30 June 2005 - 19 -
Screen: Existing Fairs View: Staff
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Existing Fairs
Click any fair name below to view or edit the fair details.
State City Name Date Status Reports Submitted
AK Cityname Name of College Fair mm/dd/yyyy Accepted None received
AK Cityname Name of College Fair mm/dd/yyyy Accepted None received
AZ Cityname Name of College Fair mm/dd/yyyy Accepted mm/dd/yyyy
AK Cityname Name of College Fair mm/dd/yyyy Accepted None received
AZ Cityname Name of College Fair mm/dd/yyyy Accepted mm/dd/yyyy
Export as spreadsheet
• Reports submitted: “None received” if it was Accepted but no reports are in the system, clickable date of report if filed.
• Do not display Refused fairs in the Completed view.• Export file may need to contain columns not displayed in this view; Cindy has provided her
preferred list. Mark, please call Jaye when you are developing that portion to talk through the details.
upcoming completed inactive (prior year) all fairs
add new fair
Last Revised 30 June 2005 - 20 -
Screen: Existing Fairs View: Staff
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Existing Fairs
Click any fair name below to view or edit the fair details.
State City Name Date Status Reports Submitted
AK Cityname Name of College Fair mm/dd/yyyy Accepted None received
AK Cityname Name of College Fair mm/dd/yyyy Refused
AZ Cityname Name of College Fair mm/dd/yyyy Accepted mm/dd/yyyy
AK Cityname Name of College Fair mm/dd/yyyy Accepted mm/dd/yyyy
AZ Cityname Name of College Fair mm/dd/yyyy Refused
Export as spreadsheet
upcoming completed inactive (prior year) all fairs
add new fair
Last Revised 30 June 2005 - 21 -
Screen: Edit Fair View: Staff
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Edit Fair
FAIR INFORMATION
Fair Name:
Start Date: End Date:
Location:
City:
State:
ZIP Code:
Country (if not US):
Fair Start Time:
Setup Time (if applicable):
Meal Time (if applicable):
Cost of Attending:
Schools Attending: CEEB # Name of attending school CEEB # Name of attending school
REPLY-TO DETAILS
Reply-To Name (if known):
Title:
School Name:
Address Line 1:
Address Line 2:
City:
State:
ZIP Code:
Country (if not US):
Phone Number (xxx-xxx-xxxx): Extension:
Phone Number (xxx-xxx-xxxx):
Email:
continued on next slide
TASKS FOR THIS FAIR
Build or edit list of attending schools
Print fair info
Edit schools attending
View AAR candidates and RSVPs
View prospective student invitation list
Enter a post-fair report
Delete this fair
Last Revised 30 June 2005 - 22 -
Screen: Edit Fair (continued) View: Staff
STATUS
Accepted-AAR Accepted-Staff Accepted-Both Declined
DISPLAY OPTIONS
Display this fair on AAR volunteer site? Yes No, display for Staff only
ATTENDANCE DETAILS
AAR Allowed? Yes No
Attending: AAR Staff
TASK DATES
Invitation Received:
RSVP Requested By:
Carleton Responded:
Check Mailed: Not applicable Yes:
save fair info
mm/dd/yyyy
mm/dd/yyyy
mm/dd/yyyy
mm/dd/yyyy
Last Revised 30 June 2005 - 23 -
Screen: Fairs Admin Main View: Staff
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Search Fairs
Select one or more criteria below to find college fairs.
FAIR YEAR
Upcoming Fairs Completed Current-Year Fairs Inactive Fairs (Prior Year Fair, No Current-Year Invitation) All Current-Year Fairs All Fairs, All Years
FAIR DETAILS
State:
City:
EPS:
FAIR DATE
Occurring between
FAIR STATUS
No invitation received Invited but not yet responded Accepted Declined
ATTENDEE STATUS
Staff attending AAR attending Both attending
DISPLAY
Fair Overview Task Overview
submit
choose city
choose EPS
and mm/dd/yyyy
Last Revised 30 June 2005 - 24 -
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State City Date Name Status Reports Submitted
CA Cityname mm/dd/yyyy Name of the College Fair Accepted None received
CA Cityname mm/dd/yyyy Name of the College Fair Refused
CA Cityname mm/dd/yyyy Name of the College Fair Accepted mm/dd/yyyy
CA Cityname mm/dd/yyyy Name of the College Fair Accepted mm/dd/yyyy
CA Cityname mm/dd/yyyy Name of the College Fair Accepted None received
CA Cityname mm/dd/yyyy Name of the College Fair Accepted mm/dd/yyyy
CA Cityname mm/dd/yyyy Name of the College Fair Refused
Export as spreadsheet
Fair Search Results
Revise this search Do a new search
This is an example of the Fair Overview search results. Mark, when ready to develop it please see Jaye for explanation of Task overview columns; it is based on info from Cindy and will need more explanation than a wireframe can provide.
add new fair
Last Revised 30 June 2005 - 25 -
Screen: Procedures View: Staff Only
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Administer Alert Messages
Below are the home-page alerts and reminders for the AAR Center web site. Select any message to view/edit it, or click here to create a new message.
Message Author Audience Expires
Message subject line will appear here. username Admissions Staff MM/DD/YY Message subject line will appear here. username Board Members MM/DD/YY
Message subject line will appear here. username Regular AARs MM/DD/YY
Message subject line will appear here. username Regular AARs MM/DD/YY
Message subject line will appear here. username AARs with no TL MM/DD/YY
Message subject line will appear here. username Team Leaders MM/DD/YY
active expired