Understanding these terms will help you navigate and work efficiently within Ellucian CRM Recruit.
Note: Some features listed below are not currently used at SJR State but remain visible in the system.
Terms
A
Activity
Any interaction with a prospective student or a change in their status within the system.
Advanced Find
A tool used to search and filter data in Recruit using specific entities (e.g., Applications, Persons).
Agent ⚠️ Not Used at SJR State
A person who works with international applicants and may assist or apply on their behalf. (This feature is not currently utilized.)
Applicant
An individual who has started or submitted an application for admission.
Application
Admissions information tied to an applicant, including the academic program, term, and current status.
Application Folder
The container where each application and its related materials are stored for review and decision making.
Application Review
A form used by reviewers to assess application data and recommend a decision (approve, deny, incomplete, etc.).
Application Rules
Institution-defined parameters such as submission deadlines or limits on the number of applications per student.
B
Business Process
A defined institutional method for completing a set of related tasks in alignment with college processes.
Business Process Flow
The guided pathway an applicant follows from inquiry through enrollment.
C
Change Management ⚠️ Not Used at SJR State
The process of reviewing and implementing configuration or workflow changes within Recruit. (Not used in our current workflow.)
Console
The back-end interface of Recruit where staff and reviewers access and manage applicant data.
Constituent / Customer Experience (CX)
Also called the Student Applicant Portal — the front-end platform where prospective students inquire, apply, and track progress.
Constituent / Customer Relationship Management (CRM)
A system and strategy used to manage relationships and communication with prospects and applicants.
D
Dashboard
A customizable page in the Recruit console that displays lists, charts, and tools supporting daily business workflows.
Duplicate Detection
A feature that identifies potential duplicate records and helps maintain data accuracy.
E
eCommerce
The area where fees, payments, and related settings can be configured.
Ellucian CRM Recruit
A web-based admissions and recruitment system used to manage communication, application processing, and reporting.
Email Service
The configuration area for connecting and managing bulk or automated email communications.
End User
Any staff member who interacts directly with the Recruit console.
Enrolment Goals
Targets or metrics that track progress toward recruitment and enrollment objectives.
Enterprise Resource Planning (ERP)
The college’s core data system (Banner).
Note: At SJR State, the ERP ID refers to the student’s Banner Student ID number — their unique identifier across systems.
Entities
Data structures used to organize information (e.g., Person, Application, Activity).
Entity Form
A record view that displays detailed data entered in Recruit about a specific entity.
Error Log Entries
System-generated descriptions of issues or errors occurring in either the console or CX.
F
Funnel Stage
The stage of the recruitment process a prospective student is currently in (e.g., Prospect, Applicant, Admit).
I
Import
The process of uploading or bringing batches of data into Recruit.
Integration
The exchange of data between Recruit and the ERP system (both directions).
Interaction
Any touchpoint between the institution and a prospective student — including email, phone calls, or events.
M
Member List
A defined segment of prospects grouped for targeted communication plans.
O
Opportunity
Represents a potential enrollment opportunity tied to details like program, entry term, and admit type.
Organization
An external group (e.g., high school or agency) connected to your institution through the recruitment process.
Organization Management
The process of maintaining and nurturing relationships with organizations that provide student leads.
Other
A record in the system that is not a student or agent — often a parent, counselor, or other contact.
P
Person (People)
A record that stores demographic and academic history for a prospective student, along with related communications and events.
Primary College
The most recent or primary institution attended by a student, calculated automatically from college history data.
Prospect
A potential student identified as a qualified lead who has not yet applied.
Prospect Management
The process of guiding potential students through recruitment stages toward application and enrollment.
Prospective Student
A general term referring to anyone who may become a student, regardless of stage in the process.
Provisioning
The transfer of validation lists (such as program or term codes) from the ERP system into Recruit.
Q
Quick Campaign
A tool used to send a one-time message to a defined list or marketing segment.
Quick Create
A feature allowing users to create new records quickly using simplified data-entry forms.
R
Recruiting Period
A defined timeframe during which recruitment occurs for a specific term or set of terms.
Recruiting Team
A group assigned to manage recruitment within specific territories or goals.
S
Security Role
Defines user permissions and access to areas and actions within Recruit.
Suspect
A record representing someone who has not expressed interest but may be a potential student.
T
Team
A group of users who collaborate and share access to records.
Template
A preformatted communication (email, document, or mail merge) personalized for each recipient using Recruit data.
Territory
A defined set of criteria used to organize prospects geographically or by recruitment area.
Third Party
External software or systems that integrate or connect with Recruit.
U
Universal Search
A search bar that allows users to find data across multiple entities simultaneously.
User
A person with login access to Recruit who belongs to a business unit or department.
V
Validation List
The set of approved data values imported from the ERP (such as term codes or program lists).
W
Workflow
An automated process that triggers actions based on data changes (e.g., sending an email or updating status).
Workflow Scheduler
A tool to automate workflow execution for selected records at scheduled intervals.
What if I need additional assistance?
Strategic Communications
Bobby and Eric, give me how you want them to contact you>
Admissions Department at SJRState is here to help! Reach out to us by:
- Calling us at (386)312-4030
- Emailing us at AdmissionsDept@sjrstate.edu
SJRstate IT is here to help! Reach out to us by:
- Calling the Helpdesk at (386)312-4142
- E-mailing Helpdesk@SJRState.edu
- Using the Help Portal at help.sjrstate.edu , and filing a service request ticket for the appropriate service. If you're not sure which service to use, you can submit a general request with the button below and we'll categorize it for you!
Submit General I.T. Helpdesk Ticket (Staff And Faculty)