About Round Robin Admission Counselor Assignment

Campus Cafe can automatically assign an admission counselor to an individual interested in attending your institution (prospect) or an applicant for admissions.

Campus Cafe offers two, mutually exclusive, automated methods of assigning counselors. 

Prerequisites 

• Counselor exists as person. Create Faculty/Staff Record.

• Person has user account and permission group. Permissions.

• Person configured as admissions counselor in STParms. Set up Admissions Counselor.

Option 1: Counselor Assignment Maintenance

This method is ideal for basic assignment based on a simple round robin assignment scheme where the system loops through all available counselors. This method also supports assignment based on the the inquirer or applicant's zip code or the College Board's Enrollment Planning Service (EPS) market.

Permissions #285 and #477 govern access to this setup screen.

Turn on Auto Assignment

1. Navigate to Admin > Custom Control Maintenance

2. Locate ProgramID AUTOCOUNSL and click the pencil icon

3. In Parameter Value 1 enter Y

4. In Parameter Value 2 enter Y

5. Click Save

6. Refresh the cache by navigating to Admin > Refresh Data Cache > reload data

The below defines zip and/or EPS criteria for assignments. These criteria are optional.

Assign Counselors by Zip

1. Navigate to Admissions > Counselor Assignment Maintenance

2. Click Admissions Zip Range Lookup

3. Click New Record

4. In Zip From enter the starting number for the Zip code range

5. In Zip To enter the last number for the Zip code range

6. In the Counselor drop down choose the counselor responsible for the range of Zip codes

7. Click Create

8. Repeat steps 3-7 for each Zip code range

Assign Counselors by EPS Market

1. Navigate to Admissions > Counselor Assignment Maintenance

2. Click EPS Counselor Lookup

3. Click New Record

4. In the EPS Geomarket enter the EPS market code

5. In the Counselor drop down choose the counselor responsible

6. Click Create

7. Repeat steps 3-6 for each EPS market

Option 2: Round Robin Counselor Maintenance

This method is designed for counselor assignment based on complex business processes. This method also optionally supports changing the counselor assignment to another counselor if the initial counselor does not act on the record within a defined time period. After being reassigned, the the process will not assign a prospect to the initial counselor again. If a prospect is ready for reassignment but there are no active counselors available, the lead assignment is not changed, it stays with the same counselor.

If an existing prospect has an admissions progress code of applied and submits a new application, the admissions counselor will always remain the same.

Configuration

• Prospects (leads) subject to round robin assignment are based on the lead's admissions progress code. Custom control AUTOCOUNSL, Sequence 1, Parameter Value 7 specifies the admission progress codes. Use a comma to separate admissions progress codes. For example, to have the round robin assignment apply only to the inquired admissions progress code, enter I. For the round robin assignment to apply to prospects with the admissions progress codes of inquired (I) and applied (Y), enter I,Y

• To be assigned, leads must have an inquiry date that is not more than the specified number of days from current date. The number of days before lead is considered too old for counselor reassignment is defined in Custom Control AUTOCOUNSL, Sequence 1, Parameter 6.

• Leads that do not meet any counselor rule will be assigned to the counselor specified in Custom Control WEBINQCOUN, Sequence 1, Parameter 1

• Test leads are skipped by the process. Test leads have a first or last name with the substring value defined in Custom Control AUTOCOUNSL, Sequence 1, Parameter 5. 

• Leads that have been previously assigned will be reassigned after so many minutes if the lead is not being worked. The number of minutes before reassignment is defined in Custom Control AUTOCONSL, Sequence 1, Parameter Value 4. To prevent a lead from being reassigned the counselor needs to change the progress code to something other than I.

Turn on Auto Assignment

1. Navigate to Admin > Custom Control

2. Locate ProgramID AUTOCOUNSL and click the pencil icon

3. In Parameter Value 1 enter N

4. In Parameter Value 2 enter N

5. In Parameter Value 3 enter Y

6. Click Save

7. Refresh the cache by navigating to Admin > Refresh Data Cache > reload data

Counselor Assignment Rules

Permission #1235 governs access to this setup screen.

1. Navigate to Admissions > Round Robin Counselor Maintenance

2. In the Counselor Code drop down select the admissions counselor

3. Click Add
   Administrative Active: Set value to Yes for the counselor to be active for round robin assignment.
   Counselor Active: This field is updated by the counselor on his or her Admission Dashboard page by indicating he or she is available for assignment. This value must be Yes to be active for round robin assignment. Counselor must be set as administrative active to see the link on the Admissions Dashboard to allow them to accept leads.
   Default Assignment: Set to Yes to indicate a default counselor. If a lead is being assigned a counselor for the first time and there are no active counselors available, then a default counselor is assigned. The Exclude/Include values can be used to restrict default counselors to leads meeting specific criteria. The active counselor fields do not apply (active counselor, start/end hours, max assignments). There can be more than 1 default counselor. Leads are never reassigned to default counselors.
   Last Assignment Sequence: The system assigns a counselor a sequential value each time he or she is assigned a lead. The counselor with the lowest value will be the first counselor for assignment.
   Max Assignments Per Day: A numerical value indicating the most leads assigned to the counselor in one day. Once this limit has been met, no more leads will be assigned to the counselor. This limit only counts current day leads assigned to a counselor. This means the lead inquiry date must match the current date. If a lead is reassigned to another counselor, the lead assignment is no longer counted toward the original counselor’s limit. To not use a limit, set the field to a high value (e.g. 99999).
   Start Work Time and End Work Time: If using work hours, then counselors must indicate on the Admissions Dashboard they are active and ready to accept leads. Hours are used to automatically turn off the counselor active flag outside of work hours. To not use the work hours logic, set the counselors start and end times to zero. This will mean the counselor active flag will not be reset each day. The format is 24-hour notation HHMM. For example, to set work hours to be 9AM to 5PM, then use 0900 for start work time and 1700 for end work time. All time is Eastern Time zone, counselors working in other time zones will need to convert their times.
   Population-specific counselor assignment restrictions:

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Include/Exclude Logic

Include and Exclude fields are counselor specific - defining that a counselor's major code includes ACC, FIN, and ENG means that counselor will only be eligible to be assigned to that counselor.  Other counselors with no restrictions will also be eligible for assignment to those majors as well.  To ensure that a counselor or group of counselors will be assigned to a specific group of students, the include/exclude rules should be defined for all counselors. For example, Counselor 1 is only to be assigned to ACC, FIN, and ENG majors, but Counselor 2 can be assigned to ENG, PHIL, and RELG majors, both would need those lists as their respective INCLUDE majors.  A third counselor who can be assigned to all except those 5 majors would need their exclude to include all 5 who have specific counselors defined. A counselor with no Major restrictions will be eligible for, and assigned to, any and all majors, depending upon their last assigned value (lowest last assigned value is assigned next, provided no other restriction requirements are in conflict.)

Exclude/Include States: Include will assign the states in the State Values box to the counselor. Exclude will exclude the states in the State Filter Values box from being assigned to the counselor. Leave blank (-- choose one --) if this rule does not apply.
State Values: States to include or exclude from assignment to the counselor. Use the two-digit US Postal Service state abbreviation. Separate states with a pipe | and put a | at the start and end. For example, for Rhode Island, Massachusetts and Connecticut enter |RI|MA|CT| Leave field blank for no restrictions.
Exclude/Include Sites: Include will assign the admissions sites in the Site Values box to the counselor. Exclude will exclude the admissions sites in the Sites Filter Values box from being assigned to the counselor. Leave blank (-- choose one --) if this rule does not apply.
Site Values: Enter the numerical codes associated with the admissions sites to include or exclude from assignment to the counselor. Separate states with a pipe | and put a | at the start and end. For example, for sites 02 and 04 enter |02|04| Leave field blank for no restrictions.
Exclude/Include Veteran Codes: Include will assign the veteran codes in the Veteran Code Values box to the counselor. Exclude will exclude the veteran codes in the Veteran Code Values box from being assigned to the counselor. Separate states with a pipe | and put a | at the start and end. Leave blank (-- choose one --) if this rule does not apply.
Veteran Code Values: Enter the veteran codes. Veteran codes are set in STParm SBVTCD.
Exclude/Include Major Codes: Include will assign the major codes in the Major Code Values box to the counselor. Exclude will exclude the veteran codes in the Veteran Code Values box from being assigned to the counselor. Separate states with a pipe | and put a | at the start and end. Leave blank (-- choose one --) if this rule does not apply.
Major Code Values: Enter the Major codes, starting with a pipe | and including pipes between each code, and at the end of the list. Major codes are defined in the Major Configuration screen (Admin Menu>Majors).
Exclude/Include Trk Templates: Include will assign the activity tracking templates in the Trk Template Header Values box to the counselor. Exclude will exclude the activity tracking templates in the Trk Template Header Values box from being assigned to the counselor. Leave blank (-- choose one --) if this rule does not apply.
Trk Template Header Values: The activity tracking Header ID numbers to include or exclude from assignment to the counselor. Separate states with a pipe | and put a | at the start and end. Leave field blank for no restrictions.

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Click Save

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About rendering admissions decisions and applicant detail

When someone submits an admissions application Campus Cafe stores it on the applicant detail screen. From here, you can adjust information including their admissions progress code, which determines whether the individual is in an inquiry, accepted, deposited or other status in the admissions process.

Prerequisites

• Create an admissions form.

• Create schools to record an applicant’s prior academic history.

• Create sites.

• Set up in STParm using Parameter Code SBRLPR to define religions or, if you’ve renamed the box, the options that appear in this box.

• Set up in STParm using Parameter Code ACACTY to define admission action types. For example, an early action or early decision.

• Set up in STParm using Parameter Code ACDECD to define decision codes. You can use these codes to trigger workflows.

• Set up in STParm using Parameter Code ACCCCD to define acceptance condition codes. For example, the applicant must complete a remedial course before full admission.

• Set up in STParm using Parameter Code ACADCD to define information related to the admission such as rating a prospect on a merit scale of 1-10 that then drives a workflow process.

• Set up in STParm using Parameter Code ACEMTY to define types of employment attached to an applicant’s current or most recent employment. For example, private sector, nonprofit, government, etc., or full-time, part-time, temporary, etc.

Required permissions

View or change applicant detail

1. Go to the individual’s profile.

2. Go to Person Selected > Applicant.

Person-based Admissions Fields

• Admissions Progress Code: The status of the applicant. Changing this code moves the applicant along the admissions process. The typical business flow is Inquired > Applied > Accepted > Deposited. All available admissions codes appear in this drop down menu and can’t be changed as they are tied to the operation of Campus Cafe.

• Admissions Residence Code: Controls billing rules for applicants who are will live in institutional billed housing. It is important to understand the flow of information from this field as it affects the actual housing request in the housing module. The value in the residence code will be passed on to the housing module at such time as is designated by Custom Control AD100 Sequence 1, Parameters 1-8.  If the data in this field is changed by admissions after the data has been passed to the housing module, then the admissions office should also change the value in the housing module or notify the housing staff. 

• Admissions Counselor: The individual responsible for managing the application. The selection here determines which users admissions dashboard displays the student. The counselor may be manually assigned or automatically assigned using round robin rules.

• Matriculate Code: Designate a student as matriculating or non-matriculating. The National Student Clearinghouse Report will exclude any student set to Non-Matriculated if configured to exclude non-matriculating students. Campus Cafe recommends not adjusting these values as changing or adding to these values will cause significant programming, reporting and other impacts

• Transfer Code: These system-defined values designate the applicant's highest level of completed education. This value drives the delivered IPEDS report. Campus Cafe recommends not adjusting these values as changing or adding to these values will cause significant programming, reporting and other impacts

• Continuing Ed Code: This box is populated to a Y or G if on the admissions portal config the CE code is specified as Y or G. Options may not be changed.

• Admissions Part Time Code: The applicant's intended enrollment level. The financial aid module may be configured to utilize this field during packaging. Campus Cafe recommends not adjusting these values as changing or adding to these values will cause significant programming, reporting and other impacts.  The part-time code is copied over from Admissions to the degree row when it's created upon acceptance to a program. If this field is left blank, the Part Time Code in Custom Control PARTTIME Sequence 1, Parameter 1 will be used.

• Financial Aid Code: Indicate whether the applicant plans to apply for financial aid. This field is only used to indicate that a prospect is interested in financial aid and should never be used to indicate that aid has been processed, received, etc. Campus Cafe recommends not adjusting these values in most cases as this is a static field, as changing or adding to these values will overwrite the current plans on the student for reporting purposes.

• Religious Pref: The applicant's religion. Options set using STParm SBRLPR. Label “Religious Pref” may be adjusted using Custom Control LABEL_RELIGIOUS_PREF.

• Admissions Site Code: The site for which the applicant is applying. The site may be physical, virtual or for internal organizational purposes. The application fee, enrollment deposit and housing deposit may be associated with different financial transaction codes depending on the site.

• Admissions Billing Site Code: The applicant's admission site. Options set using STParm SBCONO.

• Entering Semester: The semester the applicant first intends to enroll.

Advisors

These boxes indicate the applicant's non-admissions advisor(s). These may be academic, financial, career, etc. advisors. Individuals must be indicated as an Advisor on their Faculty Info screen to appear on the list of allowable advisors.

Applicant Fields

• Applicant Date: The date of the application. Automatically completed by Campus Cafe when the application is submitted.

• Application Type: The type of application. For example, undergraduate or graduate. See information about how application type controls which applicants Campus Cafe accepts from the same person.

• App Source: How the application entered Campus Cafe. This is not the source of the students interest (e.g. college fair or advertisement) but the technical method of entry. Values can’t be changed.

• App Amount Paid: The application fee amount paid. If no application fee is associated with the application, 0.01 will appear to indicate there is no application fee. Zero would indicate a fee is required but has not been paid.

• Action Type: Institution-defined additional information related to the application. For example, an early action or early decision notation. Options defined in STParm ACACTY.

• App Major1, 2, 3: The academic programs the applicant wishes to pursue. Upon acceptance these fields will automatically become the accepted majors unless overridden in the accept major fields. Note that changing the applied major will not automatically adjust any required admissions documents. Documents no longer required must be manually removed and documents now required must be manually added.

• App Minor1, 2, 3: The academic minors the applicant wishes to pursue. Upon acceptance these fields will automatically become the accepted minors unless overridden in the accept minor fields.

• Date Replied (Commit Date): The date the applicant committed to attending the institution. The date is automatically populated with the date the applicant clicks Accept Offer in the Application Status Portal. (The applicant must have an accepted admissions progress code for the Accept Offer link to appear.)

• Reply To Our Offer By: The date the applicant must reply to the offer of admission. This date appears on the Application Status Portal.

• Decision Date: The date the institution decided on a decision related the applicant. It may differ from the accept date. Works in conjunction with the decision code.

• Decision Code: Designates further information about the admissions decision. Can be used to trigger workflows such as different acceptance letters. Options set using STParm ACDECD.

• Accept Date: The date the institution accepted the applicant. It is required upon changing the progress code to accepted.

• Accept Condition Code: Designates an optional requirement of admission such as student must complete a remedial course before full admission. Options set using STParm ACCCCD.

• Accept Major1, 2, 3: The academic program(s) the applicant was offered admission to.

• Accept Minor1, 2, 3: The academic minor(s) the applicant was offered admission to.

• Deposit Date: The date the applicant submitted an enrollment deposit or otherwise indicated his or her acceptance of the offer of admission.

• Deposit Amount Paid: The admissions deposit amount. It is required upon changing the progress code to deposited.

• Housing Deposit Amount Paid: The housing deposit amount.

• Admission Code: Institution-defined additional information related to the admission such as rating a prospect on a merit scale of 1-10 that then drives a workflow process. Options defined in STParm ACADCD.

• Withdrawal Date: If the applicant rescinds his or her application before a decision or attending, the date the applicant indicated a desire to not proceed.

• First Generation: Select to indicate an applicant considered a "first generation" college student based on your institution's definition.

Prior School GPA & Rank

• Prior School GPA: The GPA for the applicant's previous school, typically high school.

• Prior School GPA Base (out of): The GPA scale of the applicant's previous, typically 4.0..

• Prior School GPA (recalc): A standardized GPA based on a common GPA scale applied to all applicants

• Prior School GPA (recalc) Base(out of): The GPA scale of the standardized GPA.

• Prior School Rank: The applicant's class rank as a number. For example, #6 in her class.

• Prior School Rank Perc: The applicant's class rank as a percentage. For example, in the top 30% of her class.

• Prior School Size: The number of students who attended the applicant’s prior school. You may alternatively want to record the size of the graduating class.

• Prior College GPA: The GPA for the applicant's previous higher education experience. For example, the student is transferring schools or attended a community college before coming to your four-year program.

• Prior College GPA Base(out of): The GPA scale of the standardized GPA.

Schools

• Prior School: The applicant's most recent school, typically the high school. Permission #2019 is required to remove this school from the individual's record.

• Prior School Grad Month: The month the applicant graduated or will graduate from high school

• Prior School Grad Year: The year the applicant graduated or will graduate from high school

• Prior College: The first prior college indicated by an applicant on the application. Permission #2019 is required to remove this school from the individual's record.

Employer

These fields are designed to capture the applicant's current employer. They are not designed to hold job placement information for students who graduate the institution. Refer to /wiki/spaces/CON/pages/278757377 documentation to record student placements.

• Place of Employment: Applicant's employer.

• Type of Employment: Institution defined type of employment. Options defined in STParm ACEMTY.

• Job Title: Applicant's position.

• Years Employed: Number of years employed .

• Prior Program: A prior academic program the applicant participated in.

• Prior Degree: Institution defined list of degrees. Options defined in STParm SBUDGX, which is also used for Major Maintenance to connect academic programs to degrees.