About admission counselors

Individuals who work with people interested in attending your institution are admissions counselors. They can be assigned to those that inquire about your institution or apply for admission. Inquiries and applications can then be sorted by counselor in the Applicant Finder and in other reports. Additionally, the assignment of counselors determines the data displayed on the admissions dashboard and can be used to assign activities such as a followup phone call.

Prerequisites

• Counselor must exist as person. Create Faculty/Staff Record.

• Person must have user account and permission group. Permissions.

Required permissions

• Person creating a new person in Campus Cafe needs permission #1128 under Global.

• Person designating existing person in the system as counselor needs permissions #113 and #495 under System Admin.

• Person determining what counselor can see/do in Campus Cafe (assigning person user account and permission group) needs permission #127 under System Admin.

Video lesson

Set up New Admission Counselor

1. Go to Admin > STParm.

2. In Search enter SBCLOR and note the Parameter Values.

3. In Parameter Code enter SBCLOR.

4. In Parameter Values enter a number not already in use. 

5. Click Add.

6. In Description and Long Description enter the counselor's name.

7. In Common App Code or Admissions Counselor ID# enter the counselor's Campus Cafe ID number.

8. Click Save.

9. Go to Admin > Refresh Data Cache and click reload data to see the counselor immediately.

Replace a Counselor

If a counselor leaves and a new counselor assumes responsibility for the prospects, edit the existing the counselor.

1. Go to Admin > STParm.

2. In Search enter SBCLOR.

3. Click the pencil next to the counselor to replace.

4. In Description and Long Description enter the new counselor's name.

5. In Common App Code or Admissions Counselor ID# enter the new counselor's Campus Cafe ID number.

6. Click Save.

7. Go to Admin > Refresh Data Cache and click reload data to see the new counselor immediately.

Inactivate Counselor

To preserve historical data, Campus Cafe recommends inactivating a counselor rather than deleting the counselor. This will cause the counselor to be skipped in round robin assignment while preserving their association with past inquiries and applications.  

1. Go to Admin > STParm.

2. In Search enter SBCLOR.

3. Next to the counselor to inactivate, click the pencil.

4. Next to Web Hide select the box.

5. Click Save.

6. Go to Admin > Refresh Data Cache and click reload data to inactivate the counselor immediately.

Remove Counselor from Assigned Counselor Drop Down

This removes a counselor from the Counselor Assignment Drop Down menu found on the Inquiry Detail and Applicant Detail pages.

1. Go to Admin > STParm.

2. In Search enter SBCLOR.

3. Next to the counselor to remove, click the pencil.

4. From Delete Code select I - Inactive.

5. Click Save.

6. Go to Admin > Refresh Data Cache and click reload data to remove the counselor immediately.

Delete Counselor

1. Go to Admin > STParm.

2. In Search enter SBCLOR.

3. Next to the counselor to delete, click the X and click OK to confirm.

4. Go to Admin > Refresh Data Cache and click reload data to delete the counselor immediately.