Render Admissions Decisions (Applicant Detail)
- Robert Lenk
- Chris Barrett
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
Module | Number | Description |
|---|---|---|
Admissions | 3 | View applicant detail |
Admissions | 985 | Controls whether you can change the admissions progress code for an applicant with an incomplete application |
Global | 2019 | Remove a previous school from an applicant’s record |
View or change applicant detail
Go to the individual’s profile.
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 Alumni Placements 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.
