(Grad) Year-End (Annual) Transition Tasks

Application Year Transition Tasks (GRAD)

Below is a general overview of those basic items each client should review and update on a regular basis, as admission for one semester ends and another semester opens.  Custom functionality in place for an individual client may require update of items beyond this list, that are specific to that custom functionality.

• Review and request updates needed to the online application and portal content.  NOTE:  any changes to the application/portal should be requested well in advance of the date needed.

• Review and request adjustments needed to the criteria in place for any custom business processes, such as auto decisions, scholarships, etc.   NOTE:  any adjustments needed should be requested well in advance of the application opening for the date needed.

• Update Programs Offered (Degree Management)

  • review/update the programs offered

  • add new terms of entry and application deadlines (begin/end dates)

  • review/update program reviewers and decision-makers assigned

• Mailing Management/Decision Letter Setup – set up decision letters for the next app year.  If no changes to decision letters are needed, you can copy all current app year decision letter mappings to the next app year via COPY ENTIRE YEAR DECISION LETTERS.

• Applicant Missing Items

  • Missing Item Templates – review missing item templates for each app type to be sure default requirements are current

  • Communication Rules – set up missing item communication rules for the next app year.  You can copy all current app year MI communications to the next app year via the COPY ENTIRE YEAR RULES button, then adjust begin and end dates as needed.

• Codes & Constants/TERMS – using NEW:

  • Add next app year terms of entry

  • Enter the backend system (Banner, PeopleSoft, etc.) term code.  Note:  this need is limited to those clients who have an AdmissionPros to campus backend system interface.

  • Check/uncheck all boxes as needed.

    • Active processors – when checked applications for this term/year will appear in the processor tree

    • Active counselor – when checked, applications for this term/year will appear in the processor tree

    • Send to Banner/PeopleSoft/etc. – when checked, applications for this term/year will be included in the campus interface.  NOTE: This checkbox is specific to those clients that have an AdmissionPros to campus backend system interface.

    • Linking – when checked, applications for this term/year will be seen by the document linking matching process

• Review and update as needed all communications, including email templates, mailings (decision letters), etc., … just a good idea to review yearly to be sure content, as well as any links included or specific dates/years mentioned, are current.

• Review and update as needed all portal banners used by your portal (Portal Management/Portal Banners) … just a good idea to review yearly to be sure content is still relevant and any links or specific years/dates mentioned are current.

• Review and update as needed all communication tracks (Mailing Management/Communication Tracks) … both the communication sent by the track and the query associated with the track (track queries are often app year specific.)

• Update track name if a year is mentioned

• Update track start and end dates

• Open/review track query and update filters if app year specific