(Ugrad) Year-End (Annual) Transition Tasks

System Changes or System Enhancement Requests

• Review and request updates needed to the AdmissionPros online application and student portal content. Note: any changes to the application/portal should be requested 45-60 days in advance to ensure changes can be made prior to the application opening date. This would include a request for a new application, a new application business process like the setup of recommendations, student portal enhancements, etc. Change requests that do not adhere to 45-60 days’ notice may not be completed on your intended GO-LIVE timeline so please plan ahead.

External Applications

• If you made changes to your AdmissionPros application, please Coordinate with any external application providers, such as CommonApp, CBCA, CFNC, etc., to ensure those changes are reflected on their application as well. Additionally, please follow up on the steps required to transition to the next application year for those application providers. All application sources should be kept in sync so that application data is consistent for all applicants, regardless of application source. NOTE: any application changes made will impact the corresponding application import tool, so adjustments needed to application imports should be requested 30-60 days prior to the date needed. Change requests that do not adhere to 30-60 days’ notice may not be completed on your intended GO-LIVE timeline so please plan ahead.

Customized Business Processes

Review and request adjustments needed to the criteria in place for custom business processes like auto decisions, scholarship management, etc. Note: any adjustments needed should be requested 45-60 days in advance to ensure changes can be made prior to the date the application opens. Change requests that do not adhere to 60 days’ notice may not be completed on your intended GO-LIVE timeline so please plan ahead.

Review Resource Link(s)

Add A New Major

Inactivate or Reinstate an Existing Inactive Major

Manage Your Majors

• Update Majors – Navigate to Codes Management then Major Codes.

Review/update the list of majors, for each applicant type, keeping majors defined in AdmissionPros in sync with majors offered on any external applications (CFNC, CommonApp, CBCA, etc.). Majors can be found under codes management.

Review Resource Link(s)

Edit Decision Letters

Copy Decision Letters for NEW Applicant Cycle

Manage Decision Letters

• It is important to review the language within your decision letters and make adjustments where necessary. To access your decision letters, Navigate to Mailing Management then Templates.  If no changes to decision letters are needed, you can proceed to the next step below to COPY ENTIRE YEAR decision letters to the next upcoming enrollment cycle.

• You must copy your decision letters to make them available for use during next year’s cycle. Navigate to Mailing Management then Decision Letter Setup.

Review Resource Link(s)

Manage/Review Missing Items

Check Your Applicant Missing Items

• Navigate to Applicant Missing Items then Missing Item Templates – review missing item template for each application type to be sure default requirements are current. NOTE: notify AdmissionPros of any adjustments needed 30-60 days in advance of the date needed.

Review Resource Link(s)

Manage Your Communication Rules

Review Communication Rules

• Navigate to Applicant Missing Items then Communication Rules –  set up missing item communication rules for next app year. You can copy all current app year missing item communications to the next app year via the COPY ENTIRE YEAR RULES button, then adjust begin and end dates as needed. NOTE: Not all clients utilize this feature so do not be alarmed if you do not have communication rules in place. Instead, you may use a communication track for these communications.

Review Resource Link(s)

Managing Application Terms

Set your new Terms

In order to manage the applications that your team sees and works with, you will need to create new terms for the upcoming cycle. Your terms will allow you to select which applications your team sees for processing and decision making. Additionally, your terms will provide you with the option to determine which app years are included in your custom reports (if applicable). See instructions below for more details.

• Navigate to Codes & Constants then Terms. Use NEW to 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

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

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

o 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.

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

o Start Date – the date all business processes for this term of entry should stop. NOTE: any app re-review functionality and some campus export tools rely on this date. Example: Start date is used by the AdmissionPros application re-review process (and maybe other things) so without a start date, re-review will not work. The start date is used by the process to determine when to no longer send apps for that term of entry to re-review. For example, if a transcript for a denied applicant is linked to the applicant’s record AFTER this date, the application will not go to re-review.

*Note when you’re all done with the previous app year, you want to uncheck the boxes to remove “Active Processing” and “Active Counselor” Applications for all terms where “active processors/counselor” is checked will appear in the processing tree and add to the active list of apps & folder counts. Unchecking previous terms will provide accurate processing counts for the new year*

Review Resource Link(s)

Managing Application Deadlines

Set your application Deadlines

In order to open your application for the upcoming cycle, you must create new application open and close dates in your system. Navigate to Codes & Constants then Deadlines –

Selecting the button “NEW” add a row for each applicant type.

1. Add a row for each year/semester of entry offered. Example: if the fall term of entry is the only entry term available for freshman applicants, add one row for fall. If spring and fall are offered for freshman applicants, and two rows … one for fall and one for spring.

For each year/semester added, add:

• • app open date – this is the date the year/term of entry will appear on the web app create page

• • add app end (deadline) date – this is the date the year/term of entry will no longer appear on the web (as of midnight). NOTE: this date is also published in various locations within the web application as the application deadline.

Review Resource Link(s)

• Review Decision Letter Templates

• Edit Decision Letter(s)

• Add/Adjust Date on Decision Letter(s)

• Make changes to Email Template(s)

• Managing Inactive Communication Tracks

• Communication Track Review – What to look for?

Review your Communications

• Review and update as needed all communications, including emails, 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 updated and current.

• Review and update as needed all communication tracks. Navigate to Email Management then Communication tracks. Please be sure to review the email communication sent by the track and the query associated with the track. Keep in mind that track queries are often app year specific.

▪ Update track name if year is mentioned

▪ Update track start and end dates

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

▪ Open/review all email templates used by the track, and update as appropriate (language, hyperlinks, etc.)

Review Resource Link(s)

• Portal Banner – Campus Tours

• Portal Banner – Application Web Portal

Update your Portal Banners

• 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 specific years/dates mentioned are updated.

Portal banners that you might use may include:

• • Your Campus Tour Registration Page

  • Your Application Web Portal

Note: The portal banners listed above are the most commonly used; however, your team may use other banners not listed here to communicate information to students such as your housing portal banner or orientation portal banner, which should be reviewed as well.

Housing Banner – Navigate to Portal Management, then Portal Banners. Next, click the Portal folder. Then find the subfolder Housing_Header.

Orientation Banner – Navigate to Portal Management, then Portal Banners. Next, click the Portal folder. Then find the subfolder Orientation_Header.