Decision Audit / Generating Decision Letters

Decision Audit / Decision Letter Generation

Decision Audit (approve admission recommendations (Decision Audit). 

All admission recommendations arrive in Decision Audit for final approval.  Upon approval of an admission recommendation, the decision becomes final and the mapped decision letter is automatically queued to print.  You can approve admission recommendations one at a time, or for the entire list of names by using the SELECT ALL button.

1. Open the Decision Audit screen.
2. Select the decision to be audited in the upper section.
3. Applicants with that decision will be displayed below.
4. Review as necessary, then select the applicant(s) to approve/reject/change the decision.
5. If the decisions are to be approved, click the Approve button.
6. Decision letters will be queued for the approved decisions.
   
   

Generate Decision Letters

Step 1:  Print letters (Open Management Consoles/Letters to Print)
The letters for the admission recommendations approved at audit will appear in the Letters to Print queue.

·     On the left frame, each distinct letter waiting to be generated will appear, along with a count of letters to be generated within that group. 

·     Highlight the letter group, and the names of all applicants within that letter group will appear on the right frame.

o     To generate one individual letter within a letter group, highlight the applicant’s name and click PRINT LETTERS

o     To generate ALL letters with a letter group, click the SELECT ALL button and then the PRINT LETTERS button

All letters selected, be it one individual letter or the entire group of letters, will be generated in a single batch that is assigned a batch number.  These batches will then await final approval in the Management Consoles/Job Management queue.

Step 2:  Approve decision letters generated (Open Management Consoles/Job Management) 

·     Click on the Ready for Download tab

o     If there is more than one, find the batch you want to approve

o     If you DO want to print a hardcopy of the decision letter(s), click the DOWLOAD button ... this will download all letters in the batch to your local machine for printing. 

o     If there is a problem with the letters, click the REQUEUE button.  This will move the entire batch back to the Letters to Print queue.  You should make changes to the letter template as needed, then re-print.

o     Click the MARK AS APPROVED button.  This step also attaches the PDF of the letter generated to the applicant’s record.

o     If you DO NOT want to print a hard copy of the decision letters (generate PDF only), click the MARK AS APPROVED button on the batch to complete letter generation.  This step also attaches the PDF of the letter generated to the applicant’s record.

TIPS

Check Management Consoles/Job Management occasionally for letters awaiting approval (step 3 not completed).

For all letter batches approved to generate via MARK AS APPROVED, you will receive an email notification when the letter batch job is complete (i.e., letters have been generated, and PDF attached).  This is useful at high volume times, when there are lots of decision letters to be printed.

Every decision letter approved to generate is attached to the applicant’s record, and is visible via the DOCS tab.   If an applicant needs a hard copy of a letter, it can be printed from this location.

The morning after the decision letter has been generated, the applicant will receive a “Decision Made” email notification directing them to their portal to view their admission decision letter.  If admitted, once the letter has been viewed the applicant will see the ability to respond to that offer of admission.