Application Processing Overview (Grad)

Application Processing/Workflow (GRAD)

(for efficiency purposes these steps are normally completed a couple
of times a day, but may be completed as often as you like)

APPLICATION PROCESSING

Process New Applications (new app review)

All submitted applications must be taken through an initial “new app review” step, where data is reviewed and cleaned up as needed.

1. Open Processing Tree/New App folder
   
   

2. Open the first application in the list returned
   
   
3. Review and clean up bio/demo info (name, address, DOB, etc.) as needed.
   
   
4. Review/clean up education records ... get rid of duplicates, resolve missing codes/schools, make sure primary flag is on last college attended, etc.

5. Review documents uploaded by the applicant to confirm the document meets the requirement (file not blank, file not something other than what’s needed, etc.).
   
   
6. Evaluate missing item checklist and modify app completion and enrollment missing items as needed based upon your evaluation of the application material provided.   EXAMPLES: 
   
   

App Completion Missing Items –

·     if an international applicant is from a country where English is not the language of instruction, you may want to add the TOEFL missing item. 

·     if prior education was at a foreign institution, based upon your evaluation you may need to add the International Credit Evaluation missing item.

·     If document uploaded does not satisfy the requirement, notify the applicant and return the missing item to the applicant’s checklist.

Enrollment Missing Items

·     If school will be issuing an I20, you’ll may want to add the related enrollment missing items required, such as financial statement, bank statement, etc.

7. When done, click REVIEW COMPLETE button. 

The screen will automatically progress to the next application that needs to be processed, until no more applications remain.

DOCUMENT PROCESSING

Scan Paper Documents (place in shared folder)

All paper documents received are to be scanned and imported into AdmissionPros for subsequent linking to the applicant’s record. 

·     Files created for documents scanned are to be stored in the common shared folder, for automatic pickup by the AdmissionPros document auto importer. 

·     The document importer will place the files in the to be indexed folder

Index Documents

All documents imported into AdmissionPros must be indexed (identify document type and owner).  These documents will appear in the processing tree, Documents to Index folder.

1. Open each document, and assign correct document type, such as transcript vs. final transcript, etc.  Correct document type is very important to functionality.
   
   

2. Enter identifying info (name, date of birth, etc.)

Accuracy is extremely important, as a mis-indexed  document is the same as a lost document.

Link Documents

Possible document to application matches will appear in the processing tree for review and linking.  These possible matches will appear in the processing tree, Documents to Link folder.

1. Open Processing Tree/Documents to Link folder
   
   
2. Review documents, fix any gaps/discrepancies between indexed data and app data (displayed in red)
   
   
3. Review/clean up education records ... get rid of duplicates not caught at new app, resolve missing codes, missing schools, etc.
   
   
4. Enter test scores (if score document, and if scores need to be in AdmissionPros)
   
   
5. Enter recommender information (if recommendation) if not already in AdmissionPros.
   
   
6. Complete linking of document

Program Application Review

Once an application becomes complete (all required materials received/linked), the application status progresses automatically to Ready for Review, and becomes available for program application reviewers to evaluate and submit the official program admission recommendation to Graduate Admissions.  

Faculty reviewers – individuals with this role have the ability to open an application and all documents attached,  and submit their internal assessment of the application.

Decision Maker – individuals with this role have the ability to open an application and all documents attached, see application assessments submitted by faculty reviewers, and then submit the official program admission recommendation to Graduate Admissions.

Decision Maker Backup – same as decision maker.

Admission Recommendations

Recommendations for admission submitted by the program decision maker or decision maker backup await final review/approval of Graduate Admissions in the Management Consoles/Decision Audit screen.