Admission Candidate Pools

Overview

Within the Admissions module, schools have the ability to segment admission candidates into different cycles, or candidate pools, in order to track and analyze the volume of applications they receive within a given time-frame.

Configuration of Candidate Pools

By default, there are three candidate pool categories that are standard for every school: the Regular Cycle, the Spring Cycle, and Mid-Year.Candidate_Pools

  • Regular Cycle: includes candidates whose applications are received by the school-defined standard deadline.
  • Spring Cycle: includes candidates whose applications arrive after the school-defined deadline.
  • Mid-Year: includes candidates who apply mid-year for the current school year.

In order to view the list of available candidate pool categories, the user can click on the Candidate Pools link located under the Configuration section on the Admissions homepage. Schools can have as many or as few candidate pool categories as they wish. In order to add or change these categories, contact the Account Manager via a ticket on the Client Portal.

Automation of Candidate Pools

Application_cutoffEach candidate pool category supports optional automation in the form of an Application Cutoff Date.”Schools are able to define this cutoff date through the Candidate Pools link located under the Configuration section on the Admissions homepage. When this date is set, the overnight process will update the Candidate Pool field that is located on the candidate’s admission detail screen with the appropriate candidate pool label.

Candidate_Pool_Label

For example, many schools have a January 1st application deadline for standard admission. In this case, the school would specify January 1st as the Application Cutoff Date for the Regular Cycle candidate pool. The overnight process will then update the Candidate Pool field for all applications received prior to January 1st with the Regular Cycle label.

Note: Veracross can also add support to include cutoff date automation for inquires, if desired. To have this added, contact the Account Manager via a ticket on the Client Portal.

Manually Updating Candidate Pools

If the candidate pools have no cutoff dates specified, meaning there is no Application Cutoff Date set on the candidate pool query, the user can manually update the Candidate Pool field on the admission detail screen for their candidates.

Candidate Pools Reports

The Candidate Pool field is included in the Find Candidates query located on the Admissions homepage under Candidates & Applications. This field is also included in the Find Admission History query located on the Admissions homepage under Other.

Use the query design to summarize by the Candidate Pool field in order to view the total amount of candidates within each category.

Summarize_By_Candidate_PoolGrouping
Admission Candidate Query > Summarize by Candidate PoolSummarize by Candidates Query Result

The query design can also be used to subtotal by the Candidate Pool field in order to view the total number of candidates within each category along with the list of candidates that are in each pool.

SubtotalGrouped_by_Candidate_Pool
Admission Candidate Query > Subtotal by Candidate PoolSubtotal by Candidate Pool Query Result

Please note: Candidate pools are not currently supported in the Admission Pipeline reports.

Candidate Pool Groups

Candidate Pool Groups can be located in the Find Groups query within the Admissions group category. Within the category, the groups are accessible by drilling down on the Admissions Candidates by Candidate Pool group type. Each candidate pool category will have an email distribution list that can be used to contact candidates within each category.