Admissions Configuration and Management FAQ

Can I filter my admission checklist items with groups?

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You can filter admission checklist items using groups. You can choose from any system-generated or school-defined group.

You can filter checklist items using groups. 

A common use case of this is to use a profile code to filter a group, and you can assign profiles codes using the "Profile Code" element in an inquiry form. Like this:

  1. You use the "Profile Code" element type on an inquiry form to add a certain profile code based on the answer. Example: If someone answers "Yes" to the "Do you like basketball?" question, the candidate gets the "Likes Basketball" profile code.
  2. Filter a checklist item using that group. In this example, you could filter a school form with basketball questions to the "Likes Basketball" group based on that profile code.

Why does the Likely To Yield field on an Admission Candidate record revert to 'None Specified'?

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The quick answer is that the candidate does not have an application. 

Here's a bit more detail: You can use the "Likely to Yield" field on an admissions application to indicate a candidate's likeliness of accepting your admission offer. The field exists on the application record, though it also is displayed on the candidate record. 

  • An admission candidate who does not have an application — i.e., an admission lead or prospect — cannot have a "Likely to Yield" value. Therefore the "Likely to Yield" value on the candidate record will alway say "<none specified>". It will revert to that value if you change it.
  • Once the candidate has an application record for their current admission history record — i.e., they are an applicant — you can then update the "Likely to Yield" value on either the person record or on the application record. 

If you want to update the "Likely to Yield" value and are note able to, you need to add an application record for the candidate.

  • If you are using the admission portal, they will be automatically upgraded to an applicant and have an application record created when they complete all of the "Required for Application" checklist items.
  • You can manually add an application on the Admissions homepage.

On the Admissions: Candidate Changes homepage, why are some of the "Submitted By" fields blank in the Recent Activity section?

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The "Submitted By" field is populated if the user who submitted the form has a Person record prior to accessing it. If a person record does not exist yet for the person submitting it, then the value is instead set as "None". A common example of where you would expect to see a "None" value is if an inquiry form was filled out by a completely new family.


Is there a way to accept a student without having the family fill out an application?

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If we want to fast-track an admission candidacy for the child of a faculty/board member, the following may be performed: 

  1. Application records can be manually created in Axiom from the admissions homepage. In the left-hand side of the screen, in the General column, "Candidates & Applications" section, there is a grey button "+Add an Application". Fill out the required fields and click the green "Add Application" button at the top of the screen.
  2. Once the application record exists, the admissions officer would then navigate to the display of checklist items at the bottom of the screen. The required checklist items will be visible in red. In the "Checklist Item Complete" column, check all of the boxes for required checklist items and click update at the top of the screen.
  3. Still on the general tab of the application record, in the section labeled Admission, on the Decision field, change the value from Pending Review to Accepted.
  4. Direct the family to online enrollment.

Our AP3 Inquiry Form submission failed. The error message in the submission log was "Cannot insert duplicate key row in object in "dbo.Application_checklist with unique index.

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The "Cannot insert duplicate key row in object in "dbo.Application_checklist with unique index" means that the same checklist library item is associated with multiple registration season items within the same year. To fix this:

  1. Ensure that every registration season item is associated with its own unique checklist library item.

How do you populate or configure the list of names under the "Admission Counselor" dropdown?

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You can specify an admission counselor for each admission candidate, visible on the General tab of a candidate record. The list is populated by all the Staff/Faculty configured in the database who:

  • Have admissions_1 or admissions_2 security role for their Veracross user account
    or
  • Have one or more Application Reviewer Configuration records configured in the Application Review module.


What happens to waitlisted candidates when the admission year is closed?

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Waitlisted candidates will remain waitlisted until changed manually. They will still be able to access the Admission Portal to see their waitlist status unless you archive their admission history record, which prevents it from appearing in the portal.

To archive an admission history record:

  1. Access the candidate's admission history record.
    • You can run a "Find Admission History" query.
    • You can look at the "Admission History" tab on a candidate record.
  2. On the admission history record, click the "Admission Portal" tab and set the "Portal Status" value to "Archived."

Is it possible to filter the relationship list in an AP3 form?

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You may want to edit a relationship list to limit the options displayed in an Admission Portal 3 (AP3) form. To do this:

  1. Navigate to Admission: Candidate Changes homepage, then select the "Admission Portal" registration season type.
  2. Navigate to the webform element.
  3. Adjust the relationships that appear on the "options" tab.
    • Supply the relationship ID  in the "Value" column. Where to find that? Run a Find Relationships query and look at the "ID" column.


Is it possible to edit the text that displays on the success page of an inquiry form submission?

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Yes, you can edit this text. To do so: 

  1. On the Admissions: Candidate Changes homepage, navigate to the Registration Season Type of Admission Portal. 
  2. In the left-hand column, click into the Forms tab under the Inquiries section. 
  3. Here you will find a list of inquiry forms. Click into the Inquiry form you wish to update. 
  4. On the Inquiry form configuration screen, there is a Success Page tab where you can edit the text that displays once the form is submitted. 

How do I switch from Google Recommendation Forms to Veracross Recommendation Forms?

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After you have built your recommendation forms, you will need to change the Widget Type and the Admissions Checklist. If you have more questions about building recommendation forms and their workflows, please read more about our recommendation forms here. To switch from Google Recommendation Forms to Veracross Recommendation Forms, you must first switch the widget type by performing the following steps:

  1. Go to the Admission: Candidate Changes Homepage and click the link for Admission Portal under “Registration Season Types”. 
  2. On this page, click the link for “Checklist Items (Current)” and on this page locate the three forms in question.
  3. On the embedded query and underneath the column “Widget Type”, double-click the part that says “Google Recommendation” and change it to “Recommendation”. 
  4. Once you have finished making the changes, click Update. 

After that, you will then need to update the Admission Checklist. You can do that by performing the following steps:

  1. Go to the Admission homepage, scroll down to the Other section, and click the link titled Admission Checklist.
  2. In the query, search for the documents you are changing and click the hyperlink to take you to the Application Checklist Item record.
  3. On that record, go to the tab that says Admission Portal and there is a portion that reads Recommendations.
  4. Change the Google Form to “None”, set the Recommendation Form, and click Update.

How do I include a specific message in the Admission Portal about a single checklist item for an individual candidate?

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To include a a specific message in the Admission Portal about a single checklist item for an individual candidate, perform the following steps:

  1. Navigate to the checklist tab in the Admission Candidate record.
  2. Open the desired Checklist Item record, select the Admission Portal tab, and compose the Admission Portal Message.
  3. Click Update.

This message appears within the specific checklist item section on the Admission Portal.

How do we waive an application fee?

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To waive an application fee, you’ll want to navigate to the candidates admission checklist where you should see a checklist item pertaining to an application fee.  From here, you can mark this checklist item as “complete,”.

Additionally, you can add a note that explains why the fee was waived to the Parents, by navigating the the Checklist Item Record, Admissions Portal Tab:

Which files can be seen on the ‘File Preview’ tab of a candidate or application review record?

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The File Preview tab shows any files where the file classification is associated with the ‘person,’ ‘application,’ or ‘person_admission’ tables and is marked as ‘Include in Admission Review.’

File Classification settings can be adjusted from the ‘File Security’ query found on the System homepage.

You can learn more about file security in this documentation article:

Can we configure application fees to be per household?

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Application fees can only be configured per person, not per household.

How do I change which candidacy is flagged as the 'current' one on the Admission History tab of the Candidate record?

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If, for example, a candidate has multiple admission history records by mistake and the one that is flagged as  'current' needs to be deleted you have to first move the 'current' flag to the correct admission history record. To do this:

  1. On the General tab of the Candidate record, set the Year Applying For field to the year associated with the application that you are keeping.
  2. From the Action menu, run the Re-Sync Admission Candidacy procedure. This procedure will set the application with the same YAF as on the General tab as the 'current' application.

Now you can delete the incorrect admission history record.

What is the difference between the fields Application Status Category and Application Status?

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Application Status Category has system functionality where the Application Status is a description that can be used as a sub category at a school which uses the same Application Status Category. Example:  Accepted with Conditions and Accepted have different descriptions but share the same Application Status Category of Accepted, and so each have the same system functionality. This lets you create your own application statuses that are helpful to your school's workflows.

Where can I set the payment gateway for our application fee?

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Whether your school uses Admission Portal 2.0 or 3.0, you can update the payment gateway used for the application fee on the Admission Portal Config record on the System homepage.

Once opened, select a gateway to use from the Override ACH Provider and Override Credit Card Provider fields. If these fields are set to 'None', then the system uses the gateways configured on the back-end to be your default CC and ACH providers.

How can we add different tuition amounts in Online Enrollment for different grade levels?

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If your school has different Tuition prices for each of your grade levels, you can add criteria to the Amounts in Online Enrollment. 

On the Online Enrollment homepage, Core Configuration section, click the Amounts link to see your current Enrollment related Catalog Items. 

Note the following columns:

  1. Rate 1 - The numerical values in this column are dollar amounts, unless the Percentage Item box in the column immediately to the right is checked, and then it is a percentage item. Tuition Fee Types should not be percentage items. 
  2. Start Grade/End Grade - These values allow you to put criteria on the specific Catalog Items when editing and adding new tuition amounts.  

If you have Veracross Student Billing, prior to adding Amounts, communicate with your Business Office regarding adding Catalog Items to reflect the different grade level Tuition rates.

If you do not have Veracross Student Billing to add Amounts/Catalog Items: 

  1. Navigate to the Online Enrollment homepage. 
  2. In the upper right corner click on the "+Add" button and select Amounts from the dropdown menu. 
  3. Type a value in the Description  field, set the Catalog Category to Tuition, the Fee Type to Tuition
  4. Click the green Update button in the upper right corner.

You can continue to configure the tuition amount from that record, or navigate back to the Amounts query to see your newly created along with your other tuition amounts.

Is there a way to have students be involved with application review?

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No — there is no supported way to allow students to be a part of the Axiom-based workflows, including application review. 

Any application review done by a student would have to be done with an offline process, for instance printing off the necessary documents and providing them to the students to review manually.

What does the Admission Decision "Cold" do?

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If a candidate is designated the admission decision of "Cold" — this means that there has been no movement on this candidate's decision and that the trail has "gone cold". To set this decision, perform the following steps:

  1.  Go to the Admission Candidate record via a Find Candidates query.
  2. Update the Admission Decision to ‘Cold’ on the General Tab.
  3. Click Update.

Having this decision automatically updates the role of the Admissions Candidate from ‘Applicant’ to ‘Applicant – Former’. This should be used if an applicant completes their application, receives the Admission Decision ‘Accepted’, but never replies to the school.

Do ethnicities sync as part of the Ravenna Integration?


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The Ethnicity values in Veracross (shows here via the Ethnicities query) must match the Ethnicity values in Ravenna in order for them to sync.

The Ravenna Integration syncs ethnicity values only if the ethnicity descriptions in both Ravenna and Veracross are an exact match. There is no way to map different ethnicity values from Ravenna to Veracross at this time (e.g. to map ‘White’ to ‘Caucasian’), so if the descriptions are not the same, the values will not be pulled from Ravenna into Veracross.

To find a list of ethnicities in Veracross, use the Ethnicities query on the System homepage.

Why are some languages displaying with the record ID instead of the description in query results?

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Record IDs appear instead of Languages if the Display field on the Language detail record is not set enabled. This can be updated in the list of Languages found on the System homepage or in the language detail record itself by setting the Display flag to “Yes”.

Why was an applicant automatically assigned a student role?

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When an applicant intending to enroll mid-year completes enrollment with no future entry date specified, the system assumes the student will matriculate the following day and assigns the role of 'Student'.

To prevent this from happening, you must enter a future entry date. To fix this issue:

  1. Remove the role of Student on the Roles tab of their person record.
  2. Add the role of Future Student and click Update.
  3. Populate the Entry Date field on the Enr History tab with the date they will first attend class and click Update.

How can I add in new admission application statuses?

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To add a new admission application status, this must be done by a member of Veracross. If you want to add any new application statuses, please submit a ticket with the details of the statuses that you are looking to add to the client support portal.

Does making changes to a font on a text template in HTML also change the font on the Admissions Portal for the Admission Decision Letter?

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No — though the preview displays the changes made via HTML to the font, the font on the Admissions Portal does not reflect these changes and the font is always Baskerville.

How can I add a new "current grade level" for admissions if we do not have that grade level in our school?

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Currently, grade level collections within the admissions module references your school's Grade Levels — specifically, whether they are active or inactive. We advise that you take some time to consider what grade levels should exist for your school during implementation, as adding new grade levels after your database is live could potentially cause issues.

To add a new grade level, please reach out to your account manager by submitting a ticket through the client support portal. Once the grade levels are added, you'll be able to add these as options on the appropriate collection.

Note: these grade levels do not need to be set as active, which helps to keep them from displaying in various places in the system.

Is it possible to display the Gender field as a drop-down on inquiry forms?

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No — at this time, radio buttons are the only display option for the Gender field on an Inquiry form.

What does the Admission Decision ‘Accepted’ do?

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Setting the Admission Decision value to ‘Accepted’ will cause an Enrollment Record to be created for the Year Applying For value on the Application.