Copy/Migrate Candidate Info to a Different Year Applying For

Overview

There are reasons why an admissions team might need to move or copy a candidate’s admissions data from one year to another. Common examples would include:

  • A person applies for the next school year, but the school responds that, due to a lack of space, the family should actually apply for the following year. The admissions team then wants to help the family by simply moving their application and associated data forward one year.
  • A family mistakenly applies for the wrong year. The admissions team wants to help the family out by correcting the application to the intended year.
  • The admissions team decides to roll forward a few applications for families so that those families do not have to fill out all webforms again.

To help facilitate this process, procedures exist to either copy, or move candidate admissions data back or forward a year.

This article helps provide an overview of the concepts. To read more about specific kinds of exceptions where these changes may be needed, read this article on Admissions and Enrollment Exceptions

Migrating and Copying Admissions Data

Glossary of Terms

  • YAF = Year Applying For
  • GAF = Grade Applying For
  • Admissions Candidate = Admissions Lead/Prospect/Applicant detail screen
  • Form Data = all admission data submitted by candidate, parent(s) and/or school administrator(s)
  • Admissions Candidate Record = Admissions Lead/Prospect/Applicant detail screen
  • Application Record = the record that is created when an applicant applies to the school
  • Person Admission Checklist (found on Checklist tab of Candidate Record, the General tab of the Application record and the Checklist tab of the Person Admissions Detail Record) = the list of activities/milestones the applicant must complete in order to move through the Admission process or have their application considered ready for review
  • Person Admission Detail Record = the detail screen is school year and grade level specific and contains admission information about the applicant and application
  • Financial Aid Application Record = an application that tracks families of applicants who indicated their intention to apply for Financial Aid for the coming school year and their progress through the award process
  • Entity Events (Admission-related) = an event that pertains to an individual person

Pre-requisites for Running any of the Four Procedures:

In order to proceed with any of the updating or copying options, the following must be true:

  • Person role must be current Admissions Lead, Prospect or Applicant.
  • Application Record cannot exist for the target YAF and target GAF. (Use a Find Applications query to check this)
  • Person Admission Checklist cannot exist for the target YAF. (Review the Checklist tab of the Admissions Candidate Record)
  • Person Admission Detail Record cannot exist for the target YAF and target GAF combination. (Use a Find Admissions History query to check this)
  • A Person Admission Detail Record must currently exist for the person’s original YAF and GAF, even if this is not the correct YAF and/or GAF. (Use a Find Admissions History query to check this)
  • Financial Aid Application Record cannot exist for the target YAF and target GAF. (On the Financial Aid homepage, run a Find Financial Aid Applications query)
  • Entity Events (Admission Related) cannot exist for the target YAF and the target GAF.
  • Application Files or Person Admission Files cannot exist for the target YAF.
  • The target GAF must be an active grade level in Veracross.
  • The target GAF is the same as the original GAF or a grade above the original GAF that was entered via the Form Data.

If any of the above statements are true, please contact your Account Manager for further assistance.

How to Run the Procedures

There are four options that you can choose from depending upon the situation. The drop down options are accessible via the  Action menu on the Candidate Detail Screen.

  1. Move Admission Candidacy Forward One Year
  2. Move Admission Candidacy Backward One Year
  3. Copy Admission Candidacy (excl. Web Forms) Forward One Year
  4. Copy Admission Candidacy (incl. Web Forms) Forward One Year

Only those with the security role of Admissions_1 or Sys_Admin_1 will have access to these options.

Procedure Options

Option 1: Move Admission Candidacy Forward One Year for YAF and GAF

Situation

  • The Admissions Candidate entered the incorrect GAF and YAF on the application. For example, the Admissions Candidate indicated 2014-2015 as the year applying for and grade 3 as the grade applying for when they meant to apply for the 2015-2016 school year for grade 4.
  • The Admissions Candidate has decided that they are no longer going to be a mid-year enrollee at your school and, therefore, will enroll for a the next school year and grade level.

Procedure

Running this procedure will move the following records YAF and GAF forward one year:

  • Admissions Candidate Detail
  • The most recent Application Record
  • Person Admission Checklist Items (Completed items will be maintained and applied to the new YAF)
  • Person Admission Detail Screen
  • Financial Aid Application Record

After the procedure is run, note that:

  • An event is added for ADM: Initial Inquiry Added for Updated YAF and GAF
  • YAF and GAF are updated on Application Record and Checklist Items are maintained
  • YAF and GAF are updated on Financial Aid Application record. Award Components, Parental Contribution, Need and Total Award Amount Numbers are maintained
  • On the Audit Log link of the Admissions Candidate Record, the system shows the field updated as ****Admissions Candidacy MOVED**** and the old and new values.

In addition, this procedure will create an Admission Inquiry Entity Event with the new YAF and GAF in the Description. Schools will need to delete the original Inquiry Event if they don’t want their Inquiry Statistics to be impacted.

Option 2: Move Admission Candidacy Backward One Year for YAF

Situation:

  • The Admissions Candidate entered the incorrect YAF on the application. For example, they indicated 2015-2016 when they meant to apply for 2014-2015.
  • The Admissions Candidate has decided that they would like to enroll mid-year at your school and, therefore, will want to enroll for a different year.

Procedure:

Running this procedure will move the following records YAF backward one year:

  • Admissions Candidate Detail
  • The most recent Application Record
  • Person Admission Checklist Items (Completed items will be maintained and applied to the new YAF)
  • Person Admission Detail Screen
  • Financial Aid Application Record

Please note: If you do need to change GAF Backwards one year, please contact your Account Manager.

Audit Log: On the Audit Log tab of the Admissions Candidate Record, the system shows the field updated as ***Admissions Candidacy Data MOVED*** along with the old and new values.

Option 3: Copy Admission Candidacy (excluding Web Forms) Forward One Year for YAF

Situation:

  • The Admissions Candidate originally applied last year, but was never enrolled and the school would like the candidate to re-apply for this upcoming school year with new form data via the Admissions Portal. 

Procedure:

Running this procedure will copy all admissions candidacy data, except for Web Forms, and will move YAF forward one year on all of the copied records below:

  • Admissions Candidate Detail
  • Application Record
  • Person Admission Checklist Items
  • Person Admission Detail Screen
  • Financial Aid Application Record

Please Note:

  • This procedure does not include web forms. Applicants will need to log into the Admissions Portal and complete the web form data for the new YAF.
  • This will keep a record of the original application information and will create a new application for the target YAF.
  • This procedure will create checklist items for the target YAF. No checklist items will be marked as completed.
  • The new Financial Aid Application record will not include Award Components, Parental Contribution, Need and Total Award Amount Numbers.
  • Applicant will need to pay for another Application Fee.

Audit Log: On the Audit Log tab of the Admissions Candidate Record, the system shows the field updated as ***Admission Candidacy Data excl. Forms COPIED*** and the old and new values.

Option 4: Copy Admission Candidacy (including Web Forms) Forward One Year

Situation:

  • The admissions candidate originally applied last year, but was never enrolled and would like to re-apply for this upcoming school year using the same web form information previously submitted.

Procedure:

Running this procedure will copy all admissions candidacy data, including for Web Forms, and will move YAF forward one year on all of the copied records below:

  • Admissions Candidate Detail
  • Application Record
  • Person Admission Checklist Items
  • Person Admission Detail Screen
  • Financial Aid Application Record

Please Note:

  • This procedure does include web forms. The procedure will associate forms to the new Person Admission Detail record, including all files.
  • This will keep a record of the original application information and will create a new application for the target YAF.
  • This procedure will create checklist items for the target YAF. Checklist items will be marked as completed.
  • The new Financial Aid Application record will not include Award Components, Parental Contribution, Need and Total Award Amount Numbers.

Audit Log: On the Audit Log tab of the Admissions Candidate Record, the system shows the field updated as ***Admission Candidacy Data incl. Forms COPIED*** and the old and new values.