Process Flow from Prospect to Student

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Listed below are the general steps an admissions office navigates with a student from the point of inquiry to fully enrolled.

The process listed below is illustrated through the Admissions Portal Flow  diagram.

STEP 1: Inquiry

Inquiry Web Form is Submitted

Families interested in the school submit an online inquiry web form which includes basic demographic information about the applicant and the family. Upon submission of an inquiry, all information entered will populate in the database and each of the following takes place:

  1. An Admissions Inquiry Event is created: this event will notify the Admissions office that someone has inquired and will give them the information entered on the Inquiry Form (i.e. Year Applying For, Grade Applying For, Interests, etc.).
  2. People are Created with Roles: the child inquiring is automatically entered into the system with a role of Prospect and all relatives are entered (i.e. parents = parent of prospect and brothers/sisters = siblings).
  3. Relationships are created based on Roles: all relationships are created based on the person roles specified (i.e. mother/son, father/son, husband/wife, brother/brother).
  4. A Household Record is created: all family members are entered into one household.

STEP 2: Portal Access

Prospect is Given Access to Portals

The prospect is granted access to the online Admission Portal and Application Checklist is created. This checklist allows the Admissions office to view what checklist items the applicant has or has not completed. It usually includes items such as Application Fee, Teacher Recommendations, Standardized Test Scores, Student Interview, Applicant Questionnaire, etc. Schools can create and configure their own Admissions Checklist items.

STEP 3: Questionnaires

Prospect Applies to the School

Upon submission of the items on the admissions checklist, the following actions take place in the database:

  1. The Application Record is created: this can now be accessed and viewed via the various Admissions homepages.
  2. Prospect becomes Applicant: all roles of each member of the household are updated automatically from prospect to applicant upon submission of the application (e.g. parent of prospect becomes parent of applicant).

STEP 4: Checklist Complete

Prospect Applies to the School

Once all items on the checklist are submitted the application and accompanying materials are made available for review. Admissions officer may go through and set who should be the reviewer of the application.

STEP 5: Decision

School makes Decision about the Applicant

Once all the applicant checklist items are completed, the school makes a decision about whether or not to accept the applicant. Decisions can be made in batch or on a per-applicant basis.

STEP 6: Enrollment

Applicants make Enrollment Decision

If the applicant is accepted to the school, the applicant must decide whether to enroll or decline. If the applicant declines their role is automatically changed to “Former Applicant” and the Admissions process ends at this step. If they accept, their role is changed to “Future Student” and they will continue with the enrollment process.

STEP 7: Enrollment Process Begins

Applicant accepts the Admissions Decision

(This step only occurs if the applicant’s decision is marked “Accepted Offer”).

If the applicant chooses to accept the Admissions Decision their status will update to “Accepted Offer” and all of the following take place:

  1. Applicant becomes Future Student: when all required enrollment checklist items are complete, the applicant becomes a Future Student. All relatives in the database are automatically changed (e.g. parent of applicant becomes parent of future student.)
  2. Enrollment Checklist is created: this checklist helps the school manage and determine when the applicant is ready to enroll in classes. It usually includes items such as Enrollment Form, Enrollment Payment, Emergency Information, Signed Contract, etc. Schools can create and configure their own Enrollment Checklist items.
  3. Enrollment Status tracks progress: the enrollment status is used to track the progression of the applicant as they move toward becoming enrolled at the school.
  4. Future Student is placed in Classes: when the new school year is opened, the role of the Future Student will become Student and all other relative roles will change accordingly.