Families who need to re apply after being denied

Jen Stare
Jen Stare
Name Dropper First Anniversary Facilitator 1
in Blackbaud Enrollment Management System™

Hello,

This is our first time going through this BB enrolment process a 2nd time and with applications opening for the 2025/2026 school year on November 15th we need to know how to correctly do this.

We require families who were denied space or waitlisted to reapply with a fee and go through the whole process again (upload items and fill out forms) Can I do this without duplicating profiles?

I was told I could do the following:
They will fill out the initial inquiry form, I will process the inquiry to assign the proper checklist, grade and year and attach it to the same profile. They will then be able to log back in, pay the application fee and see their child's new checklist to complete.

I am assuming that will work and I could toggle in the students profile between the 2024/2025 to show denied and then 2025/2026 will show the new checklist?

Will this work?

If not, what do you suggest or how does your organization do this?

Thank you for your help,

Jennifer

Comments

  • Shirley Wagar
    Shirley Wagar
    Tenth Anniversary Kudos 3 Name Dropper Participant

    @Jen Stare This is generally how we manage it as our checklist changes every year. Some families have bypassed the inquiry form and simply logged in using their account credentials (we do not deactivate accounts for Parents of Past Candidates). Unfortunately, when they log in hoping to reapply, they're met with the Admissions Checklist from their previous application. When that happens, our Admissions staff uses the “Reapply User” option (but the family first needs to contact us to let us know they're attempting to apply and seeing the previous checklist).

    And yes, when they've reapplied, you can toggle between entering years.

    One area to keep an eye on is Core > Manage Potential Duplicate Users. We find that some Parents of Past Candidates will fill out an inquiry form using a different email address, so we try to merge records as often as possible.

  • Lisa Tulchin
    Lisa Tulchin
    Kudos 1 Name Dropper Participant First Anniversary

    @Shirley Wagar I really wish we would not deactivate accounts of Parents of Past Candidates as well. Many apply to us year after year as a backup school while they are trying to get into other schools. Manually troubleshooting and resetting passwords every year is a pain. Last year was nuts with the Apple ID issue and helping parents navigate logins for multiple Blackbaud Schools. There's gotta be an easier way just to get the parents in the door. I wonder if it affected our enrollment this year.

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