Admissions Options in EMS vs. Contact Card Custom Fields in Core

Stephanie Benelli
Stephanie Benelli
First Anniversary Name Dropper Facilitator 1
in Blackbaud Enrollment Management System™

We’re trying to streamline how we collect and manage student data in Enrollment Management, and I could use some advice about when to use Admissions Options in EMS vs. Contact Card Custom Fields in Core.

We collect a variety of data points using school forms during the admissions and enrollment process; things like approved walkers or car riders, car tag numbers, communion preferences, t-shirt sizes, etc.

I’m unclear about the best practice for where these should be collected. Should these data points be added as Custom Fields on the Contact Card in Core, or should they be built into the application form as Admissions Options? If the latter, where is the data stored?

My (possible mis-) understanding is that Admissions Options are tied to the application process, while Contact Card Custom Fields might be better for ongoing student record management, but I’m not entirely sure how that plays out when pulling lists or reports later.

Has anyone else set up something similar? How do you decide where to store these types of fields so they’re easy to collect, report on, and maintain year over year?

Thanks in advance for any insight or examples!

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Answers

  • Geoffrey Goodfellow
    Geoffrey Goodfellow
    Tenth Anniversary Kudos 5 Name Dropper Participant

    We store similar things on the Contact Card Custom Fields, and it seems to work well.

  • Candi Roberts
    Candi Roberts
    Kudos 4 Fourth Anniversary Name Dropper Facilitator 1

    We put those things in the custom fields on the Contact Card in Core. This allows for the ability to make student lists and easily pull that information. We only request custom things in the application that are needed for an enrollment decision or information we need immediately if enrolled. Sometimes I import that information from enrollment management into a custom field in Core since that information can only be found in enrollment management if it is collected there. For example we ask if they give permission to use their student's photos/videos in school publications. We need that information in Core as well, but we collect it on the application.

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