Handling Deferred Enrollment - retaining admissions info from original entering year

Daniel Wallach
Daniel Wallach
Sixth Anniversary Kudos 2 Name Dropper Facilitator 1
in Blackbaud Enrollment Management System™

Hi all,

I posted a more general question about this in in July here. My question now is how to actually handle these students in EMS. We can “re-apply” them to the coming year so they have the correct entering year, which is fine for allowing us to assign contracts accordingly. However all data from admissions checklists, submitted files, etc. are tied to the previous admissions year.

Any way to pull that into the coming year? Or would the best way be to just change the original entering year to the coming year, and we'd know based on checklist step dates and “deferred” decision type that they're a deferred enrollment?

Example student:

407dbbcd571069b8850ae010a75ad0e7-huge-im
23-24 Entering Year

d70dcb82fef8ed7ac13e7d23fd2b2f70-huge-im
24-25 Entering Year, after re-applying from EMS > Admissions Mgmt > Reapply Users

#EMS #enrollmentmanagement #admissions

Comments

  • Jennifer Gallo
    Jennifer Gallo
    Ninth Anniversary Name Dropper Participant Facilitator 1

    @Daniel Wallach
    I'm having the same issue. Have you figured anything out?

  • Daniel Wallach
    Daniel Wallach
    Sixth Anniversary Kudos 2 Name Dropper Facilitator 1
    https://community.blackbaud.com/discussion/comment/260178#Comment_260178

    I know this is an old thread, but wondering if you figured out a process that works?

  • Ami Naik
    Ami Naik
    Eighth Anniversary First Reply Kudos 1 Name Dropper

    All,

    You have to re-apply the user for the new school year so that you can retain the previous year activity. Do not just change the entering year. That would really mess up all your reporting etc. We add all candidate submission under records>Misc file uploads and re-apply the user if they are rolling over to next cycle. We want to see what the decision was for the prior year etc. By re-applying the they will have an updated checklist to complete, but you can waive some stuff if you need to also. I have managed this process for the past few years now and this method works efficiently. Feel free to reach out if you have questions.

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

    We do the same thing as @Ami Naik. We retain everything on the existing 'Entering Year' and change their status to 'withdraw' to reflect that they denied our acceptance and withdrew for the admissions process this particular year, and then we proactively add the next 'Entering Year' and start populating things over or proactively waiving items on the new checklist to get them back to an active status for the following year. We also document in 'Internal Notes' the story of what happened.

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