Manage Student Progress Through Application Process
Once the program application has been added to the system, the admissions team can manage the progress of the student through the admissions process that they defined for the program in SchoolFront.
Each artifact (requirement) must be collected and approved by a member of the admissions staff before the application moves to the next step in the process.
Prerequisite Steps
If you have not yet completed any of the following steps, please take the time to complete them all before you proceed.
- Add a New Student Applicant to the System
Applicable System Roles
Step-by-Step Instructions
Determine Application Status / Progress in Process
To view the status of one or more applications:
1. Click Admissions in the left-hand vertical navigation menu.
2. The data grid on the Manage Active Program Applications page summarizes a lot of information about the active admissions applicants including a red/green/yellow status which keys off of a configurable number of days of inactivity on the admissions record.
3. You can use the grid columns to filter and sort the records to find records of interest.
4. To view the details of an applicant, click the record in the grid. The Details will open below the grid.
5. To check the status of the application, click the Program Requirements tab.
6. In the Completed column, you can see which requirements are completed (note the check-marks).
7. In the Confirmed column, you can also see which requirements are confirmed completed by a member of the Admissions staff.
Send Applicant an Admissions Notification
Messages can be sent to one or more applicants. The admissions office may want to come up with a series of standard templates that are sent to applicants at specific time in the admissions process. For example you could have:
- An introduction email.
- A "hey, don't forget your application" email.
- A "hey, we haven't heard from you in a while" email.
- A "you have been accepted" email.
- A "you have been wait-listed" email.
- etc.
To do this, you must already have admissions mail-merge templates setup in SchoolFront. For instructions, go here: Notifications. Then return to this page for instructions related to sending messages to applying student families.
1. Setup a mail-merge template in the "Notifications" section.
2. Click Admissions in the left-hand vertical navigation menu.
3. Use the grid columns to filter and sort the records to find the person(s) to whom you wish to send a notification.
4. If you are trying to send the notification to multiple people, filter the grid until just those people are left in the grid and then click the "Send Notification" link at the top of the grid. OR If you are targeting a single person, click his/her name in the grid to open his/her Details below the grid. Then click the "Send Notification" link in his/her details.
5. Send the notification just like other notifications.
Confirm Completion of a Requirement (Mark Requirement Complete & Confirm It's Complete)
SchoolFront allows either a member of the school staff OR an applying student family (i.e. via the Admissions Portal) to mark a requirement as "complete." It then allows a member of the Admissions staff to confirm the completed requirement. Sometimes an applicant may think the requirement is complete but it's not. This extra confirmation by Admissions staff helps catch incomplete requirements.
Mark a Requirement as "Complete" (without the Admissions Portal)
1. Click Admissions in the left-hand vertical navigation menu.
2. Select View Active Program Applications.
3. Click the Application for which you would like to mark a requirement "complete."
4. Click the Program Requirements tab.
5. Click the pencil (edit) icon applicable requirement.
6. Check the "Completed" checkbox.
7. Enter any Notes and/or Private Notes about the requirement or your reason for marking it "completed."
Important: If you are using the Admissions Portal in your SchoolFront Portal CMS, applicants can login and see the "Notes" comments you add, but cannot see the "Private Notes" comments you add--Only admissions staff and system administrators can see "private notes."
8. If you have any digital files associated with this requirement you can upload them by clicking the Add File link under Associated File(s). Attaching files digitally is a great way to store and access admissions related materials for reference in the future.
9. Click the "Save" button.
Validate / Confirm that the Requirement is Complete
1. Click Admissions in the left-hand vertical navigation menu.
2. Select View Active Program Applications.
3. Click the Application for which you would like to mark a requirement "complete."
4. Click the Program Requirements tab.
5. Click the pencil (edit) icon applicable requirement.
6. Check the "Validated Completed" checkbox.
7. Enter any Notes and/or Private Notes about the requirement or your reason for marking it "completed."
Important: If you are using the Admissions Portal in your SchoolFront Portal CMS, applicants can login and see the "Notes" comments you add, but cannot see the "Private Notes" comments you add--Only admissions staff and system administrators can see "private notes."
8. If you have any digital files associated with this requirement you can upload them by clicking the Add File link under Associated File(s). Attaching files digitally is a great way to store and access admissions related materials for reference in the future.
9. Click the "Save" button.
Confirm Completion of Process Steps (Approve Applicant Procedure to Next Step)
After all requirements in a process step are marked complete and confirmed, the process step can be marked complete and confirmed in a similar manner to the requirements. Later process steps cannot be completed before the process steps preceding them.
1. Click Admissions in the left-hand vertical navigation menu.
2. Select View Active Program Applications.
3. Click the Application for which you would like to mark a requirement "complete."
4. Click the Admissions Status tab.
5. Click the pencil (edit) icon applicable requirement.
6. Check the "Completed" checkbox.
7. Enter any Notes and/or Private Notes about the requirement or your reason for marking it "completed."
Important: If you are using the Admissions Portal in your SchoolFront Portal CMS, applicants can login and see the "Notes" comments you add, but cannot see the "Private Notes" comments you add--Only admissions staff and system administrators can see "private notes."
8. Click the "Save" button.
Go to Next Step: Enroll Applicant or Otherwise Terminate Application Process