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  3. Clients

Application

This guide explains how to record and track applications for enrollment into a program of study. It is commonly used by organizations offering degree or certificate programs where the application process is tracked separately from registration into specific courses.

Navigation:
Main Menu → Clients → Application

Applies To: Enterprise

Overview

Applications are tracked using specific fields and statuses, allowing organizations to monitor the enrollment process effectively. Key settings, such as the maximum number of active applications, are configured in the Branch Profile.

Important Notes

  • Maximum Active Applications:
    • Controlled by the Maximum Active Applications field in the Branch Profile.
    • Once the maximum is met, the New button is disabled.
    • Active applications include statuses: Approved, Enrolled, In Process, Pending, and Waitlisted.
    • This refers to the Application Status field in the Application, not in the Client Info record.
  • Recommendation: Disable the Application Status field in the Client Info form if the Program Application process is used.

Field Details

Status Information:

  • Application Date: Date the client applied for the program. (Required)
  • Date Client Certified: Date the client verified the application statement.
  • Application Number:
    • Automatically generated or assigned manually.
    • Based on the last sequenced application number or Auto Application Number setting in the Branch Profile. (Required)
  • Application Status: Current status of the application. (Required)
  • Date Status Change: The most recent date the status was changed.
  • Declined Reason: User-defined list of reasons for program denial. (Uses Termination Reasons list.)

Program Choice:

  • Expected Start Year: Anticipated enrollment year.
  • Expected Grad Year: Anticipated graduation year.
  • Session: Session for enrollment. (From Sessions)
  • Intended Program: Desired program for enrollment. (From Program Groups)
  • Degree Type: Expected degree to be earned. (From Degree Types)
  • Full-Time: Yes/No for full-time enrollment (No = part-time).
  • First Choice Program: First program preference. (From Program Groups)
  • Second Choice Program: Second program preference. (From Program Groups)
  • Facility: Desired facility or campus for attendance.

Application Information:

  • Application Type: Custom coded list.
  • Applied Before: Yes/No for prior applications.
  • Prior ID Number: Previous student ID (if different).
  • Employee/Dependent: Indicates if the client or their dependent is an employee of the organization.
  • Transferred: Yes/No for program transfer status.
  • Number Transcripts: Count of submitted transcripts.
  • Current Degree: Highest degree obtained. (From Degree Types)
  • Number Recommendations: Recommendations submitted.
  • Incoming Credits/GPA: Number of incoming credits and GPA score.
  • Test Scores: Organization-defined numeric values (Test Score 1, Test Score 2).
  • Company/School Referral: Referring company or school.
  • Disciplinary Past: Yes/No for past disciplinary records.
  • Special Needs: Custom coded list.

Funding and Financing:

  • Funding Source: Primary method for covering program costs.
  • Finance Plans: Custom coded list.
  • Finance Plans Other: Manual entry for additional plans.
  • Employment Status: Client’s employment status.
  • Current Employer: Employer’s name and length of employment (years).

Other Information:

  • Application Fee Receipt: Receipt number of the manual payment.
  • Payment Type: Method of payment.
  • Comments: Optional notes field.

Actions

  • Add Classifications:
    Click the ‘A’ button to add or edit user-defined classifications. Uses the Classifications list (where Display Application = Only or Both).

    • Classifications allow additional fields to be appended to the application.

  • Application Payment:
    Click the ‘$’ icon to access the payment screen.

    • Automatically populates the fee amount if a default fee is set in the matching Program Group.
    • Payments are saved in the General Ledger and can be modified in the Payments screen under the Client/Registration tab.

Conclusion:
This guide outlines the steps and details required to manage applications effectively. For further assistance, refer to related resources or contact support.

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