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  2. Understanding the Data
  3. Clients

Application

Allows users to record and track Applications for enrollment into a program of study.  Often used by organizations that offer degree or certificate programs and require tracking the application process into a program separate from the registration into specific courses.

Navigation

Main Menu > Clients > Application

Applies To:    Enterprise   

Important Notes

  • The Maximum Active Applications field in the Branch Profile controls the number of active applications a client can have at any time.  Once the maximum is met, the New button is disabled.  Active applications are those with an Application Status in this list: Approved, Enrolled, In Process, Pending, Waitlisted. Note that in this case, the Application Status is the field in the Application, not in the Client Info record.  It is recommended that if the Program Application process is used, disable the Application Status field in the Client Info form.

Field Details

  • Status

    • Application Date: Date Client applied for the Program.  Required field.

    • Date Client Certified: Date Client verified the application statement.

    • Application Number: Can assign a number or let the number automatically generate based on the last sequenced application number.  If no prior application numbers exist, the first number is determined using the Auto Application Number set in Branch profile defaults.  Required field.

    • Application Status: Status of the application.  Required field. (This is not a user-defined value list.)

    • Date Status Change: Last date status was changed.
    • Declined Reason: User-defined value list of reasons client is declined from program acceptance.  Uses Termination Reasons list.
  • Program Choice
    • Expected Start Year: Year expected to start enrollment.
    • Expected Grad Year: Year expected to graduate.

    • Session: Session client applying to start enrollment. From Sessions.

    • Intended Program: Program enrollment intention. From Program Groups.
    • Degree Type: Degree expected to earn. From Degree Types.
    • Full-Time: Yes/No value if the client is full-time enrollment.  No = part-time.  Determination of what constitutes full-time status is an organizational decision.
    • First Choice Program: Program enrollment first choice. From Program Groups.
    • Second Choice Program: Program enrollment second choice. From Program Groups.
    • Facility: Facility or campus client desires to attend.
  • Application Information
    • Application Type: Custom coded list of types.
    • Applied Before: Yes/No value if the client applied before this application.
    • Prior ID Number: The student ID of the prior application, if different.
    • Employee: Yes/No. An employee of the organization.
    • Dependent of Employee: Yes/No. Dependent of an employee of the organization.
    • Transferred: Yes/No value if the client transferred from another program.
    • Number Transcripts: Number of transcripts submitted.
    • Current Degree: Current highest Degree obtained. From Degree Types.
    • Number Recommendations: The number of recommendations the client submitted with the application.
    • Incoming Credits: Number of incoming credits.
    • Incoming GPA: Incoming GPA score.
    • Test Score 1: Organization chooses what scores to be entered here — numeric values.
    • Test Score 2: Organization chooses what scores to be entered here — numeric values.
    • Company Referral: What company referred the student. From Company table.
    • School Referral: School that referred the client to Program. From Schools table.
    • Disciplinary Past: Yes/No.
    • Special Needs: Custom coded list.
  • Funding and Financing

    • Funding Source: Primary method client will use to cover Program costs.

    • Finance Plans: Custom coded list.
    • Finance Plans Other: Manual entry of plans if other.
    • Employment Status: Current employment status.
    • Current Employer: Current employer name.
    • Length of Employment (Years): How long (years) the Client has been with the employer. Decimals allowed.

  • Other 

    • Application Fee Receipt: Receipt number of manual payment.
    • Payment Type: How application payment was made.

    • Comments: Optional notes field.

Actions


The following additional actions appear in each row of the Results List.

  • Add Classifications: Click the 'A' button to add/edit user-defined Classifications into the application.  Uses the Classifications list where the Classification is tagged as Display Application = Only or Both.  The use of the Classifications allows an organization to append additional fields into the application as needed.

  • Application Payment: Click the '$' icon to open a payment screen to add a payment for the application fee.  If a default fee is set in the matching Program Group, it will be automatically entered into the Amount field.  Application payments are saved in the General ledger and can be viewed and modified from the Payments screen under the Client / Registration tab.


 

 

 

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