stage

One of the key elements in the admissions process is tracking where a candidate stands in the lengthy process between an initial inquiry and acceptance or rejection. The stage refers to the position of the candidate within the admissions process and is defined on the Stage Definition window. You need to define the stages or milestones according to your organizations specific requirements. You can use as many stages as you need.

The Admissions module comes with a default stage of APP (application). However, below are examples of stages that you may use and configure to the requirements of your office. While stages can be user-defined, they must belong to one of the seven defined stage levels.

You can use the following automatic features that affect how candidacies move through the stages:

· You can automatically attach an action list of things to do to follow up on the candidacy.

· You can use Year/Term Program Control, which moves candidacies through the stages automatically based on the configuration of stages and the information in the candidacy row. This can include a limit on the number of spaces available in any given program.

· You can use Automatic Acceptance, which will move a candidacy automatically into the accept stage or reject stage based on certain conditions you define.

The system automatically maintains a detailed candidacy history so that you have a row for each stage the candidacy has gone through.

If a candidate applies for one term but defers completing the process to a later term, the candidate ends up with two Candidacy rows: one in the original term applied for and one in the later term. The first row shows the Candidacy History up to the point where the process was deferred; the second continues from the deferral. The first row becomes a view only row that cannot be edited, while the second becomes the active or current candidacy row.

General Subtab on the Candidacy Tab in the Maintain Candidacy Window

The stage change process can include steps to validate requirements, check acceptance levels, add action lists, and move candidates to another stage if requirements are met depending on how the stage is defined.

§ If you want to add a row to the STAGE_HISTORY_TRAN table and allow the Stage Change process to take place, click the Yes button.

§ If you want to save the selected stage to the CANDIDACY row and add a row to STAGE_HISTORY_TRAN table but skip the Stage Change process, click the No button.

§ If you do not want to proceed with the Stage Change process and retain the original stage, click the Cancel button.

If you select a Defer To stage, the following message (with OK and Cancel buttons) is displayed:

The Stage Change process can include steps to validate requirements, check acceptance levels, add action lists, and move candidates to another stage if requirements are met depending on how the stage is defined.

Stage <XXX> is a "Defer To" stage. Do you wish to proceed with the Stage Change process?

§ If you want to save changes and allow the Stage Change process to take place, click the OK button The Change Key for New Candidacy window opens and allows you to choose new key values to use for the new Defer From Candidacy row.

§ If you do not want to proceed with the Stage Change process and retain the original stage, click the Cancel button.

Stages

Sample Stage Configuration Model

Click here to view one possible configuration for the stages through which a candidacy can progress.

Stage Level	Order	Name	Description
Pre-application	01	Contact	Someone other than the candidate requests information.
	02	Inquiry	The candidate requests information.
	03	Lead	A candidate is identified as a hot prospect.
Application	04	Application	The candidate submits an application.
	05	Held	You placed a "hold" on the candidacy while waiting for further information or action.
	06	Pending	You received all requirements and paperwork.
	07	Wait list	A program is full, or you want to postpone a decision.
Defer to	08	Deferred to application	The candidate requests to defer admission to a later term.
Defer from	09	Deferred from application	The candidate originally applied for admission for an earlier term but deferred it to this term.
Post-application	10	Rejected	You rejected the candidate.
	11	Withdrawn	The candidate withdrew the application prior to an admissions decision.
Accepted	12	Accepted	You accepted the candidate.
Defer to	13	Deferred to acceptance	You accepted the candidate, but he or she requested a later year/term than originally applied for (row is kept in term originally applied for).
Defer from	14	Deferred from acceptance	You accepted the candidate but for a later term than originally applied for (row is kept in term accepted for).
Accepted	15	Deposit	The candidate confirmed his/her plan to enroll and/or made an enrollment deposit.
Defer to	16	Deferred to deposit	The candidate confirmed his/her plan to enroll and/or made an enrollment deposit but for a later term than originally applied for (row is kept in term originally applied for).
Defer from	17	Deferred from deposit	The candidate confirmed his/her plan to enroll and/or made an enrollment deposit but for a later term than originally applied for (row is kept in term deposit has been deferred to).
Post-accept	18	Decline	The candidate declined your offer of admission and made other plans.
Accept	19	Enroll	The candidate registered for classes.
Defer to	20	Deferred to enroll	The candidate registered for classes but for a later term than originally applied for (row is kept in term originally applied for).
Defer from	21	Deferred from enroll	The candidate registered for classes but for a later term than originally applied for (row is kept in term actually enrolled in).
Post-accept	22	Cancel	You closed the file.