Prospects & Applications

The Admission tool allows MySchool users to control all stages of the application and admission process, by building forms, and creating customised workflow. Applications can be managed via MySchool or administered manually. Build filtered announcements to address candidates with a specific application status.

How to Access

In the new admissions module, open Admissions from menu and click on Applications (Prospects & Applications). This will show the applications made either manually entered from this screen or entered by the My Applications user menu.

Application list

This list allows you to control the MySchool Admissions workflow. You can create new Applications messages directly from here and manage the workflow of individual students.

1) Application number

Each application will be given a unique id number. This can be embedded into automatic mails during the workflow. 

2) Student name/submitter

When starting the application process, the submitter would normally be the guardian who has been authorised to start the application process. The student application workflow is opened by clicking on their name. 

3) Applied for/year

These fields are classed as mandatory when used in application forms. It dictates where the student will be enrolled once the admissions work flow is completed and the student moved to enrol. 

4) Status

The status is customised by your admissions workflow. You can set your own terms and steps in the admission status tool. 

5) Status list count

Gives a quick statistical overview of how many applications there are, and at what status level. 

6) Action buttons

The buttons in grey, allow for announcements to be sent to the selected submitter (guardian), Multi Update allows for students to be allocated to a class and year in bulk. The Blue buttons appear when a new admission workflow is created. It allows for admissions administrators to manually enter applicants, if they have received an application other than via the MySchool portal. 

Monitoring the application workflow

Create an applicant and open the application management screen. Firstly, the applicant information tabs.

Information either entered manually or collected via the application forms are grouped in the following tabs: 

• Application (Enrolment requests),
• Relatives (Guardian details with contacts),
• Applicant (Student particulars),
• Academic Background (previous academic history) and
• attached files.

Administrators can edit information directly from this screen or use the new student profile

The admission stage is a great way to encourage user engagement for maintaining good data and records. If you would like to build a list of feeder schools, then encouraging applicants to give a full history is a great way to begin.

The first application Tab also has the enrol student action, which effectively enrols the student in the target year and program selected. 

Completing the workflow steps

When you have built the workflow, then each step will be listed here. This is the control panel for administrators. Click on each step to bring up the relevant form, once it has been set to complete on the administrator view then the application will move to the next step. The process ends with enrolling the student via the action button in the Application tab.

Each step must have a form attached to it, whether it is internal or external. If the Add fee step is used then no form is required, but Admission administrators will still need to validate the steps to complete the application workflow.

The full history of the steps, communication, notes, and actions taken is noted against each application. You can add notes which can be internal or external, and even send emails directly from the application tool.

Points to consider

• You will need to inform new applicants to use MySchool. Either link your myschool url with /apply to your schools website, or place an embedded link in the enquiry acknowledgement mail. Keeping all information in one place makes the process flow smoothly.
• Go through the workflow internally, think of each step as if you are new to the school and it's process. Is the step logical and needed? Is it too cumbersome and needs to be streamlined, or do we need to include more fail safes to make sure we get the returns we would like.
• Ask engaged guardians to test the forms and give feedback on wording, complexity and relevance. Have a look at what fields are available in the student profile, and the application form builder, and decide what information you would like to capture during the application process. Test the amount of time needed to complete the form.
• Your application process is not the end of the communication pipeline. Provide information to the applicants using the rich text boxes and help mouse over fields. 
• Break the form down into sections, advise users to save regularly to ensure no information is lost. Admins can always reopen the form if it is not complete. 
• Add notes to the process and share these with the submitter if needed.