Managing your applicants with programme builder

Once you have configured your programme, and opened it for applications, your admissions team will be able to follow applicants and manage their enrolment in your institute.

In the programme, go to the registration tab, there is a list of programme applicants, with their appropriate application, enrolment and payment statuses. Click on their name to open the applicant information slide-over.

The two arrows can be used to transfer applicants between programmes.

The box icon will take you straight to the applicant's profile within MySchool.

All applicants with the status Applied can be found in the not processed class within your class list page.

Applicant information screen

Application tab

The first tab shows details on the applicant's status. If the programme is a manual acceptance, you choose to move applicants through the steps or enrol directly. Otherwise, all applicants will be automatically enrolled as per the programme settings. 

NB: Changing the status has automation for module enrolment. If an applicant is set to accepted they will be enrolled in the modules automatically.

 Email templates are available for each status. Click on the pen icon to customise for the individual. 

Applicant profile

The application forms for programmes are created using Formbuilder. The view is set to pick up from specific fields in the student profile. It will also show files collected during the application process.

Enrolment

On the enrolment tab,  the final status is a manual checklist for programme administrators. To fully enrol the applicants, you must change the application status in the first tab and a popup will automate the enrolment into the selected modules if you choose to withdraw or drop out. An option will appear with a leaving date. Entering a date in this field will update all course and class enrolments to be withdrawn.

Tips on the process of managing applicants

• An applicant is the student, but this does not mean they have to be the person who applies (The submitter). This is determined when setting up the registration rules of your programme. 
• All applicants once they have completed their application, will be enrolled in the not processed/new registration class level. Once enrolled they will move to the class you have selected from the Add to field in the programme registration tab.
• Use the list of applicants view to communicate, enrol, or action bulk updates on applicants. 
• Make sure you are viewing the correct year. Applicants may be enrolled on next year's active modules.
• All enrolment can be edited manually within a student's profile. (leaving, transfers, new courses).
• Requirements and fees are set at a programme level in the prospectus tab. T
• An example would be to open applications until capacity or deadline is reached, then use the individual registration tab of each programme to verify the application statuses, and applications submitted. From this step administrators can edit statuses, and decide whether to proceed or not with enrolment.
• Keep your applicants updated using the bulk communication tools.
• You can reset applications at any time, be wary as this will delete all previous data for enrolment, applications.