Admission Deferrals (Term Changes) and Program Changes

Changes in Intended Program and/or Intended Term can happen at various stages and be initiated by various people throughout the Application process. How these are handled depends on the situation. Many of these utilize the Admin Update link in the right margin of an Application tab on an applicant record.

This opens the Administrative Update Form (below the summary data).

To edit this Form, click the icon at the top right of the form to get to the editable version (below). There is a Program Change and a Term Change section of the form; these are referenced in the processes below. When you are done entering changes, the Save button is at the bottom of the form.

 

Term changes (either deferred to later or moved earlier)

  • After submission before Program recommendation. This is handled as an administrative change by the Graduate School upon notification by the Program or by the applicant (outside of Slate). On the Application tab of the applicant record, use the Admin Update link. Fill out all the fields in the Term Change section. This will trigger a new application to be transferred to Banner, so the Application Status on the original Banner application must be set to M (moved to new term). The Slate Application with the new Term remains at its current stage of review in the Reader.
  • On the Program Recommendation Review Form. The Program Coordinator has the ability to request a change in Term on the submitted Program Recommendation Review Form along with an Admission recommendation. The implication is that the Program is recommending Admission but in a different Term. Again, on the Application tab of the applicant record, use the Admin Update link and fill out all the fields in the Term Change section. This will trigger a new application to be transferred to Banner, so the Application Status on the original Banner application must be set to M (moved to new term). The Slate Application then continues through the GS Review portion of the Reader.
  • After Provisional Decision. If the Term change is not requested on the Program Recommendation, but either the Program or the applicant requests it during GS Review, this review is finished so that the Application resides in the Admit Bin with an Application Status of Decided. If the applicant has requested the Term change, the Program Coordinator must verify that they concur (offline). If so, on the Application tab of the applicant record, use the Admin Update link and fill out all the fields in the Term Change section. This will trigger a new application to be transferred to Banner, so the Application Status on the original Banner application must be set to M (moved to new term). The revised Application continues through the Decision Flow.
  • After Decision Release. If a Decision has already been released on the original Application, then add a Decision = Defer to the original Application, clone the Application, use Admin Update to change Intended Term on the cloned Application, then add Decision = Admit, confirm and release the Decision so that a new Reply Form appears in the Status portal.

Check that any Banner Priority Level adjustment is still appropriate. Under the Application tab of the Person Record, find the Review Forms section and open the Banner Enrollment Priority Review form if there is one. Go through the instructions to confirm that Banner Enrollment Priorities are set properly, then click Close.

If the Application has gone through VLP Document Review, find it in the Banner VLP Hold Released Bin, add it to your Queue, open the Review Form, remove the value in VLP Document Verification Type, and Send to VLP Documentation Received Bin to reset the Workflow.

In either of these last two cases, if the Program Coordinator instead asks for the Program Review to be conducted on an application for the new Term, then the cloning step should occur but without the Review Forms so that the Application returns to the Program Pre-Screening Bin.

 

Program changes

  • After submission before Program recommendation. This is handled as an administrative change by the Graduate School upon notification by the Program or by the applicant. On the Application tab of the applicant record, use the Admin Update link. Fill out all the fields in the Program Change section, including Department and Area of Emphasis if needed. This will not trigger a new application to be transferred to Banner, however the Program, Department, and Area of Emphasis (Concentration) must be manually updated in Banner. The Slate Application with the new Program remains at its current stage of review in the Reader (but will change Population, which may change who has program-level access).
  • On the Program Recommendation Review Form. The Program Coordinator has the ability to request a change in Program on the submitted Program Recommendation Review Form along with an Admission recommendation. The implication is that the Program is recommending Admission but in a different Program. Again, on the Application tab of the applicant record, the GS Counselor uses the Admin Update link, and fills out all the fields in the Program Change section, including Department and Area of Emphasis if needed. This will not trigger a new application to be transferred to Banner, however the Program, Department, and Area of Emphasis (Concentration) must be manually updated in Banner. The Application then continues through the GS Review portion of the Reader.
  • After Provisional Decision. If the Program change is not requested on the Program Recommendation, the Program or applicant may request it during GS Review. If the applicant requests the change, the Program Coordinator must concur. If so, then on the Application tab of the applicant record, the GS Counselor uses the Admin Update link, and fills out all the fields in the Program Change section, including Department and Area of Emphasis if needed. This will not trigger a new application to be transferred to Banner, however the Program, Department, and Area of Emphasis (Concentration) must be manually updated in Banner.
  • After Decision Release. If the applicant or Program requests a change in Program after a Decision is released, the process followed depends on whether the new Program is handled within the same Department (this may be a judgment call):
    • If the review of the revised Application will be handled by the same Department, then on the Application tab of the applicant record, the GS Counselor uses the Admin Update link, and fills out all the fields in the Program Change section, including Department and Area of Emphasis if needed. This will not trigger a new application to be transferred to Banner, however the Program, Department, and Area of Emphasis (Concentration) must be manually updated in Banner.

Check that any Banner Priority Level adjustment is still appropriate. Under the Application tab of the applicant record, find the Review Forms section and open the Banner Enrollment Priority Review form if there is one. Go through the instructions to confirm that Banner Enrollment Priorities are set properly, then click Close.

If the Application has gone through VLP Document Review, find it in the Banner VLP Hold Released Bin, add it to your Queue, open the Review Form, remove the value in VLP Document Verification Type, and Send to VLP Documentation Received Bin to reset the Workflow.

    • If the Program change moves the Application out of the original department handling it, then the applicant should be asked to submit a new Application to the new Program.

If the Program change happens any time after provisional Decision, the Program Coordinator of the original Program may decide that the revised Application (with the new Program) should go through Program review again. (A new Application will automatically go through this review.) In this instance, delete the Program Reviewer Evaluation forms, the Program Recommendation form, and the Counselor Review Form from the Review Forms section of the Application tab of the applicant record. Then change the Application Status to Awaiting Decision so that the Application returns to the Program Pre-Screening Bin.

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