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 a link in the right margin of an applicant dashboard. Go to the relevant Application tab on the dashboard and click the Admin Update link. 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 applicant dashboard, 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/program). 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 applicant dashboard, the GS Counselor uses the Admin Update link, and fills 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/program). The 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 they do, the Decision Code of the original Application should be set to Defer (on the applicant dashboard). Then, the Application should be cloned in Slate, the Intended Term updated by impersonating the Application, and the Application placed in the Admit Bin (if necessary) to move through the normal Decision Release. The cloned Application will trigger a new application creation in Banner, so the Application Status on the original Banner application must be set to M (moved to new term/program). If a Decision had already been released on the original Application, then the cloned Application should be immediately passed through the normal Decision Release to generate a new letter of offer for the new Term (and a Reply Form for the new Term). If the Program Coordinator instead asks for the Program Review to be conducted on an application for the new Term, then this cloning step should not occur and the applicant should be asked to submit a new Application.

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 applicant dashboard, use the Admin Update link. Fill out all the fields in the Program 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/program). 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 applicant dashboard, the GS Counselor uses the Admin Update link, and fills out all the fields in the Program 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/program). 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, but either the Program or the applicant requests it during GS Review, this review is finished (if necessary) so that the Application resides in the Admit Bin with an Application Status of Decided. The Decision Code of the Application should be set to Withdraw, the Decision Reason set to After Program Recommendation, and the Banner Decision Code set to 08 (Cancel Before Decision). Then, the applicant should be instructed to submit a new Application in Slate for the new Program. If the Decision on the original Application has been Released, then the applicant should be instructed to decline the offer of admission (in the Reply Form on their Status Page) and submit a new Application in Slate for the new Program.

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