Admission Deferrals (Term Changes) and Program Changes

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

 

There is a Program Change, a Term Change, and a Post-Decision Workflow Adjustments section of the form; these are referenced in the processes below. A Program Change can occur directly on this form, but a Term Change first requires the Application to be cloned (see below).

When you are done entering changes, use the Save icon at top right (leftmost icon) or the Save button at the bottom of the form.

Common Tools

There are some tools (cloning, Bin movement, adding Decisions, Workflow adjustments) that are common to many of the Term and Program Change procedures; we will cover these tools first.

Cloning the Application

As noted on the Admin Update portion of the Application on the applicant Record (see above), any change in Term requires cloning of the Application. This will result in two GradSlate Applications and two Banner applications. These will be distinguishable based on status flags.

To clone an Application, use the Edit Application Details link (just above Admin Update) in the right margin of the Application tab of the applicant Record. On the popup that appears, click the Clone button at the bottom.

Leave the Round selection in place, check all Options (with one exception discussed later), then click Clone (and CONFIRM). The Person Record will be displayed and a new Application tab (labeled with the Round Short Name) will appear; click on that tab to display the cloned Application (notice that the Decisions are not cloned). Click Admin Update (right margin), click Edit, and select Yes to ‘Is this a cloned app?’ under Term Change (The Yes answer here is the trigger to have the cloned Application transferred to Banner.)

This will open two more fields where you should enter the new Term and the original Term (note the reminder that this information should only be changed on the cloned Application; the original should remain as is). Click Save. This will also trigger the Rule that renames the Application tab for the cloned Application with the Term and Program (this may take a while).

 

Post-Decision Workflow Adjustments

For selected Term changes on an Application that has already had the Decision Released and accepted, some of the Post-Decision Workflows must be re-initiated. This is done by using Admin Update to reset two field values; this will trigger Rules to restart the Banner Enrollment Priority Review and the VLP Documentation Review Workflows.

Under the Post-Decision Workflow Adjustments section of the Admin Update form on the Application tab for the new (cloned) Application, use the dropdown fields to select ‘No’ for “Banner Enrollment Priority Review field value” and ‘Term Change Re-review’ for “VLP Review field value”. Click Save.

Bin Movement (Workflow Adjustment)

Often a Term change will also require that the cloned Application be moved to a specific Bin in the review (Default) Workflow. This can be done administratively on the Application tab. Click the Workflows link (right margin) and scroll down to the Bin diagram.

Click the ‘edit’ link after Default Workflow to open the popup that allows choice of Pending Bin. Choose the Bin to which you want to send the Application and click Save.

Add Decision to Application

Creating a cloned Application usually implies that a Decision will have to be added to the original (and possibly the cloned) Application. This can be done administratively by selecting the Application tab (Overview), scrolling down to the Decisions list and clicking New Decision.

This opens a popup that is used to select the Decision Code and (possibly) Decision Reason.

 

Program Changes

The procedure for Program change depends on where the Application is in the review workflow.

After submission before Program recommendation

  • GradSlate. 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. Select ‘Yes’ for “Are you changing the program?” and Save. The 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).
  • Banner. This change in GradSlate 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 (SAAADMS screen) on the same day as changes in GradSlate.

On the Program Recommendation Review Form

  • GradSlate. 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, use the Admin Update link and fill out all the fields in the Program Change section, including Department and Area of Emphasis if needed. Select ‘Yes’ for “Are you changing the program?” and Save. The Application then continues through the GS Review portion of the Reader.
  • Banner. This change 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 (SAAADMS screen) on the same day as changes in GradSlate.

After Provisional Decision

  • GradSlate. 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 (handled outside GradSlate; see Note below). If so, then on the Application tab of the applicant record, use the Admin Update link and fill out all the fields in the Program Change section, including Department and Area of Emphasis if needed. Select ‘Yes’ for “Are you changing the program?” and Save.
  • Banner. This change 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 (SAAADMS screen) on the same day as changes in GradSlate.

After Decision Release before Response (Admit)

If the applicant or Program requests a change in Program after a Decision is released (but before it has been accepted), 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

  • GradSlate. On the Application tab of the applicant record, use the Admin Update link and fill out all the fields in the Program Change section, including Department and Area of Emphasis if needed.
  • Banner. 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 (SAAADMS screen) on the same day as changes in GradSlate.

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.

After Response to Released Decision (Admit/Matric)

If the applicant or Program requests a change in Program after a positive response is received (Admit/Matric in GradSlate, 35 in Banner), 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

  • GradSlate. On the Application tab of the applicant record, use the Admin Update link and fill out all the fields in the Program Change section, including Department and Area of Emphasis if needed.
  • Banner. This will not trigger a new application to be transferred to Banner. The Program, Department, and Area of Emphasis (Concentration) must be updated in Banner. If this applicant has more than one Banner application, check for any changes needed to Banner Priority Level. You will have to send a form to the Registrar to make any needed changes to the Banner record.

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.

NOTE:  If the Program change happens any time after provisional Decision (with an Application Status of Decided, but before Decision Release), 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, unsubmit 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. (To unsubmit a Review Form, click it to open the panel, click Edit, then click Unsubmit.) Then change the Application Status to Awaiting Decision so that the Application returns to the Program Pre-Screening Bin.

 

Term changes (either deferred to later or moved earlier)

The procedure for Term change depends on where the Application is in the review workflow. These procedures apply regardless of whether the new Term is before or after original Term.

Before Program Recommendation

  • GradSlate. Confirm that this is the first Term change request; on the Application tab, there should be ‘N’ or nothing after Admin-Changed Term: in the APPLICATION section of the Overview. If there is ‘Y’, a new Application must be submitted. Otherwise, clone the original application and fill in Admin Update Term Change section for the clone as described above. Send the cloned Application to the Program Pre-Screening Bin. Go to the original Application and add a Withdraw Decision Code and a Moved to New Term Decision Reason. This will remove the original Application from the program’s view in ca. 15 minutes.
  • Banner. Place an ‘M’ in the Application Status window on the original application in Banner to indicate Moved to New Term.

After Recommendation (e.g., on the Program Recommendation Review Form) Before Decision

  • GradSlate. 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. Clone the original application and fill in Admin Update Term Change section for the clone as described above. Send the cloned application to the GS Router Bin. Go to the original Application and add a Withdraw Decision Code and a Moved to New Term Decision Reason.
  • Banner. Place an ‘M’ in the Application Status window on the original application in Banner to indicate Moved to New Term.

After Decision Released (no Program re-review)

  • GradSlate. (If the Program has stated that they prefer to re-review the Application in the new Term, go to next section.) Clone the original application and in Admin Update for the clone, add the Term Change and Post-Decision Workflow Adjustments (described above). Add an Admit Decision Code to the cloned Application (choose the active Admit Letter; this will trigger email to the applicant). Go to the original Application and add a Defer Decision Code.
  • Banner. For the original application, place an ‘M’ (Moved to New Term) in the Application Status window. If the applicant has not yet responded to the Admission offer, change the SAAADMS code from 01 to 04; if the applicant has already accepted the offer (SAAADMS code is 35), do not replace it. Once the cloned application gets inserted overnight, add a SAAADMS code of 01. Be sure to copy SOAGPAT for the cloned application.

After Decision Released (with Program re-review)

  • GradSlate. Clone the original application, but in this case uncheck Copy Review Forms in the Options list. In Admin Update for the clone, add the Term Change and Post-Decision Workflow Adjustments (described above). Send the cloned Application to the Program Pre-Screening Bin if necessary. Go to the original Application and add a Defer Decision Code.
  • Banner. For the original application, place an ‘M’ (Moved to New Term) in the Application Status window. If the applicant has not yet responded to the Admission offer, change the SAAADMS code from 01 to 04; if the applicant has already accepted the offer (SAAADMS code is 35), do not replace it. Be sure to copy SOAGPAT for the cloned application.

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