Banner Enrollment Priority Adjustment

The addition of the 35 (Applicant Accepted Offer) admit code in Banner denotes an institutional acceptance and creates a learner record attached to a curriculum. Curricula are stored on priority levels which affect tuition billing and primary/subordinate program rules. Evaluation and adjustment of the priority level depends upon whether the admitted student will be in a dual degree program, is soon to graduate, or has already graduated.

The Banner Enrollment Priority Adjustment workflow in GradSlate guides the work of adjusting enrollment priority levels. Admissions Director and GS Counselor Roles have Permission to access this workflow, which is available by clicking the Reader icon. Applications that have reached the Decision Code of Admit/Matric are placed into two Bins in this workflow, named GS Priority Review – Domestic and GS Priority Review – Internat’l, depending on the applicant’s citizenship. It is from these Bins that the work of enrollment priority adjustment is tracked. All adjustments are made manually in Banner.

 

Priority Level 1

 

Professional programs occupy this priority level.

 

Priority Level 2

 

Graduate programs occupy Priority Levels 2–4. PDT automatically loads our graduate programs on Level 2, but this may need adjustment.

 

Priority Level 3

 

Graduate students pursuing two concurrent graduate programs should have the higher tuition program set to a higher priority (lower number) over the other program. As an example, the MPH program in the MPH/MSW dual-degree program is slightly more expensive than the MSW and should be set on Level 2 with the MSW on Level 3. (Note: MSW usually admits prior to MPH, so it is a good rule to go ahead and adjust the MSW priority level to 3 when admitting to that program.)

 

Priority Level 4

 

Non-degree, endorsement, transient, and cross registration students should be set to this priority level.

 

Priority Level 5

 

All undergraduate programs are set at this priority level.

 

The Priority Levels described above may need to be altered depending upon a student’s current or former UGA attendance. A previous UGA student’s Priority Level should be MATCHED to the existing Priority Level on their SGASTDN record if the student has graduated. This will overwrite the former curriculum with the new curriculum. The Priority Level should never be matched to a currently enrolled student’s existing Priority Level UNLESS the new program will REPLACE the current program. Never match priorities on a student with a pending graduation.

These instructions in an abbreviated form are reproduced on the Banner Enrollment Priority Review form:

Once the Banner Enrollment Priority has been reviewed and adjusted, the Counselor should answer Yes to “I have completed my review …” and move the Application to the Enrollment Priority Adjusted Bin.

VLP Documentation Review

The assignment of a 35 admit code in Banner also triggers a Banner registration hold until a Verification of Legal Presence (VLP) in the State occurs. The Admit/Matric Decision Code in GradSlate also triggers a VLP checklist item. A number of types of documentation can be used to satisfy the VLP. Any documentation submitted by the applicant must be examined by a GS Counselor to confirm that it is acceptable as VLP. We have created the VLP Documentation Review Workflow to handle this process.

 

The VLP Documentation Received Bin is filled by Rule with Applications that have Decision Code = Admit/Matric and have a Material uploaded of Material Type = ADM VLP. A Counselor opens an Application in this Bin, adds to Queue, then fills out a VLP Document Review form to report whether the documentation is valid or not.

Instructions appear for either choice. For invalid documentation, the Counselor manually changes the Material Type to ADM VLP Document – INVALID, then moves the Application to the VLP Documentation Invalid Bin, where it sits until another Material is uploaded (with Material Type = ADM VLP), moving the Application back to the VLP Documentation Received Bin.

A scheduled Deliver email is set up to inform the applicant when an invalid document has been uploaded. The Recipient List query checks for any new ADM VLP Document – INVALID material types and the email informs the applicants that a different document is required.

Degree Completion Review

Most accepted students must show evidence of completion of an undergraduate degree with an acceptable GPA prior to enrollment. Some students will also have completed a graduate or professional degree and need to show evidence of that. The Degree Completion Review Workflow covers three separate reviews, the details of which depend on the school from which the degree (either undergraduate or graduate) is received:

  • UGA. We require only that the applicant tell us the date of conferral of their UGA degree (whether bachelors, graduate, or professional); the Counselor then consults Athena to confirm the degree (no transcript is required)
  • School using English language instruction. For schools that carry out instruction in English (regardless of location), we require a final official transcript that states the degree received and the receipt date
  • School using Non-English language instruction. For these schools, we require both original language and English translation of either the final transcript or certificate of degree

During GS Counselor Screening in the Reader, flags (“Requires (under)graduate degree review”) are set by the Counselor in the Counselor Review form that either or both undergraduate and graduate degrees must be confirmed before enrollment. If this flag is set to ‘Yes’, then the Counselor must also indicate what type of School is the degree-granting School. The School should be looked up in the top field (which will automatically fill in CEEB) and a calculated GPA should be entered. Entry of a School on this form automatically sets it to High Priority and sets the Level of Study, so that Slate knows that this is a degree-granting School.

If either of these flags is set to ‘Yes’, this Application will go through the Degree Completion Review Workflow. The path through this workflow depends on whether the School being reviewed is English-speaking (including UGA) or not. If the undergraduate school has a ‘Yes’ flag, then it enters the UG Degree Review section of the Workflow. Once that degree is confirmed, then if the graduate school has a ‘Yes’ flag, it moves to the Grad Degree Review section. In the few cases for which only the graduate school ‘Yes’ flag is set, the Application goes through only the Grad Degree Review section.

Applications are only moved to the Review UG/Grad Degree … Bins when a trigger indicates that they are ready for review. The trigger depends on School type:

  • UGA. If the ‘Yes’ flag is set for this School type, a new Reply Form is posted to the applicant’s Status portal asking them for the date of their UGA degree (only dates in the past are accepted). The entry of that date is the trigger for these Applications to move to the Review UG/Grad Degree (English/UGA) Bins
  • School using English language instruction. If the ‘Yes’ flag is set for this School type, a new Checklist item for a final transcript is created on the Status portal. Any upload of a Material Type of ADM Transcript (Final) to this Application is the trigger in this case
  • School using Non-English language instruction. If the ‘Yes’ flag is set for this School type, a new Checklist item for international documents is created on the Status portal. Any upload of the following Material Types triggers moving the Application to the Review UG/Grad Degree (Non-English) Bins:  ADM Degree Certificate, ADM Degree Certificate – English, ADM Degree Certificate – Original Language, ADM Transcript (Final).

Different Counselors will likely review Applications in the two Review UG/Grad Degree Bins (English/UGA vs Non-English). In either case, they should review either the degree date or the uploaded relevant Material and decide whether this verifies degree completion. The UG/Grad Degree Review form (below) should be filled out, including School, CEEB (these should be pre-populated from the Counselor Review form), Degree, Degree Date, and final GPA. The Verified radio button should be checked and the Application sent to the UG/Grad Degree Verified Bin (once the relevant Banner enrollment holds have been cleared). (If the undergraduate degree completion is being reviewed and this Application also requires review of a graduate degree completion, the Rules should be able to move it to the appropriate Review Grad Degree Bin once a new trigger action occurs.)

If the Counselor is not satisfied with the Materials or UGA degree conferral, they should click the Pending radio button and move the Application to the appropriate UG/Grad Degree Hold Bin while they resolve the concern (offline). The UG/Grad Degree Review form is also available in these Bins to allow verification once the issue is resolved.

Counselor Screening Comments should be pre-populated from the Counselor Review form in the Reader and a new Comment box (UG/Grad Degree Review Comments) is available for any notes about the review of this Application.

Residency Petition Review

Applicants are asked on the Slate Application whether they will claim Georgia residency (and in-State tuition). Once Banner receives all application data, its algorithms will establish the official decision of whether this applicant has established residency. During Counselor Screening in the Reader, the Counselor is asked to look up and record the Banner Residency decision on the Counselor Review Form (choices are Georgia Resident, International Student, Non Georgia Resident):

In the cases for which the applicant claims Georgia residency but Banner has decided they are either an International Student or a Non Georgia Resident, a note is added to the Status portal that this has occurred and that the applicant has the option of submitting a Georgia Residency Petition (through a Material Upload form). This workflow handles the review of submitted Petitions, which is done by the Admissions Director.

A Rule moves Applications into the Residency Petition Received Bin upon upload of a Material Type of ADM Residency Petition. The Admissions Director looks at the Petition and completes the Residency Petition Review form:

The Filing Status (dependent, independent), Residency Petition Decision (Approved, Denied, Additional Documents Requested), and the Banner adjustment made should be completed. If the Decision is Approved or Denied, the Application should be moved to the Banner Residency Adjusted Bin. A Deliver email is sent to the applicant in either case. For Denied, this provides information on how the decision may be appealed. If the Decision is Additional Documents Requested, the Application can be moved to the Residency Review On Hold Bin until the documents are received or the Petition is withdrawn.

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