Add or Edit a Student Application

You can add or edit an application for a student.

If your institution requires an application for each enrollment, you can use the information from the application when you enroll a student. Once the student is enrolled, the application is no longer displayed in their list of applications.

Your institution can define custom properties that are unique to your institution using the Extended Properties page. (Select the Settings tile > expand System > select Extended Properties.)

The Extended Properties section on this page displays all the fields that your institution has defined so that you can view, complete, and edit them. Because the fields vary by institution, your institution will provide tooltips or additional information you need to complete or edit the fields. If your institution has not configured extended properties, this section is not visible.

Prerequisites

You must have:

• Common - Student - View authorization

• To add an application, Admissions - Student Applications - New authorization

• To edit an application, Admissions - Student Applications - Edit authorization

• To preview an application response, Admissions - Student Applications - Preview authorization

To enable Application Responses for a student, you must have saved the student application.

Note: You institution can track applications that may be associated with campuses that are not listed on the Student Profile. The ability to manage application records for multiple campuses requires enabling Allow Enhanced Student Application Select Yes to add an application for the campus listed in the student's Student Profile and also for the campus you have access to. Select No if you only want to add an application for the campus in the student's Student Profile. Only staff members who have access to the campus associated with the student application will be permitted to modify the record. See System - Settings - Advanced Feature – Manage authorization.

Access Method

Select the Students tile > select the name in the Students list > expand Admissions > select the Student Applications tile.

Procedure to Add or Edit a Application

1. If you want to:

   • Add an application, select the New button on the toolbar

   • Edit an existing application, select the name of the campus

2. In Pending Enrollment Information, review, specify, or change the following values.

   Application Type The type of application. The application types are configured by your organization. Area of Study The various areas such as Major, Minor, or Concentration that the students have taken to complete their degree. The areas of study are configured by your institution. Billing Method The method used to bill for the student. For example, monthly, term, course, and so on. They are configured by your institution. Campus The campus to which a student or item is assigned. By default, it displays the Student Profile campus. The list only contains campuses for the staff member associated with it. Catalog The catalog configured by your institution. The catalog contains the courses required for a program version or area of study. The Default - None catalog should not be used. Credits Required The number of credits or hours required for the course or enrollment. Enrollment Status The enrollment status included in the student's Enrollment record. For example, Full Time.

   Grade Level The grade level for the student. Grade levels are configured by your institution and do not have to correspond to the option on the FAFSA or Stafford loan forms. The grade level is assigned to a student under Academic Records > Enrollment > Progress section. For a student to qualify for federal financial aid, a college grade level (1st year, 2nd year, etc.) must be assigned. For a Graduate PLUS loan, the grade level must be configured with the Department of Education ID 7 (Graduate/Professional or beyond). Grade Scale The grading parameters used by your institution to evaluate the academic achievements of the students. Hours Required The number of credits or hours required for the course or enrollment. Program Code The code assigned to the program when it was configured. Program Version Code The code assigned to the program version when it was configured. Shift The shift during which the student will attend classes (such as days or evenings). Shifts are configured by your institution. Version Start Date The start date of the program version for the campus that the student is enrolling in. This field is disabled if you have specified Expected Start Term in Date and Student Status section.

   Note: When using the applicant record to enroll a student, you must ensure that the Program Version and Enrollment Status fields are populated on the applicant record so that Anthology Student can build out the academic years.

3. In Date and Student Status, review, specify, or change the following values.

   Admissions Representative The Admissions Representative for the student. If a staff member is removed from an Admissions Representative group after having been assigned to a student, Anthology Student retains the name of the former representative on the student record. Application Received Date The date when the application was received. Enrollment Date The actual date when the student enrolled in the program version. Expected Graduation Date The expected graduation date for the student at your institution. Expected Start Date The date the student is expected to start enrollment at your institution. Expected Start Term Available terms with start and end dates for each term. This field is disabled if you have specified Version Start Date in Pending Enrollment Information section. Externship Start Date The start date of the training or externship. Financial Aid Entrance Date The date when financial aid was first requested for the student.

   Midpoint Date The estimated midpoint date for the program version for the listed start date. Notes Area that displays, or that you can use, to specify comments or additional information. Pending Enrollment Number The tentative number assigned to the enrollment based on the parameters specified by the institution. Status Date The date when the status was last changed. Status Reason Reasons why students change from student status to another student status. The reasons are configured by your institution. Student Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. Zone If zones are configured for your institution, the zone. Zones are calculated using the direct line distance between the ZIP code of each campus and the ZIP code of the student's address. Your institution can also configure options specific to a foreign country (outside of the ZIP code system).

4. In Application Responses, review the following values.

   Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

   Name The descriptive name of the item.

   Take the appropriate action.

   Task	Action to Take
   Add or edit a application response	1.  If you want to: Add a new list item, select the Add button on the toolbar. Anthology Student displays add application response dialog box. In the dialog box, specify the following value. Application Displays only the applications which have at least one question configured by your institution. Students use these applications during the admission process. Select the OK button. Anthology Student displays the add application response dialog box. Edit an existing list item, select the name in the list 2.  In the Add Application Response dialog box, review, specify, or change the values. The values depend on the selected application. 3.  If you want to: Save and close, select the Save & Close button Clear, select the Clear Answers button To delete application responses, select records in the grid and select the Remove button.
   Preview or print the application response	1.  Select the application in the list. 2.  Select the Preview button. Anthology Student displays the preview dialog box. 3.  To print the application, select the Print button. Review the print settings and select the Print button.

5. If your institution has configured extended properties, complete the fields under Extended Properties.

6. If you want to save and: 

• Continue making changes, select the Save button

• Close, select the Save & Close button

The Financial Aid business process will determine which data (Version Start Date or Expected Start Term) will be used to calculate the academic years for the applicant when both fields are populated.