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Admission Audit - conditional admit

Former Member
0 Kudos
219

Hello - we have about 400 students a year start classes before we have received the required documentation - basically it is a conditional admit. We are in the process of implementing Admission Audit and can't figure out how to do this. It appears that once the status has changed to "approved" on the admission tab, you can no longer run the audit. (We would like to do this to track that the student is sending in the documentation as required.) Any suggestions? Thanks!

7 REPLIES 7

former_member182585
Contributor
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127

Hi,

What is the gap in between admissions and document submission? If it is considerable large than go for some other audit like stage or program. Make the documents submission as subrequirements and run the audit.

Regards

Vinod

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127

Applicant has submitted the application but document tab is showing that no document is required.

Where i can enforce document attachment.

Former Member
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127

Hello - the gap of time could be many weeks as we give them the 8 weeks of the semester to get the documentation submitted. We are currently configuring admission audit to use the program of study. What are the pros/cons of using stage? In regards to your statement "make the documents submission as subrequirements and run the audit", that is how we have it set up. The issue is the Admission tab has to be "approved" (status 1) in order for the student to take classes. Once that is done, we can no longer run the audit.....and want to....to make sure the student submits the required documentation - hence the conditional admit. Denise

0 Kudos
127

Hi Denise,

With the creation of an admission application, an Assessment Process and a Requirement Profile are generated. This Requirement Profile is called as u2018checklistu2019. Please note that requirements should not be defined in different catalogs and all the requirements should be dependent on the programs of study. If these pre-requisites are fulfilled, use Requirement Profile Templates for Admission Audit.

For admission to a program, students need to send documents to the university. If documents are missing, the student should get a reminder mail/letter. Required documents are checked within an admission audit (checklist). A check for a certain document type should be represented by a Sub Requirement. So, the failed Sub Requirements indicate which documents are missing.

To be able to send students appropriate correspondence, the system needs to know which one of the Sub Requirements are related to missing document check or, in general, which of the Sub Requirements should be part of a reminder letter.

Therefore you can set a reminder flag for a Concrete Requirement and for a Requirement Element in a Requirement Profile template respectively. All Sub Requirements within those Concrete Requirements or below those Requirement Elements in a Requirement Profile template, respectively, are considered to be requirements students need to be reminded for.

In your case, the time gap between admission and admission audit run is too high. Run the admission audit for subrequirements and mark the document submitted requirement as not relevant. Approve the application and create admission and registrations. Ask your technical team to develop a report based on admission audit result, read the subrequirements mark as not relevant. Update them manually (Change from not relevant to required) whenever students submits the documents.

However, the above solution is theoretical and i have not tried it but i hopw it will work.

Regards

Vinod

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127

Vinod -

thanks the the response. First paragraph - this is exactly how we have it set up so I'm happy to hear that we did it right. Second paragraph - we want the student to be able to see that they are only "conditionally" accepted and still owe us paperwork. The good news is our programmer figured out how to let the admission tab change to Approved and still let the audit (checklist) execute. We don't want to send out paper reminders. We are have created a webscreen to allow the student to see what is missing and then upload it right at that screen. (Resumes, statement of purpose, etc.)

Thank you for the responses. We were able to keep moving because of them.

RobJonkers
Product and Topic Expert
Product and Topic Expert
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127

Dear Denise,

At a Dutch university we have created a custom development which uses the combination of the standard applicant/created status of the student-admission in relation to the admission category. Once a student receives the combination Application (system status) & Conditionally approved (admission category) the student is able to already book courses (we are even using the explicit registration mode (EU mode ) and the faculty employees are still able to run the admission audit.

This kind of set-up ensures that we do not have a full registration before the student meets all requirements but still gives the flexibility of an open admission (with the possibility to book courses, with an open audit and with the flexibility to still decline the admission which has less impact then a de-registration (in the Dutch situation with Studielink).

Are you using the SAP portal for the self-services? Then you probably can/are(?) using the the following webdynpro for showing the open items in an individual admission (for students): PIQ_ST_ADMAUDIT

br,

Rob

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127

Hi Rob - thanks for the comments.

We were able to "split" apart the audit code so we and 1) run and audit and 2) change it to approved from created. This is letting us do what we want to do.

We do not use the sap portal so....that is pretty limiting for us.

Again, thanks for your input.

Denise