Recording Admissions and Family Actions

Throughout the process of admitting prospective students, it is important to record information about admission decisions and family actions. This tracking is done on the App/Decision screen.

The following are the possible scenarios when accepting, declining and waitlisting students.

1. School Accepts a Child and the Family Accepts Offer
2. School Accepts a Child, but the Family Declines Offer
3. School Rejects a Child
4. School Waitlists a Child: Family Stays on Waitlist, Space Opens; Family Stays on Waitlist, No Space Opens; Family Declines Waitlist
5. Family Does Not Complete the Process (DNCP)
6. School does not Hear from Family, Closes Application
7. “The Summer Melt”: Family has Contracted, but Changed Their Minds

Case 1-  Admission Decision= Accept, Family Action=Confirm

1. Navigate to sbINQUIRIES > Overview.
2. Click the App/Decision tab.
3. Record the Admission Decision as Accept.
4. Record the date this decision was made in Date.
5. Check the Risk or FA boxes, if applicable.
6. Record comments about this decision (such as a conditional admittance) in Comments.
7. Notify family and send contract. Record the date the contract was sent in Date Sent.
8. Record the Family Action as Accept.
9. Record the date this decision was made in Date.
10. Record the date their contract was received in Date Received.
11. Click Contract to show its completion.
12. Once the student’s enrollment deposit has been sent in, click Deposit.
13. Fill in the date the deposit was received in Deposit Date.
14. Click the green Admit button to finish their inquiry record. The date will auto-fill, and they will be ready to be imported into sbSTUDENTS.
15. Update the AEStatus to Admitted.

NOTE: You must use the green Admit button to fully admit the student. If this is not done, their record will not be imported into sbSTUDENTS during the import process.

Case 2- Admission Decision=Accept, Family Action=Decline

1. Navigate to sbINQUIRIES > Overview.
2. Click the App/Decision tab.
3. Record the Admission Decision as Accept.
4. Record the date this decision was made in Date.
5. Check the Risk or FA boxes, if applicable.
6. Record comments about this decision (such as a conditional admittance) in Comments.
7. Notify family and send contract. Record the date the contract in Date Sent.
8. Record the Family Action as Decline
9. Record the date this decision was made in Date.
10. Record any Decline Comments.
11. Record the school they have accepted in Attending Instead.
12. This record is now complete. Update the AEStatus to Declined.

Case 3- Admission Decision= Reject

1. Navigate to sbINQUIRIES > Overview.
2. Click the App/Decision tab.
3. Record the Admission Decision as Reject.
4. Record the date this decision was made in Date.
5. Record any comments in Comments.
6. The record is now complete. Update the AEStatus to Rejected.

Case 4- Admission Decision= Waitlist

Case A- Family Action= Remain on Waitlist, Space Opens

1. Navigate to sbINQUIRIES > Overview.
2. Click the App/Decision tab.
3. Record the Admission Decision as Waitlist.
4. Record the date this decision was made in Date.
5. Record comments about this decision in Comments.
6. Update the AEStatus to Waitlisted. 
7. Keep the Family Action blank for the timebeing.
8. Check Remain on Waitlist.
9. When space becomes available, check Waitlist to Accept, notify family and send contract.
10. Record the date this decision was made in Date.
11. Record the date the contract was sent in Date Sent.
12. Record the date their contract was received in Date Received.
13. Click Contract to show its completion.
14. Once the student’s enrollment deposit has been sent in, click Deposit.
15. Fill in the date the deposit was received in Deposit Date.
16. Click the green Admit button to finish their inquiry record. The date will auto-fill, and they will be ready to be imported into sbSTUDENTS.
17. Update the AEStatus to Admitted.

NOTE: You must use the green Admit button to fully admit the student. If this is not done, their record will not be imported into sbSTUDENTS.

Case B- Family Action= Stays on Waitlist, No Spaces Open

1. Navigate to sbINQUIRIES > Overview.
2. Click the App/Decision tab.
3. Record the Admission Decision as Waitlist.
4. Record the date this decision was made in Date.
5. Record comments about this decision in Comments.
6. Update the AEStatus to Waitlisted. 
7. Keep the Family Action blank for the timebeing.
8. Check Remain on Waitlist.
9. When space does not become available, notify family.
10. Record the date this decision was made in Date.

Case C- Family Action= Declines Waitlist

1. Navigate to sbINQUIRIES > Overview.
2. Click the App/Decision tab.
3. Record the Admission Decision as Waitlist.
4. Record the date this decision was made in Date.
5. Record comments about this decision in Comments.
6. Update the AEStatus to Waitlisted. 
7. Keep the Family Action blank.
8. Check Decline Waitlist.
9. Record the date this decision was made in Date.
10. Record any Decline Comments.
11. Record the school they have accepted in Attending Instead.
12. This record is now complete. Update the AEStatus to Declined.

Case 5- Family Decision= DNCP

1. Navigate to sbINQUIRIES > Overview.
2. Click the App/Decision tab.
3. Keep the Admission Decision blank.
4. Record the Family Action as DNCP.
5. Record the date this was chosen in Date.
6. This record is now complete. Update the AEStatus to DNCP.

Case 6- No Family Activity, Admission Decision= Close

1. Navigate to sbINQUIRIES > Overview.
2. Click the App/Decision tab.
3. Record the Admission Decision as Close.
4. Keep the Family Action blank.
5. Record the date this decision was made in Date.
6. This record is now complete. Update the AEStatus to Closed.

Case 7- Summer Melt

1. Navigate to sbINQUIRIES > Overview.
2. Click the App/Decision tab.
3. Click the green Unadmit button.
4. Record the Family Action as Decline.
5. In Decline Comments, record why the family declined after sending in their contract.
6. This record is now complete. Update the AEStatus to Declined.