Part of your workflow each day will be to retrieve and process the inquiry, and application forms that have been submitted online. Retrieving a form means you are bringing in data from the online form in SBWS; Processing a form means you are moving that data from the SBWS form into its related record in SANDBOX without data entry.
When you receive an inquiry or application, your task is to determine:
- if it has been submitted by a new family for a new child;
- if it is for a new-to-you sibling of a family that already exists in SANDBOX;
- if it is for a child who is re-inquiring.
In each of these cases you determine whether or not to create new records in SANDBOX or merely link to and update existing records. SBWS3 helps you monitor the status of applicants and keep SANDBOX records current.
Inquiry Forms
Inquiry Forms are completed by a family in one sitting. When you Retrieve forms, Inquiries are always 100% complete and submitted. When you process an Inquiry, the Inquiry box in SANDBOX is checked off and the AEStatus is set to Inquired.
Online Applications
With SBWS3, an application may or may not be completed at one sitting. Rather, an applicant family can begin their application, complete only part of it, save it in their secure online account, leave it, and return over time to complete it.
The school can see every application in SBWS as soon as the applicant has started his or her application; you can also see how many required fields have been completed (the percentage of required fields completed is displayed in the % column). The school can process application data submitted at any time (no matter the percentage of completeness).
IMPORTANT: Process applications the first time they appear, regardless of their completeness. You want to link the application to an Inquiry record in SANDBOX for SBWS to function properly.
As you retrieve data each day, any additional information entered for applications in process will be available; the New Data checkbox will indicate activity. Once the application has been linked to a SANDBOX inquiry record by processing it, it is your choice when to move additional data into SANDBOX.
Uploaded Related Documents
Documents and photos that are uploaded via an Upload Widget on the application will display in the Documents tab of SANDBOX. Photos can be mapped to fields in SANDBOX. Sensitive documents can be assigned to a restricted security class in iR Documents.
REMINDER:
- You can process an application as many times as you’d like while it is In Progress. This will allow you to see exactly what has been filled out on the application at that very moment in time. This may be useful to you if an applicant has a question about the application as they are completing it.
- An application can be 100% completed and not Submitted. This is common as an applicant could have filled out all required fields but is still working on essays or other non-required fields so they have not submitted yet.
Payments
Once an applicant has completed all of the required fields and has clicked the Submit button, that application is no longer editable by the applicant. If you require an application fee, the Submit process will intiate the payment functionality. Or you can provide the applicant with a waiver code to by-pass the online payment.
NOTES:
- SBWS 3 can accept payment by EFT or e-check in addition to credit card payments.
- In SBWS 3, application fees can be charged based on the applicant’s response to specified questions on the application, such as requesting financial aid, sibling or legacy status, or who will be financially responsible for the applicant.
SBWS Record Status
The Retrieved Records List will tell you the status of each online application. This interface has been redesigned to make it considerably easier to determine at a glance the status of each SBWS record.
The next article will detail all features on the Retrieved Records List.
Briefly, the new Retrieved Records List interface displays one of three statuses for each record:
- In Progress – The application has been started
- Submitted – The family has completed all required fields in the application and has clicked Submit; a submitted application is associated with either a payment (PD) or a payment waiver code (WV), as shown by the associated checkbox. Once submitted, a family can no longer edit the form.
- Closed – The application has been submitted, paid, and also processed by the Admissions Office.
You can also see the following information about each SBWS record on the Retrieved Records List:
- Record Type: inquiry, application, or extra (data coming from a non-SBWS source such as SSATB SAO or Gateway to Prep)
- Date of last activity
- If new data has been added since the record was last processed
- The % of required fields in the application that have been completed
- If the application fee has been paid or a waiver code has been entered (in order to have a status of Submitted, a fee must have been paid)
- If the record has been linked to SANDBOX, the Link checkbox to the left of the Name will be checked, and a green arrow icon will display; click the green arrow to open the related SANDBOX inquiry record.
- Inquiry name, apply grade, and DOB
Is the SBWS record linked to a SANDBOX inquiry record?
There are two indicators that an SBWS record is linked to a SANDBOX inquiry record: the Link checkbox to the left of the Name will be checked, and a green arrow icon will display. Click on the green arrow to open the SANDBOX record.