Accessible Guide for the Admission Funnel

Scope: This article will provide alternative text for the Admission Funnel.

Purpose: This article supplies a detailed description of the admission funnel at UMS.

Detailed Information

Description

The admission funnel describes the progress of an individual from a prospective applicant to a confirmed student at UMS. This article starts at the largest student status phase and proceeds down to the smallest student status phase.

Admission Funnel Description

Prospect Student Status

• Definition
  • Prospect Admission Definition
• Description: Student names are purchased, and UMS reaches out to prospective students
• Responsible Party
  • Enrollment Management which includes:
    • Admissions Recruiting
    • Admissions Counseling
    • Admissions Processing
• Actions
  • Admissions Counseling collect prospect data from college fairs, school visits, etc.
  • Admissions processing reviews data and enters or updates prospects in CRM.
• Data Collection or Entry Method
  • SAT (or other vendor) name-buy
  • Input into CRM (e.g., TargetX, Salesforce)

Inquiries Student Status

• Definition
  • Inquiry Admission Definition
• Description:  Students reach out to any UMS institution in away way and becomes an inquiry.
• Responsible Party
  • Enrollment Management which includes:
    • Admissions Recruiting
    • Admissions Counseling
    • Admissions Processing     
• Actions
  • Admissions Counseling collect prospect data from college fairs, school visits, etc.
  • Admissions processing reviews data and enters or updates prospects in CRM.
  • Prospects may be manually upgraded to inquires after increased contact with institutions.  
• Data Collection or Entry Method
  • Updated to inquiry in CRM (e.g., TargetX, Salesforce)

Applicants Student Status

• Definition
  • Applicant Definition
• Description: individuals submit an application to the UMS and becomes an applicant. The Shared Processing Center
• Responsible Party
  • Shared Processing Center
  • Enrollment Management which includes
    • Communications
    • Admissions Processing.    

1. Actions
   1. Shared Processing handles common, pater and system apps.
   2. Enrollment Management converts all other apps to digital file formatted for Shared Processing to enter into ImageNow & MaineStreet.
   3. Admissions Processing staff reviews applications for accuracy documents required and missing information. If supporting info is needed, missing Information requests (e.g., transcripts, essays, test scores etc.) are sent.    
2. Data Collection or Entry Method
   1. Common app, System or other Online or Mobile App, Paper App, and many other types of applications are received.

• Management via MaineStreet > CSPRD > Student Admissions > Application Entry and from there updated in the following screens:
  • Education and Test Results
  • Personal Information > Residency

Complete Applicants Student Status

• Definition
  • Complete Applicant Definition
• Description: applicant has supplied additional information as needed and is considered a completed applicant.
• Responsible Party
  • Enrollment Management which includes:
    • Admissions Counseling,
    • Admissions Processing
• Actions
  • Completed applications are referred to Admissions Counselors (or similar) to admit, deny, refer to a different institution, or hold for additional information.
• Data Collection or Entry Method
  • Management via MaineStreet > Enterprise Applications > CSPRD > Campus Community > Checklists > Person Checklists > Checklist Management - Person

Admitted or Accepted Student Status

• Description: The student has been accepted to a UMS Institution and becomes an admitted or accepted student.
• Responsible Party
  • Enrollment Management which includes:
    • Admissions Counseling
    • Admissions Processing                              
• Actions
  • Admissions Processing receives counselor decisions, updates students in MaineStreet and Early Financial Aid and sends decision letters with merit scholarship offer.
• Data Collection or Entry Method
  • Management in MaineStreet > CSPRD > Student Admissions > Application Maintenance > Maintain Applications
  • Supporting documents are scanned and uploaded to ImageNow.

Confirmed or Matriculated Student Status

• Description: The student has completed a form indicating confirmation of their acceptance and has paid a deposit, if required. Student is then considered confirmed or matriculated.           
• Responsible Party
  • Enrollment Management which includes:
    • Admissions Counseling
    • Admissions Processing
  • Bursars and Student Finance Office 

• Actions
  • Admissions Counselors receive phone calls, online form, or paper form from students to confirm their enrollment.
  • Once deposit is received, student is considered confirmed or matriculated.
  • For UMA and international students, form is confirmation.
  • International students (not online) require additional financial and visa info prior to enrolling.
• Data Collection or Entry
  • Bursars or other student finance offices collect online payments.
  • Admissions processing accepts mailed or presented checks and sends to finance office.
  • International students are sent Form I-20, certificate of eligibility for Non-immigrant Student status.

    Notes

• At this point, Enrollment Management is no longer able to edit via Application Maintenance.
• The student is converted to the Student Program or Plan Stack and all changes are created by Registrars.
• Each student has their own stack.                                                          

Enrolled Student Status

1. Enrolled Description
2. Description: Student enrolls in classes and is considered enrolled.
3. Responsible Party
   1. Enrollment Management
   2. Student’s Academic Department
   3. Student Advising

Applies To

• System-Wide