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Deferring Applicants via Transfer Settings

Overview

The WebAdMIT Transfer Settings Deferral Process refers to the transfer of deferred applicants from one cycle to the next. Deferred applicants are meant to serve as placeholders in the new cycle for reporting purposes, filling seats, etc. For most CASs, this transfer occurs as part of the Transfer Settings process. Contact your Account Manager if you're unsure if your CAS uses the WebAdMIT Transfer Settings Deferral Process. 

Definition of Deferred Applicant 

Deferred applicants are applicants who applied for admission in one cycle, received an offer of admission in that cycle, but could not accept that offer of admission due to health, personal, or other reasons agreed to by the school (for example, called upon for military service).

Note: the following applicants should use the re-applicant process and should not be transferred forward as deferred applicants:

  • Applicants who did not submit an application.
  • Applicants who submitted but did not complete an application.
  • Applicants who completed an application without receiving an offer of admission and wish to be considered in the next application cycle. 

Process

Applicants must be flagged as Deferred in the previous cycle prior to initiating the Transfer Settings process. Typically, the Transfer Settings process is available around the time a new cycle opens. 

Before Initiating the Transfer Settings Process

Before you initiate the Transfer Settings process in the new cycle, you must do two things to ensure deferred applicants carry forward from the previous cycle:

1. Assign Applicants the Deferred Decision Code

Deferred applicants from the previous cycle must be placed in the Deferred Decision Code. To assign this Decision Code, you must:

  1. Create a Local Status that is tied to the Deferred Decision Code. 

    Deferral.png
     
  2. Assign the Local Status to the deferred applicants. 

    Deferral 2.png
2. Configure the Program Code, Start Term, and Start Year

The Program CodeStart Term, and Start Year (+1 year) fields in the Configuration Portal must match from cycle-to-cycle. If these fields do not match, the applicant will not carry forward into the new cycle. For example, suppose an applicant applied to Program A in the previous cycle. In that cycle, the Program Code was 9999, the Start Term was Summer 1, and the Start Year was 2019. To ensure the applicant carries forward into the new cycle, the Program Code must be 9999, the Start Term must be Summer 1 (not Spring 1, Spring 2, Summer 2, etc.), and the Start Year must be 2020 (2019 + 1 year).

After Completing the Transfer Settings Process

Because a deferred applicant's full application exists in the previous cycle, only a limited amount of data transfers into the new cycle. You can view the following deferred applicant data in WebAdMIT:

  • Applicant Header: deferred applicants appear in the new cycle with an Unverified tag in the Applicant Header. 
  • Contact Information.
  • Designations. Note the following: 
    • Deferred applicants appear in the new cycle with a Local Status of None. You can change the applicant's Local Status as needed (for example, you can update to AcceptedMatriculated, or any other Local Status you're using in your process).   
    • Deferred applicants appear in the new cycle with an application status of Deferral.
    • Aside from the Designation, Local Status, and Application Status, all other information in the Designations panel is unpopulated. 

Designations Panel.png

If you need to review the applicant in detail, you should do so in the previous cycle. If you would like more information to be accessible in the current cycle, you can download the Full PDF Application from the previous cycle and upload it in the new cycle via the Admissions Uploaded Documents section of the Documents panel. 

If you are using a Student Information System (SIS) on campus and are importing data from WebAdMIT to the SIS, keep in mind that the applicant's data should already be in the SIS from the previous cycle and that you likely only need to update their matriculation status in the new cycle. 

Important Notes

  • Some CASs allow you to use WebAdMIT to order background checks from Certiphi. Once an applicant is deferred to the new cycle, you can't order a new background check in that cycle.
  • It is possible for an applicant to initiate the re-application process before, during, or after your defer them to the new cycle. To avoid duplicate records in the new cycle, we recommend you provide guidance to deferred applicants and indicate that re-application is not necessary (for example, create an Email Template that you can use with deferred applicants).  
  • GPAs and Scoring (if applicable) are not carried forward from the previous cycle. 
  • Although you can view limited information for deferred applicants, you can assign new Assignments and Interviews, update Custom Fields, send Emails, and add new Notes.  
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