Reassign Prospects

You can use the Reassign Prospects page to reassign prospects and students to different Admissions Representatives. For example, if: 

• An Admissions Representative leaves your institution, you can use the feature to reassign all of their prospects and students to a different Admissions Representative

• You imported a list of prospects that had a default of System, you can assign them to an Admissions Representative

When you reassign the prospects and students, you can choose from more than one Admissions Representative.

If a student is enrolled at more than one campus, the feature will reassign the affected campuses where they are enrolled.

For batches that you created to reassign prospects, you can use the History tab to review the status of all the batches, review the results of specific batches, and manage the batches.

Prerequisites

You must have:

• Common - Processes - View authorization

• Admissions - Processes - Reassign Prospects authorization

Access Method

Select the Processes tile > locate Admissions > select Reassign Prospects.

Procedure to Create and Queue the Batch

1. Select the Process tab.

2. Specify the values under Selection Criteria to filter the list. If you select more than one campus, Anthology Student filters the remaining fields to only include values that apply to all the selected campuses.

   Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Current Admissions Representatives The admission representative assigned to the student by the institution. Include Unassigned Admissions Representatives Indicates whether the student record without an admissions representative will be included. Interests The program group that the student is interested in. Last Task Date The last date of a closed Task that is associated with the specific inquiry. Programs The programs that the student is interested in. You can select more than one program. Prospect Date The date when the prospective student contacted the institution. Prospect Categories Category that classifies prospect sources into groups for the analysis of marketing effectiveness.

   Prospect Sources The source of the prospect specified on the Student Profile or inquiry. The values are configured by your institution and they indicate how a student heard about your institution. If you are specifying the value, the program displays a dialog that you can use to select more than one prospect source, vendor, or sub vendors. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options. Prospect Types The type of prospect. The values are configured by your institution to classify your prospects according to any grouping your institution might find useful. For example, you can classify prospect sources to analyze market effectiveness and determine the category of prospect sources that generates most prospects. In the Task Schedule, this field only appears when you selected Applicant/Enrollment, Document Lists, Documents, Prospective Student, or Task in the "Schedule Task For" list. States If within the United States, the name of the state. Student Groups The name of the student group. If you are selecting a group and your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus to which you are assigned. If you are selecting a group, it can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access. Student Statuses Specifies the status of the prospect or student at your institution (school status). Statuses are configured by your institution and vary by institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and tasks to close with the result of canceled. The student’s status (e.g., Active) is determined by their status history and activation units. A populated Version Start Date does not automatically flip a student to Active unless paired with appropriate status progression. You can use the status values to filter student records in lists/grid, processes, and reports. The status for an alumnus can be complete or graduated. Task Statuses Status of the task that must be performed.

3. Under Proposed Changes to Student Records, select the New Admissions Representative Task The task assigned to the new Admissions Representative for the student..

4. In the list, select the Admissions Representatives The Admissions Representative for the student. If a staff member is removed from an Admissions Representative group after having been assigned to a student, Anthology Student retains the name of the former representative on the student record. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options. for the Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. in the list.

5. For each Admissions Representative, specify a value for Maximum Students The maximum number of students and prospects that can be reassigned. Anthology Student reassigns the students and prospects to the Admissions Representative until the value you specify here is reached. For example, if you are reassigning 55 students and you selected 5 Admissions Representatives with up to 50 students each, Anthology Student assigns the first 50 to the first Admissions Representative and the last 5 to the second Admissions Representative..

6. Select the Next  button.

7. Review the values for the under Results.

   Admissions Representatives The Admissions Representative for the student. If a staff member is removed from an Admissions Representative group after having been assigned to a student, Anthology Student retains the name of the former representative on the student record. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options. Admissions Representatives Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Program The name of the program. Programs are configured by your institution. Prospect Category Category that classifies prospect sources into groups for the analysis of marketing effectiveness. Prospect Source The source of the prospect specified on the Student Profile or inquiry. The values are configured by your institution and they indicate how a student heard about your institution. If you are specifying the value, the program displays a dialog that you can use to select more than one prospect source, vendor, or sub vendors. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options.

   Prospect Type The type of prospect. The values are configured by your institution to classify your prospects according to any grouping your institution might find useful. For example, you can classify prospect sources to analyze market effectiveness and determine the category of prospect sources that generates most prospects. In the Task Schedule, this field only appears when you selected Applicant/Enrollment, Document Lists, Documents, Prospective Student, or Task in the "Schedule Task For" list. State If within the United States, the name of the state. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

8. Select the Queue Reassign Prospects button.

9. In the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch.

When the batch completes, Anthology Student displays the results on the History tab so that you can review the results and verify that all of the students were reassigned.

Procedure to Review Results

1. Select the History tab.

   Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

2. Review the status and values for the batches in the list.

   Batch Type When displayed, the Batch Type contains the internal name of the process used by the background system to process the job. Canceled Indicates whether the batch process was canceled or the date and time when the batch was canceled. Blank if the batch was not canceled. Date Added The date when the item or person was added or the status change was entered. Duration The amount of time it took to process the job or batch. Last Retry Indicates the details of the last attempt made to retry batch processing. Shows the date and time when the Deleted jobs within the batch were last resubmitted for processing. Blank if a retry has never been requested.

   Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Started The date and time when the first job within the batch started executing. Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Submitted By The name of the staff member who submitted the background job or batch for processing.

3. Select the name of the batch in the list. Anthology Student displays the details for the job in the Job Results list.

4. Review the values in the list.

   Admissions Representative The Admissions Representative for the student. If a staff member is removed from an Admissions Representative group after having been assigned to a student, Anthology Student retains the name of the former representative on the student record. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options. Admissions Representative Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Interest The program group that the student is interested in. Job Created The date and time when the job was added to the background job queue. Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch. Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors. Previous Admissions Representative A staff member is removed from an Admissions Representative group after having been assigned to a student, and retains the name of the former representative on the student record. Previous Admissions Representative Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Program The name of the program. Programs are configured by your institution.

   Prospect Date The date when the prospective student contacted the institution. Prospect Category Category that classifies prospect sources into groups for the analysis of marketing effectiveness. Prospect Source The source of the prospect specified on the Student Profile or inquiry. The values are configured by your institution and they indicate how a student heard about your institution. If you are specifying the value, the program displays a dialog that you can use to select more than one prospect source, vendor, or sub vendors. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options. Prospect Type The type of prospect. The values are configured by your institution to classify your prospects according to any grouping your institution might find useful. For example, you can classify prospect sources to analyze market effectiveness and determine the category of prospect sources that generates most prospects. In the Task Schedule, this field only appears when you selected Applicant/Enrollment, Document Lists, Documents, Prospective Student, or Task in the "Schedule Task For" list. Reassign Date The date when the item was reassigned. Result If the position was changed, then the new term position. State If within the United States, the name of the state. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. Task The task that must be performed. It is the name given to the task template when it was configured by your institution.