Unifyed Student – Admit | Release 9.2

Dec 07 2019

Chicago, IL – Dec 07, 2019: Unifyed Release Notes provide information on the new features, enhancements and bug fixes in each release. Click on the release below to learn more about what Unifyed delivered in recent Unifyed Student – Admit releases.

Send Checklist Notification Immediately

An additional frequency, called “Immediately”, has been added to the Checklist Status Notification service. When enabled for a Calendar Type and Season, the Applicant Checklist letter, if applicable, will be sent to the Appli 655316cant immediately after the application has been submitted. Unlike the existing frequencies which are recurring based on the Remaining Period defined and the Application Deadline Date, the Immediate frequency setting will be a ONE time event. Similar to the existing frequencies, the Communication Type includes Email, Paper Mail and SMS.

New Clerk Roles

Two new roles are introduced to further refine access to data for the current “Clerk” role.

  • Admissions Prospect Clerk – Grants read-only access to Prospect records. Access granted to print Prospect communications. Access granted to People Search, but only enables access to Prospect records for view only.
  • Admissions Applicant Clerk – Grants read-only access to Applicant records. Access granted to print Applicant communications. Access granted to People Search, but only enables access to Applicant records for view only.

Data Imports with Duplicate Records

This feature displays the results of imported data files into Unifyed Admit. The list page displays the name and date of the imported file, with details of total records uploaded and results of records processed. For any given file in the list, a user can click on the number in the “Updated Records”, “Resolved Records”, “Potential Matches” or “Rejected Records” column, to navigate to the specific list of records in that category. Duplicates are managed by clicking on the number under the “Potential Matches” column.

The list of “Potential Matches” displays data that has come from the imported file. By clicking on any record, the user can review field values from the imported file alongside the existing, potentially matching record in the Admit system, and take appropriate action.

The options to resolve the potential duplicate issue are:

  • Keep Original Record – Make no changes to the existing record in the Admit system; essentially ignore the record from the imported file.
  • Update Record – Update the existing record in the Admit system with all the values from the imported file.
  • Update and Create New Application – Update the entity fields only of the existing Admit system record with values from the imported file. And create a new application record for the Applicant recognized as the duplicate, if multiple applications are allowed for the Calendar Type and Term for which the imported file is being applied.

Use the “+ Reporting Email” option to maintain a list of the recipients of a summary Email notification sent after a file is imported.

Configurable Task Scheduler

The schedule of processes that occur “behind the scenes” has been exposed and made configurable within Unifyed Admit administrative. The scheduling of each task listed can be enabled or disabled; when enabled the task can be scheduled to run weekly, daily, hourly or at an interval defined in minutes.

  1. Configurable scheduled tasks are listed on the left-hand side for selection.
  2. Enable/disable the task via the switch; disabled tasks will not run at all.
  3. Enabled tasks can be scheduled with a frequency of minutes, hours, days or weeks.
    • Minutes – Indicate the interval in minutes.
    • Hourly – Indicate the interval in hours, or indicate a starting time and assume an hourly run.
    • Daily – Indicate the interval in days and the start time.
    • Weekly – Indicate the day(s) of the week to run and the start time.

Home and Mailing Address Only in Self-Service

If an institution determines they want to limit address types to only “Home” and “Mailing” in Self-Service, they can do so by changing the Institutional Defaults setting “Address Settings” to “Home and Mailing Address Only”. This setting will also make the addresses required fields on Self-Service.

  • This setting applies at the institution level; it is not specific to Calendar Type.
  • If “Any Address Types” is selected, there is no change to system behavior with regard to address data entry.

When “Home and Mailing Address Only” has been checked, and a Self-Service user initially enters an address it will automatically be of type “Home”. Once the address has been entered, if the user affirms “This is my Mailing Address Also”, then the Mailing address defaults to the Home address. If the user does not affirm the same Mailing address, then a Mailing address must be provided.

The Self-Service user could then edit either address, but never add another address of any other type.

Email Signature Formatting

Improvements have been made so that a user’s “Email Signature” will correctly appear in a delivered email. Improvements include basic “Word” formatting functionalities such as bold, italic and underline, text alignment, and embedding links. Users configure their email signature by navigating to User Default > Email Signature.

Email Opt-In/Out

Prospects and Applicants can now Opt-In/Opt-Out of Email communications sent from Unifyed Admit. This setting can be managed on the Self-Service pages, as well as the administrative pages. This data is considered “Entity” data, thus when updated on any Prospect or Applicant record for the same person, it will apply to all records for that person. The email will not be sent to an entity who has indicated they prefer to Opt-Out of Email communications. By default, this option set to Opt-In on Self-Service and administrative pages.

Award Rule Implementation

This enhancement implements the Award rules defined in the Award Validation table, per Calendar Type, on the Self-Service and administrative pages of Unifyed Admit.

On the Prospect and Applicant forms, after an award has been identified the behavior of the Major, Minor, Concentration and Certificate fields will be driven by the settings defined for that award in the Award Validation table. Fields will either be required, optional or not allowed. When creating a new Prospect or Applicant record, or updating an existing record, the Save button will only be enabled once the data is in compliance with the rules (assuming all other required data has also been provided). Any Award rules defined will override the Field Management settings for the Major, Minor, Concentration and Certificate fields.

Additionally, curriculum rules will apply as defined per Calendar Type and Term for the Prospect or Applicant.  When curriculum rules are enabled, the drop-down list selections for Major, Minor, Concentration and Certificate will be limited to those values assigned to the award selected as defined in the Program rules.  When curriculum rules are not enabled, the Major, Minor, Concentration and Certificate drop-down list selections will contain all values applicable to the Calendar Type from the associated Validation table.

Email Tracking Triggers

This enhancement extends the Email tracking of Prospect or Applicant Email addresses beyond the To field of an email, to now include the From, CC and BCC fields. Email tracking is for updating Prospect and Applicant communication plans with the details of the Email event.associated Validation table.

Checklist Items Re-evaluated

Applicant checklist items are reliably managed; upon saving updates to an Applicant record, all pending checklist items will be re-evaluated and removed if no longer applicable, according to the checklist rule. If appropriate, new checklist items will be added to the Applicant based on checklist rules applying to updated data. Completed checklist items will not be affected.

Zip Code Entry and County Field

This enhancement allows users to manually select the correct county whenever more than one county is retrieved for the zip code entered, by filling and enabling the County drop down list box. When only one county is associated with the zip code

Prospect Form Data Entry Redirection

Prior to this release, within Self-Service, after submitting the initial Prospect data, the user was prompted to continue the data entry process and doing so created an Applicant record. This release changes that workflow such that when the user chooses to continue, they will be directed to the Dashboard page. From the Dashboard, they will need to explicitly click on the “Apply Now” button in order to create an application to the institution.

Financial Aid Recruiter Role Access Update

In order to provide more refined access, per role, to the Social Security Number field, it was removed from the “Demographic” group and moved into a new group called “Identification” on both the Prospect and Applicant forms. This new group has its own Role-Based Access Control (RBAC) settings; the “Financial Aid Recruiter” role will be defined to have access to the “Identification” group, and thus access to the SSN field. All other groups which currently have access to the “Demographic” group will be updated to also have access to the new “Identification” group.

Decision Code Workflow Improvement

Applicant Decision Code definitions have been expanded to include subsequent statuses; meaning every Decision Code will define the next status allowed in the workflow. Thus the current status of any Applicant will determine the next potential status, by controlling the Decision Code options available when updating the record. For instance, if setting up a Decision Code for “Accepted”, the subsequent status values might include “Cancelled – After Decision”, “Deferred” and “Deposit Received”. When an Applicant in status “Accepted” is being updated, only decisions associated to “Cancelled – After Decision”, “Deferred” and “Deposit Received” will be available in the Decision drop-down list for selection. Additionally, each subsequent status identifies the role(s) which are allowed to perform the update.

Note: An indicator called “Create Student” has been added for future enhancements.

Accessibility Compliance

Along with the platform, this release is compliant to WCAG conformance levels A & AA.

Supported Browsers & Devices

This release is supported on the following browsers and devices:.

Supported Devices
iPad Retina iOS 10.3.3
iPhone 6 iOS 12.1.2
Nexus 5x Android 8.1.0
iPhone X iOS 12.1.2
One Plus 6 Android 9
Samsung Galaxy Android 9
iPhone Xs Max iOS 12.1.2
iPhone 11 Pro iOS 13.1.1
Supported Browsers
Device Operating System
Chrome version 68-71
Safari version 12
Firefox version 55-64

About Unifyed

Unifyed™ is the only AI-first, microservices-based, cloud-native student information system provider and serves over 750 colleges and universities in seven countries. Unifyed is a beautiful and easy-to-use solution designed with an AI-first approach to increasing student engagement and international enrollment. Developed by Columbia University in partnership with the higher education community, our solution is both affordable and flexible to meet the needs of traditional and non-traditional institutions alike.