People are data and data is the new soil, so working in the world of college admissions, data is probably your bread and butter. And since collegiate instruction is organised into classes, so should be relevant information. Thus, we present the class overview, the place where you can manage a profile's educational cycle in the context of a specific class, be that profile a prospect, an applicant, a student or an alumni. 👨🎤👩🎓
Within the class overview, a breakdown of every profile in a given class and an assortment of data-driven tools help you identify insights for lead nurturing, monitor the turnaround time for applications, verify and chase outstanding applications, automate and optimise relevant tasks, and much more – so stick around for a grand tour of the class overview, as there's much to see and do! 💪
Where do I find the class overview?
First things first. There's no point getting ahead of ourselves if you don't know where to begin. 😁 For starters, you must realise there's not one, but several class overviews, because every class has its own – which, if you think about it, makes perfect sense. After all, you don't want to mix those alumni from the Masters in Business Administration Class of 2014 with the students of the ongoing Executive MBA Class of 2020, now do you? 💁🏾♂️
So, to find a class overview:
1) Click Programmes on the sidebar to reveal the full list of programmes in your school
2) Select a specific programme to view all its' classes
3) Tap a class to enter
You may notice that the classes are distributed along five categories: NEW, OPEN APPLICATIONS, CLOSED APPLICATIONS, IN PROGRESS and DONE. These are the class states, representing the different phases a class goes through from the moment it's created. 💞
TIP: Starred items go to the top for easy access. Click the star to the left of a programme to star or un-star it and refresh the page to update. ⭐️
By default, the class overview opens in the Profiles tab, as it contains the full list of profiles in a class. The layout can be more or less divided into three chief areas: the top bar, where a variety of data sets are housed in separate tabs; the lifecycle state indicators and filters, where the evolution of the profiles within a class is reflected in numbers; and, last but not least, a filterable list of profile records. These elements are reoccurring, making navigation user-friendly – which is to say, if you know how to get around the Profiles tab, you generally know how to get around most other tabs to boot! 😉
Next we'll go through each section one-by-one explaining its' purpose.
The top bar
As already stated, this links to every page in the class overview to incisively deliver all the information you need to size up the class.
The Dashboard is a collection of performance widgets to give you a high-level view in real-time of useful metrics such as GENDER, TOP NATIONALITIES and AGE, among others. It automatically outlines your class with straight-forward and dynamic graph analytics.
Like mentioned before, Profiles is the default tab and contains every profile that's been added to the class, including profiles with and without application forms.
👩👧 My profiles
My Profiles produces a list of the profiles you're the owner of, making it easier to contact the candidates under your wing.
📑 All applications
All applications is a list of all profiles with an application form.
📄 Associated applications
Yet another list, in this case of the profiles that submitted an application to an alternate intake or programme but reused the same form to apply to this class.
The Transcripts tab is conditional, meaning that it's only available for IN PROGRESS classes in schools that subscribed to the Core module. Herein lie your students' transcripts (the record of the courses they took throughout the programme and the grades they earned in each course).
👩🏫 Study plan template
If you have the Core module, the Study plan template is where you craft the curriculum of the class – in other words, the range of courses that comprise it, plus the prescribed CREDITS, HOURS of coursework and MAX NUMBER OF ABSENCES of each course, among other key settings.
Again, if you have Core, the class Book is the inventory of its' enrolled students, displaying basic info such as PROFESSIONAL EXPERIENCE and ACADEMIC EXPERIENCE.
The lifecycle state boards
These are part infotables, part filters, and draw from the potential and state of each profile.
👑 The POTENTIAL filters
When you rank someone's potential on their profile to appraise their quality as a candidate or the likelihood of them applying to a certain class, it links up to the corresponding class overview to return the summary statistics for each group: HIGH, MEDIUM, LOW and UNKNOWN. Then, clicking each variable or ALL will accordingly display just that subset of the profiles or the complete lineup on the list of profiles.
🐣 The lifecycle filters
Similarly, profiles are grouped by their current lifecycle state so you can assess the situation at any point in time. Just select one or more states to narrow your search on the list of profiles at the bottom of the page. As a class advances to IN PROGRESS, and lastly, DONE, the lifecycle filters feature additional boards: STUDENTS and ALUMNI, thereby chronicling the whole academic journey from beginning to end. Furthermore, withdrawn profiles are captured in light grey to easily tell them apart: this way, they're not tallied up in the final stats, but are intelligently recorded for total disclosure.
The profile list
Here is where you find the full list of profiles that have been added to the class, accompanied by an arsenal of nifty tools to explore and handle the data. The aforementioned filters apply to this list, but you can always deselect them to reset results.
🏛 The column selector
The column selector, represented by a three-striped icon, lets you pick which attributes should be exhibited or omitted to highlight pertinent data points.
The inverted triangle opens the segment builder, where you can build sophisticated rules to track and filter a certain type of profile among the prospects, candidates, students and alumni in that class. Read all about segments in this article.
Views are custom combinations of filters and columns saved by you for later reapplication, overriding the extra work of individually reapplying each filter and each column repeatedly. You can save unlimited views and label them however you want for differentiation. You can read our in-depth article about saved views here.
🔎 The search box
The search box allows you to search profiles by name and email address.
🕹 Bulk actions
To get a lot done quickly, tap the three-dotted button and execute a bulk action: the most efficient way to apply a variety of edits to a selection of profiles in one go.
By "selection of profiles", we mean the profiles resulting from the filters and/or rules you've applied. If none were applied, then the bulk actions will act upon every profile in the class. Alternatively, you can also hand-pick specific profiles by ticking the checkboxes on the left:
As for the bulk actions themselves, it's possible to update the state and substate of profiles (for instance, to change them from applicant::submitted to applicant::accepted), withdraw or unwithdraw applications, assign a class owner (the staff member who's to receive the system submission notifications), import profiles into the class (all about imports here), export profiles to an Excel, PDF or CSV file, and finally, export stats to retrieve the weekly evolution of profiles from state to state and run comparisons. This last feature was only introduced mid-August 2017 and therefore it's not possible to obtain prior data.
Please note bulk actions are permanent and cannot be aborted once initiated nor undone. ⚠️
🎊 Ta-daah, you've reached the end of this article! 🎉 Congratulations, you're one step closer to mastering FULL FABRIC! ⚡️⚡️
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PUBLISHED: July 12, 2019
LAST UPDATED: July 12, 2019 at 11:37 a.m.