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End of Cycle

Get ready for the next recruitment cycle! Clients are strongly advised follow to these steps to close out the past enrollment term.
  1. Move Opportunities to a terminal status and close as ‘Won’ or ‘Lost’.
  2. Specify the end-of-term date, which will be used to determine which data is included the Standard/Advanced Export.
  3. Review User Accounts
  4. Reassign/Update Territories
  5. Review/Update Workflow Rules and clear Outreach Lists
  6. Review/Update Default Settings for Imports and Analytics
  7. Review/Update Online Forms
  8. Review/Update Event Registration Manager Values

Move Opportunities to a terminal status and close as ‘Won’ or ‘Lost’

Clients should close all Opportunity records at the end of the recruitment cycle This involves moving all Opportunity records to a terminal status and closing the Opportunity as Won or Lost. Your Enrollment Operations Manager can provide assistance in bulk editing records to reflect the proper terminal status.
 
Note the example below. The statuses given may not be specific to your institution, but should provide a relative picture of how to handle Opportunity Statuses at the end of the cycle.
  • Move Opportunities with Status ‘Deposit: Paid’ to ‘Enrolled’ and close as 'Won' or ‘Withdrawn’ and close as 'Lost'.
  • Close all ‘Admit: Withdrawn’, ‘App: Cancelled’, and ‘App: Withdrawn’ Opportunities as 'Lost'.
  • Close all ‘App: Incomplete’ Opportunities as 'Lost'.
  • Close all 'Inquiry' Opportunities as 'Lost'.
  • Close all 'Suspect' Opportunities as 'Lost'

For more information on closing Opportunities, please see the section on the Opportunities page.

Specify the end-of-term date, which will be used to determine which data is included the Standard Export.
Clients must notify RuffaloCODY support with their end-of-term date, or the date on which their recruitment cycle closes. At the end of each recruitment cycle, RuffaloCODY support will update the client’s export so that it will only include future terms Clients will be responsible for archiving their final export for the closing year 
Review User Accounts
The end of each cycle is a good time for clients to review their list of Users with their Enrollment Operations Manager to make sure the following items are accurate:
  • The number of Active Users is compliant with the number contracted
  • User information is correct, particularly the name and email address associated with the account.
  • Active users have the proper roles such as Admin, User, Restricted, or Read-Only
  • Active users have proper access to modules such as Events, Forms, or Bulk Email.
  • RuffaloCODY has been notified of staff members who should no longer have access to Enrollment Manager and those accounts have been deactivated.
Reassign/Update Territories
During the use of Enrollment Manager it may become necessary to re-do territory reassignments based upon internal reorganization or staff turnover. Clients should notify their Enrollment Operations Manager or  RuffaloCODY Support to complete the basic process for territory reassignment:
  • Create new User Account(s), if applicable.
  • Reassign current records, including existing Opportunities and High Schools.
  • Submit request to RuffaloCODY support to modify the process for assignment of future records, including updates to Geomarket Assignments and Workflow Rules.
  • Submit request to RuffaloCODY support to deactivate old User Account(s), if applicable
Review/Update Workflow Rules and clear Outreach Lists

Clients should review Workflow Rules and provide updates to Entry Terms and any other rule criteria that may be changing in the new enrollment cycle.

Clients should also review their Outreach Lists to make sure that all records have been processed or cleared.
 
Review/Update Default Settings for Imports and Analytics
 
Enrollment Manager System settings include default values that the system uses when no values for these areas are provided, most notably by the import process. These values were set up for clients by RuffaloCODY staff. If you are unsure of the values for your institution, please request them via your Enrollment Operations Manager or by contacting adlabsupport@ruffalocody.com. Clients must review these areas and request updates for the next enrollment cycle.
Active Analytic Term

Default Standard Import Settings

  • Default Entry Term
  • Default Opportunity Status
  • Default Opportunity Type

Default SAT Import Settings

  • SAT Default Entry Term
  • SAT Default Opportunity Status
  • SAT Default Opportunity Type
  • SAT Default Score Source
  • SAT Default Activity Posting

Default ACT Import Settings

  • ACT Default Entry Term
  • ACT Default Opportunity Status
  • ACT Default Opportunity Type
  • ACT Default Score Source
  • ACT Default Activity Posting
 Default Common Application Import Settings
  • Common Application Default Entry Term
  • Common Application Default Opportunity Status
  • Common Application Default Opportunity Type
 
Review/Update Online Forms
Clients should review online forms and request updates to deadlines or specific domain values. Areas to note include:
  • Changes to deadlines
  • Removal of past entry terms from domain value drop-down boxes
  • Modifying domain values for Majors and Interests if the institution has added or dropped areas

Review/Update Event Registration Manager Values

Clients should review Event Registration Manager domain values that appear on online registration forms and request updates. Areas to note include:

  • Removal of past entry terms from domain value drop-down boxes
  • Modifying domain values for Majors and Interests if the institution has added or dropped areas
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