Prospective Student View Form

This article provides descriptions of the information stored on the prospective student view form. Use this form for reference when managing leads and applicants.

When you open a contact record, there are several categories of information to view about the person. Use the quick navigation to the right of the contact's name, or scroll through the form to view the information. Some categories are shown or hidden depending on the prospect sub role. 

Jump to category: 

• Roles
• Profile
• Address
• Lead Demographics and Citizenship
• Lead Information
• Lead Documents
• Communications and Notes
• Marketing Activity
• Applications
• Applicant Demographics and Citizenship
• Academic History
• Employment History
• Preferences
• Application Fees
   

Prospective Student View Categories

One of the major changes to Dynamics 2016 is the lack of a navigation menu on the left hand side. The ability to quickly navigate is still available in 2016, but it appears by clicking on the three bars next to the contact's name, as shown in the screenshot below.

Roles

This section highlights the active roles and relationships the WSB has with the person. For more information on prospective student (lead) sub roles, refer to the knowledge base article here.

• Show/Hide Lead Sections - To show the categories of Lead Demographics and Citizenship and Lead Information, you must toggle Show Lead Sections to either "yes" or "no" and save the record to refresh the page information. When working with an Applicant record, it may be helpful to hide the Lead Sections if the information is no longer relevant to your business process. This can be toggled at any time.

Profile 

Basic Information - This section displays basic profile information on the contact. The fields Email, First Name, Last Name, Current Zip Code and Phone Preferred are the same fields required on the Request for Information and the Event registration forms. 

• Other Information - This information is collected via the admissions web application, although the fields are not required to submit an application. 
• Contact Codes - Campus ID is populated for all contacts who submit an application. This field may also be populated if the contact is a previous or current student. Net ID is only applicable to current students. Social Security Number is collected via the admissions web application. 
• Gender and Date of Birth - This information is collected via the admissions web application. These fields are required to submit an application. 
  

Address

Other Email - These fields are to record other email addresses for a contact. 

• Phone - Preferred phone is collected on the Request for Information and Event registration forms. Secondary and International Phone are collected separately on the admissions web application. 
• Current Address - Current ZIP code is collected on the Request for Information and Event registration forms. When only a ZIP code is entered for a contact, the current city, state and country are determined by a general U.S. ZIP code web service. Current address is collected on the admissions web application. 
• Mailing Address - Collected on the admissions web application. 
• Permanent Address - Collected on the admissions web application. 

Lead Demographics and Citizenship

This section allows WSB users to track demographics and citizenship information on the prospective student.

• Lead Race and Ethnicity - Race and ethnicity information tracked on the lead record. 
• Lead Veteran - Veteran status of the lead record. 
  
• Lead Citizenship - Citizenship status of the lead record. This field controls the read-only international person check box. 

Demographic Summary

• Lead Demographic Rollup is set automatically by the lead race and ethnicity check boxes. If more than one box is checked, this field defaults to multiple selections. 
• Lead Region is set automatically by the U.S. state entered in the current address. 
• Lead International Person is checked automatically if the lead is not a U.S. Citizen or Legal U.S Permanent Resident. This field is set from the lead citizenship status drop down above. 
• Lead URM Applicant is checked automatically if an applicable underrepresented minority race and ethnicity box is checked above. At UW-Madison, a URM person is defined as a U.S. Citizen or Permanent Resident and one or more of the following Race/Ethnicities -- African American, Hispanic/Latino, Native American, or South East Asian (Vietnamese, Cambodian, Laotian, or Hmong)
  

Lead Information

This section displays information on the prospective student's WSB program interests and summary information applicable to their role as a prospective student. 

Lead Summary

• Engagement Level is manually updated by WSB system users. For more information on Engagement Metrics, reference the article on engagement and qualification metrics.
• Lead Last Activity tracks the date and time of the prospective student's most recent activity on their contact record. This field is updated when any activity is added to the contact record like emails, phone calls, tasks and campaign responses. 
• Last Interest Change tracks the date and time of the prospective student's most recent interest change on their contact record. Interests can be changed by the prospective student via a Request for Information form or an Event Registration form. Interests can also be changed by WSB users using the Update Interests button. For more information about updating interests, view the article on updating interests.
• Lead Initial Source is set automatically when the contact record becomes a prospective student record. This field provides insight on how we first captured the name and contact information of the lead. 
• Admissions Registration date is when the contact registered for a WSB admissions account at admissions.bus.wisc.edu. 
• Reason Lead Inactive is set when a WSB user sets a prospective student's lead status to inactive. The Set Inactive button prompts the WSB user to choose from three options: low engagement, no longer interested, or attending another institution. The lead may have also been part of a bulk edit and set inactive, which would set the reason to "bulk set inactive." 

Lead Interests

This is a graphical view of current and past interests recorded on a prospective student's record. You can also view Past Interests by changing the Current Lead Interests - Grid View to Past Lead Interests - Grid View. Each interest recorded on the prospective student's record includes a standard set of information: Term, Academic Career, Program Type, Lead Interest Program, Interest, Qualification Score, Created On, Lead Interest Status, and Source. 

• Qualification Score is a field that WSB users can manually update. For more information on the Qualification Metric, view the document "engagement and qualification metrics". 
• Source highlights which campaign (prospective student action or WSB user action) prompted the interest to be recorded. The source for each interest is directly tied to a campaign response.  

Lead Undergraduate Information

This section presents information on leads who are interested in/being tracked by the undergraduate program.

• BBA Lead Type indicates if the lead is a high school student, current UW Madison student, or a transfer student. This is information is needed to know if the lead is a BEL, direct admit, or pre-business candidate.
  
• High School Grade is relevant grade information for if the student is a lead related to BEL or direct admit.
  
• SIS Academic Level indicates the current grade in college the student qualifies as (determined by the University based on the number of credits the student currently has), imported from SIS.
• SIS Admit Type signifies if the student is a continuing student, a new student, a first year student, a returning adult, a returning student, or a transfer student. Also imported from SIS.
• Matriculation Term is the term the student has indicated interest in entering WSB.
• GPA information gives a snapshot of the student's current GPA, the amount of credits they have taken which counts towards their GPA, their transfer credits, and their test credits.
• Eligibility Summary and Details determine and show if the student is eligible or not to apply for the given program they have indicated interest for. This can be overridden or added by selecting the plus sign, the search button, and the new button.

Lead Graduate Qualification Metrics

• Data obtained on the lead before the lead becomes an applicant. 

Lead Documents

• Pre-applicant documents stored on the lead before the prospect becomes an applicant. To add new secure lead documents, see instructions here. 

Communications and Notes

This section displays emails sent from WSB users through the LRM system, and tracked activities like phone calls, appointments and tasks. General notes on the contact can also be recorded here. Auto-generated system emails sent via ClickDimensions are also recorded here. These are emails typically triggered by web forms like the RFI, event registration and admissions application. 

The best practice for managing communications is to record each action with a prospective student as an activity. It is important to capture activities that occur with a prospective student contact, as these activities will be used in prospective student yield analysis. If you simply add a note to the contact record, this content does not help identify actions that led to "winning" the lead. 

 

Marketing Activity

This section displays campaign responses associated with the contact record. Campaign responses for Information Requests and Data Imports are tracked separately from Event Registrations, as the informational data fields shown in the view are quite different. 

 

Applications

This section displays all admissions applications associated with the prospective student's record. Click on the application number (WSBA0000XXXXXXX) to open the application view for the details of the specific application. Only certain WSB users have access to view details within applications. If you need access to applications, please contact your program office. 

  

 

Applicant Demographics and Citizenship

IMPORTANT NOTE: Information entered in this category will be shown to the contact as pre-filled when they start an admissions web application! 

This section displays applicant demographics, citizenship and residency information collected on the admissions web application. 

• Race and Ethnicity is self-reported by the applicant in the admissions web application. 
• Residency and Citizenship - Please do not enter information here. This section is specific to UW-Madison's Wisconsin residency application for admissions. 
• Demographic Summary is set automatically based on the race and ethnicity check boxes selected by the applicant. If more than one box is checked, this field defaults to multiple selections. 
• URM Person is checked automatically if an applicable underrepresented minority race and ethnicity box is checked. At UW-Madison, a URM person is defined as a U.S. Citizen or Permanent Resident and one or more of the following Race/Ethnicities -- African American, Hispanic/Latino, Native American, or South East Asian (Vietnamese, Cambodian, Laotian, or Hmong)
  • Region is set automatically by the U.S. state entered in permanent address. 
  • International person is checked automatically if the applicant is not a U.S. Citizen or Legal U.S. Permanent Resident. 

 

 

Residency and Citizenship

• Applied for WI Residency tracks if the applicant has applied for Wisconsin Residency.
• WI Residency Status tracks if the applicant is a Wisconsin resident.
• WI Residency Date shows the date the applicant became a WI resident, at least in the system.
• Country of Birth lists the country the applicant was born in.
• Citizenship shows the applicant's citizenship status, pulled from the admissions web application.
• State/Province of Birth lists the state or province the applicant was born in, pulled from the admissions web application.
• Alien Number displays the Alien Number of the applicant if applicable.

 

Passport 

This section displays information from the applicant's passport, such as name, address, city, country of citizenship, state/province, ZIP code, and city.

 

Academic History

IMPORTANT NOTE: Information entered in this category will be shown to the contact as pre-filled when they start an admissions web application! 

This section displays academic history records collected on the admissions web application. If a WSB user enters academic history information here for a prospective student, this information will be displayed to the applicant when they start an application. 

 

Employment History

IMPORTANT NOTE: Information entered in this category will be shown to the contact as pre-filled when they start an admissions web application! 

This section displays employment history records collected on the admissions web application. If a WSB user enters employment history information here for a prospective student, this information will be displayed to the applicant when they start an application. 

 

Preferences

This section displays basic contact preferences. If the contact has unsubscribed from email communications, Bulk Email will be set to "Do Not Allow."