When you decide that you need to reject an application, an officer will first move it into the status "Rejection Recommended, then into the status "Rejection Confirmed":
It is a two-stage process.
In this screenshot, there are 7 that have been recommended and a further 10 recommendations that have already been agreed upon and rejected:
"Recommend Rejection"
Starting in the application, you will first choose the action "Recommend Rejection".
This will allow you to select a rejection reason, add a private comment, and select a Rejection Letter Template. (NB: the letter is not sent now but waits until after an officer has approved your recommendation later on). This action stores your choices and moves the application to the "Rejection Recommended" status. (It may trigger touchpoints on workflows if any are conditional upon the "Rejection Recommended" status.)
You may wish to edit your Statuses in Setup, so that the Applicant sees the portal status "Under Review" in their Portal view.
"Agree Rejection"
Your Admissions Manager can review the 7 applications you've recommended, checking the reasons and private comments for each before deciding whether to confirm using the Agree Rejection action.
The application is them moved into into the status "Rejection Confirmed", and the letter will be sent via a touchpoint (if you have it set up), or added to the Applicant's portal, if you are using it. The letter can be resent to the student manually via email by using the "Resend Reject Letter" action.
The Rejection can be undone by manually moving the application to a different status, using the "Move to Status" action.
FAQs:
Q. How long can an application wait in the "Rejected Recommended" status?
A. Forever if you choose. It only moves when an officer either uses the "Agree Rejection" action or moves it to another status using the "Move to Status" action.
Q. After an application has been rejected, can it be undone?
A. Yes. An officer can move it to another status using the "Move to Status" action.
Q. Where can an officer see the Rejection letter after it has been sent out?
A. In that application's Documents tab. It is a PDF created using your Template text on your Template university letterhead.
Q. Where can a student see the Rejection letter after it has been sent out?
A. In their Application portal (if you are using it), in that application's Documents tab. If you are not using the Portal, but Touchpoints, then the letter will be emailed to them directly.
Q. The Applicant said they never got their letter. Can I resend it?
A. Yes, just use the "Resend Reject Letter" action. This will send the student an email with their letter link.