Why this is useful: A student living in America applies, goes down the international applicant route, only to produce a British passport later in the process and, after the investigation, becomes eligible for home fees. Your Admissions officers do not want to make the student reapply in order to meet the requirements of an administrative process, so they move the application into the correct occurrence.
How to do it
Want to move an applicant’s application to a different occurrence of Active Applications (APS)? Just find the application and click the ‘Move Application’ action in APS and select your destination occurrence.
It instantly moves across with everything attached (notes, offer letters, etc), generates a note in the Activity Log and displays it on the Dashboard so officers in the destination occurrence can deal with it straight away.
FAQs
Q. What moves across?
A. The original application with the complete Activity Log showing the full history (from the old occurrence), conditions, documents uploaded, offer letters, CAS letters, Campaigns, Touchpoints, 1-2-1 SMS and emails.
Q. How can I see if a new application has been moved in to my occurrence?
A. On the Applications Dashboard you will see all new status changes (moved applications display as 'Moved in') on a section on the right.
Q. What should I do when I see a new application has been moved in to my occurrence?
A. Click on it from the Dashboard, review it and assign the correct Status so it goes onto the appropriate workflow. You may choose to send a 1-2-1 email to update them if there are now new processes for this applicant to follow, ie: "Hi, now you are eligible for Home fees, we have updated your application to reflect that, so please take a moment to read through what happens next..."
Q. Does the applicant need to know it has been moved?
A. Whilst your officer reviews the moved application, the status will be 'Under Review', but as soon as the news status is assigned, the applicant gets a touchpoint form that Workflow with a link to see everything in their Applicant Portal. Depending on how you have configures your portals they may see different portal branding but their application, uploaded files, letters etc will all be there as before.
Q. Can I move it back if I made a mistake?
A. Yes. Just select the old occurrence and move it back.
Q. Is the move recorded anywhere?
A. Yes. In the Activity log for that application an automatic entry gets created: "This application was moved into this occurrence from APS:International Applicants (ID:7865) on Sep 20 2024, at 16:34".