Advancing Admissions Records allows you to reactivate inquiry records from previous admissions seasons. This is typically done to allow the admissions department to reach out to all these potential applicants, inviting them to apply for the new year. 

1. Multi-select all inquiry records which fit your criteria.  Example:  Find everyone who has a status of Application Received or Inquiry and select them.  Note: You may want to save your criteria as a DAT Filter for reuse.
2. Use the multi-action “Update Fields” and update their academic year to the next academic year.
3. Update their Applying For Grade as appropriate.  Note: Depending on their age, a student applying for PK may not need their grade updated.
    i. Start with the highest grade level students and work backward.  Find everyone from step 1 who are applying for the highest grade level you intend to advance and select only those students.  Note: Use the search field Applying for Grade and click search.  You will be able to re-select all of the students.
    ii. Use the multi-action “Update Fields” to update their Applying For Grade to be the next grade level. If you wish to advance their current grade level as well, please update their current grade level to match the new academic year.    
    iii. Repeat this process while working towards the lowest grade levels.  Note:  You might have only a few students in the later grade levels and choose to update those students manually.  
4. For all the students from step 1, use Recording Inquiry Action - Bulk to add an Inquiry Action or any other action for the new academic year.  Note:  This process may reset all statuses, substatuses, or both depending on your action settings.  You may need to apply a second action to reset their substatuses.  Example: You could create a dedicated action named “Auto Prospect” to distinguish all records which were advanced from the previous year and set the statuses and substatuses with a single action.  Note:  You may want to include a comment in the actions indicating that these actions were added due to manual advancement.
5. Perform a mail merge or email merge to contact the parents explaining how to re-apply if desired.

Note:  An important consideration for advancement is the impact on your statistics.  If you use a separate action as in the example from step 4, those records may or may not be included in your statistics or DAT Reports.  The decision on whether to use a new unique action type or to apply the Inquiry action will depend on how you want to count these advancing records.
PCR Educator K-12 School Information System is an online database engineered for independent and private schools to deliver the highest level of flexibility, unique experience, transparent communication and customized design. Being a complete cloud-based solution, PCR Educator system guarantees convenient access anytime, anywhere.