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In Admissions (入学管理), you register people who are considering enrolling as prospects (見込み者) and track their progress from first inquiry to enrollment. The status moves in this order:
Inquiry (問い合わせ) → Contacted (連絡済み) → Open campus booked (OC申込) → Attended open campus (OC参加) → Applied (出願) → Interview (面接) → Accepted (合格) → Enrolled (入学)
Depending on the selection result, a prospect may also become Waitlist (補欠) or Rejected (不合格). If the process ends partway, record Declined (辞退) or Lost (失注).
Accepted, Rejected and Waitlist are recorded by approving an admission decision (入試判定), and Enrolled is recorded by Register as student (学生として登録). These four cannot be chosen in Status and next action (ステータス・次回対応); instead, the screen shows "Changed by decision approval / student registration" (判定承認／学生登録で変わります).
Register a prospect
Open the New registration (新規登録) tab in Admissions (入学管理).
Enter basic information such as name and email, the preferred department, the intended year of entry, and the next action date. For an international student, turn on International student (留学生) and also enter nationality, Japanese proficiency and visa preparation status.
Once registered, the prospect appears in the Prospect list (見込み者一覧) under Pipeline (パイプライン).
Record day-to-day follow-up
In the Work queue (作業キュー), check prospects whose next action date has arrived, this week's events, post-event follow-ups, and items awaiting scoring.
Open the prospect's Details (詳細) or Action (対応).
Update the status and next action date in Status and next action (ステータス・次回対応). If the change cannot be saved, the reason is shown.
After contacting the prospect, enter the details in Add contact history (連絡履歴を追加) and press Save contact history (連絡履歴を保存).
Events and interviews
In the Events (イベント) tab, create events such as open campus days, register sign-ups, and record Check in (チェックイン) or No-show (不参加) on the day and Follow-up done (フォロー完了). Events that have reached capacity cannot accept more sign-ups.
Create interview slots in the Interviews and scoring (面接・採点) tab. You can register an interview appointment from the prospect's details.
In Application scoring (出願採点) in the prospect's details, enter scores for academic ability, reasons for applying, portfolio, interview and Japanese, plus an evaluation (accept level, reject level or needs review), then press Save scores (採点を保存). The evaluation is recorded as grounds for the decision; it is not the decision itself.
Create a capacity plan
To decide Accepted or Waitlist, a capacity plan (定員計画) is needed for each preferred department and year of entry.
In the Capacity plans (定員計画) tab, press Create capacity plan (定員計画を作成).
Enter the department, year of entry, number of acceptances and waitlist limit. If an enrolment deposit (入学金・予約金) is required, turn on Require an enrolment deposit (入学金・予約金を必要とする) and enter the amount (in yen) and the number of days from approval of acceptance to the payment deadline.
Press Save (保存する).
The list shows the number of approved acceptances and waitlist places against capacity. You can change a registered plan with Edit (編集) (the department and year of entry cannot be changed). Plans that have been deactivated cannot be chosen when submitting a decision. Administrators and Admissions staff can create and change capacity plans.
Submit an admission decision
Decisions can be submitted for prospects whose status is Applied (出願), Interview (面接) or Waitlist (補欠).
In Admission decision (入試判定) in the prospect's details, press Submit decision (判定を申請).
Choose the proposed decision (Accepted, Waitlist or Rejected). For Accepted or Waitlist, choose the capacity plan for the preferred department. If there is no matching plan, you can open the Capacity plans tab from the guidance on screen.
Enter the reason for the decision (at least 5 characters). The latest scores and interview records are attached automatically as grounds for the decision.
Press Submit (申請する).
A prospect with a submitted decision shows Awaiting approval (承認待ち) and the name of the submitter. No further decision can be submitted until it is approved or sent back. Submitting alone does not change the status.
Approve or send back a decision
Administrators and academic administrators review submitted decisions in the Decision approval (判定承認) tab, and executives on the Decisions and deposits (判定承認・入学金) screen.
Press Review (確認する) in the list and check the reason, grounds and capacity situation.
Enter a comment (at least 3 characters) and press Approve (承認する) or Send back (差し戻す).
On approval, the status becomes Accepted, Rejected or Waitlist according to the proposed decision. When sent back, the status returns to Applied and the comment is shown on the submission screen.
The person who submitted a decision cannot approve it (the message "The submitter cannot approve their own decision" (申請者本人は承認できません) appears). Another staff member must approve it. A decision also cannot be approved if the acceptance capacity or waitlist limit has been reached; the reason is shown.
If the capacity plan requires an enrolment deposit when an acceptance is approved, a deposit record is created, and the amount, payment deadline and payment status can be checked in the Deposits (入学金) tab (Administrator, Admissions) and on the Decisions and deposits (判定承認・入学金) screen (Executive, Finance). To record payments, waivers and refunds, see Record payments, waivers and refunds of enrolment deposits. When the acceptance of an international student is approved, the International office is notified to take over.
Register accepted applicants as students
In the details of a prospect whose status is Accepted (合格), press Register as student (学生として登録). For several prospects, select them in the Prospect list (見込み者一覧) and press Student registration (学生登録).
Enter the Student number (学籍番号) and check the department, year of entry (school year) and enrollment date. The student number cannot be changed later.
Press Confirm student registration (学生登録を確定する).
Registration changes the status to Enrolled (入学) and sends a one-time link for identity verification and password setup to the student's email address. The account does not become active until the student completes the steps from the link. If the email fails to send, resend it from Invitations (招待管理).
In the Analytics (分析) tab, you can see the numbers of inquiries, applications, acceptances and enrollments, and the numbers of applications and acceptances after open campus attendance.
The Decision approval, Capacity plans and Deposits tabs may not be shown, depending on your role and your contracted feature settings.
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