As part of the PCACAC AP Committee's desire to proactively discuss ethics, we will be sending out monthly "case studies." In these cases, we will offer a situation and discuss whether the issue is in compliance with NACAC's Statement of Principles of Good Practices (SPGP). If you have a question about a situation or SPGP, please contact a member of the AP Committee.
May Case: May 1 has come and gone. The Dean of Admissions at Summersnotquitehere U is feeling a little down. Although numbers had been tracking well throughout the month, the final push of deposits did not materialize over the weekend. Now, the class is short by 100 students. Luckily there is a vibrant number of students who accepted spots on the wait list whom the Dean can invite to join the university. However, this is the first year SU has offered a wait list, so proceeding is unchartered territory.
The Dean has instructed the staff to review students who have remained on the wait list based on university needs-they would like to shape the class with some more liberal arts students, men and/or students who would increase geographic diversity. The staff has identified several hundred students who might make sense. However, because the university has limited beds and classroom space, they do not want to over-enroll. But, as the month progresses, the Dean is aware students will be less likely to accept their wait list offer. The Dean wants to proceed ethically, but also wants to fill the class.
What can the Dean do? How does SPGP guide the Dean?
Discussion: Wait lists have become an increasingly used tool for enrollment management. Not only do they allow colleges to fill their class, but also to shape the class. There are several important SPGP issues that should be considered as colleges implement a waitlist:
Mandatory II B 6 states "All post secondary members agree that they will establish wait list procedures that ensure that no student on any wait list is asked for a deposit to remain on the wait list or for a commitment to enroll prior to receiving an official written offer of admission. Written notification may include mail or electronic communications." Furthermore, according to the Interpretations section of II B 6 a, "By placing a student on the wait list, an institution does not initially offer or deny admission, but extends to the candidate the possibility of admission not later than August 1."
Furthermore, according to SPGP Mandatory Practice II B 2, "All post secondary members agree that they will not ask candidates, their schools, their counselors or others to list or rank order their college or university preferences on applications or other documents." And according to the Interpretations section for II B 2, "Postsecondary members can assess their candidates' level of interest, but not by asking them to indicate a first choice or to rank order or name their other college choices; students are considered "candidates" until they have officially confirmed their intention to enroll, usually by submitting an enrollment or tuition deposit, or have declined their offer of admission, or have had their offer of admission canceled."
Finally, SPGP Best Practices II B 2 reads, "All postsecondary members should allow students a reasonable amount of time (at least 72 hours or May 1, whichever is later) to respond to an offer of admission from that institution's wait list and gain admission to that institution's incoming class. This offer of admission should be a written or electronic communication to the student. Postsecondary institutions should also strive to fully inform wait list students of their financial aid and housing opportunities, if different from their normal policies. Postsecondary institutions should not require a commitment from a student until the financial aid award and housing options, if any, have been provided."
Conclusion: So, what does all this mean? According to the Mandatory Practices, the Dean at SU may contact the potential "candidates" on the wait list to make sure they are, in fact, still interested. Even though after May 1, these students are still candidates if they accepted a spot on the wait list. This contact may be by phone, e-mail or another way. For instance, the office could call a student and ask, "Are you still interested in SU?" However, the admissions officers may not ask if SU is the student's top choice.
Although the admission office can call a student to inform of admission, a formal, written offer needs to be made. According to Mandatory Practice II B 8, "Postsecondary members will notify accepted aid applicants of financial aid decisions before the enrollment confirmation deadline, assuming all requested application forms are received on time;" therefore, the university will need to provide any applicable financial aid information before requiring a deposit from the student. This information is reinforced in the Best Practice which also suggests that the university give students at least 72 hours to formally accept an offer of admission.
Finally, any movement off the waitlist should conclude by August 1 and the university should formally notify students when it has completed its process.
If you wish to file a complaint, please complete a NACAC Confidential Complaint form. All personal information will be kept confidential, but the information will be forwarded to the appropriate affiliate AP Committee. This committee will follow up on the issue.
Want to review previous case studies?
View all the Admissions Practices Case Studies on The Anchor here.
Want to submit a case for consideration? Please e-mail the PCACAC AP Committee Chair at jtalmage@stpaulsschool.org
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