{"source":"Reconciled from three independent drafts (Claude, Grok, Perplexity) of the functions and features offered by admissions and recruitment CRM platforms. The Claude draft supplies the structure; equivalent features from the other drafts are merged into it and distinct ones added, so each feature appears once and records which drafts named it.","scope":"Covers the pre-enrollment journey from lead capture and the prospect record through application intake, review and decision, communications, events and visits, yield and deposit, funnel reporting, the SIS matriculation handoff, and integration, security and operations, with the SIS as system of record after matriculation, financial aid packaging, registration and the student account out of scope, and test-score and transcript vendors included only as feeds.","vendors":["Slate","Salesforce Education Cloud","Ellucian CRM Recruit","TargetX","Element451"],"sources":{"C":"Claude draft (uploaded)","G":"Grok draft (uploaded)","P":"Perplexity draft (uploaded)"},"groups":[{"k":"P","name":"Prospect Management","ds":["1","2","3","4"],"desc":"Captures prospective students from every source and keeps one accurate, segmented record of each person before they apply."},{"k":"A","name":"Application Processing","ds":["5","6"],"desc":"Takes in applications, collects required materials, and keeps each applicant's file complete."},{"k":"R","name":"Review and Decision","ds":["7","8"],"desc":"Evaluates complete applications and records and releases admission decisions."},{"k":"N","name":"Engagement","ds":["9","10"],"desc":"Communicates with prospects, applicants, and admits and runs the events and visits that move them through the funnel."},{"k":"Y","name":"Yield and Enrollment Conversion","ds":["11","12"],"desc":"Turns admitted students into enrolled students and hands them to the SIS."},{"k":"F","name":"Funnel Reporting and Analytics","ds":["13"],"desc":"Measures the funnel against goals and shows which recruitment efforts work."},{"k":"E","name":"Platform","ds":["14","15","16"],"desc":"Provides the integration, security, configuration, and operations every other area depends on."}],"domains":[{"n":"1","name":"Lead Capture","desc":"Brings inquiries and prospect lists into the CRM from forms, lists, and recruitment channels.","area":"Prospect Management","caps":[{"id":"1.1","n":"Capture inquiries","herm":["BC012","BC109","BC240","BC220"],"subs":[{"id":"1.1.1","n":"Configurable inquiry forms","d":"Collects prospect name, contact details, academic interests, and entry term through campus-built web forms.","cls":"Core","src":["C","P","G"],"herm":"BC012"},{"id":"1.1.2","n":"Embeddable forms and landing pages","d":"Publishes inquiry forms and simple landing pages on campus websites without developer work.","cls":"Expected","src":["C","P","G"],"herm":"BC012"},{"id":"1.1.3","n":"Source and campaign tracking","d":"Records the originating source, campaign, and UTM parameters on each new inquiry.","cls":"Core","src":["C","P","G"],"herm":"BC109"},{"id":"1.1.4","n":"Mobile and event quick capture","d":"Captures prospect cards on a tablet or phone at fairs and visits, including offline entry that syncs later.","cls":"Expected","src":["C","P","G"],"herm":"BC012"},{"id":"1.1.5","n":"Chat and text inquiry capture","d":"Creates or updates a prospect record from a web chat or inbound text conversation.","cls":"Expected","src":["C","P"],"herm":"BC220"},{"id":"1.1.6","n":"Conversational AI inquiry assistant","d":"Answers common prospect questions with an automated assistant and hands qualified conversations to staff.","cls":"Emerging","src":["C","P"],"herm":"BC012"},{"id":"1.1.7","n":"Staff-entered prospects","d":"Create prospect records from telephone, walk-in, referral, or other staff-mediated inquiries.","cls":"Core","src":["P"],"herm":"BC012"}]},{"id":"1.2","n":"Import lists and partner leads","herm":["BC012","BC108","BC143","BC109"],"subs":[{"id":"1.2.1","n":"Name-buy and search list import","d":"Loads purchased search names from testing agencies and list vendors using reusable import mappings.","cls":"Expected","src":["C","P","G"],"herm":"BC012"},{"id":"1.2.2","n":"Inquiry aggregator feeds","d":"Receives prospect records from college-search sites and lead-generation partners on a schedule.","cls":"Expected","src":["C"],"herm":"BC012"},{"id":"1.2.3","n":"Test-score sender feeds as prospects","d":"Creates prospect records from score-send files where the student has not yet inquired.","cls":"Expected","src":["C"],"herm":"BC012"},{"id":"1.2.4","n":"Bulk import with field mapping","d":"Imports spreadsheets and delimited files with saved mappings, validation, and an error report.","cls":"Core","src":["C"],"herm":"BC143"},{"id":"1.2.5","n":"Lead cost and vendor tracking","d":"Records the cost and vendor of purchased or sourced leads for later return-on-investment reporting.","cls":"Expected","src":["C"],"herm":"BC109"}]}]},{"n":"2","name":"Prospect Record and Data Quality","desc":"Maintains a single trusted person record with history, relationships, and interest data.","area":"Prospect Management","caps":[{"id":"2.1","n":"Maintain person record","herm":["BC239","BC143","BC012"],"subs":[{"id":"2.1.1","n":"Unified constituent record","d":"Holds one record per person spanning prospect, inquiry, applicant, and admit stages for every program and term.","cls":"Core","src":["C","P","G"],"herm":"BC239"},{"id":"2.1.2","n":"Multiple interest and term records","d":"Tracks several program, level, campus, and entry-term interests for the same person.","cls":"Core","src":["C","P"],"herm":"BC239"},{"id":"2.1.3","n":"Relationship records","d":"Links parents, guardians, counselors, and other influencers to the prospect with their own contact details.","cls":"Expected","src":["C","P","G"],"herm":"BC239"},{"id":"2.1.4","n":"School and organization records","d":"Maintains high schools, colleges, and community-based organizations with CEEB or other codes and contacts.","cls":"Core","src":["C"],"herm":"BC239"},{"id":"2.1.5","n":"Interaction timeline","d":"Shows every email, text, call, visit, form, and status change on one chronological timeline.","cls":"Core","src":["C","P","G"],"herm":"BC239"},{"id":"2.1.6","n":"Custom fields and objects","d":"Lets the campus add fields and related records without vendor code changes.","cls":"Expected","src":["C","P"],"herm":"BC143"},{"id":"2.1.7","n":"Address and contact validation","d":"Standardizes postal addresses and verifies email and phone deliverability at entry.","cls":"Expected","src":["C"],"herm":"BC143"},{"id":"2.1.8","n":"Recruitment notes and attachments","d":"Store staff notes and supporting files on prospect records with controlled visibility.","cls":"Expected","src":["P"],"herm":"BC239"}]},{"id":"2.2","n":"Match and deduplicate records","herm":["BC143","BC239"],"subs":[{"id":"2.2.1","n":"Real-time matching at entry","d":"Matches new inquiries and applications to existing records on configurable rules to prevent duplicates.","cls":"Core","src":["C","P","G"],"herm":"BC143"},{"id":"2.2.2","n":"Duplicate review queue","d":"Presents suspected duplicates with match scores for staff to merge or dismiss.","cls":"Core","src":["C","P"],"herm":"BC143"},{"id":"2.2.3","n":"Record merge with history","d":"Merges duplicate records while keeping all interactions, materials, and an audit of what was merged.","cls":"Core","src":["C","P"],"herm":"BC143"},{"id":"2.2.4","n":"Data lineage and source precedence","d":"Track field origins and apply defined precedence when multiple sources update the same value.","cls":"Platform","src":["P"],"herm":"BC143"},{"id":"2.2.5","n":"Controlled bulk updates","d":"Apply authorized mass record changes with previews, validation, and change logs.","cls":"Platform","src":["P"],"herm":"BC143"}]},{"id":"2.3","n":"Segment and score prospects","herm":["BC012","BC144","BC109"],"subs":[{"id":"2.3.1","n":"Dynamic segments and queries","d":"Builds saved, rule-based populations that update automatically as records change.","cls":"Core","src":["C","P"],"herm":"BC109"},{"id":"2.3.2","n":"Engagement scoring","d":"Scores prospects on opens, clicks, visits, and other activity using campus-defined weights.","cls":"Expected","src":["C","P"],"herm":"BC144"},{"id":"2.3.3","n":"Fit and enrollment-likelihood scoring","d":"Ranks prospects by predicted likelihood to apply or enroll using a statistical or machine-learned model.","cls":"Emerging","src":["C","P"],"herm":"BC144"},{"id":"2.3.4","n":"Funnel stage tracking","d":"Assigns and dates each prospect's stage from suspect through inquiry, applicant, admit, deposit, and enrolled.","cls":"Core","src":["C","P"],"herm":"BC012"}]}]},{"n":"3","name":"Recruiter and Territory Management","desc":"Organizes recruiters, territories, and their outreach work.","area":"Prospect Management","caps":[{"id":"3.1","n":"Manage territories and assignments","herm":["BC012","BC013"],"subs":[{"id":"3.1.1","n":"Territory definition","d":"Defines recruitment territories by geography, school, program, or population.","cls":"Expected","src":["C"],"herm":"BC012"},{"id":"3.1.2","n":"Automatic counselor assignment","d":"Assigns a recruiter or counselor to each prospect from territory rules, with manual override.","cls":"Expected","src":["C","P","G"],"herm":"BC012"},{"id":"3.1.3","n":"Caseload and reassignment tools","d":"Shows each recruiter's caseload and moves records in bulk when territories change.","cls":"Expected","src":["C","P"],"herm":"BC012"}]},{"id":"3.2","n":"Track recruiter activity","herm":["BC012","BC195","BC239"],"subs":[{"id":"3.2.1","n":"Recruitment travel planning","d":"Plans school visits and fair travel, with itineraries and contact lists for each trip.","cls":"Expected","src":["C","P"],"herm":"BC195"},{"id":"3.2.2","n":"Tasks and follow-up reminders","d":"Creates and assigns follow-up tasks with due dates tied to a prospect or school.","cls":"Core","src":["C","P"],"herm":"BC012"},{"id":"3.2.3","n":"Call and meeting logging","d":"Logs calls, meetings, and notes against the prospect or school record, including from mobile.","cls":"Core","src":["C","P"],"herm":"BC239"},{"id":"3.2.4","n":"Click-to-call and call recording","d":"Places calls from the record through an integrated telephony service and logs the outcome.","cls":"Specialized","src":["C"],"herm":"BC012"},{"id":"3.2.5","n":"Agent-assisted recruitment actions","d":"Execute permitted actions such as lead capture, appointment booking, and follow-up with logged activity.","cls":"Emerging","src":["P"],"herm":"BC012"}]}]},{"n":"4","name":"Specialized Recruitment Channels","desc":"Supports recruitment channels that only some campuses run.","area":"Prospect Management","caps":[{"id":"4.1","n":"Manage partner and population recruiting","herm":["BC013","BC012","BC229","BC156","BC239","BC018"],"subs":[{"id":"4.1.1","n":"International agent portal","d":"Gives contracted recruitment agents a portal to submit and track their students' inquiries and applications.","cls":"Specialized","src":["C","P"],"herm":"BC013"},{"id":"4.1.2","n":"Agent contract and commission tracking","d":"Tracks agent agreements, referred students, and commission eligibility at deposit or enrollment.","cls":"Specialized","src":["C","P"],"herm":"BC156"},{"id":"4.1.3","n":"Athletic recruiting module","d":"Tracks recruited athletes, coach evaluations, and compliance contact rules alongside the admissions record.","cls":"Specialized","src":["C","P"],"herm":"BC229"},{"id":"4.1.4","n":"Graduate and professional program pipelines","d":"Runs separate funnels, forms, and owners for graduate, professional, and continuing education programs.","cls":"Specialized","src":["C"],"herm":"BC012"},{"id":"4.1.5","n":"School counselor and partner portal","d":"Lets high school counselors or partner institutions view their students' application status.","cls":"Specialized","src":["C","P"],"herm":"BC239"},{"id":"4.1.6","n":"Transfer pathway and articulation prospects","d":"Identifies transfer prospects at partner colleges and shows them relevant pathway agreements.","cls":"Specialized","src":["C"],"herm":"BC018"},{"id":"4.1.7","n":"Partner and employer cohort recruitment","d":"Associate prospects with sponsored cohorts or institutional partnerships and track recruitment progress.","cls":"Specialized","src":["P"],"herm":"BC239"}]}]},{"n":"5","name":"Application Intake","desc":"Accepts applications through institutional and shared applications and records fees.","area":"Application Processing","caps":[{"id":"5.1","n":"Configure institutional applications","herm":["BC015"],"subs":[{"id":"5.1.1","n":"Application form builder","d":"Builds multi-page applications with conditional questions, sections, and validation without code.","cls":"Core","src":["C","P","G"],"herm":"BC015"},{"id":"5.1.2","n":"Multiple application types","d":"Runs separate applications by level, program, entry term, and student type with their own rules.","cls":"Core","src":["C","P"],"herm":"BC015"},{"id":"5.1.3","n":"Save and resume","d":"Lets applicants save partial work and return to finish it across devices.","cls":"Core","src":["C","P"],"herm":"BC015"},{"id":"5.1.4","n":"Application deadlines and rounds","d":"Enforces deadlines and decision rounds such as early decision, early action, and regular decision.","cls":"Core","src":["C","P"],"herm":"BC015"},{"id":"5.1.5","n":"Program-specific supplemental questions","d":"Adds questions, essays, or uploads that appear only for selected programs.","cls":"Expected","src":["C"],"herm":"BC015"},{"id":"5.1.6","n":"Accessible, mobile-ready application","d":"Meets WCAG 2.1 AA and renders fully on phones.","cls":"Core","src":["C","P"],"herm":"BC015"},{"id":"5.1.7","n":"Multilingual application interface","d":"Presents application instructions and labels in more than one language.","cls":"Specialized","src":["C","P"],"herm":"BC015"},{"id":"5.1.8","n":"Conditional application paths","d":"Show questions and requirements according to applicant responses and application context.","cls":"Expected","src":["P"],"herm":"BC015"},{"id":"5.1.9","n":"Reusable application components","d":"Reuse questions, sections, and shared applicant data across program applications.","cls":"Expected","src":["P"],"herm":"BC015"},{"id":"5.1.10","n":"Submission validation and confirmation","d":"Validate required responses, record submission time, and confirm receipt to the applicant.","cls":"Core","src":["P"],"herm":"BC015"}]},{"id":"5.2","n":"Receive shared and external applications","herm":["BC015","BC143"],"subs":[{"id":"5.2.1","n":"Shared application import","d":"Loads applications and member-specific answers from shared applications such as Common App and Coalition on a schedule.","cls":"Core","src":["C","P","G"],"herm":"BC015"},{"id":"5.2.2","n":"Application file matching","d":"Matches imported applications to existing prospect records and flags conflicts for review.","cls":"Core","src":["C"],"herm":"BC143"},{"id":"5.2.3","n":"Paper and staff-entered applications","d":"Lets staff key in or scan paper applications into the same workflow.","cls":"Expected","src":["C"],"herm":"BC015"}]},{"id":"5.3","n":"Collect application fees","herm":["BC015","BC188"],"subs":[{"id":"5.3.1","n":"Online fee payment","d":"Collects the application fee through an integrated payment gateway and records the transaction.","cls":"Core","src":["C","P","G"],"herm":"BC188"},{"id":"5.3.2","n":"Fee waivers and promo codes","d":"Applies need-based waivers, NACAC or College Board waivers, and campus promo codes.","cls":"Expected","src":["C","P"],"herm":"BC015"},{"id":"5.3.3","n":"Fee reconciliation export","d":"Exports collected fees and waivers for reconciliation with the finance office.","cls":"Expected","src":["C"],"herm":"BC188"}]}]},{"n":"6","name":"Checklist and Materials","desc":"Tracks required items for each applicant and attaches materials as they arrive.","area":"Application Processing","caps":[{"id":"6.1","n":"Manage application checklists","herm":["BC015"],"subs":[{"id":"6.1.1","n":"Rule-based checklist generation","d":"Builds each applicant's required-items list from application type, program, and residency rules.","cls":"Core","src":["C","P","G"],"herm":"BC015"},{"id":"6.1.2","n":"Automatic item fulfillment","d":"Marks checklist items received when a matching document or data feed arrives.","cls":"Core","src":["C"],"herm":"BC015"},{"id":"6.1.3","n":"Completion status and missing-item alerts","d":"Flags files as complete or incomplete and triggers reminders for missing items.","cls":"Core","src":["C","P"],"herm":"BC015"},{"id":"6.1.4","n":"Checklist item waivers","d":"Lets authorized staff waive or substitute a required item with a recorded reason.","cls":"Expected","src":["C","P"],"herm":"BC015"}]},{"id":"6.2","n":"Ingest materials and feeds","herm":["BC015","BC146","BC018"],"subs":[{"id":"6.2.1","n":"Document upload and scanning","d":"Accepts applicant and staff uploads and scanned paper documents into the applicant file.","cls":"Core","src":["C","P","G"],"herm":"BC146"},{"id":"6.2.2","n":"Document indexing and classification","d":"Identifies document type and applicant from barcodes, cover sheets, or automated recognition.","cls":"Expected","src":["C","G"],"herm":"BC146"},{"id":"6.2.3","n":"Intelligent document data extraction","d":"Reads courses, grades, and GPA from uploaded transcripts into structured fields for staff to verify.","cls":"Emerging","src":["C","P"],"herm":"BC146"},{"id":"6.2.4","n":"Test-score feed import","d":"Loads official test scores from testing agencies and matches them to applicants.","cls":"Expected","src":["C","P","G"],"herm":"BC015"},{"id":"6.2.5","n":"Electronic transcript feed import","d":"Receives electronic transcripts from transcript exchange services and attaches them to the file.","cls":"Expected","src":["C","P","G"],"herm":"BC015"},{"id":"6.2.6","n":"Recommendation requests","d":"Sends recommenders a secure link to submit letters and forms, with reminders.","cls":"Expected","src":["C","P"],"herm":"BC015"},{"id":"6.2.7","n":"Self-reported academic record","d":"Collects self-reported courses, grades, and scores in place of official documents until enrollment.","cls":"Expected","src":["C"],"herm":"BC015"},{"id":"6.2.8","n":"Unmatched material resolution","d":"Queue documents and feed records that cannot be confidently matched for staff reconciliation.","cls":"Expected","src":["P"],"herm":"BC015"},{"id":"6.2.9","n":"Document provenance and versions","d":"Retain material source, receipt date, replacement history, and official or unofficial status.","cls":"Expected","src":["P"],"herm":"BC146"}]},{"id":"6.3","n":"Provide applicant self-service","herm":["BC015","BC139","BC217"],"subs":[{"id":"6.3.1","n":"Applicant status portal","d":"Shows applicants their checklist, missing items, messages, and decision in a secure portal.","cls":"Core","src":["C","P","G"],"herm":"BC015"},{"id":"6.3.2","n":"Applicant account and authentication","d":"Creates a secure applicant account with password reset and optional multi-factor sign-in.","cls":"Core","src":["C","P"],"herm":"BC139"},{"id":"6.3.3","n":"Personalized portal content","d":"Shows content, deadlines, and next steps based on the applicant's program and stage.","cls":"Expected","src":["C"],"herm":"BC217"},{"id":"6.3.4","n":"Application amendments","d":"Allow controlled updates to submitted applications while retaining the original submission and change history.","cls":"Expected","src":["P"],"herm":"BC015"}]}]},{"n":"7","name":"Application Review","desc":"Routes files to readers and committees and captures evaluations.","area":"Review and Decision","caps":[{"id":"7.1","n":"Configure review workflows","herm":["BC015","BC216","BC170","BC139"],"subs":[{"id":"7.1.1","n":"Configurable review bins and queues","d":"Moves files through staged queues such as first read, second read, and committee based on rules.","cls":"Core","src":["C","P"],"herm":"BC015"},{"id":"7.1.2","n":"Reader assignment rules","d":"Assigns files to readers by territory, program, workload, or random distribution.","cls":"Expected","src":["C","P","G"],"herm":"BC015"},{"id":"7.1.3","n":"Faculty and department review","d":"Gives faculty or program reviewers scoped access to review assigned files and enter recommendations.","cls":"Expected","src":["C"],"herm":"BC015"},{"id":"7.1.4","n":"Conflict-of-interest exclusion","d":"Prevents a reader from being assigned files where they declared a conflict.","cls":"Expected","src":["C","P"],"herm":"BC170"},{"id":"7.1.5","n":"Review confidentiality controls","d":"Restrict sensitive materials, redact selected fields, and control visibility of other reviewers' evaluations.","cls":"Expected","src":["P"],"herm":"BC139"}]},{"id":"7.2","n":"Evaluate applications","herm":["BC015","BC018","BC144"],"subs":[{"id":"7.2.1","n":"Online reader with document viewer","d":"Shows the application and supporting documents side by side for paperless reading.","cls":"Core","src":["C","P"],"herm":"BC015"},{"id":"7.2.2","n":"Rubrics and rating forms","d":"Captures ratings, comments, and recommendations on campus-defined rubrics.","cls":"Core","src":["C","P","G"],"herm":"BC015"},{"id":"7.2.3","n":"Academic record entry and GPA recalculation","d":"Records coursework and recalculates a standardized GPA for comparison across schools.","cls":"Expected","src":["C"],"herm":"BC018"},{"id":"7.2.4","n":"Interview evaluation","d":"Records interview ratings and notes against the applicant file.","cls":"Specialized","src":["C","P"],"herm":"BC015"},{"id":"7.2.5","n":"Portfolio and audition review","d":"Collects and evaluates media portfolios or auditions for arts and design programs.","cls":"Specialized","src":["C","P"],"herm":"BC015"},{"id":"7.2.6","n":"AI-assisted review summaries","d":"Drafts a summary of the file for the reader without making or recommending the decision.","cls":"Emerging","src":["C","P"],"herm":"BC144"},{"id":"7.2.7","n":"Rules-based eligibility evaluation","d":"Apply explicit admissions criteria and flag applications requiring exceptions or additional review.","cls":"Expected","src":["P"],"herm":"BC015"},{"id":"7.2.8","n":"Rubric-based first-read assistance","d":"Suggest rubric ratings and supporting evidence while retaining staff authority over admissions decisions.","cls":"Emerging","src":["P"],"herm":"BC015"},{"id":"7.2.9","n":"Application anomaly detection","d":"Flag potentially inconsistent or falsified application information for human investigation.","cls":"Emerging","src":["P"],"herm":"BC015"}]},{"id":"7.3","n":"Run committee review","herm":["BC015"],"subs":[{"id":"7.3.1","n":"Committee review session","d":"Presents applicant files to a committee with voting and recorded outcomes.","cls":"Expected","src":["C","P","G"],"herm":"BC015"},{"id":"7.3.2","n":"Class shaping and slate tools","d":"Shows how proposed decisions change class profile, size, and discount targets before release.","cls":"Expected","src":["C"],"herm":"BC015"}]},{"id":"7.4","n":"Evaluate special populations","herm":["BC015","BC013","BC018"],"subs":[{"id":"7.4.1","n":"International credential evaluation","d":"Records foreign credential equivalencies, English proficiency, and third-party evaluation reports.","cls":"Specialized","src":["C","P"],"herm":"BC013"},{"id":"7.4.2","n":"Transfer credit pre-evaluation","d":"Records a preliminary transfer credit estimate for the admitted student before SIS evaluation.","cls":"Specialized","src":["C"],"herm":"BC018"},{"id":"7.4.3","n":"Immigration document preparation","d":"Collects financial certification and data needed to issue I-20 or DS-2019 forms in the campus immigration system.","cls":"Specialized","src":["C"],"herm":"BC013"}]}]},{"n":"8","name":"Decision Management","desc":"Records, approves, and releases admission decisions.","area":"Review and Decision","caps":[{"id":"8.1","n":"Record decisions","herm":["BC015","BC170"],"subs":[{"id":"8.1.1","n":"Decision codes and types","d":"Records admit, deny, waitlist, defer, and conditional decisions with campus-defined codes.","cls":"Core","src":["C","P"],"herm":"BC015"},{"id":"8.1.2","n":"Conditional admission terms","d":"Records conditions an admit must meet and tracks whether they are satisfied.","cls":"Expected","src":["C","P"],"herm":"BC015"},{"id":"8.1.3","n":"Decision approval and audit","d":"Requires authorized sign-off before release and logs who changed each decision.","cls":"Core","src":["C","P"],"herm":"BC170"},{"id":"8.1.4","n":"Program and term change offers","d":"Offers an alternate program, campus, or entry term in place of the one applied for.","cls":"Expected","src":["C"],"herm":"BC015"},{"id":"8.1.5","n":"Withdrawal and cancellation","d":"Record applicant withdrawal or administrative cancellation with reasons and effective dates.","cls":"Expected","src":["P"],"herm":"BC015"},{"id":"8.1.6","n":"Admissions appeals","d":"Collect appeal requests and route them through a separate review and outcome process.","cls":"Specialized","src":["P"],"herm":"BC015"}]},{"id":"8.2","n":"Release decisions","herm":["BC015","BC220"],"subs":[{"id":"8.2.1","n":"Scheduled decision release","d":"Releases a batch of decisions in the portal at a set date and time.","cls":"Core","src":["C","P","G"],"herm":"BC015"},{"id":"8.2.2","n":"Decision letters and templates","d":"Generates decision letters from templates with merge fields for portal, email, or print.","cls":"Core","src":["C","P"],"herm":"BC220"},{"id":"8.2.3","n":"Shared application decision reporting","d":"Reports decisions back to shared application services where required.","cls":"Expected","src":["C"],"herm":"BC015"}]},{"id":"8.3","n":"Manage waitlist and deferral","herm":["BC015"],"subs":[{"id":"8.3.1","n":"Waitlist opt-in and ranking","d":"Lets students accept a waitlist place and lets staff rank and admit from it.","cls":"Expected","src":["C","P","G"],"herm":"BC015"},{"id":"8.3.2","n":"Deferral rollover","d":"Moves deferred applicants and their materials to a later term without reapplying.","cls":"Expected","src":["C","P"],"herm":"BC015"}]}]},{"n":"9","name":"Communications","desc":"Sends personalized messages across channels and manages consent.","area":"Engagement","caps":[{"id":"9.1","n":"Build and send messages","herm":["BC220","BC109"],"subs":[{"id":"9.1.1","n":"Email builder and templates","d":"Builds branded, responsive emails with merge fields and dynamic content blocks.","cls":"Core","src":["C","P"],"herm":"BC220"},{"id":"9.1.2","n":"Bulk and scheduled sends","d":"Sends messages to segments immediately or on a schedule with throttling.","cls":"Core","src":["C","G"],"herm":"BC220"},{"id":"9.1.3","n":"Two-way text messaging","d":"Sends and receives SMS with recruiters, tied to the prospect record.","cls":"Expected","src":["C","P","G"],"herm":"BC220"},{"id":"9.1.4","n":"Print and mail merge","d":"Produces letters and mailing files for print vendors from the same populations.","cls":"Expected","src":["C","P"],"herm":"BC220"},{"id":"9.1.5","n":"Personalized microsites","d":"Generates individualized web pages for each prospect from their interests.","cls":"Specialized","src":["C","G"],"herm":"BC109"},{"id":"9.1.6","n":"AI-assisted content drafting","d":"Drafts or varies message copy for staff to edit before sending.","cls":"Emerging","src":["C","P"],"herm":"BC220"},{"id":"9.1.7","n":"Messaging-app outreach","d":"Exchange recruitment messages through institution-approved messaging applications.","cls":"Specialized","src":["P"],"herm":"BC220"}]},{"id":"9.2","n":"Automate journeys","herm":["BC109","BC220","BC144"],"subs":[{"id":"9.2.1","n":"Multi-step journey builder","d":"Designs automated communication flows with waits, branches, and entry and exit rules.","cls":"Core","src":["C","P","G"],"herm":"BC109"},{"id":"9.2.2","n":"Trigger-based messages","d":"Sends messages when an event occurs such as an inquiry, a missing item, or a decision.","cls":"Core","src":["C","P","G"],"herm":"BC109"},{"id":"9.2.3","n":"A/B testing","d":"Tests subject lines and content variants and reports the winning version.","cls":"Expected","src":["C","P"],"herm":"BC109"},{"id":"9.2.4","n":"Send-time optimization","d":"Times each message to when the recipient is most likely to open it.","cls":"Emerging","src":["C"],"herm":"BC144"},{"id":"9.2.5","n":"Application completion nudges","d":"Send targeted reminders for unfinished applications and outstanding checklist requirements.","cls":"Expected","src":["P"],"herm":"BC109"},{"id":"9.2.6","n":"Journey testing","d":"Preview audience eligibility, personalization, timing, and branch behavior before activation.","cls":"Expected","src":["P"],"herm":"BC109"}]},{"id":"9.3","n":"Track and govern communications","herm":["BC220","BC170","BC138","BC109","BC239"],"subs":[{"id":"9.3.1","n":"Open, click, and reply tracking","d":"Records delivery, opens, clicks, bounces, and replies on each recipient's record.","cls":"Core","src":["C","P"],"herm":"BC109"},{"id":"9.3.2","n":"Consent and subscription preferences","d":"Records opt-in, opt-out, and channel preferences and honors them on every send.","cls":"Core","src":["C","P","G"],"herm":"BC220"},{"id":"9.3.3","n":"Regulatory messaging compliance","d":"Applies CAN-SPAM, TCPA, and GDPR rules such as quiet hours and consent proof to sends.","cls":"Core","src":["C"],"herm":"BC170"},{"id":"9.3.4","n":"Sender domain authentication","d":"Supports SPF, DKIM, and DMARC on campus sending domains to protect deliverability.","cls":"Platform","src":["C"],"herm":"BC138"},{"id":"9.3.5","n":"Shared inbox and case handling","d":"Routes inbound email to a shared queue with assignment and response 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automatically.","cls":"Core","src":["C","P"],"herm":"BC110"},{"id":"10.1.3","n":"Guest and party-size registration","d":"Records the number and names of guests attending with each registrant.","cls":"Expected","src":["C","P"],"herm":"BC110"},{"id":"10.1.4","n":"Virtual event integration","d":"Connects events to video meeting platforms and records virtual attendance.","cls":"Expected","src":["C","P"],"herm":"BC110"},{"id":"10.1.5","n":"Multi-session event agendas","d":"Lets registrants choose sessions within a larger event such as an admitted student day.","cls":"Expected","src":["C","P"],"herm":"BC110"},{"id":"10.1.6","n":"Capacity and event waitlists","d":"Enforce attendance limits and promote registrants from event waitlists as space opens.","cls":"Expected","src":["P"],"herm":"BC110"},{"id":"10.1.7","n":"Recruitment event fees","d":"Collect event-specific fees and record payment or refund status without creating student accounts.","cls":"Specialized","src":["P"],"herm":"BC188"}]},{"id":"10.2","n":"Schedule visits and interviews","herm":["BC110","BC012"],"subs":[{"id":"10.2.1","n":"Campus visit scheduling","d":"Lets prospects book tours and information sessions from published availability.","cls":"Core","src":["C","G"],"herm":"BC110"},{"id":"10.2.2","n":"Interview and appointment booking","d":"Lets prospects book interviews or counselor appointments against staff calendars.","cls":"Expected","src":["C","P"],"herm":"BC012"},{"id":"10.2.3","n":"Staff calendar synchronization","d":"Syncs staff availability and bookings with campus calendar systems.","cls":"Expected","src":["C","P"],"herm":"BC110"},{"id":"10.2.4","n":"Self-guided and virtual tours","d":"Links self-guided or virtual tour content and records completion as engagement.","cls":"Specialized","src":["C"],"herm":"BC012"},{"id":"10.2.5","n":"Personalized visit itineraries","d":"Assemble visit schedules containing tours, meetings, and program-specific activities.","cls":"Specialized","src":["P"],"herm":"BC110"}]},{"id":"10.3","n":"Record attendance","herm":["BC110","BC111","BC240"],"subs":[{"id":"10.3.1","n":"Event check-in","d":"Checks in attendees on a mobile device by name lookup or scanned code, including walk-ins.","cls":"Expected","src":["C","P"],"herm":"BC110"},{"id":"10.3.2","n":"Attendance and no-show tracking","d":"Records attended and no-show status on the record and triggers follow-up journeys.","cls":"Core","src":["C","P","G"],"herm":"BC110"},{"id":"10.3.3","n":"Event feedback surveys","d":"Sends post-event surveys and stores responses against the attendee.","cls":"Expected","src":["C"],"herm":"BC111"},{"id":"10.3.4","n":"Post-event follow-up","d":"Trigger communications and staff tasks based on attendance, absence, or event feedback.","cls":"Expected","src":["P"],"herm":"BC240"}]}]},{"n":"11","name":"Yield Management","desc":"Engages admits, records their intent, and reduces summer melt.","area":"Yield and Enrollment Conversion","caps":[{"id":"11.1","n":"Engage admitted students","herm":["BC020","BC241","BC248","BC144","BC240"],"subs":[{"id":"11.1.1","n":"Admitted student portal","d":"Gives admits a personalized portal with next steps, deadlines, and enrollment tasks.","cls":"Core","src":["C","P"],"herm":"BC020"},{"id":"11.1.2","n":"Admit communication plans","d":"Runs yield-specific journeys and outreach assignments for admitted students.","cls":"Expected","src":["C","P","G"],"herm":"BC020"},{"id":"11.1.3","n":"Admitted student community","d":"Lets admits connect with each other and with current students in a moderated space.","cls":"Specialized","src":["C"],"herm":"BC241"},{"id":"11.1.4","n":"Financial aid status display","d":"Shows aid package status from the aid system as a read-only link or flag without packaging aid.","cls":"Expected","src":["C"],"herm":"BC248"},{"id":"11.1.5","n":"Yield-likelihood prediction","d":"Predicts each admit's likelihood to enroll to prioritize outreach.","cls":"Emerging","src":["C"],"herm":"BC144"},{"id":"11.1.6","n":"Yield outreach queues","d":"Identify admitted students needing follow-up using engagement, response, and commitment milestones.","cls":"Expected","src":["P"],"herm":"BC240"},{"id":"11.1.7","n":"Student ambassador referrals","d":"Assign admitted students to authorized student ambassadors and track outreach completion.","cls":"Specialized","src":["P"],"herm":"BC241"}]},{"id":"11.2","n":"Record intent and deposits","herm":["BC020","BC188","BC111"],"subs":[{"id":"11.2.1","n":"Online reply form","d":"Records enroll or decline intent with a reason for declining.","cls":"Core","src":["C","P","G"],"herm":"BC020"},{"id":"11.2.2","n":"Enrollment deposit payment","d":"Collects the enrollment deposit through an integrated gateway and records the payment.","cls":"Core","src":["C","P","G"],"herm":"BC188"},{"id":"11.2.3","n":"Deposit waivers and extensions","d":"Records deposit waivers and deadline extensions with the approver.","cls":"Expected","src":["C","P"],"herm":"BC020"},{"id":"11.2.4","n":"Deposit refund and cancellation tracking","d":"Records cancelled deposits and the date and reason the student withdrew.","cls":"Expected","src":["C","P"],"herm":"BC188"},{"id":"11.2.5","n":"Enrollment intention and decline reasons","d":"Capture expected enrollment, competing choices, and reasons for declining or withdrawing.","cls":"Expected","src":["P"],"herm":"BC111"}]},{"id":"11.3","n":"Prevent summer melt","herm":["BC020","BC240"],"subs":[{"id":"11.3.1","n":"Pre-enrollment task checklist","d":"Tracks post-deposit tasks such as housing, orientation, and final transcript until matriculation.","cls":"Expected","src":["C","P"],"herm":"BC020"},{"id":"11.3.2","n":"Melt-risk flags and outreach","d":"Flags deposited students showing disengagement and assigns follow-up.","cls":"Expected","src":["C","G"],"herm":"BC240"},{"id":"11.3.3","n":"Final transcript verification","d":"Tracks receipt of final transcripts and proof of graduation for admitted students.","cls":"Core","src":["C"],"herm":"BC020"}]}]},{"n":"12","name":"SIS Matriculation Handoff","desc":"Passes admitted and deposited students to the student information system, which then becomes the system of record.","area":"Yield and Enrollment Conversion","caps":[{"id":"12.1","n":"Transfer admitted students to the SIS","herm":["BC020","BC143","BC139"],"subs":[{"id":"12.1.1","n":"Admit and deposit export to SIS","d":"Sends person, application, decision, and deposit data to the SIS on a schedule or in real time.","cls":"Core","src":["C","P","G"],"herm":"BC020"},{"id":"12.1.2","n":"SIS ID matching and write-back","d":"Matches students to SIS records and writes the SIS ID back to the CRM.","cls":"Core","src":["C","P"],"herm":"BC020"},{"id":"12.1.3","n":"Field-level crosswalks","d":"Maps CRM codes for programs, terms, schools, and decisions to SIS values.","cls":"Core","src":["C","P"],"herm":"BC143"},{"id":"12.1.4","n":"Handoff error 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matriculation.","cls":"Expected","src":["C","P"],"herm":"BC143"},{"id":"12.2.3","n":"Record authority transition","d":"Apply field ownership rules after matriculation so CRM updates do not overwrite SIS-authoritative student data.","cls":"Platform","src":["P"],"herm":"BC143"}]}]},{"n":"13","name":"Funnel Reporting","desc":"Reports funnel volume, conversion, and progress to goal.","area":"Funnel Reporting and Analytics","caps":[{"id":"13.1","n":"Report on the funnel","herm":["BC211","BC170"],"subs":[{"id":"13.1.1","n":"Funnel dashboards","d":"Shows counts and conversion by stage, term, program, territory, and population.","cls":"Core","src":["C","P","G"],"herm":"BC211"},{"id":"13.1.2","n":"Year-over-year comparisons","d":"Compares funnel counts to the same date in prior cycles.","cls":"Core","src":["C"],"herm":"BC211"},{"id":"13.1.3","n":"Ad hoc query and report builder","d":"Lets staff build, save, schedule, and share reports without vendor help.","cls":"Core","src":["C","P"],"herm":"BC211"},{"id":"13.1.4","n":"Scheduled report delivery","d":"Emails report snapshots to subscribers on a schedule.","cls":"Expected","src":["C","P"],"herm":"BC211"},{"id":"13.1.5","n":"Daily snapshots","d":"Captures dated snapshots of funnel counts for later trend analysis.","cls":"Expected","src":["C","P"],"herm":"BC211"},{"id":"13.1.6","n":"Mandated reporting extracts","d":"Produces admissions data for IPEDS and Common Data Set reporting.","cls":"Expected","src":["C"],"herm":"BC170"},{"id":"13.1.7","n":"Cohort and population analysis","d":"Compare outcomes by program, campus, geography, applicant population, and authorized demographic dimensions.","cls":"Expected","src":["P"],"herm":"BC211"},{"id":"13.1.8","n":"Application completion analysis","d":"Identify application abandonment and outstanding requirements by pathway and cohort.","cls":"Expected","src":["P"],"herm":"BC211"},{"id":"13.1.9","n":"Review throughput reporting","d":"Measure review backlog, reviewer workload, stage duration, and time to decision.","cls":"Expected","src":["P"],"herm":"BC211"}]},{"id":"13.2","n":"Track goals and forecasts","herm":["BC211","BC144","BC189"],"subs":[{"id":"13.2.1","n":"Enrollment goal tracking","d":"Sets goals by term, program, and population and shows progress against them.","cls":"Expected","src":["C","P"],"herm":"BC211"},{"id":"13.2.2","n":"Enrollment forecasting","d":"Projects final enrollment from current funnel counts and historical conversion.","cls":"Expected","src":["C","P"],"herm":"BC144"},{"id":"13.2.3","n":"Discount rate and net revenue modeling","d":"Models the effect of admit and merit decisions on discount rate and net tuition revenue.","cls":"Specialized","src":["C"],"herm":"BC189"}]},{"id":"13.3","n":"Measure recruitment effectiveness","herm":["BC211","BC109","BC144","BC111"],"subs":[{"id":"13.3.1","n":"Source and campaign attribution","d":"Credits applications and enrollments to the sources and campaigns that produced them.","cls":"Expected","src":["C","P","G"],"herm":"BC109"},{"id":"13.3.2","n":"Communication and event effectiveness","d":"Compares conversion for students who received a message or attended an event against those who did not.","cls":"Expected","src":["C","P"],"herm":"BC211"},{"id":"13.3.3","n":"Recruiter and territory performance","d":"Reports activity and outcomes by recruiter and territory.","cls":"Expected","src":["C","P","G"],"herm":"BC211"},{"id":"13.3.4","n":"Natural-language reporting assistant","d":"Answers funnel questions typed in plain language with a chart or table.","cls":"Emerging","src":["C"],"herm":"BC211"},{"id":"13.3.5","n":"Recruitment surveys","d":"Collect interests, experience feedback, and enrollment intentions and use responses in outreach.","cls":"Expected","src":["P"],"herm":"BC111"}]},{"id":"13.4","n":"Export data for analysis","herm":["BC211","BC143"],"subs":[{"id":"13.4.1","n":"Data warehouse feed","d":"Exports CRM data to the campus warehouse or analytics platform on a schedule.","cls":"Platform","src":["C","P"],"herm":"BC143"}]}]},{"n":"14","name":"Integration","desc":"Connects the CRM to campus systems and external feeds.","area":"Platform","caps":[{"id":"14.1","n":"Connect systems","herm":["BC203","BC143","BC188","BC108","BC204"],"subs":[{"id":"14.1.1","n":"Documented REST APIs","d":"Exposes records, applications, and activities through documented, versioned APIs.","cls":"Platform","src":["C","P"],"herm":"BC203"},{"id":"14.1.2","n":"Event webhooks","d":"Notifies other systems when records, applications, or decisions change.","cls":"Platform","src":["C","P"],"herm":"BC203"},{"id":"14.1.3","n":"Scheduled file import and export","d":"Runs mapped file imports and exports over SFTP on a schedule with logs.","cls":"Platform","src":["C","P"],"herm":"BC203"},{"id":"14.1.4","n":"SIS integration adapters","d":"Provides prebuilt connectors to common SIS platforms for matriculation and read-back.","cls":"Platform","src":["C"],"herm":"BC203"},{"id":"14.1.5","n":"Payment gateway integration","d":"Connects to campus-approved payment processors for fees and deposits.","cls":"Platform","src":["C","P"],"herm":"BC188"},{"id":"14.1.6","n":"Marketing and ad platform integration","d":"Syncs audiences and conversions with digital advertising and marketing platforms.","cls":"Platform","src":["C"],"herm":"BC108"},{"id":"14.1.7","n":"Integration monitoring","d":"Shows the status, volume, and errors of each integration job.","cls":"Platform","src":["C","P"],"herm":"BC204"},{"id":"14.1.8","n":"Idempotent exchange controls","d":"Prevent duplicate records or repeated actions when interfaces retry or replay transactions.","cls":"Platform","src":["P"],"herm":"BC203"}]}]},{"n":"15","name":"Security and Privacy","desc":"Protects applicant data and controls who sees it.","area":"Platform","caps":[{"id":"15.1","n":"Control access","herm":["BC139"],"subs":[{"id":"15.1.1","n":"Single sign-on 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data","herm":["BC138","BC136","BC145","BC170"],"subs":[{"id":"15.2.1","n":"Audit logging","d":"Logs who viewed, changed, exported, or deleted records and when.","cls":"Platform","src":["C","P"],"herm":"BC138"},{"id":"15.2.2","n":"Encryption in transit and at rest","d":"Encrypts all applicant data in transit and at rest.","cls":"Platform","src":["C","P"],"herm":"BC138"},{"id":"15.2.3","n":"Sensitive field masking","d":"Masks identifiers such as national ID and date of birth from users who do not need them.","cls":"Platform","src":["C","P"],"herm":"BC138"},{"id":"15.2.4","n":"Privacy requests and retention","d":"Applies retention schedules and handles access and erasure requests under FERPA and GDPR.","cls":"Platform","src":["C","P"],"herm":"BC145"},{"id":"15.2.5","n":"Security attestations","d":"Provides SOC 2 or equivalent reports and a completed HECVAT.","cls":"Platform","src":["C","P"],"herm":"BC138"},{"id":"15.2.6","n":"AI use governance","d":"Lets the campus turn AI features on or off and documents which data AI features use.","cls":"Platform","src":["C","P"],"herm":"BC136"},{"id":"15.2.7","n":"Hosting and subprocessor transparency","d":"Provide documented hosting locations, subprocessors, and institutional data-use boundaries.","cls":"Platform","src":["P"],"herm":"BC138"},{"id":"15.2.8","n":"AI approval and override controls","d":"Require human approval for designated AI outputs or actions and retain staff overrides.","cls":"Platform","src":["P"],"herm":"BC136"},{"id":"15.2.9","n":"AI execution traceability","d":"Record AI inputs, cited evidence, outputs, model versions, actions, and associated approvals.","cls":"Platform","src":["P"],"herm":"BC136"},{"id":"15.2.10","n":"AI evaluation and monitoring","d":"Support institutional testing of accuracy, differential outcomes, unsafe responses, and performance changes.","cls":"Platform","src":["P"],"herm":"BC136"}]}]},{"n":"16","name":"Configuration and Operations","desc":"Lets the campus configure, run, and eventually leave the system.","area":"Platform","caps":[{"id":"16.1","n":"Configure and administer","herm":["BC203","BC216","BC143"],"subs":[{"id":"16.1.1","n":"No-code workflow and rule configuration","d":"Lets trained staff change workflows, rules, and automations without code.","cls":"Platform","src":["C","P","G"],"herm":"BC203"},{"id":"16.1.2","n":"Cycle rollover","d":"Copies applications, checklists, journeys, and events to the next recruitment cycle.","cls":"Platform","src":["C"],"herm":"BC203"},{"id":"16.1.3","n":"Sandbox and change promotion","d":"Provides a test environment and moves configuration changes to production.","cls":"Platform","src":["C","P"],"herm":"BC203"},{"id":"16.1.4","n":"Branding and multi-unit configuration","d":"Supports separate branding, forms, and data partitions for colleges, campuses, or programs.","cls":"Platform","src":["C","P"],"herm":"BC203"},{"id":"16.1.5","n":"Reference data administration","d":"Maintain controlled values for programs, terms, campuses, schools, sources, and lifecycle codes.","cls":"Platform","src":["P"],"herm":"BC143"}]},{"id":"16.2","n":"Operate and exit","herm":["BC204","BC143","BC156","BC161","BC145"],"subs":[{"id":"16.2.1","n":"Availability and support commitments","d":"Publishes uptime, support hours, and maintenance windows aligned to peak admissions dates.","cls":"Platform","src":["C","P"],"herm":"BC204"},{"id":"16.2.2","n":"Scalability at peak deadlines","d":"Handles application and decision-release surges without degraded response.","cls":"Platform","src":["C","P"],"herm":"BC204"},{"id":"16.2.3","n":"Full data export at exit","d":"Exports all records, documents, and history in open formats when the contract ends.","cls":"Platform","src":["C","P","G"],"herm":"BC143"},{"id":"16.2.4","n":"Backup and disaster recovery","d":"Maintain recoverable backups and documented restoration objectives and procedures.","cls":"Platform","src":["P"],"herm":"BC161"},{"id":"16.2.5","n":"Automation and job 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transition.","cls":"Platform","src":["P"],"herm":"BC204"},{"id":"16.2.10","n":"Termination deletion assurance","d":"Confirm deletion or agreed retention of institutional data, including copies held by subprocessors.","cls":"Platform","src":["P"],"herm":"BC145"}]}]}]}