This process should be done some time between the end of summer camps and before Open House invites start going out
Go to the workspace Admissions>Open House Preparation and open the query “Finding program students who aren’t prospects”
Adjust the Year Applying For field to include the current school year as well as all remaining school years in the future; run the query
Spend time cleaning up Current Grade, Grade Applying For, and Year Applying For; use birthday and age to help. Once complete, you should have most of the records as program students who could apply for the upcoming school year or in the future. If you have any records remaining with YAF = the current school year, those should be records of students who are already of high school age.
Go back to design and remove the current school year from the query and re-run.
Open the first record, navigate to the Roles tab, add the role Prospect and click Update.
Navigate to the next record by using the double white arrow in the top blue bar, adding the role Prospect and clicking Update on each record until the entire list has been updated.
When you go back to the query and re-run it, it shouldn’t contain any results. Go back to the design, re-add the current school year to Year Applying For, and run the query.
Click on the “+” in the top right corner, choose Overwrite Query.
Admissions should now look at each of these records and decide if they want to mark them with the role Prospect - Cold; update their GAF and YAF, add the role prospect, and market to them as a potential transfer; etc. Once complete, no records should exist in this query until the next year.