campuslogicinc

Introduction

While planning for an upcoming scholarship cycle, application forms can be created and linked to one or more scholarships. Application forms are used to collect information or items required by scholarship specifications beyond eligibility or matching criteria. These forms can be assigned to specific organizations and/or departments to narrow their use for scholarships within those organizations. 

Applications can be accessed by Admin and Scholarship Managers in Plan > Applications.

Creating an Application

Applications allow institutions to build and require matching scholarship applicants to complete said application when applying to a scholarship. Institutions can add both global and custom institutional questions, labels, and attach documents to the application for the applicants to download.

• Click on the [Applications] tile and open up the Applications section;
• Click the link in the top right corner, [Add+], to add a new Application

• The Application Builder is broken down into two main sections that are indicated on the left side of the screen: 
  • General Information - In this section the user will:
    • Assign a name to the Application (required)
    • Select an Organization/Department to file the Application under (optional)
      • Remember: When assigning an Organization/Department, only users within that Organization/Department can view, edit, and/or use this Application.
    • Assign a Score Card to the Application (optional)
      • Score Cards are tools to help the Reviewers grade each application.  These are created in the Score Card panel [Plan -> Score Cards]
    • Include any helpful Comments that a user may need when reviewing this Application (optional)
    • Enter a number of Days reusable (required)
      • This field indicates the number of days a student can choose to reuse this submitted application for other Scholarships in the future that uses the same Application.

• Next, click the [+Add Section] link under the General Information tab - Applications can be created using a variety of different formats.  Assigning multiple sections will help break up the Application and create an acceptable format for the institution.  Multiple sections will also aid to the flow of the form on the students end. 
  • First, assign a Section Name (required)
    • Some examples of a Section Name could be: Personal Information, Interests/Hobbies, Essay, ect.

• Next, choose the [+Add Item] link to pull up the Add Item modal.  At least one Item must be added in order to Save or Publish the Application.
  • Here the user will see three different types of Items to choose from:  Question, Label, and Document

• When choosing a Questionas an item type, the user will be directed to the Question search screen.
  • The user has two options at this point:
    • The first option is to use an existing question that will be pulled from the [Question Personalization] pool. Here the user can either enter text in the search bar to find key words (hint: Use the tool tip to assist with narrowing the search), or use the drop down list to select a question.
      • To help with the search, the user can opt to Include Answers as well as key words in the question.  For example: A user is trying to find a question where a student volunteers at a specific county fair.  Instead of searching county fair, where there could be multiple questions, the user can opt to Include Answers and enter the name of the county fair and pull up the question associated with that answer.
    • The second option is to create a question.  By selecting the [Can't Find My Question] link, the user will be taken to the Question Builder page to create a new question (See Question Personalization Documentation to assist with completing this form).  Once saved, the user will have to search for that question in the Question field to add the question.  

• When choosing a Label as an item type, the user will be directed to the Label builder screen.
  • Label's can be used to add instructions, separate sub-sections with text, or to make a statement within the Application.
    • Once in the Label builder, the user needs to add a name to the Label (required), then insert the text that they wish to display in the Application.
      • Note: the Label Name will not be displayed in the Application.
    • Select [Save] to keep changes

• When selecting Document as an item type, the user will be directed to the Add Item screen.  
  • A Document Item provides an opportunity to add pictures, logo's, or any documents that the institution may want to display in the Application.
    • On this screen, the Label Text box (required) is provided to describe the Document that will appear on the Application.
    • Select the appropriate Document from the drop down list.
      • Note: These Documents will be pulled from the forms stored in the Settings -> Documents panel.  
  • Select [Save] to keep changes

• After an Item has been created, the user has the visibility to review the added items.  In the list, the user has the option to Editor Deletethe Item.  For Items that are Questions, the user can determine whether or not to make this a required question by using the toggle button in the Required row.

• Once the Application is complete, the user has an option to [Save Draft] or [Publish]the Application.
  • [Save Draft] will place the Application in an inactive status until Published
  • [Publish] will open the Application to all users that have the appropriate permissions to view the document.

Viewing an Application

• The user can review the Application by clicking the view icon.  This view will be the same view that the student will see once they choose to complete the Application.  All tabs and fields are active as it would be on the students portal.  

Editing an Application

• Note: When editing an Application that has already been published AND has had at least one student submit the Application to apply for a Scholarship, the newer (edited) version will trump the older version once it has been published.  
• The user can edit the Application by clicking the edit iconin the Applications tab.
• Once the edit icon is selected, the user will return back to the Application builder to make updates.  
  • After updating the form, a message will populate under the [Save Draft] [Publish] [Cancel]options that states:"
    • Saving or Publishing changes will result in a new version of the Application.
• After all of the changes have been completed, the user can:
  • [Save Draft] - Keep the original Application open while having a new version waiting in a draft status
  • [Cancel] - Remove all updates and keep the original Application version
  • [Publish] - Create a new version of the Application while retiring the original version.  The new version will be open to all users with permissions to use this document.

Application Form Versioning Rules

After an application is published, changes to the application may cause the form to be "versioned".  The system will note at the top that a version is being created. Cancelling prior to saving will discard the version. The implication of a version depends on the progress of the scholarships tied to the application as follows:

1. Scholarship is NOT published: The latest version of the application will be used automatically when the scholarship is published or rolled over. 
2. Scholarship is published: Any new versions of the application can be used but must be updated on the scholarship (Plan>Scholarships). Otherwise the scholarship will use the version of the application that was available at the time of scholarship publishing.
3. Scholarship is published AND student have already submitted applications: At this point the scholarship requires that the version of the application be consistent for all students and the scholarship will not allow a change to the application. 

Copy Applications

Institutions can create copies of existing applications. The copy feature will direct a user to the edit application page, pulling in all data, sections, and section items from the existing application selected. Application name is required before the copied application can be saved, as it must use a unique name. This function now allows unique copies to be created that orgs/depts can tweak, as desired.

• click the Copy (documents) icon on an application
• in the application editor, give the copied application a unique name
• click the Save button to save the new application

Discontinuing an Application

• An Application can be discontinued if the user wishes to remove it as an option by clicking the discontinue icon.  This will push the form to the Discontinued tab where it will remain until it is recycled.
• To reactivate an Application, the user will need to navigate to the Discontinued tab and select the recycle icon.  This will place the Application back in an open status to be used.

Related

This section has multiple optional fields that can pull in data from other sections:

• Organization - Selecting an Organization for an Application will dedicate the Application to that specific Organization.
  • Department - Selecting a Department for an Application will dedicate the Application to that specific Department.
• Score Cards - Choosing a Score Card will indicate what method of review that Application will undergo during the review process.
• Questions - Questions can be added to the Application to help narrow down the applicants, depending on their answers, during the review process.  In the Application builder, the user can select an already created question or create a new question to add to the Application. 
• Document - Documents that have been added by the school can be placed in the Application.  Remember, some documents are Organization/Department specific.