Overview
Nominating your students for a partner’s program is as easy as changing the application’s status!
The new “Nominations” functionality automates the sending of applications when you simply link the program to the agreement, join the Network and change the application’s status. Once the status of the application is set, your partner gets notified, can approve/deny the nomination and the response is then showcased in the application. The Nominations process saves the administrator time by allowing nominations to be sent automatically to Terra Dotta and non-Terra Dotta clients. Nominations is also compatible with Erasmus Without Paper!
Nominations Setup
In order to utilize the Nominations feature with Agreements, some setup is required.
Configure Study Abroad Status Aliases
First, there needs to be a status alias created for each of the following categories for nominated students:
- Nomination Application Status
- Approved Nomination Status
- Rejected Nomination Status
Each category will be represented by a status alias. We recommend the following:
- Nomination Application Status = Nominated
- Approved Nomination Status = Approved by Receiver
- Rejected Nomination Status = Rejected by Receiver
The status aliases can be configured however it works best for your office. We recommend that 'Nominated' be an alias of 'Pending' or 'Accepted'; ' Approved by Receiver' be alias of 'Accepted'; and 'Rejected by Receiver' be an alias of 'Rejected'. These aliases can be created under Settings > Statuses.
Map the Status Aliases
Under Agreements Admin > Settings > Site Configurations > Study Abroad Mapping, select the corresponding alias for each of the three nomination categories.
Link the Study Abroad Program to the Agreement
Any program for which you would like to automatically send nomination notifications to your partners must be linked to an agreement. Agreements -> Agreements -> Edit/Review -> Agreement Management tab -> Linked Programs - select the appropriate program(s) here.
Configure Applicant Parameters
In order for the nomination to be sent to partners, the applicant must have the following applicant parameters complete:
- One Address (no specific address type is required)
- Major
- College
- Department
Review Application Itinerary Records
At least one valid application itinerary record must be in place for the nomination to be sent. One date of the itinerary must fall in the dates of the agreement.
For example, the nomination will send if the agreement start date is August 15, 2019, the end date is August 14, 2020 and the itinerary dates are August 10, 2020 - November 15, 2020. However, if the itinerary dates were August 17, 2020 - November 15, 2020, the nomination would not be sent as the itinerary dates are outside the agreement dates.
Sending & Approving/Rejecting Nominations
After the setup is complete, nominations (applications with a status change to 'Nominated') will automatically be sent every morning to the partner institution. The partner controls who receives the nomination notification emails at their institution. They assign a permission group under Agreements Admin > Settings > Notifications > General Notifications. Anyone in the permission group assigned by the partner will receive the nomination notification emails.
Nominations can be sent to both partners using Terra Dotta and partners not utilizing Terra Dotta. All Outgoing and Incoming nominations can be seen, and managed, from Applicants > Nominations.
Nominations Sent to Terra Dotta Institutions
Nominations (applications with a status change to 'Nominated') will automatically be sent every morning to the partner institution. The partner controls who receives the nomination notification emails at their institution. They assign a permission group under Agreements Admin > Settings > Notifications > General Notifications. Anyone in the permission group assigned by the partner will receive the nomination notification emails.
By clicking 'Link' under 'More Information', the partner's Terra Dotta site will open to the Nominations tab of their Applicants menu. By default, the page will open on the 'Outgoing' nominations.
The 'Incoming' tab is where you manage the nominations sent to your institution by a partner.
Clicking the double arrows on the right of the applicant's status will show the nominations page for the applicant. Here you can view information about the sending partner, the receiver, the application details and details about the applicant. You can also link the nomination to a program, add a comment, and approve or deny the nomination.
The nomination response can be be submitted without a linked program or a comment. Once all details are completed to the reviewers liking, the 'Approve' or 'Reject' button is clicked to submit the response.
A confirmation of the response is required:
After the nomination decision is submitted by the approver, the status of the application is automatically updated from 'Nominated' to 'Approved by Receiver' or 'Rejected by Receiver'.
Nominations sent to Terra Dotta Agreements institutions can be accessed by the receiver on the proposal site in the same area where proposals and agreements are accessed.
Nominations Sent to Non-Terra Dotta Agreements Institutions
Nominations (applications with a status change to 'Nominated') will automatically be sent every morning to the partner institution. The partner controls who receives the nomination notification emails at their institution. They assign a permission group under Agreements Admin > Settings > Notifications > General Notifications. Anyone in the permission group assigned by the partner will receive the nomination notification emails.
By clicking the link in the email, the approver is taken to a landing page with all available nominations.
Clicking the double arrows on the right of the applicant's status will show the nominations page for the applicant. Here you can view information about the sending partner, the receiver, the application details and details about the applicant. You can also link the nomination to a program, add a comment, and approve or deny the nomination.
The nomination response can be be submitted without a comment. Once all details are completed to the reviewers liking, the 'Approve' or 'Reject' button is clicked to submit the response. A confirmation of the response is required:
After the nomination decision is submitted by the approver, the status of the application is automatically updated from 'Nominated' to 'Accepted by Receiver' or 'Rejected by Receiver'.
Additional Resources
Here are other resources that may interest you: