This article references classic functionality for use in Terra Dotta Study Abroad. For information on using the most current features to create and manage app cycles, especially those using Deployment Rules, see the Admin Console: App Cycle Management article.
This article discusses how application (app) cycles and (program) date records can be used to manage an applicant's ability to access and apply to a program in your catalog.
The following topics can be explored below:
Understanding Active & Inactive Programs
Terra Dotta defines a program as active when the "active" box is checked on the "general" tab of the program builder. An active program is included in public program searches and is accessible by applicants searching for programs.
Terra Dotta defines a program as inactive when the "active" box is not checked on the "general" tab of the program builder. An inactive or "deactivated" program will not appear in public program searches and is not accessible by applicants searching for programs.
The concept of an active or inactive program is directly related to the ability to locate a program in a program search. Think of the program search as the applicant's main entry point into your program application. If the program is inactive, the applicant has no way to find the "door" into your program application. They can run a public program search, but they won't be able to locate this program to access the program brochure to then access the "Apply Now" button to reach the list of active app cycles from which to generate an application.
This is why an inactive program can contain an active app cycle or active date record: these active configurations remain on standby until the moment your program is marked as active.
Understanding Active & Inactive App Cycles
When creating a new application term, you are presented with the option to select "active cycle" by checking the box in the image below.
An active app cycle means that this application term will accept applications for programs to which this app cycle has been assigned.
An inactive app cycle means that this application term will not accept applications for programs to which this app cycle has been assigned.
You can view if an app cycle is active or not by navigating to Process > App Cycles. Select the desired application year, and view the "active" column as shown in the image below. If the application term is not marked as "active" (meaning no check icon appears as in the image below), then it will not display as an option for applicants who apply to any program to which this application term has been assigned.
If the application term is marked as "active", then it will display as an option for applicants who apply to any program to which this application term has been assigned.
An example of this process is as follows:
Susie's site has 50 programs that accept participants for the following terms: fall, spring, and academic year. She creates the Spring 2018 app cycle by navigating to Process > App Cycles > Add New Term Record and checks the "active cycle" box to designate this app cycle as active. All 50 programs on her site will now offer Spring 2018 as an option for applicants when they apply to any of these 50 programs.
This option is provided so that large program catalogs will not require each program to have the app cycle opened up for them individually. Marking the app cycle as "active" is the only required step.
- An active app cycle will always trigger a notification to appear in the "Dates" tab of the program's program builder. This is expected, even if the program is inactive, and serves as a visual reminder that the program has active app cycles. If the program was activated, then it would immediately begin receiving applications for these app cycles. As long as the program remains inactive, it will not be accessible to applicants in a public program search.
- If a program is inactive, then an applicant will not be able to locate the program in a public program search. This means that even if an app cycle is active (also noted on the "Dates" tab) and assigned to a program, an applicant will not be able to locate the program to proceed with clicking the "Apply Now" button to access the list of available app cycles for which to generate a program application.
- If a program is active, then an applicant will be able to conduct a public program search, locate the program, and click the "Apply Now" button. If an app cycle is active and assigned to this program, then the applicant will be able to select this app cycle as a choice from which to generate a program application.
Understanding Active & Inactive Date Records
A program date record is created from the "Dates" tab in the program's program builder and takes precedence over an assigned app cycle.
An active program date record is often created for an app cycle when the admin wants to specify specific date-related information for a program that differentiates from the app cycle. Common scenarios include:
- Overriding a deadline that comes with an app cycle.
- Creating a slightly earlier or later deadline for a program.
- Adding specific program start and end dates.
When a program date record is deactivated, this action stops potential applicants from being able to apply to that program even when the program is in an active app cycle.
Making a program date record inactive will also affect the selection options that administrators have when creating or editing an application's assignment to a program/app cycle. Inactive program date records will not appear as options to admins in the drop-down menu.
A program date record being active or inactive does not affect the application process for current applicants in the program for that app cycle. The applicants will still have access to their application and will receive any automated notifications associated with their application process. This means that you cannot mark a program as inactive as a way to suppress automated emails or any other automated functionality of the software.
Common Scenarios & Options
The following section offers a list of common scenarios encountered in offices and best practice options for taking action.
SCENARIO A: I want to stop receiving applications for a specific app cycle only. For example, I no longer want to receive applications for Summer 2020.
It is recommended that you deactivate the specific app cycle with these steps:
- Navigate to Process > App Cycles.
- Select the desired application year and locate your desired app cycle.
- Click on the corresponding edit pencil. This will bring you to the "Edit Application Cycle" page where you will need to uncheck the box next to "active cycle".
- Click "Update" to preserve your changes.
SCENARIO B: I want to stop receiving applications for all programs.
The desired active app cycles need to be marked as inactive by using the steps from Scenario A. After these steps have been completed, your programs will no longer accept applications for these app cycles.
SCENARIO C: I have 50 programs. I want to stop receiving applications for Spring 2021 for one of these programs only.
It is recommended that you deactivate the program's date record using these steps:
- Navigate to the "Dates" tab of the program's program builder.
- Create a program date record for the Spring 2021 app cycle.
- Mark the program date record as "inactive".
- Click " Update" to preserve your changes.
This action will stop applications from being created for the Spring 2021 app cycle for this program only.
SCENARIO D: I have 50 programs. I want to stop receiving applications for 10 programs in an app cycle. For example, we are no longer accepting applications for programs in ten specific countries.
It is recommended that you use the date records for these programs and follow these steps, noting that this action can only be completed using the classic program builder:
- Navigate to the "Dates" tab of one of the 10 programs in question.
- Locate the desired active date record that you wish to deactivate and click the corresponding edit pencil.
- From the "Edit Term Dates" page, locate the "Accepting Applications" option near the bottom of the page. Uncheck this box to remove the check icon.
- Scroll down the page to the "Apply Dates to Multiple Programs" section. From the "Programs to Apply Changes to" section, select the programs in your program catalog that you no longer want to take in applications for this app cycle.
- Uncheck the box for the option "Apply application deadline and decision date to these programs".
- Check the box for the option "Apply active status to these programs (accepting applications)". This option when selected will apply whatever condition you have marked in the date record you are working with to all the programs you selected in Step 4.
- Click "Update" to preserve your changes".
In this way you deactivate multiple date records (e.g. batch apply an inactive status) at the same time without pulling the entire app cycle down.
Important Note: If an applicant has already started an application for a program that has subsequently been activated, the applicant will continue to have access to this application. Because the application was active at the time they started it, the applicant will be able to complete and submit their application.