Important Note: This article discusses classic functionality. For information on the modern applicant experience, refer to the Applicant Experience Knowledgebase article.

Overview

 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
• Understanding Active & Inactive App Cycles
• Understanding Active & Inactive Date Records
• Common Scenarios & Options

 

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.

 

Important Note:

• 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. 

• 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.

It is recommended that you deactivate the specific app cycle with these steps:

1. Navigate to Process > App Cycles.
2. Select the desired application year and locate your desired app cycle. 
3. 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".
4. Click "Update" to preserve your changes. 

SCENARIO B: I want to stop receiving applications for all programs. 

1. Navigate to the "Dates" tab of one of the 10 programs in question.
2. Locate the desired active date record that you wish to deactivate and click the corresponding edit pencil.
3. 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. 
4. 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.
5. Uncheck the box for the option "Apply application deadline and decision date to these programs".
6. 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. 
7. Click "Update" to preserve your changes".