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Study Abroad: Program Types Follow

A program type is the top-level classification of programs and processes to which your users will have applications in Terra Dotta. Each program in your site is assigned to a single program type.

This article covers the following topics related to program types:

  • Access & Permissions
  • Understanding Program Types
  • Installing and Editing Program Types
  • Assigning Applicant Parameters to Program Types

 

Access and Permissions

The "Program Types" menu can be accessed as follows:

1. From the Admin Console's Navigation Menu, select the "Navigation" icon from the main search bar. Enter "Program Types" in the search field.

2. Click the navigation arrow to be directed to the main "Program Types" page.

program_types_1.JPG

The Program > Program Types page is an administrative tool used to manage program types and is only accessible by users with the following permissions:

  • Program Admin > Program Types (View)
  • Program Admin > Program Types (Add)
  • Program Admin > Program Types (Edit)

Jump to Video

 

Understanding Program Types

The program types available for Terra Dotta Study Abroad are:
  • Advising
  • Incident Report
  • Incoming
  • Outgoing
  • Outgoing with Side Trips
  • Program Enrollment
  • Risk Management
  • Scholarship
  • Travel Registration
There are many aspects of the application process and its related features that function or are available based on the characteristics of the program type. In addition, a program type can impact how a potential applicant is able to locate and start a program application.
 
When building a site or creating new programs, it is important to review the functional differences between the various program types so that the feature set and processes you need to use will be implemented in the application's life cycle.
 
The main "Program Types" page consists of a listing of all the non-retired program types on your site. These program types will be in the order in which they are displayed in drop-down menus and selection interfaces. This order can be changed by editing the numbers in the far left number column and clicking on the "Re-order" button.
 
program_types_3.JPG
 
The listing is organized into columns (from left to right) as follows:
  • Default Name: Lists what the program type is called in all interfaces if you have not customized the name of the program type.
  • Custom Name: Lists what the program type is called in all interfaces. If you have customized the name of the program type, that customization will appear in this column. You can change the custom name of a program type by clicking on the edit pencil in the "Actions" column.
  • Searchable: A checked box in this column determines whether or not programs of a specific program type can be found through the public program searches or through the public "List All" page. If a checkbox is unmarked, programs of that program type can only be accessed publicly when the brochure page URL is provided to the potential applicants.
  • Active: Indicates whether or not the program type is publicly active on your site. When the checkbox is marked, programs of that program type will be available to potential applicants and, if searchable, available to be found through the public program searches. When this checkbox is not marked, programs and options for that program type will only be available to administrators.
    • Note: A program type's "active" status can be changed by clicking on the checkbox in this column. Program types are most commonly inactive when the site administrators are in the process of building the programs for that program type but do not want it to be publicly visible on the site. Changing a program type to inactive only impacts the public visibility of the programs of that type and will not impact any pre-existing applications to programs of that program type.
  • Default: A marked radio button indicates the program type that will be listed first on listings and forms. This can be changed to a different program type by selecting the desired radio button.
  • Actions: Use the options in this column to perform the following:
    • Edit: Click the edit pencil to modify the custom name of a program type or assign applicant parameters as specific to applicants of the program type. The "Program Type Name" is also provided on this page.
    • Retire: Use this option to completely remove the program type from all interfaces on the site (public and administrative). This action might be used for program types that your site is not going to implement and therefore do not need to appear in the interfaces as options. Do not retire a program type when there are programs and applications that have been created for that program type as it can result in unpredictable behavior. A site's retired program types can be viewed by clicking on the "View Retired Program Types" link at the top of the listing. A retired program type can be reinstated on a site through that listing.

 

Installing and Editing Program Types

Program types on your site can be installed or updated with different feature sets. These changes are implemented through the Terra Dotta Community Library. You can view the available program types by navigating to Program > Program Types and clicking on the "Browse TDCL" tab at the top of the page.
 
program_types_4.JPG
 
The "Available Program Types" page is organized with columns from left to right as follows:
 
  • Default Name: Lists what the program type will be called in all interfaces when initially installed.
  • Program Type Name/ID#: Lists the unique program type name as assigned by Terra Dotta. While this may not be the name displayed in interfaces, it should be referenced when looking for documentation and reporting issues.
  • Searchable: Displays a marked checkbox if the programs of that program type can be found through the public program searches or through the public "List All" page. If there is an unmarked checkbox in this column, programs of that program type can only be accessed publicly when the brochure page URL is provided to the potential applicants.
  • Install Type: Indicates either an "Update" or "New Type" for each program type listed. When the program type has "New Type" displayed here, installing the program type will make it a completely new program type on your site with its own public search option (if available), and listings. When the program type displays "Update" here, it will also display the custom name of the program type that will be updated when you install the program type. When a program type is updated, the functionality of the existing program type is replaced by the functionality of the installed program type. It does not change the data of pre-existing process elements, programs, or applications to the programs of that type. However, they may function differently after the update based on the differences between the program types.
    • Note that updates to program types are based on the Program ID# assignment. If you install a program type, and its Program ID# matches the Program ID# of a program type on your site, it is installed as an update to that program type. Some program types may be available both as a "New Type" as well as an update to an existing program type. The Program ID# is assigned by Terra Dotta in the TDCL and is not editable on your site.
  • Actions: Use the "Download" option in this column to install a program type on your site.

 

Applicant Parameter Assignment to Program Types

One of the configuration options that can be assigned to a program type are the applicant parameters that should only apply to a user if they have an application to a program of that type. These can be configured by navigating to Program > Program Types and clicking the edit pencil for a program type.
 
The edit form that displays will allow you to assign the applicant parameters to that program type. Once an applicant parameter has been assigned to a program type, it will only appear in a user's profile if they have at least one application to a program of that type. However, parameters can be assigned to multiple program types. It is only necessary for the user to have an application in one of the assigned program types for it to be a part of that user's profile.
 
Only applicant parameters that have a setting of "No" for both "Applies to profile" and "Required for profile" can be designated as program type-specific applicant parameters. 
 
If an applicant parameter needs to be assigned to all users regardless of their applications, an administrator can go to Settings > Applicant Params and click the edit pencil for that parameter. There will be an option for "Applies to profile?" that can be changed to "Yes". When this setting is enabled, all users will have the applicant parameter as a part of their profile.

Edit_Program_Types.png

Comparing program types
Because each program type functions a little bit differently, you'll need to consider which will be the most beneficial when creating a new program. Each program type has a knowledge base article (which you can find in the additional resources tab of this article) that explains its intended purposes and functionality.  However,  the following chart may prove helpful in selecting the program type that best matches your needs. 

Note: Use the scroll bar at the bottom of the chart to see information for all program types.

Program Type Name Outgoing Incoming Scholarship Risk Management Travel Registration Outgoing with SideTrips and OneStep Incident Report Program Enrollment
Default Name Outgoing Incoming Scholarship Risk Management Travel Registration Outgoing Incident Report Program Enrollment
                 
Can accept internal applicants Yes No Yes Yes Yes Yes Yes Yes
Can accept external applicants Yes Yes Yes Yes Yes Yes Yes Yes
Can ask external applicants for home institution Yes No Yes Yes Yes Yes Yes Yes
Can require external applicants be from partner institution No Yes Yes No No No No Yes
                 
Deadlines visible on public pages Yes Yes Yes No No Yes No Yes
Deadline shown to applicants Yes Yes Yes Yes No Yes No Yes
Applicants can add itinerary records No No No Yes: on creation Yes: on creation Yes, beginning in post-decision No No
Applicants can edit itinerary records No No No No Yes, beginning in pre-decision No No No
Applicants can delete itinerary records No No No No Yes, beginning in pre-decision No No No
                 
Active programs found through program searches Yes Yes Yes No No Yes No Yes
Can have exchange option Yes Yes No No No Yes No No
Requires location(s) to be assigned Yes Yes No No No Yes No No
Can have program itinerary records Yes Yes No No No Yes No No
Can have testimonials Yes No No No No Yes No Yes
Can have ratings-reviews Yes Yes Yes Yes No Yes

 

No

 Yes
Can be linked to / published to StudioAbroad Directory Yes No No No No No No No
Can have foreign courses Yes Yes Yes No No Yes No No
Can enable the alumni phase Yes Yes Yes Yes No Yes No Yes
Can enable journals Yes Yes Yes Yes No Yes No Yes
Has a public brochure page Yes Yes Yes Yes Yes Yes No Yes
Can have budget sheets Yes Yes Yes Yes No Yes No Yes
Can have contacts Yes Yes Yes Yes No Yes No Yes
Can have recommendations Yes Yes Yes Yes No Yes No Yes
Applicants can receive reminder emails Yes Yes Yes Yes Yes Yes No Yes
Can be used with advising Yes No No No No Yes No Yes
Deploys decision letters Yes Yes Yes Yes No Yes No Yes
Accepted applications have commitment panel Yes Yes Yes Yes No Yes No Yes
Applicants see and select application cycle Yes Yes Yes Yes No Yes No Yes
Decision dates are displayed on public pages Yes Yes Yes Yes No Yes No Yes
Applications can be ranked on applicant home page Yes No No No No Yes No Yes
OneStep form can be used No No No Yes Yes Yes Yes Yes
Programs can be saved to user profiles Yes Yes Yes Yes No Yes Yes Yes
Programs can be shared via social sharing options Yes Yes Yes Yes No Yes No Yes
Can have program-specific announcements Yes Yes Yes Yes Yes Yes No Yes

Program Types Video

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