Terra Dotta Glossary of Terms
The Terra Dotta (TD) Glossary is the directory of key terms for Terra Dotta's enterprise solutions. Terms in the TD Glossary are organized alphabetically from A to Z.
For easy navigation of this glossary of terms, the following links are provided:
Important Note: Client sites are loaded with functionality to support the broad range of Terra Dotta enterprise solutions for Education Abroad, Travel Management, and International Student and Scholar Services. Slight variances in terminology may occur depending on the Terra Dotta solution referenced. For example, the term "applicants" and "users" are synonymous. Your site will display the term relevant to your office.
A to C
Academic Objective (F-M or J) Record: Also known as an "AO" record, this is the primary record for all F, J, and M students at an institution. The AO is the record administrators will use to manage your student/scholar files in Terra Dotta, with options to create this record in TD Admin or the SEVIS Admin. An institution may choose to configure one or multiple AO records on their site based on education level or program type. Only administrators listed as Designated School Officials (DSOs) or Alternate Responsible Officers (AROs) for a campus site will have access to view the SEVIS Admin.
Account Info: This is where the basic account information such as office name, institution/company name, institution abbreviation, office address, Contact 1 email, Contact 1 name, etc. can be entered/edited. Located in Settings > Account Info.
Additional Services Section: An area of the application page where applicable optional materials will appear.
Admin Console: The administrative experience in Terra Dotta Study Abroad. Comprised of an "Applications", "Programs", and "Configuration" card which contain links to key admin features. The Admin Console can be set as the default landing page after an admin user logs in.
Admin Home: The classic page from which an admin is able to access admin settings and other options, such as saved queries and reports. The Admin Console is the current workspace for admin users in the Study Abroad product.
Advanced Layout Editor: This tool allows web designers to upload HTML files for the header/footer areas of the layout and make more advanced design changes. After a web designer has completed their work on the sandbox site, Terra Dotta will review the code and then install it on the client’s production site. Available for Hosted clients on the sandbox sites only and to Installed clients by request.
Advising Application: A type of application started by applicants who want to get additional information before applying to a specific program. An admin user may utilize advising applications to gather information about the interests of the applicant in order to help guide their application decisions. Advising applications can be required, optional, or turned off completely. For Study Abroad offices using Deployment Rules, the Advising Program offers a comprehensive advising option.
AlertTraveler® (AT): A mobile app that allows you and your travelers to receive real-time destination reports and alerts pushed to your device when paired with your current Terra Dotta license. Features a check-in button to allow travelers to easily signal their status during an emergency.
Analytics: The reporting tool used to create queries and reports.
Applicant: Someone who logs in to a site with the intent of searching for and/or applying for a program. For ISSS clients, applicants are referred to as "users".
Applicant Experience: This is Terra Dotta Study Abroad's applicant interface that focuses on how applicants interact with the software and experience the application process. To move from the "Classic" interface to the Applicant Experience, enable the feature by navigating to Settings > System Features > Interface Settings.
Applicant Home: Default landing page after an applicant/user logs in to a site. This page shows all applications, emails sent from within the Terra Dotta software site, and the applicant's profile.
Applicant Home Page Loading Messages: These are custom messages that appear during the several seconds that it takes to preload the Applicant Home page in the Applicant Experience. Use these messages to provide useful reminders or fun quotes. Located under Settings > System Features > Interface Settings.
Applicant Parameter: Standardized information fields about applicants where the data can be populated from a SIS data source or manually entered by the applicant. These are attributes regarding the applicant, not the application. Therefore, the data is the same for that person even if they have multiple applications on file. An admin can view the applicant parameters from the "Profile" tab of the application's management interface. An applicant can view these parameters from the “Information” section of the applicant's profile. Examples: GPA, Address, Gender, Major, Minor, Ethnicity
Application: A digital version of the document(s) an applicant needs to complete in order to request to join a program. An application can consist of various requirements, or process elements, such as questionnaires, learning content to review and mark as read, materials to sign, and/or an assessment to take. For ISSS clients, an application is referred to as a "record".
Application Admin Manager: A sophisticated management interface dedicated to the view and edit actions that an admin routinely performs on a program application. Referred to as the admin's full view of an application in the Admin Console.
Application Cycle: Commonly referred to as an "app" cycle. A combination of a term and a year. This feature determines the availability of the term of study for which your applicants may apply. Examples: Fall 2019; Academic Year 2020-2021
Application Finder: Used by admins to search for, view, and perform batch actions on applications in the Admin Console. The Progress audit is also accessible from this feature for offices using rules-based app cycles.
Application Itinerary Record: A record assigned to an application that indicates a start date, an end date, and a location in which the applicant will be during that duration. Application itinerary records determine when an applicant enters the abroad and returnee phases, whether or not they are included in the SIS refresh, and whether or not they will be found in a locator search. Also see Program Itinerary Record.
Application Layout: The organization of panels on the application page. The Application Organization tool in the Admin Console allows for the ability to customize the order in which application requirements will display on the application page.
Application Tag: A “digital sticky note” that can be easily added/removed from applications. Commonly used for querying. Application tags can be created and edited under Settings > Application Tags.
Application Triggers: A feature of the Admin Console which allows admins to set conditions that when true for an application trigger an action to take place, including the deployment of automated notifications.
Assessment: A type of process element that takes the form of an online quiz where the applicant answers multiple choice questions and immediately sees their score. Often used as a learning tool to gauge one's understanding of important information.
Batching: The ability to send send multiple SEVIS actions from ISSS Student to SEVIS at one time without logging into SEVIS.
Beta: A label used for a feature in the software that is available for use yet may present a significant site-wide change or shift in how an admin user has been accustomed to performing actions within Terra Dotta in the past. A beta feature continues to take shape, and client feedback is highly encouraged. As a best practice, clients should thoroughly review documentation, explore functionality in a sandbox environment, and prioritize office-wide training to ensure a smooth transition with features carrying the beta label.
Campus Site: Name of approved institutional campus as listed in SEVIS. Clients can configure the SEVIS Admin on their site to add multiple campuses of instruction and assign relevant Designated School Officials (DSOs) or Alternate Responsible Officers (AROs) to each site.
Cascading Style Sheet (CSS): Every layout has a CSS that determines the common graphical styles that will be used throughout the site. The CSS can have a major effect on the styles an admin user tries to create in the WYSIWYG editor and is a common reason why content appears differently on the actual webpage than it does when working in the WYSIWYG editor. The CSS can determine styles for such items as paragraph headings, spacing, font style/size, and the way hyperlinks behave.
Case System: The section of the Terra Dotta Support Portal that allows client to communicate directly with Terra Dotta, monitor activity on open cases, and reference closed cases. Live clients how have question or are experiencing unexpected behavior in the software can address these issues by opening a case via the Case System in the Support Portal.
Classic: A term used to reference features from the software's original interface. There are classic features that are not supported for use with updated experiences for applicants in the Applicant Experience and admins in the Admin Console.
Classic Interface: This is the term used to reference the original interface in the software. It is the alternative to using the Applicant Experience.
Community Forums: Available in the Support Portal, the Community Forums are spaces where Terra Dotta clients can participate in community discussions with other Terra Dotta software users and post ideas for future development of the software. Ideas can then be promoted by other Terra Dotta clients, and the ratings help Terra Dotta developers decide which features to address in future releases.
Content Management: A unique configuration space within the Admin Console used to create and update process elements.
Cost Sheets: A feature used to communicate and manage program costs through the use of parameter-mapped costs items, cost sheet templates, app cycle-specific cost sheets, real-time calculations, and more. Available for use when the Applicant Experience is enabled.
Course Approvals: A fully electronic course approval process focused on approving specific courses for a student’s study abroad experience. Includes selection of foreign and home courses, submission of an approval request, and status update by an Approver.
Course Equivalent Request (CER): A form that students fill out to request that a course they take abroad be assigned an equivalent course at their home institution.
D to F
Data Access Object (DAO): A type of permissions restriction that can be assigned to individual staff members or permission groups to restrict what they see. For example, a staff member could be restricted to see only program and applicant information for one specific program or for a specific program group. Data access object restrictions are configurable at the very bottom of the permissions page for each staff member within Staff > Staff Permissions.
Data Import / Export: A tool used to export data from Terra Dotta software into Excel or to import data from Excel into the software. This can be used to update data in the site or to import legacy records. It is a very powerful tool with the potential to change/delete data permanently from the site. It is recommended that only experienced users be granted access to this tool. Located under Maintenance > Data Import/Export.
Deadline: The final day on which potential applicants are able to begin a new application. Also the final day on which existing applicants can complete items in their pre-decision application. The application will be locked after the deadline has passed and will remain locked until it moves into the post-decision phase which will happen when the decision date is reached. If the decision date is before the deadline, it is considered "rolling admissions", and the application could move into the post- decision phase before the deadline is reached. See also “Decision Date”.
Decision Date: On this date, any applicant with a status other than "Pending" will be notified via email to login to the site. They will then learn if their application has been waitlisted/accepted/rejected. Accepted/committed applications move into the post-decision phase on this date. If the decision date has already passed when the application status is changed, the applicant is immediately notified and moved into the post-decision phase which is called a "rolling admissions" application cycle. See also “Deadline”.
Decision Letters: Enabled under Settings > System Features > Features tab. When enabled, applicants will see a decision letter the first time they log in after moving into the post-decision phase. The decision letter tells them if their application was accepted, rejected, or waitlisted. Decision letter text can be customized based on program type under Process > Decision Letters.
Dependent Application/Profile: An application or profile can be given a principal application/profile which makes it the dependent application/profile.
Deployment Rules: A robust system used to deploy requirements to applications when designated conditions are met. Used by offices that have the Applicant Experience enabled and in lieu of process maps.
Document Center: Area in the software where admin can upload or create documents. Files can be organized by folders and are accessible to other admin with the document center permissions. Once a document is in the document center, it can be linked to from other webpages or attached to applications. Located under Site > Document Center.
Document Types: When applicants attach documents to their applications, they indicate the available category to which the document belongs. Document types can be enabled, created, and edited under Settings > System Features > Process Options with Applicant File Upload.
Email Signature: A standard signature line that can be configured to automatically appear on all emails an admin sends through the software. Located under "Admin Settings" from the Admin Console. Use the WYSIWYG editor to create the signature that will be used.
External Applicant: The internal/external distinction is used to distinguish between the profiles and applicants that are registered with your office’s institution and those who are registered with other home/partner institutions. An external applicant will usually be one that has provided their name and email address to your site to obtain login credentials. Programs and applicant parameters can be configured to apply only to external applicants.
Facilitator: A default permissions group which defines general site admin users as facilitators. This group is used for the general admin users who work in the software regularly and who should be included on the staff listing page and publish an appointment schedule. Permissions granted to a facilitator will vary depending on what permissions are granted to them on the individual level or to the facilitator group as a whole.
Featured Programs: Program groups can be configured as "Featured" which places them on the "Featured Programs" tab on the public program search page. They also appear in the general program search with a star to indicate that they are featured.
Federal School Code (FSC) Table: A list of institutions and codes created by the U.S. government and used for federal financial aid purposes. Terra Dotta applications use this list as the means of unique identification of institutions for purposes such as external applicants’ self-identification of home institution.
Friendly URL: A way to shorten the URL of a webpage so that the link looks much shorter/cleaner. For example, you could change https://studyabroad.terradotta.com/index.cfm?FuseAction=Abroad.ViewLink&Parent_ID=0&Link_ID=ABE2CD98-B0B3-2CD9-BA7B39D43888366A to http://studyabroad.terradotta.com/?go=ContactUs.
G to I
Image Library: Collection of all the images that have been uploaded to the site and that are available for use in email notification editors. Located under Settings > Image Library.
Incoming Program: A type of program where there is a program-level setting for location, dates, and partner institution. Used to process applications from foreign students who want to study at the institution as exchange students. Only external applicants are permitted to apply to incoming programs.
Integrated User: A user that logs in to your site through a secure campus login (SCL) integration. The user's core data fields (name/email/gender/DOB) along with SIS-mapped parameters and addresses are populated through an integration with your student information system and human resources data sources (SIS/HR). If your site is not integrated with another database, all of your site users will be considered "non-integrated".
Interface Settings: A section of the system settings page where an admin can activate the Applicant Experience, set applicant home page instructions, and customize applicant home page loading messages. Located under Settings > System Features > Interface Settings.
Internal Applicant: The internal/external distinction is used to differentiate between the profiles and applicants that are registered with your office’s institution and those that are registered with other home/partner institutions. An internal applicant is one that is registered with your office’s institution. If your site is integrated, these applicants will log in using their institution credentials, and their core information will automatically populate from your information system. Programs, process elements, and applicant parameters can be configured to apply only to internal applicants.
Itinerary Record: Please refer to the definition for either “Application Itinerary Record” or “Program Itinerary Record”.
Itinerary Warnings: On the administrative homepage, a panel will appear to alert admins to any application that is missing itinerary information. Click the "Generate Report" button to get the details of those applications and enter travel dates if available. Itineraries are necessary for applications, and it is highly recommended that all applications have them. See also “Application Itinerary Record.”
J to M
Key: The key is the code or abbreviation that is stored in the database but not displayed to site users. It is also the option that appears in the SIS export or SEVIS report. The "key", along with the "value", are the two parts that comprise a Value Lookup Table. This feature takes a required code or abbreviation and expresses the option values in in a more user-friendly way. Example: For a "U.S. State Codes" lookup table, the value for North Carolina is expressed as the key "NC".
Knowledgebase (KB): A collection of articles, videos, and documentation that can be searched by using keywords to find information about specific features in Terra Dotta or to help troubleshoot issues. Also referred to as the "KB". Located from within the Terra Dotta Support Portal.
Landing Page: This page serves as the default page to which an admin user is routed after logging in to the site. Configure the landing page to be the Admin Console by navigating to Admin Home > Admin Settings > Landing Page.
Layout: Each Terra Dotta site comes with a standard "stock layout" that can be minimally customized to use the selected colors/banner/footer. The layout is the "graphical skin" of the website and refers to the areas that cannot be customized through the WYSIWYG editors.
Learning Content: A type of process element that serves as an informational page that the applicant can review and check off as having been read. The informational page can include text, images, and/or video.
Locator Search: A tool used to find who is in a specific location on a specific date or between a range of dates. This tool finds all applications with a status or status alias of "Accepted" or "Committed" and allows the admin to search by the application or program location (city, country and/or region) and application or program dates. Located under Applicants > Locator Search.
Material: A process element that can refer to a Material Submission, a Payment Material, or a Signature Document.
Material Submission: A type of process element where the applicant is given instructions for something that is to be turned in to the office and marked as received by a staff member.
N to P
Non-Integrated User: A user that has obtained login credentials to your site by providing their name and email address. Their applicant parameters and addresses will be manually entered by either themselves or by an administrator. They will also be required to submit a signature verification form before being able to submit signature documents online if this feature is enabled.
Outgoing Program: A type of program where there is a program-level setting for the location and dates.
Partner Institution: A foreign institution from which you can accept incoming or exchange applicants. When an applicant begins an applicant, they can select their institution from the list of partner institutions you have configured. Located under Settings > Partner Institutions.
Payment Gateway Integration (PGI): An integration within a product (SA or ISSS currently) that allows a client to redirect users from Terra Dotta to a payment vendor with whom the client has contracted. Clients create materials in Terra Dotta that are used to redirect users to a vendor hosted payment interface to process payments and redirect the users to Terra Dotta after a completed payment. The vendor is also provided connection information to a Terra Dotta service to send a PCI compliant summary of each transaction for Terra Dotta to use to update the payment requirement.
Permissions: The way to determine which features admin users on your site can and cannot access information. Permissions can be granted on the user level or on the permission group level within Staff > Staff Permissions.
Phase: Based on the status and dates of an application, the applicant will be pushed through the different application phases. New process elements/requirements can be presented during each phase. They are:
- Advising: This phase is a classic feature that is not supported by Deployment Rules. Study Abroad offices are encouraged to use the Advising Program instead.
- Pre-Decision: Any application with a status or status alias of "Pending" is considered to be in the pre-decision phase. Applications with a status or status alias of "Accepted" or "Committed" are also considered to be in the pre-decision phase if the decision date is still in the future.
- Post-Decision: Any application with a status or status alias of "Accepted" or "Committed" is considered to be in the post-decision phase between the decision date and the itinerary start date. This refers to the period of time after the application is accepted but before the applicant begins the program.
- While Abroad (Active): Any application with a status or status alias of "Accepted" or "Committed" will move into the while abroad (active) phase once the first start date of an application itinerary record is reached and will remain in this phase until the latest end date in an application itinerary record is reached.
- Returnee (Post-Program): Any application with a status or status alias of "Accepted" or "Committed" will move into the returnee phase after an application’s last application itinerary record end date has passed. The application will remain in the returnee phase indefinitely, unless the site is utilizing the alumni phase, in which case the returnee phase ends when the alumni phase begins.
Post Data to RTIC: Use the data in a SEVIS mapped request to copy the answers over into SEVIS by logging into SEVIS through Terra Dotta.
Principal Application/Profile: An application or profile can be configured to be a "principal" record with dependent applications/profiles attached to it.
Process Element: There are four general types of application requirements that can be used in Terra Dotta applications: Questionnaires, Materials (Material Submissions, Payment Materials, and Signature Documents), Assessments, and Learning Content. These application requirements are referred to as process elements and are created and updated in the Content Management section of the Admin Console.
Process Map: The overview of process elements, where each can be checked/unchecked to be part of the app cycle, is known as the process map. This is classic functionality used to assigned requirements to applications. App cycles which use process maps are referred to as process map-based app cycles.
Process Version Management (PVM): A system designed to allow application processes to change over time while maintaining accurate records of the past activity. As process elements are updated, historical versions are created and kept with the corresponding applications, while new applicants see the most current version. Different versions of process elements can be deployed in different application cycles.
Profile: Applicants create a profile the first time they log in to the site. Through the profile, they can provide personal information in the form of applicant parameters, upload a profile photo, and save programs that are of interest.
Program: A specific education abroad experience that a student can apply to. This includes, but is not limited to: regular offering of a faculty-led or instructor-led experience ongoing direct exchange opportunity regular offering of a host institution abroad internship opportunity service learning experience.
Program Brochure: The digital program information page that can be built for each program in your site. The brochure includes program name, location, dates, fact sheet with all program parameter information, description created by an admin through a WYSIWYG editor, and the "Apply Now" button. All brochure pages are publicly accessible meaning the user does not have to be logged in to see the information. Outgoing, Incoming, Scholarship, and Program Enrollment brochures are searchable. The links to the brochures for Risk Management, Travel Registration, and Incident Report programs must be provided to the user if it is desirable for the applicant to see those brochures.
Program Builder: The classic interface from which admins can create and modify programs. The Program Wizard is current functionality.
Program Date Record: All programs that accept applications for a specific term will inherit the default application deadline and decision dates configured when the app cycle is created. If a specific program should require a different deadline or decision date, this can be done by creating a program date record on the "Dates & Costs" tab in Program Wizard. Once start and end dates are known, these dates should be entered on the date record and a program itinerary should be created.
Program Discovery: The public program search option in Terra Dotta software for locating and exploring a site's programs. Program Discovery's machine-learning technology creates an expansive search and pulls program-related data for active Outgoing, Outgoing with Side Trips, and OneStep program types. Enabled under Settings > System Features > Programs.
Program Finder: Used by admins in the Admin Console to facilitate comprehensive program searches.
Program Itinerary Record: A record assigned to a program for a designated application cycle that is used to generate application itinerary records when users apply to that application cycle for that program. Each itinerary record will have a start date, an end date, and a single location.
Program Parameter: Standardized information fields about the programs in the program catalog. These are used by applicants when searching for programs and can be displayed on the brochure page in the "Fact Sheet" area.
Program Rankings: If applicants are permitted to apply to more than one outgoing program, they will be given the option to rank their applications in the order of preference.
Program Type: A classification for programs created in Terra Dotta that determines the application process logic and the feature set that is available to the administrators and applicants.
Program Wizard: A tool used to guide an administrator through the steps of building and configuring all of the essential functions of a new program. Accessed directly from the "Create New Program" link in the Admin Console and Program Finder.
Progress Audit: After refining your search to view a listing of applications, an admin is able to view the status of application requirements by phase with the use of the progress audit. The Progress Audit can be accessed from Application Finder's batch action menu in the Admin Console and only supports applications in rules-based app cycles.
Q to S
Query: A simple or advanced search performed by an admin that will result with a list of returned data, such as a listing of applications, that meet the criteria.
Query Watch: An event that will automatically execute a saved query and record any differences on a pre-determined schedule. The system will "watch" your queries for you and can notify you when something changes, send an informational email to the new/removed applicants in the query results, or produce a report with desired information about the new/removed applications.
Questionnaire: A type of process element that is an online form consisting of one or more question items. Also known as a "form".
Question Item: The individual questions which comprise a questionnaire or recommendation form.
Recommendation: A type of questionnaire that will be completed by a person other than the applicant. The applicant can request that someone complete a recommendation questionnaire on their behalf electronically. Currently functionality is Recommendations for Terra Dotta Study Abroad.
Recommendation Type: It is sometimes necessary for an application to have different types of recommendations completed. For example, one application might require a general recommendation with a certain set of questions and a language recommendation with a different set of questions. In order to achieve this, different rec types will need to be created. Then, the recommendation questionnaires can each be set as the corresponding type.
Recommender: A type of staff user whose user record is created when an applicant requests a recommendation through the electronic process. This recommender is given access to login to the site as a recommender to complete the questionnaire on behalf of the applicant. Currently functionality is Recommendations for Terra Dotta Study Abroad.
Reminder: Automatically generated emails that can be sent by your site on a predetermined schedule to applicants who are missing some of their application requirements to alert them of what they still need to complete. Reminders can be turned on/off and schedules can be customized for the different phases (pre-decision, post-decision, while abroad, returnee). Located under Process > Reminders.
Report: A series of output columns and/or groupings generated from your query results in Analytics.
Responsive Design: A web design interface that allows panels to stack and change for optimal use on screens of all sizes. The interface elements will automatically reformat depending on the size of the desktop or mobile screen being used.
Review Audit: An integration with Analytics reporting that supports competitive review processes for Reviewers Management.
Reviewer: A type of staff user who views an application and provides subsequent responses via a Reviewer Form or comment box and performs an action, such as "Accept" or "Reject". The Reviewers Management System is current functionality.
Reviewer Role: A specific persona to which a set of viewable elements are assigned for use in Reviewers Management.
Reviewers Management: A multi-faceted system which supports an office's review processes through the use of Reviewer Roles and triggers. This is the current review functionality of the Study Abroad product.
Risk Management Program: A type of program where there is no program-level setting for location or dates. Instead, the applicant enters the location and travel dates.
Scholarship Program: A type of program where a location is not required. Generally used for students to apply for scholarships or grants.
Scrub Application/Program: Unwanted applications and programs can be scrubbed (i.e. completely removed) from the database using these tools found in the Maintenance admin tools section. Be careful - scrubbing an application or program deletes it permanently from the database!
Scrub Application Cycle: An action which permanently removes unused application cycles from a site. Only app cycles for which there are no current applications can be scrubbed. An admin user with the "Maintenance: Scrub App Cycle" permission has access to this action located under Maintenance > App Cycles.
Signature Document: A type of process element where the applicant will read instructions/text and then provide an electronic signature to show agreement/understanding.
Signature Verification Form: When enabled in Settings > System Features > Process Options, non-integrated users who manually entered a name and email address to request login credentials will be required to print the form, sign it, and submit a copy of a driver’s license or passport as a way for the office to verify their identity. Integrated users who log in using institution credentials are considered to have their identity confirmed already and will not be required to submit this form. Once this form has been marked as received by the office, the user will be permitted to provide an electronic signature for signature documents. Enabling this features also enables the under 18 age check, which forces applicants under the age of 18 to submit signature documents in paper form with an accompanying parent/guardian signature.
SIS: Student Information System.
Site Builder: The site builder can be accessed under Website Admin and is where administrators can create/edit site page content, homepage content, footer content, create friendly URLs, customize the stock layout editor, and change the color of the heading bars used on the site.
Site Pages: General informational webpages that are created with a WYSIWYG editor under Site > Site Builder. These pages are publicly accessible, and each site page has a corresponding link in the navigation menu on the public site. Also referred to as "Content Pages".
SIS Refresh: A nightly scheduled task that refreshes applicant/user information pulled into Terra Dotta software from an institution’s Student Information System (SIS) or HR database.
SSL Certificate: Secure Socket Layer certificate. Any client who has Terra Dotta software installed on their campus will require an SSL certificate for their site. This is used to keep the information submitted post-login secure. All Hosted/SaaS clients whose URL ends in terradotta.com, studioabroad.com, i3s.com, or applicationgateway.com will use an SSL certificate provided by Terra Dotta. If a Hosted/SaaS client would like their URL to end in institution.edu (for example), they will be required to purchase their own SSL certificate for the site. SSL certificates are necessary in order to secure the personal/student information that your site contains.
Staff Pages: Admins in the facilitators group can have a public staff page. Staff pages can include a photo, contact information, a bio, a link to email, and/or the option to schedule an appointment with that staff member. Located under Site > Staff Pages.
State Save: When conducting a search in the Admin Console from a feature's main search page, it is possible to apply filters, access your desired results (e.g. an application or program), and then return to the main search page. As long as you are still in your same browser session, the system will remember the filters you were using. This saves the state of the search results page as you left it.
Status: The status of an application refers to the life-cycle stage it is in currently. Default statuses include pending, accepted, committed, waitlist, rejected, withdrawn. The different application statuses are as follows:
- Pending: Applications with a status of pending are in the pre-decision phase and will be open for applicants to work on until the deadline is reached. Pending applications are locked after the deadline and will move into the post-decision phase after the decision date if the status is changed to accepted or committed.
- Accepted: Applications with a status of accepted will move into the post-decision phase after the decision date is reached. Accepted applications will show a "Commitment to Participate" panel to the applicant where they can formally accept their acceptance (i.e. "commit to the program" and change their application status to committed) or decline the acceptance and withdraw their application.
- Committed: Applications with a status of committed are considered post-decision if/when the decision date has passed. Committed applications cannot be withdrawn by the applicant.
- Waitlist: Applications with a status of waitlist are frozen in the pre-decision phase until the status is changed to accepted/committed/rejected. The applicant can see their application is waitlisted and will see a decision letter for their waitlisted status if this feature is enabled.
- Rejected: Applications with a status of rejected are frozen in the pre-decision phase indefinitely. The application will not move forward into the post-decision phase.
- Withdrawn: Applications with a status of pending or accepted can be withdrawn by applicants, and applications with any status can be withdrawn by an admin at any time. A withdrawn application means the applicant has chosen not to move forward with the application.
Status Alias: An alternative name for one of the standard application statuses. Example: Instead of "Accepted", a status alias of "University Approved" could be used. Instead of "Committed", a status alias of "Active" or "SEVIS Processed" could be used for ISSS clients. Located under Settings > Statuses.
Stock Layout: The standard graphical layout that comes with Terra Dotta. The colors used in the stock layout are customizable under Site > Site Builder > Layout Editor and a header/footer graphic can be uploaded.
Stock Report: Free additional reports that are accessed using the Terra Dotta Community Library (TDCL) and installed via self-service. They offer at-a-glance reporting to organize data and save time when specific information is needed quickly. Located under Admin Home page > My Queries and Reports Panel > Stock Reports.
Submit Button: An optional feature that, when enabled, allows site admins to configure the appearance of a "Submit" button on applications in the pre- and/or post-decision phases. Once all application requirements have been completed, the "submit" button appears at the top of the application page in the Applicant Experience.
System Features: An important section of the "Settings" admin menu where many features for the site can be enabled or disabled. Located under Settings > System Features.
T to V
Task: A to-do list item that can appear on an admin's homepage indicating that they need to take action on a specific application, profile, program, etc.
Templates: Used in the Admin Console to save admins time. Build a program structure or cost sheet and save for future use.
Term: The various periods of time during which programs/requests take place. Examples: Fall, Spring, Summer, Academic Year, Request, Record Update.
Terra Dotta Community Library (TDCL): A community resource where clients can share process elements that they think might be of value to other institutions. Clients can share questionnaires, learning content, and assessments. Once an item is in the TDCL, other Terra Dotta clients can find and download the questionnaire, learning content or assessment directly to their own website and edit as desired. The TDCL is also where admin can download additional program types.
Text Interface: Virtually all of the default verbiage in Terra Dotta software can be customized by finding the text interface identifier number and then making the edit under Maintenance > Text Interface.
Travel Registry (TR): Terra Dotta's Travel Registry system.
TD Network: A cohort of institutions who choose to share agreement proposals and nominations with one another.
User Record: Each user has a user record found under Maintenance > Edit User. The user record is created when the person logs into the site the first time and is where an admin can see/edit the user’s name, email address, username, DOB, whether the user is internal or external, and whether the user is integrated or non-integrated. The integrated/non-integrated distinction is what determines if the user logs in with their institution credentials or with their email address as the username.
Value Lookup Table: A data table that can be used with applicant parameters and question items to display a user-friendly value to admin/applicants but then translate that information into a "key value" which is often a code or abbreviation for use in other systems. Examples: Country abbreviations, major/minor with corresponding CIP codes, class level. Located under Settings > Lookup Tables.
View as User: A feature that allows admins to swap views and see an application as it would appear to the applicant. Decision letters are also viewable to admins. The view provided is that of the application in the modern applicant interface.
W to Z
Workflow: A series of tasks that will be automatically created in a specified order based on previously completed tasks.
WYSIWYG: What You See Is What You Get. An editor that operates similarly to MS Word and is used by Terra Dotta software to generate web page and program brochure content.