• Program Type Exceptions
• Application Limits Settings: System & Program Levels
• Existing Application System Message
• Frequently Asked Questions & Example Scenarios

It will be important for you to review the available configuration options and determine how to set application limits that best support your needs with these options in mind.

Program Type Exceptions

The program types of Travel Registration and Incident Report allow users the ability to create multiple applications for the same program in the same app cycle when the maximum number of applications allowed per app cycle has not been reached. Therefore, the system-level "multiple applications" setting is not required when using these program types. This is a hard-coded system setting that cannot be changed. 

It is not possible to manually set application limits based on other program types.

If you have enabled your system settings such that there is a maximum number of applications that applicants are allowed to have per app cycle, then this will apply to your Travel Registration and Incident Report program types.

Here are a few examples:

Example A

Your site only allows applicants to have a maximum of one application per app cycle. The system-level setting to allow multiple applications is disabled.

• Applicants will only be able to create one program application per app cycle. 
• Even though Incident Report and Travel Registration program types are hard-coded to allow applicants the ability to create multiple applications in the same program in the same app cycle, you have a system setting in place that only allows one application per app cycle. Therefore, the system is only going to allow applicants the ability to create one application of any program type per app cycle.

Example B

Your site only allows applicants to have a maximum of two applications per app cycle. The system-level setting to allow multiple applications is disabled.

• Applicants will only be allowed to create two different program applications per app cycle for all program types except Incident Report and Travel Registration.
• Incident Report and Travel Registration program types are hard-coded to allow applicants the ability to create multiple applications in the same program in the same app cycle. Because you have a system setting in place that allows for a maximum of two applications per app cycle, the system will allow applicants the ability to create two applications for the same Incident Report program or two applications for the same Travel Registration program per app cycle. 

Application Limits Settings: System & Program Levels

• Allow Unlimited Applications (Override current system maximum of X applications per app cycle).

Checking the box next to this setting will allow applicants to override the system-level setting. This means that the applications for this program will not count towards the maximum number of applications permitted for the app cycle. 

Existing Application System Message

When an applicant attempts to apply to a program in an app cycle for which they already have an active application (i.e. not withdrawn), they will be notified via a system message that an active application already exists for the program.

 

Important Note:

• The system message will only appear if the applicant has an existing active application for the program/app cycle in question.
• No system message will appear if the applicant has an existing withdrawn application for the program/app cycle.

The applicant's experience will be similar to the following:

• From the program brochure, an applicant chooses to apply to a program.
• The applicant is routed to the "Program Options" modal to select their desired app cycle. It is here that the system message alerts the applicant that an active application already exists for the program. The application term and year for that existing application appears as a hyperlink.

• The applicant has three options at this point:
  • 1) Click the hyperlink to navigate to the existing application.
  • 2) Select the desired term from the drop-down menu and click "Continue" to proceed.
  • 3) Click "Cancel".

Important Note:

• If the number of active applications allowed for the app cycle has not been reached AND the system setting to allow multiple applications for the same program in the same app cycle is disabled, then the applicant will not be able to select that same app cycle from the "Term" menu.
• If the number of active applications allowed for the app cycle has not been reached AND the system setting to allow multiple applications for the same program in the same app cycle is enabled, the the applicant will be able to select that same app cycle from the "Term" menu.

Admins can modify the system messages by navigating to Settings > System Features > Interface Settings. The two related text interface fields, both of which have a 250-character limit, are:

• Select program options before continuing.
• You already have an active application for this program in the following app cycle(s):

Frequently Asked Questions & Example Scenarios

The following examples provide suggestions of how you might use the configurations available to set your application limits.

 

1. I want to limit the number of program applications that applicants can create in an app cycle to a maximum of three.

 

Configure your system-level settings as follows:

 

• Limit # of Active Applications Per Term = ENABLED 
  • Active Applications Per App Cycle = 3 
  • Committed Applications Per App Cycle = 1

• Multiple Applications (Enable applicants to have multiple applications for the same program in the same application cycle) = DISABLE

No program-level settings are required.

With these settings, an applicant could create up to three different applications in the same app cycle. Each application would have to be for a different program because you do not have the system-level setting enabled to allow multiple applications for the same program in the same app cycle.

The exceptions would be for program types of Travel Registration and Incident Report as they always allow users the ability to create multiple applications for the same program in the same app cycle. However, once applicants reach the system-level maximum of 3 applications allowed per app cycle, they will not be able to create any more applications for that app cycle. 

 

2. I want to allow applicants to create an unlimited number of program applications in the same app cycle for any program.

 

The "Multiple Applications" system-level setting needs to be enabled to allow applicants the ability to create an unlimited number of applications for any program in the same app cycle. 

Configure your system-level settings as follows:

• Limit # of Active Applications Per Term = DISABLED 
  • Active Applications Per App Cycle = 0
  • Committed Applications Per App Cycle = 0

• Multiple Applications (Enable applicants to have multiple applications for the same program in the same application cycle) = ENABLED

No program-level settings need to be enabled.

 

3. I want to allow applicants to create multiple program applications in the same app cycle for the same program while limiting this to specific programs. 

 

Both system-level and program-level settings need to be used to achieve this outcome.

 

For the system settings:

 

• Limit # of Active Applications Per Term = ENABLED 
  • Active Applications Per App Cycle = 2
  • Committed Applications Per App Cycle = 1

• Multiple Applications (Enable applicants to have multiple applications for the same program in the same application cycle) = ENABLED

For the program settings of your applicable programs:

• Allow Unlimited Applications (Override current system maximum of 2 application per app cycle). = ENABLED

Important Note: This setting must be enabled at the program level for all applicable programs.

Using these settings as configured above would mean that applicants would only be able to have two different program applications per app cycle. However, for the programs where the program-level override has been enabled, they can create up to two applications for the same program in the same app cycle.

If the "Multiple Applications" setting were disabled and the program-level override remained enabled, then the applicant would not be able to create multiple applications for the same program in the same app cycle. They would only be able to create multiple applications for different programs (i.e. one app for program A, one app for program B) in the same app cycle until the active number of applications per app cycle maximum limit was reached. 

 

4. I need to override the system-level application limits for a specific applicant. 

 

The easiest way for an admin to override the system-level limit on the number of active applications an applicant can have for an app cycle would be to manually create the application for the respective applicant. Application limits do not apply to admins. An admin can create an application in Application Finder. 

 

5. How do you define an "active" application?

 

An active application is considered to be any application that is not in a status of "Withdrawn". 

 

6. What system message appears to alert an applicant that they have already applied to the maximum number of programs for an app cycle?

 

Example: A site limits the number of active program applications per app cycle to one. An applicant applies to Study in Brazil for Spring 2022. The applicant then attempts to apply to Study in Beijing for Spring 2022. The following system message appears to the applicant:

 

 

7. What system message appears to alert an applicant when they have reached the maximum number of program applications for an app cycle AND they are attempting to create an application for a program to which they have already applied in that app cycle?

 

Example: A site limits the number of active program applications per app cycle to one. The site does not have the system setting enabled to allow multiple applications for the same program in the same app cycle. An applicant applies to the Brazil Program in Spring 2023. The applicant then attempts to apply to the Brazil Program for Spring 2023 again. The following system message appears to the applicant:

 

 

Important Note: Applications in a status of "withdrawn" do not count towards the number of active applications allowed for an app cycle. However, if your site does not allow multiple applications for the same program in the same app cycle, then withdrawn applications do count as an existing program application in an app cycle. Here's an example:

 

Example: A site limits the number of active program applications per app cycle to one. The site does not have the system setting enabled to allow multiple applications for the same program in the same app cycle. An applicant has a withdrawn application for the Brazil Program for Spring 2022. The applicant then attempts to apply to the Brazil Program for Spring 2022. The system message below will appear to the applicant:

 

8. What system message appears to an applicant when they attempt to apply to a program for which they already have an active application, and that program is only accepting applications for one term?

 

Example: A site limits the number of active program applications per app cycle to one and does not have the system setting enabled to allow multiple applications for the same program in the same app cycle. The applicant has already created an application for the Study in Brazil Program for Fall 2023. The applicant forgets that they already applied to this program and attempts to create another application for Study in Brazil Program for the Fall 2023 term. The system message below will appear to the applicant:

The applicant is able to click on the "Fall 2023" link, which will direct them back to their application page for the Study in Brazil Program.

 

9. An applicant is attempting to apply to a program, yet they don't see the desired term in the program options modal. What would cause this?

 

This is usually an indication that either the term is not accepting applications or that the applicant has a withdrawn application for that desired term.

 

Let's imagine that Susie is attempting to apply to Study in Ghana for Summer 2022. After she clicks on "Apply Now", she's routed to the Program Options modal. From the term drop-down menu, she does not see Summer 2022 as an option. 

 

In this case, Susie probably has a withdrawn application for Study in Ghana for Summer 2022. If this is the case, she would need to request that it be reinstated. 

 

If Susie does not have a withdrawn application, then the admin should check that the Summer 2022 is active and accepting applications for the Summer 2022 app cycle.