Study Abroad: OneStep Registration (Classic)

The 'OneStep Registration’ is a simplified version of an application/registration in Terra Dotta software that can be configured for multiple program types.  Applicants/Registrants who use the OneStep form will see all requirements on one page to make the process as straightforward as possible.  The OneStep is ideal for collecting student and faculty travel registrations that don’t require the traditional 'application’ process, but are used to simply collect basic travel dates, locations and a few other items.

 

Permissions: In order to configure a program as OneStep, the admin must have the following permission enabled: Program Builder: onestep

Note: Limits to the number of applications permitted are not enforced when the OneStep option is in use. Terra Dotta software allows unlimited applications through the OneStep form.

This article discusses the following topics:

 

1) Risk Management
2) Travel Registration
3) Outgoing with SideTrips and OneStep
4) Incident Report
5) Program Enrollment

 

 

The 'OneStep' tab on the program builder for any program will allow the admin to configure a OneStep registration process for that program.
 

 

1.   Enable: This box must be checked in order to enable the OneStep process.

2.   Apply Now button: This html code should be used to embed an 'Apply Now' button in any WYSIWYG editor.  To embed the button, copy this code to your clipboard, go to the WYSIWYG editor where you want the button, click the 'Source' icon, paste the code in the desire location, save your changes.  The button will now appear to applicants so they can start the OneStep process.  If you would like the button to say something other than 'Apply Now' simply change the wording in the top field and new code will be generated with the new wording.

3.   Post-Submission: If you would like registrants/applicants to be logged out of the site automatically after they submit the OneStep form, select the 'Yes' radio button.  If 'No' is selected, the registrant will land on their applicant homepage after submitting the OneStep form.

4.   Term/Application Cycle: Select the term for the OneStep registrations.  In the OneStep process, registrants will not be asked to select an application cycle, instead, the 'application' that is created will automatically inherit the application cycle for the term you select here and the current calendar year.  For example, if all OneStep applications for this program are set to the 'Year' term, then by default, applications will have an app cycle of 'Year 2013' if the registration is completed in the year of 2013.  **It is important to remember to have active application cycles under Process Admin -> App Cycles for the term you select on this form.  If there are no active application cycles, your registrants will not be able to submit their travel information.

5.   Applicant Parameters: The OneStep registration process allows the admin to select which applicant parameters they would like the travel registrant to complete.  Highlight the desired applicant parameters and move them to the box on the right using the arrow buttons.  

There are 3 important things to understand about how the parameters will be displayed on the OneStep form:

6.   Addresses:  In this section the admin should select which addresses should be requested of people completing the OneStep form.  SIS-mapped addresses and non-SIS-mapped addresses will display to both integrated and non-integrated users on the OneStep form.  SIS-mapped addresses will not be editable by integrated users, but will be editable by non-integrated users.  Any address that is 'required' will inherit that setting and be required by non-integrated users for the OneStep form.

7.  Proxy Registrations: Check this box if you would like to enable proxy registrations.  This features allows users to submit registrations on behalf of other users.  This is ideal if, for example, there is one person designated to register travel plans for all faculty in the English department.  By enabling proxy, that one person would have permission to submit those travel registrations without being given full admin permissions in the site.  For more information about using this feature, refer to the solution 'HELP: Proxy Registrations'

8.  Confirmation Email:  After the OneStep form is completed and submitted, a confirmation email will immediately be sent to the registrant.  Below is an example of the confirmation email:

-----------------------------------------------------

John Doe,

 

Thank you for registering your travel. The following is the itinerary that we have on file for you:

 

Halifax, Canada:

From: 01/05/2013

To: 01/20/2013

------------------------------------------------------
 

The email will automatically include the itinerary submitted during the registration process and have the title entered in this section of the configuration page.  If you would like to add any other information to the email, enter the text in the 'Additional note in email body' field and the content will be included after the itinerary in the confirmation email.

 

If you would like to change the wording before the itinerary, you can do so by editing text interface field #15513.

 

Beyond this simple configuration page to enable the OneStep registration process, admin can configure questionnaires and/or signature documents to be deployed on the OneStep form.  

 

It is not currently possible to include material submissions, learning content or assessments to the OneStep form.  If your registration process requires this level of complexity, it would be better to have registrants enter the system through the standard application process instead of through the OneStep.

 

To configure a questionnaire or signature document to be deployed in the OneStep form, go to Process Admin -> Questionnaires or Process Admin -> Materials. Edit the questionnaire/signature document and make sure it is configured to be deployed to the program that is using the OneStep registration process in the pre-decision phase and that it is using the term used by the OneStep form.  Be sure it is included in the process map under Process Admin -> App cycles.  Once those options are set, the questionnaire / signature document will be included as part of the OneStep registration process.

Important note: Identity verification does not apply to signature documents deployed through OneStep forms. This means that an external user under the age of 18 would be permitted to sign the document even if the "Require verification and 18 years of age for signature docs" setting has been enabled in  Settings > System Features > Process Options.

 

PART 1 - Create the Program
 

1) Go to Program Admin --> Create New

2) Give the program a name (i.e. Travel Registry)

3) For Program Type, choose a program type that can use OneStep

4) Click the box for "Active"

5) Click Add

 

PART 2  - Configure The Program
 

1) Go to the "Terms" tab

2) Select the correct Term .  Note: One-Step programs must have an app cycle pre-configured. New applications will automatically be created for the term/ current calendar year combination when a user applies for the program. So if this is for travel registration that might happen throughout a year, you might want to create a new term called "Travel Registration" or "Year."  (You create terms in System Settings --> Terms).  

 

PART 3 - Configure One-Step
 

1) Go to the OneStep Tab

2) Click the button for "Enable OneStep registration for this program"

3) Decide if you want applicant's logged out after submission (usually yes)

4) Choose the term that this program is active for (See Part 2 - Step 2)

5) Decide if you want users to be required to enter any applicant parameters and/or addresses as part of the application.

6) Decide wether you want to enable proxy registrations.

7) Configure the Email Receipt if you want the applicant to receive one.
 

 

PART 4 - Configuring any Questionnaires and/or Signature Documents that you want to be part of the One-Step registration
 

1) Create the Questionnaire or Signature Document as you normally would

2) Be sure to select the appropriate program type

3) If you have other programs for which don't want to require the material, say No to "Does this apply to all programs, and then select the Program you just created.

4) Save the materials
 

 

PART 5 - Add the materials to the App Cycle
 

1) Go to Process Admin --> App Cycles

2) Choose (or create) an App Cycle for the term you assigned to the program.  Note:  One-step programs will automatically be for the app cycle you choose in the current year! You will need to make sure there is an app cycle that is active and whose deadline has not yet passed for the current year.

3) Assign Application Deadlines and Decision Dates (usually make decision date in the past, i.e. yesterday's date and if this term is only for travel registration, make the app deadline the last possible day of the app cycle (i.e. December 31, if it is a calendar year).

4) Go to the Questionnaires tab and the Materials tab and make sure the materials you just created are selected.

 

PART 6 - Deploy and Test
 

1) Navigate back through Program Admin to the program you just created.

2) Click the OneStep tab

3) Select and copy the text in the "Generate HTML" box near the top.

4) Go to Website Admin --> Site Builder  and navigate to a page where you would like to have the One-Step Apply Now button.

5) In the WYSIWYG for that page, click on the "Source" button.  

6) Paste the HTML Code that you copied into the WYSIWYG

7) Click Save

8) Navigate to the page you just edited to view the Apply Now button and to click it to test the application.