When preparing a universe for a new scholarship cycle in Universal Application (UA), several important configuration updates ensure the scholarship application process functions correctly and eligibility rules work as expected for the new year. Preparing a universe for a new cycle involves copying the existing universe rather than reopening it, then updating critical elements like dates, opportunity names, application forms, and eligibility rules before making the universe available to applicants.
User Role: Administrator
When to Prepare a Universe for a New Cycle
Prepare a universe for a new cycle when:
- Starting a new annual scholarship application period with returning opportunities
- The previous cycle's universe has closed and a new application window is opening
- Opportunity criteria, application questions, or eligibility rules need updates for the upcoming year
- Minor updates are needed (dates, names, descriptions) and can go directly to Live site
- Major updates are planned (new opportunities, eligibility rule changes) and testing in Sandbox is recommended before moving to Live site
Universe Maintenance
If the universe only needs minor updates, it can be copied directly into the Live site. If there are to be larger updates such as adding opportunities or editing eligibility rules, it is recommended that the universe is first copied into the Sandbox site to test the changes. The following items should be updated or reviewed in the new copy of the universe:
- Universe name
- Start and end dates
- Universe description
- Calendar year in opportunity names
- Application and follow up form due dates
- Email templates
- Resource:
Add an Opportunity
Once a new copy of the universe is created, additional opportunities for the new cycle can be added. After adding a new opportunity to the universe, items such as the application form, eligibility rules, evaluation form, and follow up forms will likely need to be updated.
Edit the Application
When making changes to the application form, such as adding or removing list items in a question or deleting a question, it is important to review the eligibility rules in case these actions have affected any rules.
Change Eligibility Rules
If criteria change for any scholarship opportunities or if corrections need to be made to the eligibility rules, it is ideal to make those changes before opening the universe for the new cycle.