Prepare a Universe for a New Cycle

When preparing a universe for a new scholarship cycle, there are several important steps to take.

The series of short videos listed below covers these steps along with additional details. If you are already familiar with these steps, refer to the information below each video for reminders. 

• Basic Maintenance - This video explains how to copy your universe for the next scholarship cycle and which items need to be updated each year.
  • It is critical that you copy your universe for a new cycle rather than simply reopening the existing universe. Reach out to Support to have your universe copied. 
  • If only minor updates are needed to your universe, you can have it copied directly into your Live site. If you plan to make larger updates such as adding opportunities or editing eligibility rules, it's recommended that you first have the universe copied into your Sandbox site in order to test the changes.
  • The following items should be updated or reviewed in the new copy of your universe: 
    • Universe name
    • Start and end dates
    • Universe description
    • Calendar year in opportunity names
    • Application and follow up form due dates
    • Email templates
• Add an Opportunity - If you need to add any additional opportunities to your universe for the new cycle, this video shows the necessary steps to take.
  • After adding a new opportunity to the universe, the following items need to be reviewed and likely updated:
    • Application form
    • Eligibility rules
    • Evaluation form
    • Follow up forms
• Edit the Application - This video covers important considerations when editing the application for a new cycle.
  • When making changes such as adding or removing list items in a question or deleting a question, it's important to review the eligibility rules in case these actions have affected any rules. 
• Change Eligibility Rules - If criteria changed for any of your scholarship opportunities or if you need to make any corrections to the eligibility rules, it's ideal to make the changes before opening your universe for the new cycle. This video explains how to edit the eligibility rules.