Universal Application: Basic Maintenance

Basic Maintenance enables administrators to prepare a universe for a new scholarship cycle by updating dates, opportunity names, descriptions, and email templates. This ensures the universe reflects current year information before opening to applicants.

User Role: Administrator

When to Use Basic Maintenance

Use Basic Maintenance when:

• Preparing a copied universe for a new cycle
• Updating universe settings to reflect current information
• Refreshing opportunity names and descriptions
• Reviewing and updating application deadlines and email templates
• Testing eligibility rules to ensure there are no broken rules from any updates

Universal Application: Basic Maintenance Video

1. Reach out to Support to copy your universe. This is required for a new year.
   • It is recommended to copy your universe into the Sandbox site if adding new opportunities or changing eligibility rules.
2. Once your universe has been copied to either the Live site or Sandbox site, navigate to the Process Manager page.
3. Click the name of the copied universe.
    
4. On the Summary tab, rename the universe to reflect the current year.
    
   • Click the Start Date and End Date to select a new date.
     • The Start Date is the first day an applicant can start the application, and the End Date is the last day an applicant can start an application.
        
   • Update any information, including dates and links, that has changed in the Description section.
      
5. Click the Applicant Opportunities tab.
    
   • Click the pencil icon next to an opportunity to edit it.
     • Each opportunity name has to be updated individually.
        
     • It is recommended to update the opportunity name to include the new year and update the description, if applicable.
       • Once there is more than one universe in the site, it will be simpler to manipulate reports if the year is available with the name.
         
          
     • Click OK after updating an opportunity.
       
        
   • Click Alphabetize Opportunities to alphabetize the opportunities.
      
6. Click the Application tab.
    
   • Update the Due Date day and time.
      
   • Preview all email templates.
     • Preview the email templates by selecting the drop down next to the template.
     • Click the eye icon to preview the template.
       • Build an Email Template provides information on editing an email template.
          
7. Click on the Eligibility Tab.
    
   • Click Test Eligibility. 
     • Universal Application: Test Eligibility Rules details the steps to take to test eligibility rules.
     • It is recommended to check your eligibility rules to make sure there are not any broken rules from updates and to ensure there aren't any common rules that have been made opportunity specific.  
       
        
8. Once the universe has been updated, toggle the universe on from the Process Manager page.