When a common application is reverted, it returns to draft status, allowing an applicant to edit and resubmit their responses. This may be necessary when a new question is added to the common application or when an applicant answered an eligibility question incorrectly, affecting the opportunities they qualified for.
User Roles: Administrators, Grants Managers
When to Revert the Status of a Common Application:
- An applicant needs to update submitted application information such as a GPA which is tied to eligibility criteria, upon receiving a report card after the submission deadline or accidentally entering the information incorrectly.
- An applicant needs to upload or replace a document such as a transcript that is required as part of the common application.
Do not revert the associated opportunity requests the applicant has already qualified for unless the student needs to change their supplemental questions. Reverting the associated opportunities will mean the applicant must resubmit all opportunities after they resubmit their common application, even if there are no supplemental questions for those opportunities.
Use caution when reverting the common application and only do so if necessary. Understand that the applicant is able to change any questions on the common application once it's reverted to draft status, which can affect the opportunities they qualify for. You should caution the applicant to only edit the question you need changed. Changing other questions may change their eligibility for other opportunities.
Revert the Status of the Common Application Video
This video covers how to revert the status of the common application for applicants who need to correct a response, including how to export and compare eligibility results before and after resubmission to identify changes in applicant eligibility. This video uses the example of an incorrectly entered GPA.
Export Initial Eligibility Results (:57) - Navigate to the Eligibility Center and use the Quick Export function to download a list of current eligibility results before reverting.
Revert the Status of the Common Application (2:08) - Navigate to the applicant's User Summary page and use the Advanced Options section to revert the common application.
Notify Applicants of the Status Revert (2:43) - Applicants are not automatically notified and must be contacted directly to make corrections and resubmit.
Retest Applicant Eligibility (2:57) - Return to the Eligibility Center after resubmission and use the retest eligibility function.
Export Updated Eligibility Results (3:32) - Export a second Quick Export workbook after retesting to use for comparison.
Enter a Comparison Formula (5:24) - Use a formula to identify whether eligibility status changed.
Filter Results by Eligibility Change (6:13) - Apply a filter to view only applicants whose eligibility status changed.
Step 1: Quick Export Initial Results
To establish a baseline for comparing eligibility results after the common application is resubmitted, export the applicant's current eligibility results from the Eligibility Center before reverting the application.
- Click Search in the upper navigation bar, then click Eligibility Center.
- Enter the search criteria, then click Search.
- Click the request's checkbox, from the Batch Actions menu, click Quick Export.
- An excel workbook will be downloaded to your computer, keep this file on hand to compare initial eligibility results to the applicant's eligibility once the application is reverted, resubmitted, and retested.
Step 2: Revert the Common Application
To revert the common application to draft status, access the applicant's User Summary page and change the status in Advanced Options.
- Navigate to the User Summary page.
- Access the User Summary page by clicking on the applicant’s last name in the user search page or from a workload page by clicking the applicant's name.
- Click the Requests page, then click [View Request] next to the common application. The common application will be listed as the name of the universe.
- Scroll down to the Advanced Options on the Request tab and open it, select Application Draft from the Revert Status drop-down, then click Revert Status.
When you revert the common application, make sure to notify the applicant that it has been sent back to them. They are not automatically notified.
Do Not Delete or Abandon Any Opportunity-Specific Requests.
- After an applicant re-submits their common application, their responses will be run through the eligibility rules again. If they qualify for additional opportunities, requests for those opportunities will be created.
- If they qualify for the same opportunities again, new applications for those opportunity requests will not be created. This is why you should not delete or abandon existing opportunity requests when you revert the common application.
- If they no longer qualify for an opportunity that they previously qualified for, that opportunity request will remain on your dashboard unless you choose to delete or abandon the opportunity request. After the applicant has re-submitted their common application, you can use the Eligibility Results tab in the Eligibility Center to compare past opportunities against the applicant’s request history.
Reverted Opportunity Not Visible on Applicant Dashboard
If the Hide Opportunities with No Supplemental Questions Until Approval checkbox is selected and the opportunity that a student applied to has no supplemental questions when the status of the opportunity was reverted, they will not see the opportunity on their applicant dashboard. However, you can submit the application on the applicant's behalf.
- From the Application Draft workload page, click the View Submission icon.
- Click the applicant's last name to proxy in as the user.
- Click Submit Application.
Step 3: Compare Resubmitted Results
After the applicant resubmits the common application, export a second set of eligibility results from the Eligibility Center and compare them against the initial export to identify any changes in the applicant's eligibility.
- Click Search in the upper navigation bar, then click Eligibility Center.
- Enter the search criteria, then click Search.
- Click the request's checkbox, from the Batch Actions menu, click Quick Export.
- An excel workbook will be downloaded to your computer, use this file to compare the applicant's eligibility after resubmission against the applicant's initial eligibility results.
To view only applicants whose eligibility status changed after resubmission, add a comparison formula and apply a filter to the workbook.
- Click Copy to copy the Status column from the applicant's resubmitted eligibility workbook.
- Click Paste to paste the selections into the applicant's initial eligibility results workbook.
- Click Hide to hide the Status Date column.
- In the next empty column, enter the formula "=X#=X#", matching the column letters and row numbers. In this example, the column letters are E and G and the row number is 5. This formula shows TRUE or FALSE depending on if the column entries are equal to each other.
- To show only changed results, click the column header, then on the Data tab, click Filter.
- Click the drop-down menu, select the checkbox for the column entry to be displayed, then click OK.
- Filtering by FALSE shows eligibility results that have changed since the applicant resubmitted and their eligibility retested.
- Filtering by FALSE shows eligibility results that have changed since the applicant resubmitted and their eligibility retested.