Follow up forms collect information from scholarship recipients after awards have been distributed in a Scholarship Lifecycle Manager (SLM) site. Follow up forms are built and managed within universes on the Process Manager page.
User Role: Administrator
Add a Follow Up From to a Universe to:
- Collect post-award information such as transcripts, thank you letters, or student agreements from recipients.
- Track academic performance or renewal eligibility for continuing scholarship recipients.
- Maintain a record of post-award activity for reporting or compliance purposes.
Follow Up Form Opportunity Configuration
Follow up forms in a universe can be configured as common or opportunity-specific, which determines how the form is assigned to applicants after a request has been approved. The options for opportunity configuration when adding a follow up form to a universe are described below.
- Common Follow Up Form - Once assigned, the form will be associated with all scholarships an applicant has been awarded. For this reason, the form can only be assigned once per applicant, and questions cannot be shared onto the follow up form.
- For example, the administrator might configure a transcript request follow up form as common if the administrator only needs to receive it once per student, regardless of how many scholarships they have been awarded.
- Opportunity-Specific Follow Up Form - Once assigned, the form will be associated with only the opportunities specified. If the form is specific to just one opportunity, questions can be shared onto the follow up form.
- For example, an administrator might configure a student agreement as opportunity-specific if the administrator created customized copies of the agreement for each opportunity.
- A follow up configured for more than one opportunity will act as common for those opportunities. If the administrator has a follow up configured for Scholarship A and Scholarship B and the applicant is awarded both of those scholarships, the administrator can only assign the follow up form to them once.
Add a Follow Up Form
To add a follow up form to a universe, navigate to the universe from the Process Manager and configure the form name and opportunity settings.
- Click Tools on the upper navigation bar, and then click Process Manager.
- Click the universe name.
- Click the Follow Ups tab.
- Click Add Follow Up.
- Select one of the options below in the Form Name area.
- Select an existing form in the list to add another instance of the form.
- This adds a new instance of the same follow up form. If form is edited, it will affect all other instances of the form. This includes any edits, even to question instructions or the form name. The exceptions are form due dates and opportunity configuration, as these can be unique for each instance of the follow up form.
- For example, a thank you letter follow up form for each opportunity can be added. The questions are likely the same, but the administrator might want the applicant to fill out the form separately for each scholarship they have been awarded.
- For example, a thank you letter follow up form for each opportunity can be added. The questions are likely the same, but the administrator might want the applicant to fill out the form separately for each scholarship they have been awarded.
- This adds a new instance of the same follow up form. If form is edited, it will affect all other instances of the form. This includes any edits, even to question instructions or the form name. The exceptions are form due dates and opportunity configuration, as these can be unique for each instance of the follow up form.
- Select the blank field to add a new follow up, and give the form a Name.
- Select the Copy Form option, select the universe or process where the form is located, and then select the form to copy.
- This adds a new copy of the form. The new copy is not connected to the original form. The copy can be edited as needed without affecting the original.
- For example, copies of a student agreement follow up form can be created for each opportunity. The basic questions are likely the same, but the administrator might want to customize certain questions for each opportunity.
- For example, copies of a student agreement follow up form can be created for each opportunity. The basic questions are likely the same, but the administrator might want to customize certain questions for each opportunity.
- This adds a new copy of the form. The new copy is not connected to the original form. The copy can be edited as needed without affecting the original.
- Select an existing form in the list to add another instance of the form.
- Click the Choose Opportunities tab.
- Check the box next to Common Follow Up, or deselect that box and instead check the box next to each specific opportunity.
- Click OK.
Follow Ups in Universal Application Video
This video covers common and opportunity-specific follow up forms, the three options for adding a follow up form to a universe, shared questions, and assigning follow up forms to students during the approval process.