Articles in this section


  • Universal Application: Override Failed Eligibility Status

    As an administrator, you have the ability to override a failed eligibility result for an applicant. This means that if they were not found eligible for an opportunity, you can override that failed eligibility status on an individual basis without changing the eligibility rules. 

    Overriding a failed eligibility status cannot be undone. Once this action is taken, the eligibility result cannot be retested; it will remain in the Overridden (passed) status.

    Follow the steps below to override a failed eligibility status. 

    1. Click Search, then click Eligibility Center.UA_Override_Failed_Eligibility_1.png 
    2. On the Eligibility Results page, perform a search to find the eligibility result with the failed status that you'd like to override.UA_Override_Failed_Eligibility_2.png

    3. Click the Status for the eligibility result.UA_Override_Failed_Eligibility_3.png 
    4. Click Override Status.UA_Override_Failed_Eligibility_4.png 
    5. The status will change to Overridden.UA_Override_Failed_Eligibility_5.png 
      • The system will automatically submit the applicant's request for the opportunity if there are no supplemental questions. If there are supplemental questions, the applicant can access the draft request from their dashboard to complete and submit it.
      • It's a best practice to communicate with the applicant in this scenario, because they're not automatically notified about the new request.
  • Universal Application: Basic Maintenance

     

    In this video, learn how to perform basic maintenance on your universe before opening it for a new year. 

  • Universal Application: Change Eligibility Rules

     

    This video shows you how to change the eligibility rules before opening your universe to applicants.

  • Universal Application: Edit the Application

     

    This video steps you through how to make simple edits to the application form in your universe, as well as edits that require more careful consideration.

  • Universal Application: Hide an Opportunity

     

    In certain situations, you might decide to hide a scholarship opportunity from applicants. For example, if you're not offering a particular opportunity this year. This video steps you through how to hide an opportunity in your universe.

  • Universal Application: Add an Opportunity

     

    This video shows you how to add a scholarship opportunity, including considerations beyond simply adding it to the list of opportunities in your universe. 

  • UA Eligibility: Changes to Questions and Rules

    If you delete or edit an application question used in one or more eligibility rules, it's important to adjust and test the rules as well. Additional steps should be taken if the change is made after opening the universe to applicants. 

     

    Scenarios and Best Practices

    If you find a question that needs to be deleted or edited, you'll need to check and likely adjust your eligibility rules. Below are some common scenarios and best practices for handling them.

    Changing a Question Type

    For example, let's say you originally created a "High School Name" question as a text box, but your CSM explained why a drop-down list is best practice for collecting that info. You'd need to follow the steps below to make the necessary adjustments.

    1. In order to change the question type of a particular question, you'll need to build a new version of the question. 
      • If the original question hasn't been used by applicants yet, you can delete it. 
      • If it has been used, you can change the visibility of the original question (to internal or administrator visibility) and edit the question label to indicate that it's an old version.
    2. After addressing the question edits, navigate to the Eligibility tab of your universe to check the eligibility rules and adjust as needed. 
      • Click the pencil icon next to a rule group that needs adjusting. 
        • You'll see a "Question Not Found" error (visible in the image below) if you deleted a question used in a rule. If you changed the visibility of the original question instead, scan the rules to find that question. 

    UAQuestions1.png

      • Edit the affected rule, then click Save Rule Group.
    1.  

    UAQuestions2.png

    1. After making any changes to your eligibility rules, it's best practice to do more testing to ensure they're working as expected. Click Test Eligibility to access the testing page.

    UAQuestions3.png

     

    If you're making these changes after opening your universe to applicants, refer to the If Editing After Opening the Universe section at the bottom of this article for the next steps.

     

    Deleting a Duplicate Question

    For example, let's say you realize you have two identical "Intended College Major" questions on the application. You'd need to follow the steps below to make the necessary adjustments.

    1. If you realize that you have a duplicate question on the application, you can delete one of the duplicates if it hasn't been used. 
      • If both questions have been used, you can change the visibility of one of the questions (to internal or administrator visibility) and edit the question label to indicate that it's an old version.
    2. After addressing the question edits, navigate to the Eligibility tab of your universe to check the eligibility rules and adjust as needed. 
      • Click the pencil icon next to a rule group that needs adjusting. 
        • You'll see a "Question Not Found" error (visible in the image below) if you deleted a question used in a rule. If you changed the visibility and label of one of the questions instead, scan the rules to find that question.

    UAQuestions4.png

      • Edit the affected rule, then click Save Rule Group.

    UAQuestions5.png

    1. After making any changes to your eligibility rules, it's best practice to do more testing to ensure they're working as expected. Click Test Eligibility to access the testing page.

    UAQuestions6.png

     

    If you're making these changes after opening your universe to applicants, refer to the If Editing After Opening the Universe section at the bottom of this article for the next steps.

     

    Editing List Items

    For example, let's say you found a typo in one of the list options in your "County of Residence" question on the application. You'd need to follow the steps below to make the necessary adjustments.

    1. To edit list items in a list type question (e.g. radio button list), add the corrected list item and delete the old item. 
      • Once applicants are working on the application, you can add but not delete list items. Reach out to the Support team in that scenario for further assistance.

    UAQuestions7.png

    1. The changes will be reflected after you click Save Question.
    2. After addressing the question edit, navigate to the Eligibility tab of your universe to check the eligibility rules and adjust as needed. 
      • Click the pencil icon next to a rule group that needs adjusting.
        • You'll see a "List Item Not Found" error (visible in the image below) if you deleted a list item used in a rule. 

    UAQuestions8.png

      • Edit the affected rule to select the new list item, then click Save Rule Group.

    UAQuestions9.png

    1. After making any changes to your eligibility rules, it's best practice to do more testing to ensure they're working as expected. Click Test Eligibility to access the testing page.

    UAQuestions10.png

     

    If you're making these changes after opening your universe to applicants, refer to the If Editing After Opening the Universe section at the bottom of this article for the next steps.

     

    Deleting or Changing Eligibility Rules

    1. To edit an eligibility rule, navigate to the Eligibility tab of your universe, then click the pencilicon next to the rule group containing that rule. 

    UAQuestions11.png

    1.  Within the rule group pop-up, you can make several changes: 
      • Click the X icon to delete a rule.

    UAQuestions12.png

      • Edit a rule by changing the selected question, comparator, or value. 

    UAQuestions13.png

    Add a new rule or subgroup of rules. UAQuestions14.png

    1. Click Save Rule Group when you're done making your changes.

    UAQuestions15.png

    1. After making any changes to your eligibility rules, it's best practice to do more testing to ensure they're working as expected. Click Test Eligibility to access the testing page. 

    UAQuestions16.png

     

    If you're making these changes after opening your universe to applicants, refer to the If Editing After Opening the Universe section at the bottom of this article for the next steps.

     

    If Editing After Opening the Universe

    Sometimes a scenario occurs where you realize you need to edit or delete a question or eligibility rule, and you've already opened the universe to applicants. In addition to the best practices listed above for adjustments to questions and rules, in this scenario you'll need to also account for the effect on your applicants. 

    After making the necessary question and/or rule adjustments, you'll need to retest applicants' eligibility results. This is an important step to understand if the changes caused any applicants who were previously found ineligible for an opportunity to now be eligible, and vice versa. 

    For step-by-step guidance: 

    The following walk-thrus are available in the Foundant Help Menu: 

    • UA - Retest Eligibility for Multiple Applicants
    • UA - Retest Eligibility for a Single Applicant
  • Copy Forward for Universal Application

     

    This recorded webinar covers the steps and best practices involved in copying your universe forward for the next year.

  • Approvals and Follow Ups for Universal Application

     

    Learn more about the functionality of approvals and follow ups for Universal Application. This recorded webinar provides detailed set-up instructions for Universal Application approvals and follow ups.

  • Eligibility Center for Universal Application

    If you're using the Eligibility Quiz feature, please refer to this article instead: Eligibility Center for Eligibility Quiz

    Overview

    The Eligibility Center is a page that allows you to search for, view, and manage eligibility results. The Eligibility Results and Universe Requests tabs on this page give you specific search and action options. The other tabs on this page are for use with the Eligibility Quiz feature, and do not function with the Universal Application feature.

    To access this page, click Search in the upper navigation bar, then click Eligibility Center.Eligibility_Center_for_Universal_Application_1.png

     

    Eligibility Results Tab

    The Eligibility Results tab allows you to view applicants' eligibility results (pass/fail) and retest eligibility if needed.  

    The eligibility results display in a one row per opportunity format. For each applicant in your search, you'll see their pass/fail result for each opportunity within a universe.Eligibility_Center_for_Universal_Application_2.png

    On this tab, you can also: 

    • Send a batch email.Eligibility_Center_for_Universal_Application_-_Extra_1.png

    • Perform a quick export.Eligibility_Center_for_Universal_Application_-_Extra_2.png 
    • Click a Passed or Failed status to see details related to the eligibility rules.Eligibility_Center_for_Universal_Application_-_Extra_3.png

      • If you click a Failed status, the message will display details about which specific rules the applicant did not pass.Eligibility_Center_for_Universal_Application__new_1.png 
      • The message will also inform you if the applicant's responses to eligibility questions or the eligibility rules themselves have been changed since the current status was generated. If this is the case, it's recommended that you retest eligibility for the applicant to see their most up-to-date status for the opportunity.Eligibility_Center_for_Universal_Application__new_2.png
    1. If an applicant is now eligible for another opportunity after retesting, the system will automatically submit their request for that opportunity if there are no supplemental questions. If there are supplemental questions, the applicant can access the request from their dashboard to submit it.
      • Best practice is to communicate with the applicant in this scenario, because they're not automatically notified about the new request.
    For step-by-step guidance: 

    The following walk-thrus are available in the Help Menu in your site: 

    • UA - Retest Eligibility for a Single Applicant
    • UA - Retest Eligibility for Multiple Applicants

     

    Universe Requests Tab

    The Universe Requests tab allows you to view any universe requests submitted by applicants who were found ineligible for all opportunities in a universe. These applicants' requests would not have been visible on your dashboard once they submitted their universe request (the common portion of the application).Eligibility_Center_for_Universal_Application_4.png

    A "Yes" in the Opportunity Evaluated column verifies that the applicant's universe request was evaluated against the eligibility rules for at least one opportunity in the universe.

    If you would like to retest an applicant's eligibility, click the Eligibility Results tab. You can then search for the applicant, view their universe request responses, and retest as needed. See the Eligibility Results Tab section of this article above for more details.

  • Test Universal Application Eligibility Rules

    After configuring your eligibility rules, the Test Eligibility page allows you to test the rules, ensuring that they work as intended across your opportunities. Please note that this article is in reference to the SLM Universal Application feature.

    1. Navigate to the Eligibility tab of your Universe.

    2. Scroll to the bottom of the page and click Test Eligibility.

    3. Fill in answers to test your eligibility rules. Then click Test Answerat the bottom.

    • All common questions will appear on the Test Eligibility page, even if there are no eligibility rules associated with the question.
    • Supplemental questions do not appear on the Test Eligibility page.
    • You do not have to fill out all questions on this page in order to test, even if the questions are actually required on the application form.

    Warning

    While you don't have to answer all questions on the page to test rules, it is important to think through which questions you answer so you can perform an accurate test. In general, you should answer all questions involved with the eligibility rules for the opportunity(ies) you're testing.

    4. Icons will appear in the Eligible column in the upper right corner based on your answers. The red icon means you are ineligible for the opportunity based on your answers. You can click on the eye icon beside it to see which rule(s) were failed. The green check mark icon means you are eligible for the opportunity based on your answers.

    5. You may edit your answers and click Test Answers again to re-test for eligibility. 

  • Alphabetize Universal Application Opportunities

    If you utilize the Universal Application feature in your SLM site, you have the option to alphabetize your opportunities list. Follow these steps to do so with the click of a button: 

    1. Navigate to the Applicant Opportunities tab of your Universe.
    2. Click Alphabetize Opportunities.
    3. The page will refresh, and the opportunities list will adjust into alphabetical order. This will be reflected for all users whenever a list of opportunities appears.
    4. If you add additional opportunities, click Alphabetize Opportunities again to adjust the order accordingly.
  • Extend Universal Application Deadline
    This article is relevant if you use the Universal Application feature. Refer to this article if you do not use this feature: Editing Hard Deadlines 

    If you need to extend a hard deadline for a universe that is already accepting applications, you have a couple of options. Remember that extending the deadline only gives applicants with an existing draft request more time to submit. If the end date for your universe has passed, no new draft requests can be started (unless you also extend the end date of the universe).

    One option is to change the existing deadline to a soft deadline. Applicants will then see that their application is overdue after the deadline, but will still be able to submit the application. 

    The other option is to change the actual deadline to a different date.

    To change a hard deadline to a soft deadline, follow these steps: 

    1. Navigate to the Process Manager page, click into the universe, and go to the Application tab. 
    2. Click the Hard Deadline toggle to turn it off (it will turn grey to indicate that it's off).  
    3. Now any applicants who currently have a draft request started can submit after the stated deadline (this is true for both applicants with draft applications for specific opportunities, and those with a draft of their initial universal application).

    If you would like to change the actual deadline instead, follow these steps: 

    1. Navigate to the Process Manager page, click into the universe, and go to the Application tab.Universe_1.png 
    2. Edit the deadline by clicking on the date and time field.Universe_3.png 
    3. Click the pencil icon. Universe_4.png
    4. Select all requests that should have the new extended deadline.  
      •  Clicking the checkbox at the top of the list will select all requests in the list.Universe_5.png
      • You can also sort the list by clicking any of the column headers. Sorting by the Opportunity Name column is helpful if you only want to extend the deadline for requests in a specific opportunity. Universe_6.png
        • Requests that have the universe name as the opportunity name are drafts of the initial universal application. Once an applicant submits their initial universal application, requests for specific opportunities are created (if eligible), and their initial universal application would no longer show up in the draft requests list. 
    5. Click Save at the bottom of the list. This adjusts the deadline for the requests you selected to the deadline indicated in the pop-up. Universe_7.png
  • Custom Columns with Universal Application

    Custom columns can now be created on workload pages, the Your Evaluations tab (for evaluators) and the Payment Tracking page if you utilize the Universal Application feature. 

    These articles explain how to create custom columns: 

    Create Custom Columns 

    Advanced License Custom Columns 

    When creating custom columns on a workload page, if you set a column using a field that's opportunity-specific, that column will be blank for requests outside of that opportunity. 

  • Universal Application Data Sets

    This article is relevant if you use the Universal Application feature. If you do not use that feature, please refer to this article instead: Building New Data Sets

    Overview

    When building a data set in the reporting tool, you’ll select pre-filters. These pre-filters tell the system where to look for data to pull into reports that you run using this data set. For example, in the Available Processes list you can choose specific opportunities to pull data from, and in the Request Statuses drop-down you can choose to include only requests in specific statuses.

    Required Pre-Filters

    In addition to any other pre-filters you want to select in a data set, it’s important to select the following two pre-filters in all universal application data sets: 

    • The universe (in the Available Processes list)
    • The application submitted status (in the Request Statuses drop-down) 

    In the image above, we selected the universe (named "2020 Scholarships in this example) in the Available Processes list, in addition to the opportunities (Track & Field Athlete Scholarship, Pre-Medical Scholarship, etc. in this example). In the Request Statuses drop-down, we selected the application submitted status in addition to other statuses we wanted to include (Approval Draft, Approved, etc.). 

    Selecting the universe and application submitted pre-filters is necessary for your reports to include full and complete universal application data. This also allows you to include fields from the application (e.g. “GPA” or “High School Attended”) in a report, even if you’re running a report on approval information, for example. 

    With the application submitted and universe pre-filters selected, your report will include requests from applicants who were not eligible for any opportunities (these can be filtered out if needed). These requests will have the application submitted status and will list the universe name as the "process name," rather than the name of an opportunity. 

    To include requests from applicants who are still working on the common portion of the application, select the application draft status in addition to the pre-filters described above. These requests will have the application draft status and will also list the universe name as the "process name." 

    For step-by-step guidance: 

    The following walk-thrus are available in the Foundant Help Menu. Please note that these will step you through the basics of building or editing a data set, but will not mention the specific pre-filters described in this article.

    • Create a New Data Set
    • Edit an Existing Data Set
  • Evaluator Tutorials - Universal Application

    The following step-by-step tutorials can be shared with your evaluators. These tutorials are specific to sites using the Universal Application feature. Select the "side by side" versions if you've enabled the side by side feature for your evaluation stages. 

     

    Staff Evaluator Tutorials

    Staff Evaluator: 

    Staff Evaluator - Side by Side: 

     

    Board Member Tutorials

    These Board Member tutorials can also be shared with Grants Managers or Administrators who will complete evaluations. They will see additional items on their dashboard, but the evaluation steps are the same.

    Board Member: 

    Board Member - Side by Side: 

  • Applicant Tutorials - Universal Application

    The following step-by-step tutorials can be shared with your applicants. These tutorials are specific to sites using the Universal Application feature. You may provide the links in your Logon Page message, on your organization's website, or send them directly to applicants. 

    Applicant Tutorials 

    Written Tutorial

    Video Tutorial - Registration

    Video Tutorial - Applying

    Video Tutorial - Dashboard