Once you have created your application the Admin will need to create the individual sections and questions within the application. The questions are categorized into various sections for the applicant to navigate easily through the process. Each section will be identified with a separate icon on the applicant’s dashboard that they see when they login to the application. Sections and Questions is where you will create these sections and their individual questions for your application. Below is an example of the applicant’s dashboard and how these sections are viewed by him/her:
Note- if you clone an application from a previously existing application these questions and sections will be cloned as well and will show those cloned sections when you come to this section.
Navigating to Sections and Questions Setup
- Select from the Admin’s Home Page – Applications
- Select from the listing of applications the application you want to setup the sections and questions for.
- This will bring you to the Application setup page. Select the Sections and Questions Icon.
Creating a New Section for Your Application Form
There is no limit to the number of sections you can create. Clicking on the Sections and Questions icon opens the table view of the application Sections. A section must be marked as Activate Section in order for it to be visible on specific application.
- To create a new section Select the Create Section button.
A new screen will open up:
Fill in the information regarding the section as described below.
- Once you have completed filling in the appropriate information be sure to click “Save” to save any data you have entered.
- Items marked with an * are required and must be filled in.
Section Name: This is used for reporting purposes and won’t be visible to the applicant. The user should refrain from using any spaces or other special characters other than alphanumeric.
Section Display Name: This is the title name that is displayed to the applicant on the applicant dashboard.
If you enter a Section Name with spaces or numeric it will remove them when you tab to the next field.
Importance of Section XML Name
When importing/exporting data from the CommunityForce system and integrating this same data with another database system, the Section XML name is the most important factor in accomplishing this task successfully. XML names must be created as the same XML name of your integrated database item in order to be able to map the data effectively. Once an XML name is created and mapped to your database, it is important to never change this name. Doing so will break the mapping of data between the two systems.
Sections are organized into Section Types. Section Types determine how a section deadline is treated. Section can be created to only be visible to an applicant during different statuses of the application process.
- Admin – Sections that are view-able only by the Admin as staff sections to be completed only by them.
- Application – These are the main sections of the application and are what the applicants see when they first begin to apply for an application. An applicant must complete all of the Application sections prior to submitting their initial application.
- Acceptance – Sections that an Applicant can see and complete if offered an award to acknowledge their acceptance or denial of an award.
- Post Acceptance – Sections that an Applicant can see and complete regarding how they are to receive the award, i.e. payment information, travel arrangements for a formal awarding event, etc.
- Requests – Sections created that must be filled out by and outside source, not the applicant, via an on-line form. Only the person who receives the request via email (and the Admin) sees the questions in these sections, i.e. letters of recommendations, sections to be filled out by school counselors, etc.
- Post Award – Sections created that and applicant can fill out after an award has been received, i.e. final reports, applicant progress reports, etc.
What a Staff Section Is and How You Could Use It
Sections marked as Staff Sections are only view-able by the Admin and not the applicant and can be used to create questions to be filled out for internal purposes. The Admin can mark a section as a staff section by checking the Staff Section check box. These sections can be used for internal purposes, i.e. uploading additional information to the applicant’s application used for internal review, tracking colleges that applicants chose, staff interview notes, site visit notes, etc.
What a Request Section Is and How You Could Use It
Request Sections require the applicant to assign a designated person to fill out a specific section on their behalf. If the Admin, when initially setting up the application in Create New Application or Clone Existing Application screen, marked the Feedback from Recommenders is Mandatory as YES, it becomes mandatory for the applicant to assign this section to the another person. When using this section an email is sent to the person the applicant has designated and gives them a link they can click on to access this specific section within the application. This section is private and not view able by the applicants, but the applicant can see when the designee has completed this section or if the designee has rejected their request. Questions can be created, by the Admin, that the designee can answer regarding the applicant as well as upload any documents that may be requested of them. This is useful when requesting applicant transcripts, entrance exam scores, letters of recommendations, etc.
What the Function of ‘Hide from Reviewer’ Button Is and How You Could Use It
Hide from Reviewer allows an entire section to be hidden from the Reviewer so that they cannot see the section in their review process. This is helpful for staff sections, or section that contain personal information that you do not want the reviewers to have access to or may contain data that is not pertinent to the reviewer making their decisions and may cause the reviewers to be biased when scoring. i.e. Address Section, Personal Information Section, Demographic statistical sections, etc.
Define the read order in which the applicant views the specific sections on their dashboard, the sections are viewed left to right and you can adjust the order of where the sections fall within the applicants dashboard.
Choose a Section Display Image
Every section on the applicant dashboard has an image assigned to it. In the Section Display Image, the Admin can select an image icon from a variety of images. Choose an image that is descriptive of the section the applicant is filling out.
Statuses and How You Could Use Them
Status(es) are automatic triggers that move an applicant through the application process depending on where the applicant is in the process, and are mainly driven by the by the Admin. Each status is described below along with the trigger that moves the applicant to that status: When creating sections by a Section type you can select only applicants with a specific status to see the specific Section type sections as described above.
Example: You create a section with a section type of Post Award so that the applicant can fill out information pertaining to the award they received and how they have used it, like a final reporting. You would only want applicants that have a status of Award Accepted to fill out this section. Only those that had the status of Award Accepted would then be able to go in and complete the additional sections.
- All – No specific Section type or Status Detail needed to be accessible.
- Pending Submission – The applicant has started their application but has not yet submitted.
- Submitted – The applicant has click the submit button on their application and submitted their application.
- Withdrawn – The applicant has chosen to withdraw their application for this application process by using the withdraw feature of the program.
- Under Committee Review – The applicant has been assigned by the Admin to a committee anywhere within the application process
- Not Selected For Award – The applicant has been marked as denied an award in the batch awards section
- Selected For Award – The applicant has been selected for an award in the batch awards section.
- Award Accepted – The applicant has accepted an award.
- Award Declined – The applicant has declined an award
Setting a Section Deadline Options
Sections deadlines determine when the section will no longer be available for the applicants to fill out and will be turned off according to the Deadline Date and Deadline Time selected. Deadlines can be set according to the following options:
- Inherit from Application – Uses the same deadline date and time as the application deadline.
- Section Deadline – Has a separate deadline than the application and section specific
- No Deadline – There is not a deadline for this section.
Application section types should inherit the deadline from the application. Request section types may have a different deadline then the application so as to allot enough time for the requester to fill out their information. Post Acceptance section types may not need a deadline because the Admin may just monitor that they have been completed and withhold payments if they have not. Award Acceptance may have a deadline to accept or forfeit the award.
Adding a Section Submit Button
If you are creating only one section for an applicant to go in and fill out, you can have the Submit button appear within that section instead of having the applicant return to their dashboard. Yes – allows the submit button to be present within the section. No – will only have submit on the applicant dashboard and the applicant will need to click out of the section to submit.
Lock an Individual Section after Submit
After the applicant has filled out their application or a separate additional section within the application they must submit their application/section information. Once they have submitted, you can determine if a section can be modified after it has been submitted or locked so that no modifications can be made to that section.
Best Practice: Only use the submit button on sections you are opening up to different status and deadlines.
Inherit from Application – when creating a new application the Admin has the option to
Disable Editing after Submitting Application. Depending on the selection on the application level the section would inherit the same option.
Yes – overrides whatever the application selection was and will not allow the applicant to make edits after submittal on this section only.
No – overrides the application selection and will allow the applicant to make edits after submittal to this section only.
Importance of Section Instructions and How to Create Them
Section Specific Instructions are the instructions that will appear below the Section heading in the applicant dashboard when the Applicant clicks on that section. These will be instructions on how to appropriately fill out this section. Type your instructions in the instructions box, which is an html editor that has many of the same editing/formatting features similar to Microsoft Word.
Once you have created your sections and click the “Save and Exit” button you will be returned to the Sections listing for the specific application.
Save – to Save your changes and remain on this page
Save and Exit – to Save your changes and return back to the Section Display Grid
Exit without Save – to not Save any changes and return to the Section Display Grid
Reset Form – to Cancel and Reset the Form to start over.