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Application Phases and Statuses Overview

 

There are six unique application phases in Terra Dotta software's application process management. The process elements that are deployed (material submissions, signature documents, questionnaires, assessments, and learning content) are designated to appear to applicants in one of these phases with the exception of the alumni phase (no process elements are deployed in the alumni phase).

 

Applies to: TDS17;TDS18

 

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There are six unique application phases in Terra Dotta software's application process management.  The process elements that are deployed (material submissions, signature documents, questionnaires, assessments, and learning content) are designated to appear to applicants in one of these phases with the exception of the alumni phase (no process elements are deployed in the alumni phase).

Application phases:

1.) Advising:  An application in the advising phase does not have a program associated with it.  It is the phase designated for applications that have not yet been assigned a program or application cycle.  This is an optional phase that can be enabled under Settings > System Features.

2.) Application Process (Also known as 'Pre-decision'):  An application will be in the application process (or Pre-Decision) phase if:

- The status of the application is pending
or
- The application has a status of accepted, rejected, waitlisted, or committed but the decision date has not been reached
 
3.) Post-decision:  An application will be in the Post-Decision phase if:
 
- The application has a status of accepted or committed and the decision date has been reached, but the start date of the program has not been reached
 
4.) While Abroad:  An application will be in the Abroad phase if:

- The application has a status of accepted or committed, the earliest start date of an application itinerary record has been reached, and the latest end date of the application itinerary records has not been reached
 
5.) Returnee:  An application will be in the Returnee phase if:

- The application has a status of accepted or committed, the latest end date of the application's itinerary records has been reached, and the date for the alumni setting has not been reached.
  • Note: If the alumni option has not been enabled, the Returnee phase is the final phase of the application.  If the alumni option is enabled, the default setting is that applicants will stay in the returnee phase for 14 days after the latest end date of their application. Fourteen days after their program ends they will move into the Alumni phase unless that number of days is changed under Settings > System Features.​
6.) Alumni (optional):  An application will be in the Alumni phase if:

- The application has a status of accepted or committed and the date selected for the alumni phase to begin has been reached.  This is an optional phase that can be enabled under Settings > System Features.  The alumni phase is used for collecting information about past participants; no new process elements can be deployed in this phase.
 
Application Statuses:
  • A status of 'Advising' means that the student has an Advising application. The admin is responsible for changing the status to 'Pending' AND selecting a program when the applicant is ready to move on to an actual program application.
  • A status of 'Pending' means that the application is in the Application Process phase (also referred to as 'Pre-Decision'). Most new applications automatically begin in the 'Pending' status. Applications remain in the pending status until an admin changes the status and the decision date is reached.
  • A status of 'Accepted' means that the application is in the Post-Decision phase as soon as the Decision Date is reached. An admin can change the status to 'Accepted' on the Status tab of any application. If the status is changed from 'Pending' to 'Accepted' the applicant is immediately notified by email if the Decision Date has already been reached. If the decision date is in the future, the applicant view will remain in the 'Pending' phase until the Decision Date is reached. When an application has an 'Accepted' status, the applicant will see a panel with two buttons on their application page so they can choose to 'Commit' or 'Decline' the offer.
    • Note: ​If the applicant cannot see the commitment panel, the start and end dates for the application's program are likely improperly set. If the program start date was mistakenly entered as a date that has already passed, the students will be immediately assigned to the returnee phase instead of the post-decision phase. Only students in the post-decision phase have the option to commit to the program displayed on the application pages.
  • A status of 'Committed' means that the application is still in the Post-Decision phase if the Decision Date is in the past, but now the admin has confirmation that the applicant has committed to participate in the program. An admin can change the status of an application to 'Committed', but generally, applicants will change that status themselves by clicking the 'Commit' button. The application indefinitely remains in the 'Committed' status. The applicant will move through the While Abroad, Returnee and Alumni phases while the status of their application remains as 'Committed'. For ISSS offices, the default alias for the 'Committed' status is 'Active.'
  • A status of 'Rejected' means that the application was not accepted. The applicant is notified of the decision once the Decision Date is reached, and their application remains locked in the Application Process phase indefinitely.  For ISSS offices, the default alias for the 'Rejected' status is 'Non-Active'.
  • A status of 'Waitlist' means that the application is locked after the deadline. It basically is paused in the Application Process phase until a decision is made.
  • A status of 'Withdrawn' means that the applicant has chosen not to participate. There are several ways an application can have this status. The applicants can withdraw themselves at any time prior to the deadline. The status will change to 'Withdrawn' if an accepted applicant clicks the 'Decline' button. A staff member can withdraw an application at any time.
Refer to Managing Application Statuses for more information about editing your default statuses.

A Note on Application Phases and Process Elements
When an application moves from one phase to the next, all the process elements (signature documents, materials, questionnaires, learning content and assessments) from the previous phase continue to display in the later phases.
 
Example: All signature documents that an applicant sees in the pre-decision phase will still be displayed, viewable, and accessible in the post-decision, while abroad, and returnee phases of the application process.
 
The one exception to this is the 'advising' process elements. These no longer display to the applicant on their application page once they've been assigned to a program/app cycle. They will be accessible to the administrators viewing the applications (questionnaire responses will still be accessible/reportable), but the applicants will no longer see them when they go to that application.

Refer to the documentation on process elements for more information.
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