Configuration
How can I deactivate a question?
To deactivate a question, locate the application question and click to expand it. Next, click on the Settings wheel icon and select 'Deactivate Question'.
Note: the 'Deactivate Question' button can be grayed out for the following reasons:
- The question is used as a qualification in the current award cycle or a future award cycle. You can use the "Scholarships with Qualifications and Additional Requirements" report (under Reports > Stock Library) to determine where application questions are used as qualifications. Once the qualification is removed, the application question can be deactivated.
- The question has conditional questions attached to it. Once all attached conditional questions are made top-level, the 'Deactivate Question' button will become accessible. Click here for guidance on how to remove conditional questions.
- The question is a part of your SIE import mapping (if applicable). Please contact support if you would like the question removed from your import mapping so you can deactivate it.
What happens when I deactivate a question?
Deactivated questions are stored in the 'Inactive Questions' section of the Application tab. There is no loss of associated data, and the question can be reactivated at a later time. This section is not visible to students.
How can I reactivate a question?
To reactivate a question, go to the 'Inactive Questions' section in the Application tab. Locate the question you need to reactivate and click to expand it. Once expanded, you can click on the Settings wheel icon and select 'Reactivate Question'. The reactivated question will appear as the last question in the section in which it was last active.
Can I add a new question to my application even while the application period is open?
Questions can be added to your application while the application period is open. Please note that this will cause completed applications to change to an incomplete status, but it will not cause applicants to become unqualified from scholarships. The exception to this is if the newly added question is used as a scholarship qualification. In that case, students will have to answer the newly added question to potentially re-qualify for those scholarships.
However, the change will cause the specific application section and general application to display as incomplete in the interface and in certain reports. To address this, we recommend downloading a copy of the Student Answers report before updating the application. Once the application is updated, all applicants with previously completed applications can be found using the saved report by filtering the the 'General Application Submitted' column to 'Yes'.
I want to add a question to my application, but I only want certain applicants to see it. How can I achieve this?
This can be accomplished using conditional questions. Students are only prompted to answer conditional questions if they select a specific answer option for the "top-level" question. The top-level question is the question that always shows on the application and needs to be answered before the conditional question can appear.
To set up a conditional question, create the question with the appropriate question type if it isn't already created. Next, locate the top-level question in the application and click to expand it. Once expanded, click the Settings wheel icon and select 'Add Conditional Question'. For the 'Select Answer' dropdown, select the answer option that should trigger the conditional question. For the 'Use an Existing Question' dropdown, select the question you want to make conditional (this can be the newly created question from the first step).
Tip: You can use the Instructional Text question type if you simply want to display a message in response to an answer option.
How can I test my application as a student?
Testing is an important part of making sure your application is ready for your upcoming cycle. It allows you to see the application exactly as students will, confirm that qualifications are set up properly, and provides you the opportunity to make any final changes. Click here for guidance on testing your application as a student.
Communication
How can I contact all students/students with incomplete applications from the current cycle?
Step-by-step instructions on how to contact students with incomplete applications can be accessed by clicking here.
Printing
How can I print a completed application?
There are two methods of printing completed applications.
The first method involves going to the Scholarships tab, selecting the Award & Deny tab, and clicking on a student's name to access their application. Next, you can click on the Printer icon next to the applicant's name and use the Print shortcut (press Ctrl + P) to print.
The second method involves going to the Users tab, locating the student's account, and selecting the Application tab. Again, you can click on the Printer icon next to the applicant's name and use the Print shortcut (press Ctrl + P) to print.
Note: The first method includes the general application, additional requirements, reviewer data, and scholarship-specific notes, while the second method only includes the general application.
Can I print applications in bulk?
Applications cannot be printed in bulk.
Can I print a blank application?
The best way to print a blank application is to impersonate a test student account and take screenshots of each section of the application. It may be necessary to fill in some answers if you would like conditional questions to show.
File Uploads
What are the accepted file types for upload questions?
The accepted file types are listed below:
Images - .jpg, .jpeg, .png, .gif, .eps, .ai, .psd
Documents - .pdf, .doc, .docx, .ppt, .pptx, .pps, .ppsx, .odt, .xls, .xlsx, .txt
Audio/Video - .mp3, .m4a, .ogg, .wav, .mp4, .m4v, .mov, .wmv, .avi, .mpg, .ogv
Other - .zip
What is the file size limit for upload questions?
The file size limit for upload questions is 1GB. However, larger files, such as video and audio files, can fail due to slow connections.