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You can also set forms to show only to your administrative staff, allowing you to capture information collected internally.
Prerequisites
Create admission and billing sites.
Create permission group(s) for applicants if they’ll have access to Campus Cafe during the application process.
Create academic programs (majors).
Set up in STParm using Parameter Code ACAPTY to define application types. For example degree or reapply.
If sending emails upon submission of a form, set up your email connection to Campus Cafe.
If collecting an application fee, configure Authorize.net or PayPal.
Required permissions
Module | Number | Description |
|---|---|---|
System Admin | 1232 | Change admission forms colors |
Admissions | 497 | Create and change admissions forms |
Admissions | 892 | Choose which majors show on a form |
Admissions | 892 | Choose which minors show on a form |
Admissions | 893 | Choose which semesters show on a form |
Admissions | 1154 | Choose which sites appear on a form |
Admissions | 1271 | Create a custom question for a form using the one-screen option |
Global | 442, 928, 957, 1238 | Create a custom question for a form using the manual option |
System Admin | 293 | Configure parent/emergency contact settings |
System Admin | 465 | Configure text of application fee screen |
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Go to Admissions > Portal Configuration.
In Create a New Configuration / Drop Down Text enter the name for the new portal. For example West Campus Application.
Click Add.
Next to the newly created portal, click the pencil.
In Drop Down Item Text enter what appears in the admissions portal drop down menu.
In Site enter the number corresponding to the admissions site. The admissions site may represent a physical location (e.g. West Campus) or a programmatic distinction (e.g. day program). Typically sites aren’t used to differentiate academic programs as you’ll have a chance later to allow a student to select a specific academic program (major).
In Default Billing Site optionally enter the number corresponding to the billing site that will be assigned to the individual completing the form on their session data. Setting a default billing site overrides any student site settings for an applicant's billing site. To allow the applicant's billing site to match their student site, leave the default billing site as --Num--.
In Mode select if this is an inquiry form or an admissions application form. You can only admit individuals who complete an application form.
In Application Type select a way to distinguish among different groups of applications, for example undergraduate vs graduate or a specific re-application form. The setting here also determines whether the same individual can submit this form multiple times.
Internal Only select if the form shouldn’t appear on the public application form selection portal (https://ABC-web.scansoftware.com/cafeweb/tapestry replace where ABC is your school code). We recommend you select this for forms only used by automated processes like an ISIR prospect or by your staff.
In CE Code enter Y or G to populate the Continuing Ed Code on the applicant detail.
In Academic Hold Code optionally enter a student hold code. This hold automatically applies to any individual who submits an application but only if the individual already has a degree row. (You can configure at what admissions stage a degree row is created by adjusting custom control AD100, Sequence 1.)
In Group Assigned to User Record optionally enter the permission group the individual is assigned to by default.
In Default Member select the activity tracking member to associate with activities part of the application.
Major: If you don’t include the ability for someone to select a major on the form, you can select a default major here. This is helpful if the form only caters to one academic program (major) and you don’t want individuals to select from a drop down with just one option. The major must also appear on the list of majors accessed by clicking the Edit Majors button
Number of Prior Schools Inputs control the number of previous school fields displayed on the form.
Amount Charged The fees to post, transaction codes must be created and associated with the below fees. To accept payments online, the institution must have a contract with PayPal or Authorize.NET. See the application fee and deposit documentation for further setup.
App Amount: The application fee
Deposit Amount: The fee required to hold the applicant's spot in the upcoming class. Typically this is applied toward a future tuition bill.
Housing Deposit Amount: A deposit toward housing.
Click Save.
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When you create a form you can tell Campus Cafe which majors someone completing the form can select. For example, perhaps you only want to show undergraduate majors on your undergraduate form or only majors you offer at your West Campus on your West Campus application.
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When you create a form you can tell Campus Cafe which academic programs to show as minors someone completing the form can select.
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You may use one form to solicit inquiries or applications for multiple campuses or other divisions that you group by site. You can determine what sites the inquirer or applicant can choose on the form.
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Go to Admissions > Portal Configuration.
Next to the form to edit click the pencil.
Click Edit Fields.
Click View Additional Configuration Options.
Select When Citizenship Status is changed to US Citizen or Resident Alien, SSN becomes required. Changing it to something else makes it not required. The exact language you see may differ if you have renamed US Citizen or Resident alien using STParm SBUSCD and parameter codes R and Y. If the person completing the form selects a citizenship code associated with the R or Y parameter, SSN will be required.
Use caution when editing the parameter descriptions and bear in mind the intent of each parameter code is to maintain the logic behind the SSN field requirement dynamic requirement option.
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Go to Admissions > Portal Configuration.
For the application with the question to add, click the pencil.
Click Edit Fields.
Ensure the Campus Cafe question that determines whether to show your custom question is included on the form. Ensure you’re displaying this question before your custom question.
Go to the bottom of the screen where custom questions are shown. Ensure your custom question is included on the form. Ensure you’re displaying this question after the delivered question that determines whether it’s shown.
Select your custom question.
Scroll up to the top of the table showing custom questions and click Edit.
In Constraint Field 1 select the delivered question that determines whether to show this custom question.
In Constraint Operator 1 select the logical test.
In Constraint Value 1 enter the text of the answer to the delivered question.
Click Update.
Add custom formatting to field
You can also add custom CSS formatting to a field.
As an example if you want to have a calendar date selection for an Application Signature Date:
Select the header of the custom question field.
For the Input Class you would input: js-flatpickr
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Click update
You can then review the field by clicking into the field and the calendar selection will then appear.
Collect emergency contact
You can ask on an admissions form to provide one or two parents. By default, parent 1 will be assigned an emergency priority of 1 and parent 2 an emergency priority of 2. The individual will the lowest emergency priority will show on the applicant or student's profile page.
Collect parent info on application
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By default Campus Cafe assigns Parent 1 emergency priority 1 and Parent 2 emergency priority 2. The individual with the lowest priority will appear as the emergency contact on the student's profile page. This default assignment of emergency priority may be turned off.
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Go to Admin > Custom Control.
In Search enter WEBINQRELA.
To set Parent 1 as preferred in Parameter Value 5 enter Y. Otherwise enter N.
To set Parent 1 2 as preferred in Parameter Value 6 enter Y. Otherwise enter N.
Click Save.
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