About inquiry and applicant portals

You can use Campus Cafe for admissions, tracking individuals from prospect to application to deposit.

The inquiry and applicant portals are the heart of the Campus Cafe admissions module. You can create forms tailored to different academic programs and populations. For example, you may have different forms for undergraduate and graduate admissions. Or a different form for your day program vs your evening program. When individuals submit the forms, the information goes directly into Campus Cafe.

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

Considerations when creating a portal

Before creating a portal, consider whether one or more portals will be needed.

• Portals are categorized as an inquiry or application. An inquiry form is a good fit to gather basic information like name and email from individuals considering applying to your institution. Applications offer more functionality than inquires and imply the student is formally applying for admission to your institution and expecting you to render an admissions decision.

• Portals support only one application deposit amount, one deposit amount and one enrollment deposit amount. If different populations are charged different amounts, a different application will need to be created for each population.

Set look and feel

Campus Cafe lets you configure your portals to match your institution’s branding and language.

Portal colors

You can change the colors of your portals to match your institution’s brand. The colors apply to all portals though each portal can have its own header at the top.

1. Go to Admin > Color.

2. In the Admissions Forms section adjust the colors.

3. Click Save.

4. Go to Admin > Refresh Data Cache.

Tab titles

While tab titles can be re-named, you can’t change their order. Tabs can be included or excluded, but reordering the included tabs will cause mismatched tab titles on the form from what is intended in the Edit Fields screen. 

Tabs are delivered in this order:

1. Intro Tab

2. Contact Information Tab

3. Address Tab

4. Parent Tab

5. Academic Information Tab

6. Additional Information Tab

To change a tab title (name)

1. Go to Admissions > Portal Configuration.

2. For the application to edit, click the pencil.

3. Click Edit Fields.

4. Tabs are indicated by the type T under the Type column. For a tab to appear, the included box must be selected (checked).

5. Locate the tab title to change and double click the label (under the label column).

6. Type a new tab name.

7. Click elsewhere on the screen; the new name appears automatically.

Default question labels

When you create a form, Campus Cafe allows you to add fields to collect information like name, email and address. By default, the labels on these fields match the labels shown in Campus Cafe. You can change the names of these labels shown on the admissions forms. If you always want your language, Campus Cafe lets you set the default label names to use when creating a form. This only impacts forms you create in the future, not forms already created.

1. Go to Admissions > Portal Configuration.

2. Under Edit Default Labels To Be Used When Creating a New Form click Edit.

3. Enter in Customized Label your field name.
   
   

   Open

   

   Here we will show Home Address as Permanent Address by default.

4. Click Submit.

5. When you go to create a form you’ll notice that Campus Cafe has automatically overwritten the label to the default label.
   
   

   Open

   

Application payment fee screen

If a payment vendor is integrated with Campus Cafe to collect an application fee, after an application submission, the applicant will be brought to page showing the application fee and instructions. The application will be submitted to the system regardless of whether the applicant pays the application fee online. The text of this page may be customized. For example to include a note that the application has been received and offer an alternative method of payment such as a check.

1. Go to Admin> Adjustable Text.

2. In Search enter PAYMENTS_APP_FEE_CLOB.

3. In Value (the big box) enter the text, including an HTML or CSS.

4. Click Save.

5. Go to Admin > Refresh Data Cache.

Create application or inquiry Portal

1. Go to Admissions > Portal Configuration.

2. In Create a New Configuration / Drop Down Text enter the name for the new portal. For example West Campus Application.
   
   

3. Click Add.

4. Next to the newly created portal, click the pencil.
   
   

5. In Drop Down Item Text enter what appears in the admissions portal drop down menu.

6. 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).

7. 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--.

8. In Mode select if this is an inquiry form or an admissions application form. You can only admit individuals who complete an application form.

9. 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.

10. 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.

11. In CE Code enter Y or G to populate the Continuing Ed Code on the applicant detail.

12. 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.)

13. In Group Assigned to User Record optionally enter the permission group the individual is assigned to by default.

14. In Default Member select the activity tracking member to associate with activities part of the application.

15. 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

16. Number of Prior Schools Inputs control the number of previous school fields displayed on the form.

17. 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.

18. Click Save.

Custom text/images on form

You can customize the look and text - such as directions - on each form. These fields support CSS and HTML, including the use of images. Their corresponding fields must be selected on the field list to show.

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. In Editable Sections of This Form enter the text / images to display on the form.

   • Header of Main Form: Text appears above the form itself. For example, this may include your institution's logo or application directions.

   • Footer of Main Form: Text that appears at the bottom of the form itself. For example, this may include your institution's contact information or links to policies.

   • Text above school fields: Text that appears above fields where the applicant indicates prior institutions attended. For example, this may include directions on which schools to report.

   • Text before Submit Button: Text that appears above the Submit Button. For example, this may include a disclosure statement or asking the student to attest the information is accurate.

4. Click Save.

5. Now you need to ensure this information appears on the form itself. Click Edit Fields.

6. Next to each section to show under Included select the box.

   • Header is called Clob At Top Of Page.

   • Footer is called Clob At Bottom Of Page.

   • Text above schools is called Clob Above Schools.

   • Text above Submit is called Clob Above Submit Button.

Email sent or tracking added after submitting form

Once someone submits a form you may want something to happen. For example, you may want an email confirmation to go tot the person who completed the form. Or an activity added to the applicant’s record that reminds an admissions counselor to call them in two days.

Emails can either be specified directly in the boxes or via an activity tracking template. Activity tracking templates support merging information such as the person's name.

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. In the Email Sent Or Tracking Added After Submitting Form section choose how to send emails.

   • Tracking Item Added to Inquiry Upon Submission Of This Form: Click in the box to select the activity containing the email message to send to the inquirer upon submission. You can only set an activity here if the form mode is Inquiry. As an alternative to selecting an activity, you can enter in Text of Email Sent to Inquiry Upon Submission Of This Form the email message to send someone who completes the form.

   • Tracking Item Added to App When Creating New User Name & Pass: Click in the box to select the activity containing directions on how to access Campus Cafe if a username and password is created upon submission of the form. You can only set an activity here if the form mode is Application. As an alternative to selecting an activity, you can enter in Text of Email Sent To App When Creating New User Name & Pass the email message to send someone who completes the form.

   • Tracking Item Added To App When User Name & Pass Already Existed: Click in the box to select the activity containing the email message to send someone who completes the form who already has access to Campus Cafe. For example, the form may include directions to use your existing university credentials to access the status of your application. As an alternative to selecting an activity, you can enter in Text of Email Sent To App When User Name & Pass Already Existed the email message to send someone who completes the form.

   • Tracking Item Added To App When Placed Into the Holding Table: If Campus Cafe detects a the individual may already exist in the system, it will place the record in a holding table. A notification can be sent to an administrator to review the record. Click in the box to select an activity to trigger if this occurs. For example, the activity may email the person responsible for resolving potential duplication. You must also assign a ID number of in the below box for this function to work.

   • Assign Tracking to Id# The Campus Cafe ID number of the individual responsible for resolving records that enter the holding table. This box must be completed with a valid ID number for the activity listed in the Tracking Item Added To App When Placed Into the Holding Table box to work.

4. Click Save.

Email sent when comment field filled out

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. In Text in the Comment Forwarding Email enter the email message.

4. In Comma Separated List of Recipients of the Comment Forwarding Email enter the email addresses of the individuals to receive this message. Separate multiple emails with a comma.

5. Click Save.

Confirmation screens

After submitting a form, Campus Cafe can display a confirmation page.

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. In Confirmation Page Text enter what appears after the submission of the form. You can include HTML and CSS. If left blank the message "Thank you for requesting further information on Scan University..." will appear.

4. In Late App Fee Payment Confirmation Text enter what appears after the submission of the form if the individual is submitting after the app deadline. You can include HTML and CSS.

5. In Text of Email And Confirmation Page When Form is Saved enter what appears when the individual completing the form chooses Save and Return rather than submit

6. Click Save.

Choosing majors that appear

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.

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. Click Edit Majors.

4. In the Major drop down choose the major to appear on the form.

5. To the left of the major select the Included box.
   
   

6. In Custom Description optionally enter a description that will be shown on the form.
   
   

7. In Display Order enter the order in which the major will appear.

8. Click Add New Major Record.

9. Repeat steps 4-8 for each additional major.

Choosing minors that appear

When you create a form you can tell Campus Cafe which academic programs to show as minors someone completing the form can select.

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. Click Edit Majors.

4. In the Minor drop down choose the minor to appear on the form.

5. To the left of the minor select the Included box.

6. In Custom Description optionally enter a description that will be shown on the form.

7. In Display Order enter the order in which the major will appear.

8. Click Add New Minor Record.

9. Repeat steps 4-8 for each additional major.

Choosing semesters that appear

If you want individuals to express interest in attending a certain semester or apply to a specific semester, you must tell Campus Cafe which semesters to show on the form. For example, you’ll need to create add new semesters to the forms as you are ready to open up applications for the semester.

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. Click Edit Semesters.

4. In Semester select a semester to add.

5. In Display Order enter the order in which the semester will appear. The lower the number, the higher in the drop down. For example for the semester to show at the top of the list enter 1. You can use these numbers to order the semesters in a way that aligns with your business practices.

6. Optionally, select Default Semester For Config to use that semester as the default semester if no semester is selected on the form.

7. Click Add New Record.

8. Repeat steps 3-7 for each additional semester

Remove semester

When the application deadline for a semester passes, you’ll want to remove the semester from your application forms so students' can’t apply.

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. Click Edit Semesters.

4. Next to the semester to remove click the X.

Choosing student sites that appear

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.

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. Click Edit Student Sites.

4. In Student Site choose the site to appear on the form.

5. In Display Order enter the order in which the student site will appear. The lower the number, the higher in the drop down. For example for the site to show at the top of the list enter 1.
   
   

6. Click Add New Record.

7. Repeat steps 3-5 for each additional site.

Choosing questions that appear

You can tell Campus Cafe what information to collect about inquiries or applicants on each form. You may collect just basic information like name, email and birthday on an inquiry form whereas on an application you need extensive information about the student’s demographics and past education.

Campus Cafe delivers many fields out of the box. Data entered in to these fields will appear in fields on screens within the platform. Custom questions may be created as well.

Add delivered (out-of-the-box) question

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. Click Edit Fields.

4. Next to the question to include on the form, under Included select the box The field will move up or down in the list of fields depending on its tab and field order.

5. To change the label for the field, double click the text under the Label column and type in new text.

6. To change the tab on which the field appears, double click the number under the Tab field and change it
   Note: Campus Cafe supports up to six tabs. To rename the tabs, click the included box next to each tab (identified as a T under the Type column). Tabs can be renamed by double clicking their label and typing a new description

7. To change the order in which the field appears, double click the number under Field Order and change it.

8. To make the field required, select the box under the Required column.

Special questions

Gender

The gender field provides two system-define options: male and female. These options may not be adjusted and are designed to work with delivered processes and the IPEDS report.

Race

The race field should be used in conjunction with the Hispanic field. The system-defined options for these fields may not be adjusted and are designed to work with delivered processes and the IPEDS report. Refer to IPEDS documentation for additional information about how to collect racial information.

Institutions wishing to define ethnic or racial categories may wish to consider using the Ethnicity question in addition to the Hispanic and Racial Background fields. The Ethnicity background options are defined using STParm SBETCD.

Social Security Number

You may only wish to collect a Social Security Number if the applicant has U.S. citizenship.

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. Click Edit Fields.

4. Click View Additional Configuration Options.
   
   

5. 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.

Add custom question from one screen

Although Campus Cafe delivers several questions, you may wish to ask a question unique to your institution. Campus Cafe lets you set up questions where someone can type in an answer or select from a list of options.

Add a custom question video tutorial

Add a custom question video step-by-step directions

1. Go to Admissions > Portal Configuration.

2. Next to Add a New Question To Be Used in a Form click Add.
   
   

3. In Question Will Be Included on these Forms optionally select the existing admissions form you want the question to appear on. Once you save the question, it appears on these forms.
   
   

4. To add a new question in Add Or Edit Question select Add a New Question.
   
   

5. Enter a Group ID. This doesn’t show to the person completing the form but lets you locate the question later. For example if we’re going to ask if the applicant has siblings at our college, we may enter Siblings.
   
   

6. In Type select how the person completing the form answers.

   • Text Field Value lets the person completing the form enter a single line of text.

   • Hidden Value won’t display on the form but will be included for anyone who submits through this form.

   • Information lets you to add informational text between questions.

   • Multiple Values displays the options (answers) as check boxes. The person completing the form can select one or more check boxes.

   • Single Value lets the person completing the form select a single option (answer) among a list of options.

   • Text Area Value lets the person completing the form enter a multiple lines of text.

7. In Label/Question enter the text of the question to show the person completing the form.
   
   

8. In Tab Number optionally enter the number of the tab the question should show on by default. Campus Cafe supports up to six tabs per form. You can change this on a specific form.

9. In Display Order optionally enter the location of where the question should appear in the list of questions on the form by default. The lower the number the higher the question appears on the form. You can change this on a specific form.

10. Optionally select Required if the person completing the form must answer the question. You can change this on a specific form.
    
    

11. Now lets work on creating the answers or options the person completing the form can choose from. In the top-most Trigger Name enter a short code associated with the answer. The person completing the form won’t see this.

12. In Label/Answer enter what the person completing the form sees as an answer. They’ll only see this if you selected a question type of single value or multiple values. Otherwise, they’ll just see a textbox where they can type their answer.

13. In Category choose how to classify the question according to your institution’s business practices. Your institution can set categories.

14. In Mode choose Note Only if you’re simply looking to record this information. If you later plan to build a workflow around this answer you may wish to choose one of the email or text options. This doesn’t create the workflow but saves you a step later.

15. In Order enter a number corresponding to where the answer appears if you selected a question type that shows multiple answers/options from which the person completing the form can select.
    
    

16. Click Save.

Add answer to custom question

If you add a question and later find you want to add an additional option for the person completing the form to select, you can add an additional answer.

1. Go to Admissions > Portal Configuration.

2. Next to Add a New Question To Be Used in a Form click Add.

3. In Add or Edit Question select Add Answer to Existing Question.
   
   

4. In Group Id select the question. Once you do, information about the question and its existing answers appear.
   
   

5. In the top-most Trigger Name enter a short code associated with the answer. The person completing the form won’t see this. Important: Trigger names must be unique among all triggers for all questions.

6. In Label/Answer enter what the person completing the form sees as an answer. They’ll only see this if you selected a question type of single value or multiple values. Otherwise, they’ll just see a textbox where they can type their answer.

7. In Category choose how to classify the question according to your institution’s business practices. Your institution can set categories.

8. In Mode choose Note Only if you’re simply looking to record this information. If you later plan to build a workflow around this answer you may wish to choose one of the email or text options. This doesn’t create the workflow but saves you a step later.

9. In Order enter a number corresponding to where the answer appears if you selected a question type that shows multiple answers/options from which the person completing the form can select.
   
   

10. Click Save.

Remove answer to custom question

If you create a question and associated answer and later don’t want one of the answers as an option, you can hide it. You can’t delete it because it might already be in use and you don’t want to lose information people have already submitted.

1. Go to Admissions > Portal Configuration.

2. Next to the form to edit click the pencil.

3. Click Edit Fields.

4. Locate the question and click the +.
   
   

5. Clear the checkbox next to the option to no longer show. The update saves automatically.
   
   

Manually add custom question

It’s easiest to add or update a question using the one-screen option. Advanced users may wish to add a question manually, which provides opportunities for more advanced settings such as setting up a workflow at the same time.

To add a custom field requires creating an admissions header (the question) and trigger(s) (the answer(s)) and attaching those to the form. Optionally, they may be attached to an activity tracking template so you can report on the answers.

Create question (header)

1. Go to Admissions > Template Requests.

2. Click Admissions Portal Template Request Headers.

3. In Group Id to Add enter a brief code that describes the question. This doesn’t show to the person completing the form but lets you locate the question later. For example if we’re going to ask if the applicant has parents who graduated our college, we may enter Legacy.
   
   

4. Click Add.

5. In Request Type select how the person completing the form answers.

   • Text Field Value lets the person completing the form enter a single line of text.

   • Hidden Value won’t display on the form but will be included for anyone who submits through this form.

   • Information lets you to add informational text between questions.

   • Multiple Values displays the options (answers) as check boxes. The person completing the form can select one or more check boxes.

   • Single Value lets the person completing the form select a single option (answer) among a list of options.

   • Text Area Value lets the person completing the form enter a multiple lines of text.

6. Optionally select Required if the person completing the form must answer the question.

7. In Display Order enter a number that controls where the question appears in the list of questions on the form. The lower the number the closer to the top of the form the question appears. You can change this later on specific forms.

8. In Description enter the question. There’s a 200-character limit.

9. Click Save.
   
   

Create question answers (triggers)

For questions with single value or multiple value responses, you need to set the allowable answers (options) through triggers. For text-based answers, a trigger still needs to be created to hold the text.

1. Go to Admissions > Template Requests.

2. Click Admissions Portal Template Request Triggers.

3. In Group Id to Add , select the question.
   
   

4. Click Add.

5. In Trigger Name enter a enter a short code associated with the answer. The person completing the form won’t see this. Important: Trigger names must be unique among all triggers for all questions.

6. In Display Order enter a number that controls where the question appears in the list of questions on the form. The lower the number the closer to the top of the form the question appears. You can change this later on specific forms.

7. In Description enter the answer / option.

8. Click Save.

9. Repeat steps 3-9 for each additional answer / option.
   
   

Add question to form

After you’ve created the question and the answer / options, you need to add them to the form.

1. Go to Admissions > Portal Configuration.

2. Next to the application to add the question click the pencil.

3. Click Edit Fields.

4. Click Jump to Tracking Options that brings you to the bottom of the page where custom questions appear.

5. Under the Include column select the checkbox.
   
   

6. Next to the question click the +. You can select which options to show.
   
   

7. Under the Tab and Field Order columns double click the numbers and enter the tab number and question number respectively. This controls what tab and in what order the question appears. Your changes automatically save.

Tie question to activity 

For a question to appear on the application only a header and trigger needs to be created. However, Campus Cafe recommends tying each question to a workflow and activity. This allows the results to be reported on using activity tracker.

1. Go to All Users > Activity Tracking Templates.

2. For Member, choose Admissions or desired member.

3. In Template Name enter a way to identify the response (trigger) This may be the name of the trigger itself, the response the applicant selects or something else. For example, if we’re collecting information about applicants' parents attending our institution, we might enter Legacy Yes.
   You must create a workflow for each and every answer.

4. Click Add.

5. In Description enter the response/answer.

6. Select Auto-create WorkFlow.

7. In Admissions Portal Request Trigger choose the related trigger (response/answer).

8. Click Save.

9. Repeat for each and every answer.

Ask one question based on another (branching question)

You might want to show a question only if the person completing the form answers an earlier question a certain way. For example, if an applicant reports they live in Rhode Island you may wish to ask an additional question inquiring if they participated in the state’s pre-college dual enrollment program. You don’t want applicants from other states to see this question.

Branching questions must be custom questions you created and must depend on an answer provided to a Campus Cafe delivered question. We can ask about Rhode Island pre-college dual enrollment because that’s a question we created and we’re basing its display on State, a question Campus Cafe delivers.

1. Go to Admissions > Portal Configuration.

2. For the application with the question to add, click the pencil.

3. Click Edit Fields.

4. 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.

5. 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.

6. Select your custom question.
   
   

7. Scroll up to the top of the table showing custom questions and click Edit.
   
   

8. In Constraint Field 1 select the delivered question that determines whether to show this custom question.

9. In Constraint Operator 1 select the logical test.

10. In Constraint Value 1 enter the text of the answer to the delivered question.
    
    

11. 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:

1. Select the header of the custom question field.

2. For the Input Class you would input: js-flatpickr

3. Click update

4. 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 with the lowest emergency priority will show on the applicant or student's profile page.

Collect parent info on application

1. Go to Admissions > Portal Configuration.

2. Next to the application to collect parent information click the pencil.

3. Click Edit Fields.

4. Parent 1 information is collected through fields that start with Parent 1. For example, Parent 1 First Name, Parent 1 Last Name, Parent 1 Email. Next to each data element you wish to collect, check the included box.

5. Parent 2 information is collected through fields that start with Parent 2. For example, Parent 2 First Name, Parent 2 Last Name, Parent 2 Email. Next to each data element you wish to collect, check the included box.

6. The changes save automatically.

Use parent fields to collect emergency contact who isn’t a parent

The application module doesn’t provide a dedicated emergency contact field. However, one or both of the parent information fields can be repurposed as dedicated emergency contact(s). Put another way, you can collect an emergency contact in lieu of parent info.

1. Go to Admissions > Portal Configuration.

2. Next to the application to collect a dedicated emergency contact click the pencil.

3. Click Edit Fields.

4. For the emergency contact use the Parent 1 or Parent 2 fields. For example, if using Parent 1 as the emergency contact you may wish to include Parent 1 First Name, Parent 1 Last Name, Parent 1 Email, etc. Next to each data element you wish to collect, check the included box.

5. For the parent being used as the emergency contact field, double click the label and change it to say Emergency Contact rather than parent. For example, if using Parent 1 as the emergency contact, change Parent 1 First Name to Emergency Contact First Name.

6. For the parent being used as the emergency contact, add the Parent Relationship field. For example, if using Parent 1 as the emergency contact include the field Parent 1 Relationship 1.

7. Double click the Parent Relationship label and change it to say Your Emergency Contact's Relationship to You. This will allow the applicant to specify how the emergency contact is related to them. (e.g. aunt, uncle, spouse, etc.)

8. The changes save automatically.

Turn off emergency priority for parents

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.

1. Go to Admin > Custom Control.

2. In Search enter WEBINQRELA.

3. Click the pencil.

4. In Parameter Value 3 enter 0.

5. In Parameter Value 4 enter 0.

6. Click Save.

7. Go to Admin > Refresh Data Cache.

Preferred parent settings

Parents may be flagged as preferred when being added through admissions forms. By default, both Parent 1 and Parent 2 are set as preferred.

1. Go to Admin > Custom Control.

2. In Search enter WEBINQRELA.

3. To set Parent 1 as preferred in Parameter Value 5 enter Y. Otherwise enter N.

4. To set Parent 2 as preferred in Parameter Value 6 enter Y. Otherwise enter N.

5. Click Save.

Copy form

Rather than build a form from scratch you can save time by copying an existing form.

1. Go to Admissions > Portal Configuration.

2. In Create a New Configuration / Drop Down Item Text enter the name of the new form.

3. Click Add.

4. In Copy From select the form to duplicate.

5. In Copy To select the new form you created in step 2.
   
   

6. Click Copy.

Public URL for Form

Each form has a publicly accessible URL (web address link) that can be placed on a website or other web platform.

To determine the URL

1. Go to Admissions > Portal Configuration.

2. Next the the form click the pencil.

3. Click Edit Fields.

4. Click Go To Form.

5. The public URL appears in the URL bar on the browser.