About multiple applications

The same individual may apply to your institution multiple times. For example, they may apply and attend as an undergraduate and then later apply to a graduate program. Individuals may also apply and not gain admission but then decide to apply again in the future.

To avoid confusion, Campus Cafe supports one active application at a time. By default, this is the most recently submitted application, but you can make a prior application active.

Non-active applications are archived should you need to review them or make them active.

Prerequisites

• Create applications.

Required permissions

Configure application types

Use application types to segregate applications and control who can apply. You may have just one application type for all your applications or you may have many application types. For example, you could have an application types for undergraduate, graduate and non-degree. Or you might have application types for first-time applicants and those reinstating to your institution after time away.

1. Go to Admin > STParm.

2. In Parameter Code enter ACAPTY.

3. In Parameter Value enter a few letters to describe the application type. For example UG for undergraduate.

4. Click Add.
   
   

   Open

   

5. In Description and Long Description enter the application type. For example undergraduate.

6. Click Save.

7. Go to Admin > Refresh Data Cache.

Set application type on application

All or some of your applications can use the same application type. Using the same application type across multiple applications allows you to control who can apply across multiple applications. For example, if you restrict individuals to only submitting one undergraduate application based on applicant type UG but have two applications - one for your East Campus and another for your West Campus - by setting both applications to the same application type UG someone can apply to only one campus.

1. Go to Admissions > Portal Configuration.

2. Next to the application click the pencil.

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3. In Application Type select the application type.

4. Click Save.

Restrict or permit additional applications based on type

By default Campus Cafe allows an individual to submit only one application of the same application type. Your institution defines application types. A typical setup may be to have two different application types: one for your undergraduate programs and one for your graduate programs. Hence, by default, Campus Cafe will allow the same individual to every submit only one application for an undergraduate program and only one application for a graduate program. You may need to adjust this default setting if you have individuals apply multiple times to your undergraduate program - say after being rejected one semester they apply again - or you’re a career oriented institution and use the same application type for many distinct professional certificate programs.

If you allow individuals to submit multiple applications of the same application type, the individual’s most recently submitted application immediately becomes active and previous applications archived.

Tell Campus Cafe whether the same individual can submit multiple applications all with the same application type.

1. Go to Admin > Custom Control.

2. In Search enter ADMAPPTYPE.

3. Click the pencil.

4. In Parameter Value 1 box enter Y to permit individuals to submit multiple applications of the same type. Enter N to prevent this.

5. Click Save.

6. Go to Admin > Refresh Data Cache.

Allow specific applicant to submit multiple applications with the same application type

If your institution restricts applicants from submitting more than one application of the same application type, the applicant may never again submit an application with the same application type unless an exception is made.

Make an exception

1. Go to the applicant’s profile.

2. Go to Person Selected > Applicant.

3. In Application Type change the type to not match the application type of the application the applicant wishes to submit.
   
   

4. Click Save.

View previous applications

Previous applications are found in Admissions History, which can be reached multiple ways:

1. Go to the Person’s profile.

2. Go to Person Selected > Adm. History.

3. Next to the prior application to view click the magnifying glass.

Change active application

If the same individual submits multiple applications, the most recently submitted application immediately becomes active. In most cases, this likely makes sense. However, an individual may submit applications out of sequence or before you can render a admissions decision on the original application, and you need to work on a non-active application.

Although individuals may have only one active application at a time, you can choose which application is active.

Once you do that, the activities associated with the application you activated, as well as the data on the Admissions History screen, will become the applicant’s active values. For example, Becca has one application and is accepted to mechanical engineering so her admission progress code is A - Accepted. She submits another application this time to environmental studies so her admissions progress code is now Y - Applied. If you search for her on the Prospect Finder or view her admissions profile, you’d see Y - Applied.

If you make Becca’s original mechanical engineering application active, her admissions progress code will switch to A - Accepted. This now shows if you search for her on the Prospect Finder or look at her admissions profile. Later, you make her most recently environmental studies application active and her progress code returns to Y - Applied, assuming you didn’t change the progress code on that application.

1. Go to the Person’s profile.

2. Go to Person Selected > Adm. History.

3. Next to the prior application to view click the make active.

Move activity from one application to another

Activities remain with the application for which they were originally attached, and are connected by a token, which is like a unique serial number for each application. You can view the token on an applicant’s application detail or admissions history.

Tokens beginning with a Q are connected to an application that is retrievable by the Campus Cafe, meaning you can view the application details. Tokens beginning with a B are unconnected to an application, usually because they are legacy applications brought over in a conversion.

If you want to move an activity from one application to another, you can do so by changing the token the activity is associated with.

1. Go to the applicant’s profile.

2. Go to Person Selected > Activity Tracking.

3. Next to the activity to associate with a different application click the pencil.

4. Next to More click the +.
   
   

5. In Application Token select the token associated with the application you wish to assign the activity to.
   
   

6. Click Save.

Degree behavior for new applications

Students with an existing degree record who applies for a new program with a new application will have the new degree record automatically created when the progress code is changed on the application as defined under Custom Control AD100, Sequence 1, Parameter 3. The new record will not be marked as the current degree automatically to prevent students from accidentally getting off track if they apply for a new program while still completing their current program.

Please note that to properly change a student to the new program the administrator must update the current program status to the appropriate status, and then update the new degree record to current and an active status so the student then will be enrolled under the new program.