About required admissions documents

Campus Cafe can prompt an applicant that a particular document is required as part of the admissions process. You determine whether the the applicant may upload the document, staff upload the document or either via the Applicant Status Portal. Campus Cafe also supports an integration with DocuSign that will place a link to the DocuSign envelope in the applicant center for the applicant to follow. When signed, the completed document will return to the center.

These are documents that are required as part of the admissions review process. For example, an essay or letter of reference. Documents that are required post acceptance - e.g. an enrollment agreement - should be associated with the Document Portal instead.

Prerequisites

• Create semesters students can apply to admission to.

• The application must include the Anticipated Entering Semester question. Without this question, the required documents will appear under Admissions Activity but not under the Applicant Status Progress Bar.

• The permission group used by applicants must have access to the activity tracking member associated with the activity hosting the document. 

Required permissions

Create required document

Follow this four-part process to create a required document and associate it with a specific application.

1. Admissions portal config

The admissions form controls what activity tracking members may be associated with the application. 

1. Go to Admissions > Portal Configuration.

2. Next to the application for which to attach activities, click the pencil.

3. In Default Member select
   --choose one-- for an activity in any member to be associated with the application OR
   choose a specific member to limit activities that may be attached to only that member

4. Click Save.

2. Create trigger

1. Go to Admissions > Template Requests.

2. Click Admissions Portal Template Request Triggers.

3. In Group Id to Add select Apply.

4. Click Add.

5. Enter a Trigger Name (e.g. Essay).

6. In Description enter the document description the applicant will see (e.g. Personal Essay).

7. Click Save.

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An example of an admissions trigger for a personal essay.

3. Create activity and workflow

1. Go to All Users > Activity Tracking Templates.

2. Choose a member. If you selected a member on the admissions portal, you must select the same member here. If you left the member on the admissions portal blank, choose any member but ensure your applicants have permission to see this member.

3. In Template Name enter a short description of the required document.

4. Click Add. A new screen appears.

5. Select Auto-create Workflow.

6. In Description enter text about the document. For example, Personal Essay.

7. In Admissions Portal Request Trigger select the trigger you created earlier.

8. Optionally, if only certain applicants must upload this document, configure a constraint. For example, you may only require students applying to your nursing program to upload proof of residency for regulatory purposes. In this case, you’d select the constraint ADMAST.APPLIED_FOR_MAJOR then Equals then enter the major code associated with nursing. In this example, NUR. All constraints must be true for the document to be required of the applicant. Put another way, think of the word “and” appearing between each constraint.

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   A constraint configured so the document is requested only of students applying to nursing.

9. Click Save.

10. At the bottom of the screen under Added Workflows click the paper and pencil icon. A new screen appears.

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11. In Type select Missing Documents.

12. In Category select Missing Information (or any category established in Custom Control APPSTATCAT).

13. Under Attachment select who can attach/view/delete the document.

    • Tracked person refers to the applicant.

    • Admin refers to a staffer with the appropriate permission for the workflow.

14. Optionally, set up the workflow to notify someone when the document is requested by completing the Email section.

15. If this will prompt the applicant to complete a DocuSign envelope go to the bottom and under DocuSign Template, choose the desired envelope (DocuSign template).

16. Click Save.
    
    

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    An example of a workflow for a personal essay.

4. Require document on application

The same document may be requested by any application by utilizing the same trigger and workflow.

1. Go to Admissions > Portal Configuration.

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

3. Click Edit Fields.

4. Click Jump to Tracking Options that will bring you to the bottom of the screen.

5. Locate the group Apply and select the checkbox.
   
   

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6. To the left of Apply, click the +.
   
   

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7. To the left of the document to require, select the box.
   
   

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