Programs

Manage Programs
This area allows administrators to manage the programs that are offering online applications. This area controls various elements of the actual application process for specific programs/schools.

Upon reaching the PROGRAMS home screen the administrator is presented with a table or list of all programs within the system by the following criteria.
 * Program Name – This field showcases the name of the program that will also be populated within the main APPLICATION module as well as on the main APPLY PAGE of the applications website.
 * Accepting Grades – This field notates which grades are accepting applications for this specific program.
 * Active – This field shows which programs are active (Y) or inactive (N).  If active (Y), the program shows up on the main APPLY PAGE on the applications website.  If inactive (N) the program is not listed on the main APPLY PAGE on the applications website and users are not given the option to submit an application for this program.
 * Edit Button- This field allows adminstrators to edit the information of that program including Program Application Information, Deliverable & Eligibility Tracking, Lottery Priorities, School Information, and Program Guidelines.
 * Files Button - This field allows administrators to add and update files that will show on the download documents page of the application.
 * Disable Button - Allows administrators to diable programs.

Add New Program
By clicking on this button, administrators are presented with a blank Program Setup form in order to create a new program in order to accept applications for on the main APPLY PAGE from the applications website.

Program Application Information – Here the administrator will put in basic details about the program for initial setup.
 * Program Name - This field showcases the name of the program that will also be populated within the main APPLICATION module as well as on the main APPLY PAGE of the applications website, within email notifications and confirmation screens.
 * Active - If this box is checked the program is active, the program shows up on the main APPLY PAGE on the applications website.  If its not checked the program is not listed on the main APPLY PAGE on the applications website and users are not given the option to submit an application for this program.
 * Gifted/Talented – N/A at this time, disregard
 * Program Type – This drop down is populated with multiple options which determine how the programs are grouped on the main APPLY NOW page on the applications website as well as within the USERS module when assigning access to specific programs.
 * Program Category - This drop down is populated with the options which determine what type (Magnet, Charter, Choice, etc.) this program is.
 * Accept Grades – By checking off specific grades within this area, the applicant will be presented with only these checked grade options when applying for this program from the applications website.
 * Notification Email – Administrators can receive email notification of submitted applications via email by placing their email address in this field.  Multiple emails can be put in to receive these notifications as long as they are separated by commas.
 * Friendly URL - This field can select a friedly URL for this programs page.
 * For example: https://smartchoiceschools.com/schoolname
 * Application Form - This field will allow administrators to select which application students will apply to this program with. Creating applications is done in Settings > Manage Forms.
 * Registration Form - This field will allow administrators to select which registratoin form students will register to this program with. Creating registration forms is done in Settings > Manage Forms.
 * Application Dates - This field allows administrators to choose the system default appplication dates for this program OR administrators can chose program specific application dates. Once this option is selected date menus for both open and close dates will appear so that administratos can chose the dates and times this application will be open/closed.
 * Rollover Waitlist – By checking this box the program’s current year wait list is rolled over the next year when the application archive feature within the SETTINGS module is run.

Program Eligibility & Deliverable Tracking – This area allows you to turn on specific priority or application tracking features for when administrators manage the applications for this program.

If any of these elements are clicked as they will show up within the APPLICATIONS module when editing the application in question. Once these applications are "checked off" within the APPLICATIONS module when editing the applicaiton in question, these fields are recognized as received/approved. This allows administrators to look at one area for received deliverables rather than digging through paper files.
 * 2.5 GPA
 * Attendance Record
 * Behaviroal Records
 * Discipline Record
 * LEAP 21 Scores
 * Report Card
 * School Tour
 * Teacher Recommendation

Lottery Priorities - This area allows you to turn on lottery priorities specific to each program.
 * Proximity Zone – notates that proximity zone preference applies for this specific program and will assign this priority for students that are verified to live within the proximity zone.
 * Sibling Preference Applies – notates that sibling preference applies for this specific program and will assign this priority for students that have a verified sibling.

School Information – This area allows you to notate what school the program that is being set up is located within. The drop down for school is pre populated from schools from the SETTINGS module within the CUSTOM DATA area. Upon selecting a school from the drop down, all details associated with this school is populated into the corresponding fields. If school data needs to be updated or added to they can managed within the SETTINGS module within the CUSTOM DATA area.

The school assigned to a program is displayed within the main APPLY NOW page on the main applications website as well as the PROGRAMS home screen for reference.
 * Note – If a program is offered at multiple schools or you wish to exclude the school information from the program listing you can do so by choosing “Multiple Schools” or “Unlisted” from the School Drop down.  Multiple Schools will allow you to manually input school information into the fields

Program Guidelines – From this area, administrators can choose which set of Requirements & Policies and Additional Guidelines for each Program.


 * Requirements & Policies - This informaiton will show in a lightbox when clicking "Requirements & Policies" link before beginng an application in the Parent Dashboard. See below.

Edit Programs
A super administrator can edit existing Programs by clicking on the “Edit” button directly to the right of the Program’s information in the main Program table. This will open up the same form used to create new Programs with the selected Program’s information pre populated. All information noted above in the Add New Program can be managed or edited from this screen.

The administrator must click “Save” in order to save the changes made to the existing program in question.

Files
Administrators can attach files for download for specific programs within the files section. These files are presented to applicants for download during the application process if present. If no files are uploaded for a specific program, the additional “Download School Packet Step” is not included in that program’s application. To add or manage files for an existing Program the administrator will click on the “Files” button directly to the right of the Program name in the main Program listing table.

This will forward the administrator to the File Management Screen for the program in question. All files are listed by Description, type and grades assigned to.

Add New File - Click this button to add a new file to a program. This will open up a separate screen that will allow you to upload individual files for download during the application process.
 * File Description – Name of the file used for reference on the Manage Files screen for the specific program as well as within the actual application.  All links for download are formatted as following “Download the (File Description)”
 * Select File – Browse your computer for the file you wish you upload.
 * Grades – Select specific grades that you wish this file to be presented to during the application process.

Edit - A super administrator can edit existing files by clicking on the “Edit” button directly to the right of the File’s listing in the Manage Files table. This will open up the same form used to add new Files with the selected File’s information pre populated. All information noted above in the Add New File can be managed or edited from this screen.

Delete - To remove a file from a program, the super admin can click on the “Delete” button directly to the right of the file’s information in the Manage Files Screen. The administrator must confirm their desire to remove this file from the system prior to moving forward.

Disable Program
Programs can be disabled if applications are no longer being collected for this program. By clicking on the Disable button, this program will be removed from the main APPLY PAGE on the applications website. All previously submitted applications for this program will remain within the system. Once the “Disable” button is clicked administrator must confirm their desire to deactivate this program from the system prior to moving forward.

Once deactivated, a program’s “Disable” button is replaced with an “Enable” button which allows the program to be reactivated and able to accept applications once again.