Settings

Dates

 * Application_Settings.pngOpen Application On – This date and time will “turn on” the actual application for users to apply through the system. If they reach the site prior to this date and try to reach the actual application stage they are prompted with a warning message “The application is closed at this time” which does not let them proceed any further.


 * Close Application On - This date and time will “turn off” the actual application for users to apply through the system.  If they reach the site after this date and time and try to reach the actual application stage, they are prompted with a warning message “The application is closed at this time” which does not let them proceed any further.


 * Deliverables Due By -


 * Registration Open On - This date and time will “turn on” the actual registration for users to enroll through the system.  If they reach the site prior to this date and time to try to reach the actual registration stage they are prompted with a warning message “Registration is closed at this time” which does not let them proceed any further.


 * Registraion Close On - This date and time will “turn off” the actual registration for users to enroll through the system.  If they reach the site after this date and time and try to reach the actual registration stage, they are prompted with a warning message “Registration is closed at this time” which does not let them proceed any further.


 * Timezone - This allows the administrator to chose the time zone that applies to the school or district.
 * Rules_and_Regulations_.pngNOTE – This date and time is populated within the rules and regulations area. 

Lottery

 * Email Lottery Results - By checking this box, email results of the initial lottery run as well as any manual or automated moves of a student from a wait list to an accepted list to the parent’s email address associated with their Parent Pin account or Online Lottery Account.
 * Allow Parents to Accept/Decline from Dashboard – By checking this box, parents will be given the access to accept/decline placement once the lottery has been run or to confirm / deny their placement on an ongoing wait list.  This also gives the adminstrator the option to auto decline applicants who do not respond within a specified amount of time.
 * Waiting List - By checking the first option, this allows for students at the top of the wait list to automatically move to the bottom of the accepted list in numerical order when a seat becomes available. By selecting to have wait lists rolled over on the archive, means that applicant from prior years will holding their same place on the wait list from previous years. When accepting applications for the new school year, the new wait listed applicants will be placed at the bottom of the wait lists.
 * Lottery Execution - These fields give administrators the option to auto-decline accepted applications ranked as lower choice if they are accepted into a higher ranked choice, auto-decline student's wait listed applications ranked as lower choice if accepted into higher ranked choice, and auto-decline student's wait listed applications ranked as higher choice if accepted into lower ranked choice.

Language
Select as many languages that you want to allow visitors to your application site to translate the site copy and the application itself. Upon checking off the languages and saving the language screen, the selected language options will show up within the Google Translate drop down, allowing your users to select from those languages from the public side of your recruiting site.

The Language selection menu can be found in the right sidebar of the application site and at the bottom of the page on the mobile version of the application site.

General
This area allows you to manage a universal set of contact information like Contact name, address, phone, fax etc.

Payments
This area allows you to manage payment information if your school or district requires an application, registration, or enrollment fee.

Addresses
This area allows you to manage address information based of off transportation data for reference when considering the zone of a student.

Manage Forms
This area allows adminstrators to manage the application forms by creating applications for each school or program, creating steps within the application and finally editing the fields within each step of the application.

First when entering the Manage Forms area, adminstrators can update forms for applications, registration, and recommendations. Users will be prompted with two links: "Application & Registration Forms" and "Reccomendation Forms."

Create Process
Simply by clicking the "Add New Process" and administrator can begin to create a new application. The user will be prompted to give the application a name as well as the options to make this application the default application process or the default enrollment process.

Add Steps
Once the new application is saved it will appear in the Manage Form Processes screen. Form here, users have the ability to add steps to the application by simply clicking the "Add New Step" button.
 * Step Name - The user will be prompted to enter the new step name.
 * Form Type - The user can choose from a selection of pre-formatted steps or the user can choose to enter fields manually.
 * Settings - The user has the option to set this step to be edited after submission, show on the admin screen, and to show a success message upon completion.
 * Step Information - This information can be editied using the simple WYSIWYG editor. This information in this step will be seen on the parent's view of the application at the beginning of each step.

Editing an Existing Step
Within the Manage Form Steps, the user can edit preexisting step information or add new fields to an existing step.


 * Fields - This button takes the user to the area where individual fields within this step are managed.
 * Edit - This button takes the users to a text editor screen where information about this step such as directions can be updated.

Add Fields
By clicking on the "Fields" button of the desired step within the Manage Process Steps page, the user will be taken to a screen with the option to either go Back to Steps, to Add New Fields, or edit existing fields.

When the user clicks the "+" button, a new screen with several options will appear. From these options, the user can completely customize each field individually.

There is also a helpful lightbox that guides users of the functions of each field option.
 * Basic Field Parameters:
 * Field Type - The user has many options for field types including: text, text box, drop downs, radio buttons, checkoxes, date menus, date pickers, etc.
 * Field Label - The field label is what the user sees when filling out an application. Such as "First Name," "Last Name," etc.
 * Save To - This will allow the user to choose whether the information is saved to the student and will auto-populate each time a student flls out an application or whether the information is saved to only this one application.
 * Field Name - The field name is the "code" name for this field. All letters should be lowercased, there should be no symbols other than when words are separated with an underscore. (For Example: current_grade).
 * Side Note - This area allows for users to add a side note to an individual field.
 * Require - This option allows users to mark a field as "required" meaning a parent will not be able to submit an application if this field is not filled with the proper information.
 * Require Admin - This option allows users to mark a field as "required" meaning an administrative user will not be able to submit an application if this field is not filled with the proper information.

Content & Letters
This area allows you to customize all communication with parents, from account creation and application status emails to paper letters.

Custom Data
This area allows you to input data such as districts, district schools, cities, deliverables, lottery priorities and export fields.

Archive

 * At the end of each application period or school year you can archive and clear your applications from the main applications screen for later reference.
 * To do so you must put in a valid super administrator password.  Archived applications can be accessed by going to APPLICATIONS and selecting the school year in question from the drop down in the top right of the screen. If multiple sets of applications have been archived within one school year there will be a numeric notation for the order of the set’s archive.
 * For example: If you archive a set of applications in October than archive another set of applications two months later in December those applications would be viewed like below in the archive drop down.

Resources
This area allows you to review a series of resources from online video demonstrations or tutorials of the Smart Choice system as well as links to ticket submission forms and login locations for editing the content of your recruiting website.