All partner institutions collecting applications in Slate, whether using the Slate-hosted application or importing applications, will need to configure a period and round schema. This is the first necessary step to collecting application data in Slate. An active period in Slate defines a span of time when applications may be created, while rounds in Slate are used to manage application types. Periods and rounds are also used to manage certain aspects of the application process, such as limiting the number of submitted applications.
Diagram a period and round structure either on paper or in your test environment. Before beginning to build items in Slate, submit a service desk request under the category Application Building to confirm the desired framework is sustainable. Ensuring an effective period and round structure will simplify future Slate development work.
Application rounds may reflect the different types of applications institutions may offer at a high level. However, in many cases, only one round is necessary. Data points that identify distinct populations, or types of applicants (e.g., enrollment term, program of study, international, transfer, scholarship qualifiers, etc.) can be captured and queried for within the application using custom application-scoped fields on application-page scoped forms, and do not require the creation of separate rounds.
Once a period has been established, a round or rounds may be configured and associated with the period.
- Select Database on the top navigation bar and select Application Rounds.
- Select Insert.
- Enter the following configurations:
- Status: Set the status to ‘Inactive’ until the Slate-hosted application is ready to go live. If all applications are being imported, the round should always be set to ‘Inactive.’
- Folder: Keep your records organized by putting them in a folder. Select Other to create a new folder.
- Period: Select the application period for the round.
- Name: The name of an active round will be visible to applicants and should be descriptive (such as “Undergraduate Application”).
- Short Name: The short name will be visible administratively only. This setting is optional, and, when present, will override the display name of the round on the application tab.
- Order: Enter an integer value. Order will dictate the display order of application rounds.
- Round Key: Enter a short code that will identify this round type (e.g., “UG” for undergraduate and “GR” for graduate, or “ED” for early decision and “RD” for regular decision).
- Deadline: This setting is for Slate-hosted applications only. If a deadline is configured here, applications in this round cannot be submitted after this time.
- Payment Grace Period (Days): The number of days after the deadline that application fees will be accepted for submitted applications. For example, if your deadline is January 1 and application fees may be submitted through January 15, then enter "15."
- Require Payments to Submit Application: See Require Payment to Submit Application.
- Allow Multiple: This setting is applicable only for Slate-hosted applications. If applicants are allowed submit more than one application in a single round, configure this setting to ‘Allow multiple applications.’
- Locked: This setting is applicable only for Slate-hosted applications. 'Unlocked' allows applicants to switch an application to a different round.
- Protected from Rank: Standard application rounds (applications for admission/matriculation) should always be Rankable. Applications for other items, such as summer high school programs or scholarships, should be configured as "Do not rank.' This setting will help define which admission application has the highest ranking based upon application priority and application creation/submission dates. See Determination of Table Ranks for additional information.
- Custom Status Portal: This setting will override the Slate-delivered Application Status Portal, if a custom portal was built using the Portal Editor.
- Select Save.
Select the Light Bulb while editing a Round in the Application Rounds tool for a complete listing of all setting descriptions.
Round key is used in application logic, automation, and communications for your application. To prevent the need to update rounds each year, omit year information so that the same round key can be used for future rounds.
The deadline is in Eastern time, so if you want the deadline to be 12:00AM Pacific on 12/15/2020, the deadline should be entered as 2020-12-15 3:00.
While the Deadline setting can be used to set a round deadline, deadlines can also be set and enforced using hard fails (submission requirement).
Our best practice recommendation is to establish as few rounds per period as possible. This will ensure that an applicant’s decision process when selecting a round is swift and uncomplicated, and will also reduce year-to-year round maintenance (such as the inactivation and creation of new rounds).