CommonApp Source Format

The “CommonApp” source format is used to import the application data for students who have submitted a Common App application to your institution. This article will walk through the specific processes of adding the source format to your database and confirming/remapping the source fields and destinations.

Although we recognize the desire to begin this remapping process before August, it is generally not possible since the Common App does not supply test files. In addition, Technolutions will not have completed the annual updates to the CommonApp source format until the first week of August.

Step 1: Add the Standard Source Format to your Database

1. Select Database and then Source Format Library.

2. Scroll to the “CommonApp” source format and click Add.

3. Note: If you’ve already done this, you do not need to do it again.

Step 2: Remap the File

1. Select Source Formats in the Import and Data Processing section.

2. Find the CommonApp source format and select Remap to confirm destinations and to set up additional data mappings for this Source Format.

3. After selecting Remap you will see all of the Slate destination fields pre-mapped for the data points included in the CommonApp file. This includes mappings from Technolutions as well as your mappings from previous years.

Not seeing any fields?

Confirm with the Common Application that your institution uses Slate. If files were not delivered, this step cannot be completed.

Step 3: Field Mappings

The Fields Mappings stage allows you to tell Slate where to store the incoming CommonApp data in a Slate record:

Pre-Mapped Destinations

Technolutions has pre-mapped many of the data points sent by the Common Application. You can edit any of these pre-mapped items if your business process requires non-standard mappings (except Application Submit Date and Common App ID, as mentioned below.)

Only map items that will be used regularly for query-based business processes. Resist the urge to map everything! Remember that Slate will retain the raw Common App source files for future use if necessary. Only map items that will be used in Slate or further in the student’s lifecycle. For example, will you really report on Step-Parent Institution #6?

Comma-separated values
If a source value is delimited by commas, a delimiter will need to be specified in the field mapping. If not set, the comma separated values will appear as a single prompt value. For example, if “Biology, Chemistry” appears as a prompt value for Program of Interest, setting the comma as a delimiter will update the display to “Biology” and “Chemistry” as unique values in the Value Mappings section.

Important

What about the Slate Common App ID and the Common App ID?

Do not edit the Slate Common App ID destination or Common App ID destinations. 

Please review the table below and do not adjust the pre-mapped destinations for the Slate Common App ID and Common App ID source field.
The CommonAppRecommendations, CommonAppPayment, CommonAppCourses, and CommonAppWriting source formats only import to existing applications, and should never create a new application if the Common App ID does not already exist. Because of this, the Common App ID source field should not be mapped on these source formats, not should any demographic data such as first name, last name, date of birth, email address, etc. This data will be imported from previous source formats.
However, the CommonApp, CommonAppRecommendations, CommonAppPayment, CommonAppCourses, and CommonAppWriting source formats all have the Slate Common App ID mapped to the application-scoped unique fields Common App ID and App: External ID.

What’s the difference between the source fields for Common App ID and Slate Common App ID?
The Common App ID uniquely identifies a person, so to make it unique for a specific application, the application cycle year is appended to the Slate Common App ID. As of August 2023, “-2024” is appended to the Slate Common App ID. With each cycle, the year changes and the year value is automatically updated.

Required Mappings:
These mapping critically important for a successful CommonApp import:
• Application Round (details below)
• Application Submit Date (this pre-mapped field ensures that applications will be imported as Submitted.)
• Entry Term (optional, but strongly recommended)

Round Mapping

Use App: Round

App: Round allows you to map to a specific Application Round in Slate and create applications.
In addition, you may also map any source field to the App: Round Override destination. App: Round Override allows you to map a specific Application Round to override the App: Round mapping for specific records.

Example 1: Institutions with term-specific Rounds

If you have term-specific Rounds, like this:

Your CommonApp mappings may utilize these source fields:

Map 'Admission Plan' to 'Round' and map 'Preferred Start Term' to 'Round Override.' Then map values like this:

Admission plan > App: Round

 Preferred start term > App: Round Override

If you have a special Application Round, like this:

Your CommonApp mappings may utilize these source fields:

Map 'Admission Plan' to 'Round' and map 'Special Program' to 'Round Override.' Then map values like this:

Step 4: Prompt Value Mappings

Once you have configured the field mappings, it is time to configure the mappings for the individual prompts in the Value Mappings section.

• Use Search to locate fields that require value mappings.

• Use Filter to show only source fields that have either mapped or unmapped values.

• Use Refresh Values to ensure that your value mappings display the most current data.

• Be sure to select Save to save your mappings.

Append Values

The Common App data catalog provides all possible prompt values for all prompt-based fields. To ensure that all possible prompt values will be imported as expected, the Append Values section should be used to create value mappings for prompt values that have not yet appeared on a source file delivered to your instance.

For example, if you know one of your member questions has 10 possible prompts, and only 2 are displayed in the Value Mappings section, this is your reminder to use Append Values.

To use this section, click “Append Values” on the bottom right of a field mapping, then add all possible prompt values (one per line).  Upon clicking save, you will see all possible values available for mapping.  All values added must match exactly with the CommonApp values. Also, make sure there are no trailing spaces.

Phone Numbers

While phone number information has been pre-mapped to fields on the student record, some institutions may wish to remove those mappings and choose to map to Device destinations instead.

If you do wish to set the phone types, remove the existing field destinations for these items and map these Device destinations instead:

On the Value Mappings page, pick the following values for the Preferred phone values:

Pick the following values for the Alternate phone available values:

Phone numbers come into Slate with normal priority by default. You may change the priority for phone numbers by setting static values:

Citizenship Status

Be sure to preserve the pre-mapped fields and values for Citizenship Status data:

Citizenship List

Permanent Resident

Activities

If you wish to map activity data, you must map a Common App source field to the Interest - Name (Value) field in Slate in order to create an interest.

Common App does not consistently send an activity name value in the Activity # name source field. However, activity name information can regularly be found in the Activity # Honors source field.

Therefore, we recommend mapping both the Activity # Sport/team and the Activity # Honors source field to the Interest - Name (Value) field in Slate.

Remember to set a group number when bringing in multiple groupings of data points:

Step 5: Static Mappings

Technolutions has pre-defined a number of Static Values for the CommonApp Source Format. (A majority of the Static Values will ensure that test scores are imported as Self-Reported.)

Consider adding other Static Values in order to ensure that the CommonApp data will display according to your specifications. As mentioned above, “Application Source” is a common custom static mapping.

Reviewing in the Test Environment

When you are satisfied with your CommonApp mappings, launch (or refresh) a test instance and activate the CommonApp source format in that environment. If you need to make any tweaks, make those changes in production, and then refresh your test environment and try again. If everything imported as expected, activate the source format in production.

Step 6: Retroactive Refresh

You can update the field mappings and value mappings at any time. Anytime changes or made or mappings are added, use the Retroactive Refresh stage to update previously-imported data.

Select the specific field and specific source file(s) that should be imported for your previously uploaded records.

Watch for groups. If you need to refresh records with data that is grouped (such as schools, relationships, or activities), select all the items in the group.

Finally, select Retroactive Refresh at the bottom of the page.

Once you have completed these steps, continue on to the additional Common App source formats.