The Common Application Materials

The CommonAppMaterials Source Format allows you to select the specific materials that the file types should be saved as in Slate. Since this document feed is run via a global background processes, you will not see a "record count" appear for this Source Format—this is normal. PDFs will import automatically once the associate application record has been created via the CommonApp source format data import. 

Important

Before mapping the CommonApp Materials source format, materials must be created in Slate. Add materials through the Database module under the Materials link. Additionally, take care not to modify any of the default Format Definition or Import Automation settings. For example, the "Import Path/Mask" field should remain blank in order for this source format to function properly.

Remapping the File

    1. Select Database on the top navigation bar and select Source Formats.
    2. Find the CommonAppMaterials Source Format and select Remap to confirm destinations and to set up additional data mappings for this Source Format.
    3. Go to the Value Mappings page.

  Are there data points?

The CommonApp Materials Source Format does not contain data points to map. Material type translations need to be configured.

Setting up Mappings

Specify the material destination value in Slate for the types of Common Application PDFs. 

We recommend that you set up your CommonApp materials in a one-to-one relationship with a distinct material type in Slate.  The Common App materials are mapped to a Person/Application scoped material in Slate. Optionally, the ST-School Report Transcript can be mapped to a school-scoped transcript.

Note: Only the CommonApp ST-School Report Transcript can be mapped to school-scoped materials. All other materials should be mapped to Person/Application-scoped materials in Slate. Important: If mapping to a school-scoped material from the ST-School Report Transcript document, be sure that the CommonAppRecommendations source format is Active; the CEEB code from these data files is used to ensure the appropriate school-scoped match. No custom mappings are required for this functionality to occur, and the "Remap Active" setting may remain Inactive; however, the source format itself should remain Active to ensure proper school-scoped matching. 

There is no way to retroactively refresh previously uploaded documents. They will continue to be associated with the original material type.

Materials

Important

You may choose to consolidate some Common App materials into one material type in Slate. For example, various Common App Materials could be categorized as Transcript in Slate. However, there is no way to retroactively refresh this if mappings are changed later.

Not Seeing These Materials on Student Records?

Unmapped documents will sit in the queue. If you choose to map an additional file type to a Slate material, those documents will come into Slate during the next material import process.

If you are not seeing PDF materials appear for your applicant records in Slate, check to see if you have mapped to a Slate material.

Additionally, Common App Materials will only begin to display once the CommonApp file - the applications file - has been activated (the remap active flag is set to active) and an application has been created for a record.  Once the application associated with a material is created, the material import process will associate those materials with the application.  In addition, the CommonAppMaterials source format will need to have the active status set to active.

The Common App Materials are matched to the application record in Slate with the app-scoped Common App ID.   This ID is mapped from the Slate Common App ID field in the CommonAppApplications source format as outlined in the Common Applications documentation. If this mapping has been removed or adjusted, the materials will not be imported.

Common App materials are imported by a script and will only be imported between 2:30 and 10:30 am. Additionally, materials are not imported in the Test Environment.

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