Coalition Supplement Form

The Coalition Supplement form is loaded into the databases of all Coalition members, and it is located within the Library / Coalition folder in Forms.

As with all forms, your institutional branding will surround the form page. The Coalition for College logo has been embedded in the form's description field, which displays immediately preceding the form's contents. For consistency across all Coalition member schools, this logo should remain in the form.

Coalition_Supplement_Form.png

  Questions?

Check out our Coalition FAQ article.

Form Configuration

  1. From the main navigation, select Forms.
  2. In the Library / Coalition folder, select the Coalition Application Supplement form.
  3. Click Edit Form.
  4. Customize the form as desired.

The form contains some basic instructions and example fields, as well as a payment widget to help you get started. These may be edited or removed as desired.

The form behaves just like all application-scoped forms, including support for:

    • Field mappings
    • Required fields
    • Conditional logic
    • Default values
    • Merge fields
    • Hidden fields

More information about building forms can be found here.

 

Application Fee Collection

If your institution has an application fee, it can be captured directly on the form using a Slate Payments payment widget. If your institution is unable to use Slate Payments as a payment provider, you can also collect the application fee post-submission through the status portal. Both scenarios employ a different method of using a payment widget on the form.

A payment widget has been pre-included in the form. This payment widget has a pre-configured filter to prevent it from charging applicants who have a Coalition fee waiver. See the Fee Waivers section below for more information about this filter and what you may need to do to update it.

Collect the application fee on the form

  Prerequisite: Slate Payments

If you do not already have Slate Payments configured, start here: Slate Payments - Setup

To collect the application fee on the form:

  1. From the main navigation, select Forms.
  2. In the Library / Coalition folder, select the Coalition Application Supplement form.
  3. Click Edit Form.
  4. Edit the payment widget field on the form (or add a new payment widget from the palette).
  5. In the Payment Due Calculation Formula or Amount field, enter the application fee amount.

    Note: If the application fee differs based on certain criteria, a formula can be used to calculate the amount directly (an advanced solution), or it can simply be an export key for a form field that contains the amount due for the particular application. If you use this method, enter the value @payment_due_amount in this field. See Enter additional fee amounts as needed below for further information.
  6. Select the Payment Account that the collected payment should be associated with (for example, Application Fee).
  7. In the field Embed Payment Form, select Enable Embedded Payment Collection on Form.
  8. Add any necessary filters to identify which applicants should see this payment widget. The filters may reference fields already saved about the applicant (for example, from the initial application data import from Scoir) as well as fields on the form.

    See the Fee Waiver section below for information about handling fee waivers using filters.
  9. Click Save.

If the application fee amount is the same for all applications that require a fee, you are done. If the fee differs based on certain criteria, and you will use the simple method to calculate the amount due, continue to the next procedure.

Enter additional fee amounts as needed

The following steps must be repeated for each possible application fee amount:

  1. Add a Text field from the palette.
  2. Enter payment_due_amount as the Export Key

    Note
    : This matches the reference added to the payment widget in the previous section's step 2.
  3. Set the Data Type to Real.
  4. Set the Default Value to one of the possible application fee amounts.
  5. Under Options, select Hidden (accessible through script).
  6. Add filters to identify the applications that should receive this application fee.  

    Note
    : It is important that the conditions for each of the payment_due_amount fields are mutually exclusive, ensuring the payment due amount is calculated properly.
  7. Repeat the steps in this section for each other application fee amount that could be charged.  Even though there are multiple form fields with the same export key, the filters on the fields will cause only one of those fields to be active on the form at a time, so the value of that field will be used for the payment due amount.

Note

If your institution has rules to calculate application fees, and you are using this method to collect the fee for this applications, be sure to update your rules to exclude these applications so that additional payment due activities are not added.

Capture the application fee post-submission

Collecting payments within Slate requires the configuration of a payment provider, which can either be Slate Payments (as described above), or another external payment processor.  If your institution has never accepted payments through Slate, for example: application fees, enrollment deposits, or event payments, then you will need to configure a payment provider. Please also review the Overview of Payments in Slate.

If your institution collects application fees within Slate, and you are using rules to calculate the amount due, you can continue; there is no requirement to change this process unless you wish to do so. If you elect to calculate the amount due on the form, be sure to update any existing rules to exclude these applications, so that further payment due activities are not added.

The payment widget can calculate the amount due. The fee is added as a payment due activity, which the applicant will have the opportunity to pay while viewing their status portal.

To capture an application fee post-submission:

  1. From the main navigation, select Forms.
  2. In the Library / Coalition folder, select the Coalition Application Supplement form.
  3. Click Edit Form.
  4. Edit the payment widget field on the form (or add a new payment widget from the palette).
  5. Enter the application fee amount in the Payment Due Calculation Formula or Amount field.

    Note: If the application fee differs based on certain criteria, a formula can be used to calculate the amount (advanced), or multiple payment widget fields can be added to the form, and conditional logic can be used to add the applicable payment due activity to the application (easier).

  6. Select the Payment Account that the collected payment should be associated with (e.g., Application Fee)
  7. Select Calculate Payment Due in the Embed Payment Form field.
  8. Add any necessary filters to identify which applicants should have the payment due activity added by this payment widget.  The filters may reference both fields already saved about the applicant (e.g., from the initial application data import from Scoir) and fields on the form.
    See the Fee Waiver section below for information about handling fee waivers using filters.
    Note: If you are adding multiple payment widgets to calculate the amount due, it is important that the conditions are mutually exclusive to avoid overcharging the applicant.

 

Fee Waivers

The Coalition fee waiver fields, as well as an explanation of their mappings in the CoalitionApplicationProfile source format, are included in the Mapping Fee Waivers section of the Coalition Source Formats: Application Profile article.

Filters may be used to conditionally display the payment widget. If your institution has captured the fee waiver information using either of the methods described in the Mapping Fee Waivers section, the included filter (described below) will work as it is configured. Note that there may be an additional step if your fee waiver field's ID is not named app_fee_waiver.

Additional filters, including those referencing fields on the form, can be used as necessary to further restrict which applicants are prompted to pay an application fee.

Filter: Coalition Fee Waiver Does Not Exist

This filter, included by default, restricts the payment widget display only to those applications for which an application-scoped field with the ID app_fee_waiver does not exist.

The filter is a subquery filter, so in the main form field editor popup, it looks like this: 

Coalition_Fee_Waiver_Does_Not_Exist_Filter.png

If you double-click on this filter, you can see its configurations:

Important!

Filter adjustments (see below) may be necessary to meet your institutional needs.

Coalition_Fee_Waiver_Does_Not_Exist_Filter_Configurations.png

Filter Adjustments

If you are using a person-scoped field instead of the recommended application-scoped field to store fee waiver data, an additional join is necessary. Within the filter configurations:

  1. Delete the export Field Values Value.
  2. Delete the filter Field Values / ID.
  3. Delete the join Application / Field Values.
  4. Add a join (from Application) to Person
  5. Add a join (from Person) to Field Values.
  6. Add a filter Field Values / ID.
  7. Enter the field ID of your fee waiver field in the text box.
  8. Click Save.
  9. Add an export Field Values Value.
  10. Click Save to save the subquery.
  11. Click Save to save the form field.

Filter_Adjustments.png

If your field ID is not app_fee_waiver:

  1. Double-click the Field Values / ID filter.
  2. Replace app_fee_waiver with the ID of your actual fee waiver field.
  3. Click Save to save the subquery filter setting.
  4. Click Save to save the subquery.
  5. Click Save to save the form field.

Replace_app_fee_waiver_with_fee_waiver_field_ID.png

If you are storing a value in your fee waiver field for when the applicant is not eligible for a fee waiver, and this value is a prompt option:

  1. Configure on all of the prompts (in the Prompts tool) a value in one of the export values or the category to indicate that the fee should be waived for that particular prompt (for example, the word "Waive")
  2. Add a join (from Field Values) to Lookup Prompt
  3. Add a filter that references the location that you used in step 1 (for example, Export Value)
  4. Enter the value that you entered in step 1 (for example, Waive)
  5. Click Save.
  6. Click Save to save the subquery.
  7. Click Save to save the form field.

Added_Join_-_Lookup_Prompt.png

If you are storing the value No in your bit-prompt fee waiver field for when the applicant is not eligible for a fee waiver:

  1. Add the filter Field Values Value.
  2. Enter 1 as the Value (1 is the value stored for Yes in a bit prompt).
  3. Click Save.
  4. Click Save to save the subquery.
  5. Click Save to save the form field.

Field_Values_Value___1.png

If your institution is doing something very unique with the fee waiver field, feel free to remove this default filter and start fresh with something that meets your institutional needs.

 

Activating the Form

To activate the form:

  1. Navigate to the Coalition Application Supplement landing page.
  2. Click Edit.
  3. Update the Status to Confirmed/Active.
  4. Click Save.

 

Considerations, Best Practices, and Testing

Application Submission

A field to automatically update the submitted status of the application upon form submission has been included in the form. This field is hidden (it will not appear for applicants), and it has a default value set to Yes. When the applicant submits the form, this field will ensure that the application is marked as submitted.

Hidden_-_Application_Submission_Flag.png

Form Access

The form is meant to be submitted as a supplement to the Coalition Application. As such, the form has an access condition in place requiring that the application record have a Coalition Application ID. The Access Denied message within the Edit Conditions popup may be customized to provide further details about how to begin the application process.

From_Access.png

Applicant Experience

For consistency, the Coalition Application Supplement is meant to be designed as a single page to capture additional data from an applicant. Keep the form short enough to encourage completion.  Remember that checklist items can be leveraged to receive additional information from applicants, including items like additional essays.

Application Round

If more information than what was provided in the CoalitionApplicationProfile source format is necessary to determine an application's round, the Coalition Supplement form can update the round if necessary.

The application round is applicant-selectable
(with or without restrictions)
The application round is determined by
multiple data points

If the application round is something that can be selected directly by the applicant, simply add a field mapped to the Application Round destination. The application's current round is pre-selected in this field if that round is one of the available prompts.

If there are certain restrictions that should limit the available rounds based on data already imported from the CoalitionApplicationProfile source format or on the Coalition Supplement form, use Edit Prompt Conditions to add conditional logic to the prompt options:

  1. Edit the Application Round form field.
  2. Click Edit Prompt Conditions.

    Note
    : This prompts you to save the form field. Click OK to continue.
  3. Add Conditional Logic to one or more prompt values. If multiple prompt values have the exact same conditions, select the checkboxes next to each of those to select all of them to edit together.
  4. Click Edit Selected Prompts.
  5. Add filters to limit which applicants see the selected prompt values.
  6. Click Save.
  7. Repeat steps 3-6 until all of the prompt values that require conditional logic are configured.
  8. Click Close.
  9. Click Save.

  Note

If the round change only needs to happen for certain special rounds, then a form field is only necessary for those special rounds. Only the applications that should be updated to a different round should meet the filter criteria for the form fields configured in the preceding steps.

 

Form Testing Considerations

There are three important items to keep in mind while testing the form:

  1. The Coalition Supplement form is application-scoped, so the application must be known when navigating to the form.
    • If testing using an administrative registration, select the specific application from the autosuggest that you would like to use for testing purposes.
    • If testing via impersonation or logging in as a test record, it is best to navigate to the status page or an application page for the specific application to ensure that the appropriate application on the record is used.
    • Testing may also be accomplished by appending &person={{ApplicationGUID}} as a query string parameter.

      For example: https://apply.slateuniversity.edu/apply/form?id=f0ead616-158f-41e3-9183-6cbd5818d86f&person=e030e382-9260-4c19-aec2-2b61a8d31759
  2. The form's pre-configured access condition stipulates that the application record must have a Coalition Application ID in order to access it. Set a fake Coalition Application ID (for example, TEST1234) on the application you are using for testing, or use an existing test application that already has a Coalition Application ID.
  3. The form contains a payment widget field. This field must be fully configured as described in the Application Fee collection section above before accessing the form for registration. If you will not be collecting an application fee, delete the payment widget field.
Was this article helpful?
1 out of 1 found this helpful

Comments

0 comments

Please sign in to leave a comment.