Distributing Applications

Application Distribution

Once a template is published, it can be used to distribute applications. If you have not created an Application Template, please visit our Creating Application Templates. The template will need to be created before an Application can be distributed.

To begin distributing a published application, click the Program Applications tab. You will automatically see the Applications sub-tab. If an application has not been distributed yet, this page will be empty except for a Distribute Application button. If there are already published and distributed applications, they will be displayed on this page.

Administrators can start by clicking the Distribute Application button and selecting the audience for the application:

• Internal Applicants (students who are currently enrolled in your program)
• External Applicants (students who have not yet enrolled in your program)

Internal Applicants

After selecting Internal Applicants and clicking Continue, follow these steps:

1. Enter a unique Title for the application.
2. Enter a Description (optional).
3. Add one or more Schedules if you'd like to choose when the application will open and close (optional).
4. Select the Organization (school, program, etc.) that the application will be aligned with.
5. Select up to three Templates to make up the application.
6. Make sure to Add Evaluation Elements for the application. This is what evaluators will use to assess. (For a step-by-step guide on adding the available evaluation elements, visit the Application Evaluation: Enhancing Your Admissions Process article.)

7. Assign Evaluators who need to evaluate the applications.

   Note: The person who created the application will be assigned as an Evaluator by default. If this user should not be an evaluator, click the Edit Icon under Assign Evaluators. Add at least one evaluator by searching for their name and checking the box next to their last name. You can then select View Selected Evaluators and uncheck the unwanted evaluator before clicking Next. After you assign the evaluator their admission permission, you can select Assign.

8. You can select Preview Application + Evaluation Elements to see the evaluators' perspective (optional).
9. Click Save as Draft or Distribute.
10. After saving your application, you will return to the Program Applications screen. Clicking the Options button (three dots) to the right of your application will allow you to:
    • Edit Settings (Note: Once there is at least one submission, you will no longer be able to change the Organization or Template(s) when editing the application settings.)
    • Open Now / Close Now: Once an application is opened, it will be available to students for submission. Note: The availability of an application to a student is based on the organization with which they are aligned or associated.
    • Delete Application (Note: Once there is at least one submission, you will no longer be able to delete the application.)
    • Copy Application

The application is now available for students to submit. The application can now be tied to a cohort as addressed in the Adding Applications to Licensure Plans article. It can also be submitted by individuals within your institution. Students will need to follow the steps in our Submitting Program Applications article to submit an application.

External Applicants

After selecting External Applicants and clicking Continue, follow these steps:

1. Enter a unique Title for the application.
2. Enter a Description (optional).
3. Select the Admission Term for the students who will be submitting the application.
4. The Application URL will be generated once the application is saved. You do not need to do anything for this step.
5. By default, the application will be Closed. If you will be sending the application to students right away, you may click the Closed toggle to change it to Open.
6. Select up to three Templates to make up the application.
7. Make sure to Set Evaluation Elements for the application. This is what evaluators will use to assess. (For a step-by-step guide on adding the available evaluation elements, visit the Application Evaluation: Enhancing Your Admissions Process article.)

8. Assign Evaluators who need to evaluate the applications.

   Note: The person who created the application will be assigned as an Evaluator by default. If this user should not be an evaluator, click the Edit Icon under Assign Evaluators. Add at least one evaluator by searching for their name and checking the box next to their last name. You can then select View Selected Evaluators and uncheck the unwanted evaluator before clicking Next. After you assign the evaluator their admission permission, you can select Assign.

9. Click Save As Draft or Distribute. If you click Distribute, you will be prompted to copy the URL now or later for this application.

   Note: If you do not copy the URL now, you can find the link to this application in the application settings and from the program application page.

After saving your application, you will return to the Program Applications screen. Clicking the Options button (three dots) to the right of your application will allow you to:

• Edit Settings (Note: Once there is at least one submission, you will no longer be able to change the Organization or Template(s) when editing the application settings.)
• Open Now / Close Now: Once an application is opened, it will be available to students for submission. Note: The availability of an application to a student is based on the organization with which they are aligned or associated.
• Copy URL (this will only appear for External Applications)
• Delete Application (Note: Once there is at least one submission, you will no longer be able to delete the application.)
• Copy Application