How do I assign a suitcase to authorized/third-party/provider programs?

Admins with permission can 'assign a suitcase' to any authorized program term. A suitcase is a bundle of home campus term information, created by home campus Admins in Settings, to create a workflow process for Travelers applying to authorized/provider programs. Suitcases contain a term name, application template, general form templates, and the ability to offer program alternates. Admins can also add deadlines for application and general form templates, if desired.

Click here for more info on creating a Suitcase!

Once a suitcase is assigned, it can be unassigned ONLY IF there are no applications started for the original suitcase.

To assign a suitcase…

  1. Click Programs in your main navigation menu
  2. Click the Authorized Terms tab
  3. Select the desired authorized program term(s)
  4. Click Actions
  5. Click Assign Suitcase
  6. Select a suitcase from the dropdown*
  7. Confirm term details
  8. Click Continue
  9. Read the prompt
  10. Click Assign Suitcase

*if there are no suitcases in the dropdown, head to the authorized programs tab in settings to create one

To unassign a suitcase…

  1. Click Programs in your main navigation menu
  2. Click the Authorized Terms tab
  3. Select the desired authorized program term(s)
  4. Click Actions
  5. Click Unassign Suitcase
  6. Confirm suitcase details
  7. Click Continue
  8. Read the prompt
  9. Click Continue & Unassign Suitcases




Q: Do I have to assign a suitcase to all future authorized program terms?

A: Nope! Admins can choose which authorized program terms they’d like to assign suitcases to; if an authorized program term does not have a suitcase assigned to it, travelers will see Learn More for that term and be unable to start or submit an application


Q: Why do travelers see Learn More in the side bar on a Program Brochure, rather than Apply on an authorized program brochure?

A: It could be attributed to any of the following:

  • There are no future terms – if so, we’d recommend contacting the third-party provider to request that they add future terms!
  • There is a future term, however, there is no suitcase assigned to it – if so, we’d recommend assigning one - if you want students to apply to that term
  • There is a suitcase associated with the future term, however the application deadline is in the past - if so, and you'd like travelers to continue to start and submit applications for the term, we'd recommend editing the suitcase and changing the application deadline to a future date


Q: Can I add future terms to or edit content on authorized programs?

A: No – if the program has been authorized into your organization’s Via Global account, neither future terms can be added nor content be edited by the home campus. Reach out to the provider to request that they add future terms


Q: Who, from the home campus, receives authorized program application-related mailers from Via?

A: All default message recipients receive mailers related to authorized programs; if there is no default message recipient selected, all account super users will receive the mailers


Q: If a Traveler starts an application to an authorized program in Via, is that considered applying to BOTH the home campus and provider?

A: No, Travelers applying to an authorized program must, in addition to applying to their home campus, apply directly to provider outside of their home campus’ Via Global account and fulfill all provider requirements