How do I create a Suitcase?

Admins can create a 'bundle' of term info (a Suitcase) to add applications and forms to provider programs in batch

Authorized Program Suitcases

After authorization has been turned on, Suitcases can be created by the home campus and then assigned to authorized program terms. Once a Suitcase is assigned, travelers can apply to those authorized programs.

Suitcases are only used for external (or authorized) programs. Suitcases are NOT used for internal programs.

A Suitcase includes the following (*indicates a required field):

  • Term Name*
  • Application Template*
  • Application deadline date & time
  • Form Template group(s)
  • Form deadline date(s)
  • Program Alternates

Jump to creating a Suitcase

Term Name*

A required single-select dropdown field that allows admins to add to a term name to a Suitcase to ultimately allow travelers to view, search, and filter programs. Only one term name can be added per Suitcase. Once a suitcase has been created, the term name cannot be removed or replaced. Term names are created in settings.

Application template*

A required, single-select dropdown field that allows admins to associate one published application template with a Suitcase. Only one application template can be selected per Suitcase. Once a Suitcase has been created, the application template cannot be removed or replaced. Application templates are created from the Application Dashboard.

Application deadline date & time

A combination of a date field and a time picker that allows admins to select an application deadline. Application deadline dates & times prevent travelers from starting new applications or submitting previously created applications after the date & time have passed.

Form template group(s)

Admins can associate one or more published form templates with a specific form deadline using multi-select drop down fields. There is no limit in the amount of form templates/form groups that can be associated with a suitcase. An admin can select the desired form template(s) and choose a deadline, then, if there are other form templates that would require a different deadline, the admin can simply add that form group separately.

A form template can be deleted from a suitcase at any time, however, by removing a form template from a suitcase, all copies of the form will be removed from all historic and current travelers’ profiles, and, all associated form data on started, submitted, and accepted forms will be deleted and not recoverable. Form templates are created from the Form Dashboard.

When removing form templates from a suitcase, do so with caution. Once a template is removed from a suitcase, that form will be removed from all travelers associated with the suitcase.

Form deadline date(s)

A date field that allows admins to select when groups of form templates associated with a suitcase are due. Form deadlines do not prevent travelers from editing or submitting their forms.

Program Alternates

The single-select radio button that allows admins to ask travelers for alternates. If yes is selected, travelers will be presented with the entire program portfolio of future internal and authorized terms to choose the maximum amount of alternates set by admins in settings – click here to learn more about program alternate settings.

To create a Suitcase…

  1. Click the photo icon in the upper right corner in the main navigation menu
  2. Click Settings
  3. Click the Authorized Programs tab
  4. Click Create Suitcase
  5. Select a Term Name* & an Application Template*
  6. Add any other desired details
  7. Click Create Suitcase
  8. To immediately assign your suitcase to authorized program term(s), click Continue & Assign Suitcase to Term

*indicates a field that once added, cannot be edited, removed or replaced

After a Suitcase has been created, admins can choose to immediately assign it to authorized program terms by clicking Continue & Assign Suitcase to Term which will navigate them to the authorized terms view in the Program Dashboard. If the admin doesn’t immediately navigate to assign the suitcase, they can head to the program dashboard to assign it at any time. Not sure how to assign suitcases to authorized program terms? Click here to learn more!


FAQs

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