Every year, Admins will 'open' new terms so that travelers can apply to those programs. Below is a step-by-step guide to the necessary items to complete in order to prepare for new terms. The checklists are separated by internal programs versus authorized programs. In Via, internal programs are defined as programs created in Via. Authorized programs are programs that an organization has not created in Via, rather, they have decided to make those programs available in their own home campus account. (For more info on how to authorize programs, click here.)
Steps to set up an internal program term
1. Review application and form template/s to ensure they contain all desired fields and questions. For more information on editing an Application template, click here. For more information on editing a Form template, click here.
When editing published templates, remember that deleting fields and questions could result in deleting historic data. For a new term, if editing an application or template involves deleting, Via recommends duplicating the original template, making the desired edits, then publishing and using the new template.
2. Add new terms to all desired programs. New terms can be added one at a time or in batch. Typically, adding terms from the Internal Program dashboard is a faster process. For details on how to add terms, click here.
Use filters to group programs by commonalities to enable batch adding of terms. For example, if you have a different budget spreadsheet for exchange programs versus faculty-led, filter by Program Type = 'Exchange' before batch adding terms.
3. When you're ready to open your applications to travelers, add an Application template to all desired program terms. For details on how to add an application template to term/s, click here.
Once an Application template is added to a future term on a published program, travelers can start an application.
4. Add General Form template/s to all desired program terms. For details on how to add general form templates to term/s, click here.
When adding Form templates in batch, you can group your general forms together by deadlines. You can create multiple form groups, by clicking on the '+ Add Additional Forms' feature inside the Add General Forms pop-up. This is a great way to organize your bucket of forms by deadlines.
Steps to set up an authorized program term
1. Review application and form template/s to ensure they contain all desired fields and questions. For more information on editing an Application template, click here. For more information on editing a Form template, click here.
When editing published templates, remember that deleting fields and questions could result in deleting historic data. For a new term, if editing an application or template involves deleting, Via recommends duplicating the original template, making the desired edits, then publishing and using the new template.
2. Create new suitcases for the terms you want to open. For more information on creating suitcases, click here.
Via allows admins to customize Authorized Program messaging which appear to travelers when applying to these programs. Adding special instructions may reduce confusion for the traveler and help clarify the application process for Authorized Programs. The Authorized Program Messaging section can be found inside the Authorized Programs tab.
3. Assign suitcase/s to future terms. For more information on assigning suitcases, click here.
Once suitcases are assigned, travelers can start an application to the authorized term.