All Traveler applications have a status. Application status can be viewed and updated by admins at any time. Application status can also be changed by Travelers based on actions they take within Via.
Admins with adequate permission are able to update application status individually within a specific application or in batch on the application dashboard at any time from/to any status. Travelers 'update' their application’s status by taking action on their application. Applications change status...
- from Incomplete to Submitted (when Travelers submit their application)
- from any status to Deferred (when Travelers opt to Defer)
- from any status to Withdrawn (when Travelers opt to Withdraw)
- from Accepted to Committed (when Travelers Commit to an accepted application)
Travelers can Defer or Withdraw at any time regardless of the application deadline, unless Admins turn off the ability for Travelers to defer. For more information on how to turn off the ability for Travelers to defer, click here.
Any time an application’s status is changed, both the Traveler and the Admin/s receive a notification of the status change in their email inbox (unless that program term has a Decision Release Timeline (DRT) associated - click here for more info on DRT!)
There are 14 application statuses:
- Incomplete
- Submitted
- In Review
- Conditionally Accepted
- Waitlisted
- Not Accepted
- Nominated*
- Conditionally Approved*
- Approved*
- Accepted**
- Committed*
- Deferred
- Withdrawn
- Transferred
*indicates a status for which pre-departure forms are automatically released to travelers
**indicates a status for which travelers can commit their application themselves
It is up to your organization to define how to make application statuses work within your unique processes and workflows. For more information on Via's standard built-in workflow, click here.
Incomplete
All new applications are created in this status by default. Travelers can edit the application and submit assuming the deadline is in the future and all required fields have been filled out. Admins can always edit the application & change its status.
Pre-departure forms are not released in this status.
Anytime an Admin needs a Traveler to edit their application, the Admin must update the application’s status to Incomplete to make it editable.
An application in this status continues to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
Submitted
Submitted indicates that the Traveler has, at a minimum, completed all required fields and submitted their application for Admin review. At this time, Travelers can no longer edit the application, however, they can Defer or Withdraw at any time. Admins can always edit the application & change its status.
Pre-departure forms are not released in this status.
An application in this status continues to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
In Review
In Review is typically used to indicate that an Admin is reviewing submitted content. Travelers cannot edit the application but can Defer or Withdraw at any time. Admins can always edit the application & change its status.
Pre-departure forms are not released in this status.
An application in this status continues to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
Conditionally Accepted
Conditionally Accepted is typically used to indicate that information is missing that is necessary to make a final application decision. Travelers cannot edit the application but can Defer or Withdraw at any time. Admins can always edit the application & change its status.
Pre-departure forms are not released in this status.
An application in this status continues to retrieve synced data from the Traveler tab in the Traveler’s profile.
Waitlisted
Waitlisted typically indicates to the Traveler that they’ve been added to a queue or waiting list for the program & term and that their acceptance is not guaranteed. Travelers cannot edit the application but can Defer or Withdraw at any time. Admins can always edit the application & change its status.
Pre-departure forms are not released in this status.
An application in this status continues to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
Not Accepted
Not Accepted is generally indicative of a negative application decision. Travelers cannot edit the application but can Defer or Withdraw at any time. Admins can always edit the application & change its status.
Pre-departure forms are not released in this status.
An application in this status does not continue to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
Nominated
Nominated typically is used to indicate the Traveler has been recommended for their program. By changing the status to Nominated,
- all form templates associated with that program & term are automatically released & displayed on the Traveler’s profile
The ability to commit is not available for Travelers from this status nor can Travelers edit the application, but, they can Defer or Withdraw at any time. Admins can always change its status & edit the application.
An application in this status does not continue to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
Conditionally Approved
Conditionally Approved typically indicates that information is still needed to make a final acceptance decision, yet Admins want Travelers to fill out additional forms. By changing the status to Conditionally Approved,
- all form templates associated with that program & term are automatically released & displayed on the Traveler’s profile
The ability to commit is not available for Travelers from this status nor can Travelers edit the application, but, they can Defer or Withdraw at any time. Admins can always change its status & edit the application.
An application in this status continues to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
Approved
Approved is typically used to indicate a positive acceptance decision and that the Admin wants Travelers to complete additional forms. By changing the status to Approved,
- all form templates associated with that program & term are automatically released & displayed on the Traveler’s profile
The ability to commit is not available Tor travelers from this status nor can Travelers edit the application, but, they can Defer or Withdraw at any time. Admins can always change its status & edit the application.
An application in this status does not continue to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
Accepted
An admin typically changes the application status to Accepted to indicate a positive acceptance decision and to enable a Traveler to commit to the program, but does not want Travelers to fill out additional forms at this point in their process. By changing the status to Accepted,
- a Commit button automatically appears to Travelers on their application
- Travelers are able to commit their application by changing the status from Accepted to Committed
The ability to commit is only for Travelers' applications in the Accepted status. Admins can always update an application's status to Committed, if desired.
Pre-departure forms are not released in this status.
An application in this status does not continue to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
Committed
Committed indicates the certainty of the traveler’s intention to go on that program & term. By changing the status to Committed,
- all form templates associated with that program & term are automatically released & displayed on the Traveler’s profile
- the Traveler is now able to be tracked from a risk management perspective:
- so long as the term is in the future, the Traveler and more specifically the Committed application, will be associated with the Pre-Departure tracking step
- as soon as the start date arrives (and the end date remains in the future), the Traveler & application will be associated with the On-site tracking step
- as soon as the end date passes, the Traveler & application will be associated with the Alumni tracking step
Travelers cannot edit the application but can Defer or Withdraw at any time. Admins can always edit the application & change its status.
An application in this status does not continue to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
Deferred
Deferred indicates the need to postpone the application to a time in the future. Admins can see and/or click the Defer button on the application in the Traveler’s profile at any time. Travelers can see and/or click the Defer button UNLESS your Organization has turned off the ability for Travelers to defer. For more information on toggling Defer on/off for Travelers, click here.
Upon clicking Defer, the user is prompted to select one or more pre-set deferral reasons and/or indicate a custom reason. The pre-set deferral reasons are:
- Lack of Finances
- Lack of Information
- Time Away from a Job
- Deferred Finances
- Insufficient Advising or Support
- Lack of Family or Community Support
- Academics
- Sport, Music, or Artistic Obligation
- Health or Safety Concern
- Timing of the Program
- Housing Challenge
- Cancellation of Program
- Personal Obligation
- Prefer Not to Say
- Global Health Risk (i.e., COVID-19)
- Other
Users can also opt out of selecting a reason.
Travelers cannot edit an application in Deferred status, but can Withdraw at any time. Admins can always edit the application & change its status.
Pre-departure forms are not released in this status.
An application in this status does not continue to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
Withdrawn
Withdrawn status indicates removing the application from admin consideration. Travelers and Admins can see and/or click the Withdrawn button on the application. Upon clicking Withdraw, the user is prompted to select one or more pre-set withdrawal reasons and/or indicate a custom reason. The pre-set withdrawal reasons are:
- Lack of Finances
- Lack of Information
- Time Away from a Job
- Deferred Finances
- Insufficient Advising or Support
- Lack of Family or Community Support
- Academics
- Sport, Music, or Artistic Obligation
- Health or Safety Concern
- Timing of the Program
- Housing Challenge
- Cancellation of Program
- Personal Obligation
- Prefer Not to Say
- Global Health Risk (i.e., COVID-19)
- Other
Users can also opt out of selecting a reason.
Travelers cannot edit an application in Withdrawn status, but can Defer at any time. Admins can always edit the application & change its status.
Pre-departure forms are not released in this status.
An application in this status does not continue to retrieve synced data from the Traveler Info tab in the Traveler’s profile.
Transferred
Transferred indicates the application’s transfer to a different program and/or term.
In Transferred status, Travelers cannot edit an application, nor can they defer or withdraw. Admins can always edit the application & change its status.
Pre-departure forms are not released in this status.
An application in this status does not continue to retrieve synced data from the Traveler Info tab in the Traveler’s profile.