Automatically Matching Application Workflow
Automatically Matching opportunities receive applications as follows:

General Application Stage
  • The applicant submits a complete General Application (that is, all required questions on the General Application are answered.) 
  • If your system has data imports enabled, the applicant's responses are then paired with any available imported data.
  • Next, the system will compare all General Application and imported information against the criteria of all Automatically Matching opportunities. (If your system has a large number of Automatically Matching opportunities, this process could take several minutes to fully complete.) Note: the optional "Match Drafted" setting on Automatically Matching opportunities will allow this step to take place for drafted General Applications as well as submitted. 

 

Opportunity Qualification Stage
At this point, one of two events can occur on a per-opportunity basis:
  • If the applicant meets the minimum criteria for a given Automatically Matching opportunity, a copy of the general application will be displayed in the opportunity that will include the data in the General Application and data import, and awaits further action to be taken by an administrator. Applications that have not yet had action taken on them (copies of the general application) are indicated by an opportunity application ID number that is the same as their profile ID number, and appears grey in color.  Once one of the above actions has been taken on an applications, a unique opportunity application ID number will populate the grid and will be bold in appearance.

  • If the applicant fails to meet the minimum criteria for a given Automatically Matching opportunity, no application to the opportunity is generated. Additionally, no rejection email or decline notice is generated -- the unqualified applicant is simply ignored.
 
  • After qualified applications have been matched to individual Automatically Matching opportunities, administrators can take action on these applications which cause an actual opportunity application to materialize rather than a copy of the general application being displayed. These actions are as follows:
    • An application is moved in to a category other than submitted or drafted
    • An Application is manually applied, or force applied, in to the opportunity
    • An application is assigned to be reviewed at the opportunity level
    • An administrator has answered an administrator question on the opportunity
Note: With the Robert Release in December 2016, if information on the General Application or imported data changes at any point and a formerly qualified applicant is no longer qualified before the internal end date of the opportunity, the application will now be removed or deleted, unless action has been taken on the application causing an opportunity application to actualize (rather than a copy of the general application being displayed) and the application remains in the opportunity even if it becomes unqualified, or it is after the internal end date.  If an "actualized" application then becomes unqualified, or it becomes unqualified after the internal end date, the application will be flagged as "unqualified" and administrators can choose to prevent the application from moving forward to reviewing committees if desired.  Please see Enhanced Automatch Features for more details.

Apply-To Application Workflow
Apply-to opportunities receive applications as follows:

General Application Stage 
  • The applicant submits a complete General Application (that is, all required questions are answered.)
  • If your system has data imports enabled, the applicant's responses are then paired with any available imported data.
  • Next, the system will compare all General Application and Imported information against the criteria of all Apply-to opportunities. 
Opportunity Recommendation Stage
At this point, one of two events can occur on a per-opportunity basis:
  • As the system considers the applicant for a given Apply-to opportunity, if the applicant is found to be disqualified based solely upon the General Application and imported data (ignoring criteria based upon additional supplemental questions), then the applicant will not be "recommended" to manually apply to the opportunity. As a result, the opportunity will not be included in the list of "Recommended Opportunities" presented to the applicant, thus discouraging a manual application.
    • Note: The absence of a response (such as blank imported data or no response to an optional question) does not register as disqualified for the purposes of recommending Apply-to opportunities. This absence of information will, however, prevent an applicant from receiving a qualification point on a submitted application. 
  • As the system considers the applicant for a given Apply-to opportunity, if the applicant is found to be not yet disqualified based solely upon the General Application and imported data (ignoring criteria based upon additional supplemental questions), then the applicant will be "recommended" to manually apply to the opportunity. As a result, the opportunity will be included in the list of "Recommended Opportunities" presented to the applicant. 

 

Opportunity Qualification Sub-Stage
If the opportunity appears in the list of "Recommended Opportunities," the expectation is that applicants will manually apply to the opportunity. Once the applicant submits an application by responding to all required supplemental questions, the system will compare the additional information against any additional criteria.
  • If at this point the applicant continues to meet all of the minimum criteria for the opportunity (with criteria based upon supplemental questions included), the application is noted as qualified by the system.
  • If at this point the applicant fails to meet any of the additional criteria based upon the supplemental questions, they are determined to be unqualified for the opportunity. While their opportunity application is neither removed nor deleted, it is flagged as disqualified. Thus, administrators can easily identify unqualified applicants and prevent them from moving forward to reviewing committees if desired.

How Do Conditional Applications Affect This Workflow?
If you have implemented one or more Conditional Applications in your system, these applications may be associated with your opportunities. (Note: Opportunities and the Conditional Application must share the same scope to be associated.

General Application Stage
  • The applicant submits a complete General Application (that is, all required questions on the General Application are answered.) 
  • If your system has data imports enabled, the applicant's responses are then paired with any available imported data.

Conditional Application Stage
Next, the system will compare all General Application and imported information against the criteria of all available Conditional Applications. 
  • If the applicant is found to be qualified for the Conditional Application, then the applicant will be presented with the Conditional Application. The applicant must complete all required questions on the Conditional Application to be considered for opportunities associated with that Conditional Application. (The applicant may go on to be automatched or manually apply to other non-associated opportunities normally while the Conditional Application is incomplete.)
  • If the applicant is found to be disqualified from the Conditional Application, the applicant will not be presented with the Conditional Application. (Instead, they will be directed to the Applications page.) The applicant will not be automatched with associated Automatically Matching opportunities (even if they otherwise meet all the qualification criteria for the opportunity.) Additionally, the applicant will be unable to start or complete applications for associated apply-to opportunities. (The applicant also will not be recommended to associated apply-to opportunities that would otherwise be recommended to them.)

Automatically Matching Opportunities
For any Automatically Matching opportunities in your system, the following will occur:
  • If the applicant meets the minimum criteria (which may include criteria based upon Conditional Application information) for a given Automatically Matching opportunity, an application to that opportunity will be generated comprised of the data in the General Application and data import (and Conditional Application information, if associated with the opportunity.)
  • If the applicant fails to meet the minimum criteria (which may include criteria based upon Conditional Application information) for a given Automatically Matching opportunity, no application to the opportunity is generated. Additionally, no rejection email or decline notice is generated -- the unqualified applicant is simply ignored.

Apply-to Opportunities
For any Apply-to opportunities in your AcademicWorks system, the following will occur:
  • If the applicant is found to be disqualified based upon the General Application, Conditional Application, or imported data, then the applicant will not be "recommended" to manually apply to the opportunity. As a result, the opportunity will not be included in the list of "Recommended Opportunities" presented to the applicant.
    • Note: The absence of a response (such as blank imported data or no response to an optional question) does not register as disqualified for the purposes of recommending Apply-to opportunities. This absence of information will, however, prevent an applicant from receiving a qualification point on a submitted application. 
  • If the applicant is found to be not yet disqualified based upon the General Application, Conditional Application, and imported data (ignoring criteria based upon Apply-to application questions), then the applicant will be "recommended" to manually apply to the opportunity. As a result, the opportunity will be included in the list of "Recommended Opportunities" presented to the applicant. 
If the opportunity appears in the list of "Recommended Opportunities," the expectation is that applicants will manually apply to the opportunity. Once the applicant submits an application by responding to all required Apply-to supplemental questions, the system will compare the additional information against any additional criteria.
  • If at this point the applicant continues to meet all of the minimum criteria for the opportunity (with criteria based upon Conditional Application and Apply-to supplemental questions included), the application is noted as qualified by the system.
  • If at this point the applicant fails to meet any of the additional criteria based upon Conditional Application and Apply-to supplemental questions, they are determined disqualified. While their opportunity application is neither removed nor deleted, it is flagged as disqualified (by awarding 0 qualification points.)