College Match Processing Specs

College Match Administration and Processing

This page covers specifications for the College Match processing phase (Oct 1 thru Nov 30). CiviCRM and Quest tasks are listed here.

Milestones

Partner Module Specs

Partner module will allow partner representatives to login and download applicant information.

[NICE TO HAVE] Partner colleges can search for applicants based on a pre-defined set of search options. Partner colleges can also download an Excel export or PDFs of selected applicants. The searches that partner colleges performed and the applicant's information that they exported (Excel or PDF) will be logged, so QuestBridge and analyze the search criteria and the list of students they exported.

Partner Login 

Each partner college will have an account on the system. The account is created by QuestBridge. The account will be registered in the appropriate CiviCRM group ('partner') and Drupal role ('partner'). QuestBridge should be able to use the Administer Module to create a new partner account. When the new account is created, CiviCRM should assign the user to the appropriate CiviCRM group and Drupal role.

Once the partner college logs in, the My Locker page will display the appropriate 'view'.

Download application information

 Once the partner college logs in, the My Locker page will show links to download applicant information. The partner college will have 3 download options:

• Download Excel file with all completed applicants for a particular application (2006 College Match Application, 2007 College Prep Scholarship, ...). (For the Oct 1st, 2006 launch we will only have 1 application, 2006 College Match Application, but the schema, if needed, should be aware of the multiple applicants that will be available in the future).
  • The Excel file will have 4 worksheets:
    • Finalists
    • Finalist that are interested in partner college
    • QuestBridge recommended
    • Non-finalists

• Download PDFs will allow the partner college to download the PDFs for all the applicants. The format for the PDF is defined in the 'PDFs of application' section'. The download of PDFs is static, the files to download the PDFs  will already exists, the PDFs will not be created on-the-fly. There are multiple options for downloading the PDFs:
  • PDF of all applicants:  one  PDF file will contain all completed applications.  The applicants will be ordered by last name and first name (if there are two applicants, John Smith and Michael Smith, the PDF will display John Smith's application before Michael Smith's).
  • PDF of 'Finalists': one PDF file that will contain applications of only all finalists. The applicants will be ordered by last name and first name (if there are two applicants, John Smith and Michael Smith, the PDF will display John Smith's application before Michael Smith's).
  • PDF of 'Finalist that are interested in partner college': one PDF file that will contain applications only of finalists that were interested in the partner college. The 'interest' of the applicant is based on whether the applicant ranked the partner college or elected to 'Forward Application' for the partner college. The applicants will be ordered by last name and first name (if there are two applicants, John Smith and Michael Smith, the PDF will display John Smith's application before Michael Smith's).
  • PDF of 'QuestBridge recommended': one PDF file that will contain applications only of applicants that QuestBridge recommended for the partner college. The applicants will be ordered by last name and first name (if there are two applicants, John Smith and Michael Smith, the PDF will display John Smith's application before Michael Smith's). [NEED TO figure out best way for QuestBridge to tags applicants as 'recommended' for a specific college]
  • PDF of 'Non-finalists': one PDF file that will contain applications only of non-finalists. The 'non-finalists' will be specified by QuestBridge using the Custom Profile Field. The applicants will be ordered by last name and first name (if there are two applicants, John Smith and Michael Smith, the PDF will display John Smith's application before Michael Smith's).
  • Zip file of PDFs of all applicants:  one zip file that contains separate PDFs for each complete application. The individual PDF files will be named using the convention LASTNAME_FIRSTNAME_CIVICRMID.
  • Zip file of PDFs of 'Finalists': one zip file that contains separate PDFs for each finalist. The individual PDF files will be named using the convention LASTNAME_FIRSTNAME_CIVICRMID.
  •  
  • Zip file of PDFs of 'Finalist that are interested in partner college': one zip file that contains separate PDFs for each finalist that is interested in the partner college. The 'interest' of the applicant is based on whether the applicant ranked the partner college or elected to 'Forward Application' for the partner college. The individual PDF files will be named using the convention LASTNAME_FIRSTNAME_CIVICRMID.
  • Zip file of PDFs of 'QuestBridge recommended': one zip file that contains separate PDFs for each QuestBridge recommended applicant for the partner college. The individual PDF files will be named using the convention LASTNAME_FIRSTNAME_CIVICRMID. [NEED TO figure out best way for QuestBridge to tags applicants as 'recommended' for a specific college]
  • Zip file of PDFs of 'Non-finalists': one zip file that contains separate PDFs for each non-finalists. The 'non-finalists' will be specified by QuestBridge using the Custom Profile Field. The individual PDF files will be named using the convention LASTNAME_FIRSTNAME_CIVICRMID.

Reader Module Specs

Summary

The application review process is a 3 step process

• An automated accept/reject

• Round one reading
• Round two reading

All 3 steps are not required for each application. The review for an application could require only 1 step or could require all 3 steps.

Automated accept/reject

Admin user will use a set of search criteria to select applicants that are accepted or rejected. Applications that are not accepted or rejected will automatically made available for 'Round one reading'. [Quest needs to define the search options that it will need]

Admin user will use the Advanced search functionality to find applications that are accepted or rejected. Admin user should be able to select a multiple applications from the search results page and tag them as 'accepted' or 'rejected'. 

Round 1 reading

Assigning applications
Admin user will use a set of search criteria to select applications. Admin will then assign applications to a reader. [Quest needs to define the search options that it will need]

Admin user will use the Advanced search functionality to find applications that need to be assigned to a reader. Admin user should be able to select a multiple applications from the search results page and assign them to a reader.

At anytime, Admin user should be able to see a list of all readers and the total number of applications assigned to each reader. Admin should be able to reassign the application to another reader.

Reading applications
Admin user will print out PDFs of the applications and pass them out to the appropriate reader. The reader will review the hard-copies of the application and use an online form to submit feedback.

A reader will login and see a list of applications (around 150 applications per reader) that s/he needs to review and leave feedback for (more on the feedback process below). The reader will only be able to see his/her set of applications. When viewing an application, the reader should be able to see the entire application (in PDF and View application w/ the different sections, similar to what we currently have from the profile page's 'View App' link).

The reader's list of applications will display the following information:

• Applicant information [Quest needs to define the fields]

• Status: whether the reader has left feedback on the application
  Leaving feedback
  A reader will have the following options for leaving feedback on each application:
• Assessment: a reader needs to select a status for each applicant. Reader will have 4 radio buttons to select from: Yes, No, Leaning towards Yes, Leaning towards No
• Keywords/Flags: a reader can select a set of keywords/flags for each applicant. Reader will be presented with a pre-defined set of check-boxes. Reader can select any, or none, of the checkboxes that apply. [Quest needs to define these keywords]
• Comments: a reader can leave 'general' comments about the applicant. The reader will be presented with a textbox, 200 words max, to enter comments on the application.

All feedback fields should be searchable.

Round 2 reading

Assigning applications
Admin user will use a set of search criteria to select applications. Admin will then assign applications to a reader. An application cannot have the same reader for round 1 and round 2. [Quest needs to define the search options that it will need]

Admin user should be able to see a list of readers and the number of applications assigned to each reader. Admin should be able to reassign the application to another reader.

Admin user should be able to search for applications that are not assigned for reading.

Reading applications
Admin will print out PDFs of the applications and pass them out to the appropriate reader. The reader will review the hard-copies of the application and use an online form to submit feedback.

A reader will login and see a list of applications that s/he needs to review and leave feedback for. The reader will only be able to see his/her set of applications. When viewing an application, the reader should be able to see the entire application (in PDF and View application w/ the different sections, similar to what we currently have from the profile page's 'View App' link).

The reader's list of applications will display the following information:

• Applicant information [Quest needs to define the fields]
• Status: whether the application has been read

Leaving feedback
The reader will be able to see the feedback left in Round 1 reading. A reader will have the following options for leaving feedback on each application, the 2^nd round reader's feedback will over-write the previous feedback:

• Assessment: a reader needs to select a status for each applicant. Reader will have 4 radio buttons to select from: Yes, No, Leaning towards Yes, Leaning towards No
• Keywords/Flags: a reader can select a set of keywords/flags for each applicant. Reader will be presented with a pre-defined set of check-boxes. Reader can select any, or none, of the checkboxes that apply.
• Comments: a reader can leave 'general' comments about the applicant. The reader will be presented with a textbox, 200 words max, to enter comments on the application.

All feedback fields should be searchable.

PDF format

An applicant's 2006 application PDF will consists of

• The College Match application (based on the Common App format)
• The QuestBridge supplement
• The Partner supplement
• Letters of recommendation
• Supplementary documents (tests and transcripts)

Creating PDFs

A script, outside of the CiviCRM web-interface, should allow Quest to create PDFs per application. The script should allow Quest to specify contact ids (range from 1 to N) and the PDF to create (CM Application, QuestBridge supplement, ...). We will explore using PDF Toolkit (pdftk - http://www.accesspdf.com/pdftk/) to merge multiple documents into one.

Admin Module Specs

The admin module will allow the Admin user to assign users to appropriate roles/groups, download/export applicant information, search applications, and edit applications.

Assign users to roles/groups

The Admin user should be able to create new users and assign them to the appropriate role/group. The Admin user should be able to also search for existing contacts and assign them the a role/group. The Admin user should be able to create users that are in the 'partner' and 'reader' group/role and have access to the appropriate 'Partner Module' and 'Reader Module', respectively. 

When creating a user, the Admin user will be required to specify:

• First name, last name
• Email address
• Login username
• Login password
• Type of user (partner or reader)

Download/export application information

The Admin user should be able to use the 'Export Contacts' functionality to export an applicant's information.  The 'fields' that can be exported, via 'Export Contacts', will be limited to 'Individuals', 'Organizations', 'Households', and 'Student', where 'Student' includes information captured in the 'quest_student' and 'quest_student_summary' section.

Search applications

Quest needs to define the search fields and the interface for the search. 

Assign applications to reader

The Admin user should be able to search a set of applications and assign them to a reader.

Quest needs to define the search options it will need to search for applications.

When assigning applications to a reader, the Admin user will search for the applications and select applications to assign to a reader. The Admin user will be displayed the list of all readers and the total number of applications already assigned to each reader.

Create partner user accounts

The Admin user will create an account and assign it to the appropriate role/group. After the account is created, CiviCRM will send out an email to the user with instructions for accessing the site. 

Faxing Supplementary Documents

Students will be provided with a fax number that they can use to fax QuestBridge supplementary documents (transcripts and test scores). QuestBridge will create a functionality that will take the faxes, process them, and add the faxes to the student's contact record.

The students should be able to view their faxes from their locker. Once QuestBridge has 'attached' the faxes to the student's contact record, the student's locker page should display the type of document (transcript or test score) and a link to the view the PDF of the fax.

[NICE TO HAVE] A student can delete the supplementary document from their record. [Need to figure out if this is on the locker side or through a CiviCRM interface]