Cialfo allows counselors to manage a student's individual applications and track information about each application (application round, deadline, flags, results, scholarships, notes, etc.).
Accessing an Application
You can access Applications by hovering over the student's profile in the Student List page and click on Applications in the side tab.
Adding an Application
If you have given your students and/or their guardians the permissions within Account Configuration, they will be able to add applications to the student's Applying List. Once an application is added, information will need to be updated on that application. You may add an application in 2 ways:
Within the student's Schools > Search page
Within the student's cDocs > Applications page
1st Method: Within the student's Schools > Search page
Head to to student's Schools > Search tab and using the search bar, type in the name of the School you want to add in application for. Once you have found the university, click on the 'Add to List' button and add click on 'Applying'.
2nd Method: Within the student's cDocs > Applications page
Head to the student's Applications tab and click on the Add University button. A search bar will appear at the bottom - type in the name of the School you want to add in application for. Once you have found the university, select it and the university will now appear in the student's Applications list.
Updating Application Information
Below is an overview of the Applications page. We recommend that counselors complete as much information as possible on each application as this will ensure that all other connected features like cDocs, Reports, and Scattergrams will be properly populated.
When you click on the "Edit" button, the following data fields are available:
Notes: At the start of the application, there is a notes field and if a portal is not listed, the counselor can add that in the Notes section. The counselor may also want to include any other helpful information about how the student applied here. The Notes are visible to students, while the Private Notes is for counselors only.
Flags: Counselors may want to track certain characteristics about student applications, hence Application Flags. These are only visible to counselors. In the Application, there is a drop-down menu of preset flags to choose from. If a school needs custom flags, these can be created in Account - Configure. Multiple flags can be added per application if necessary.
Application Portal: This helps identify how the student will be submitting their application (via which application portal: Direct Apply, Common App, Other, etc.). The user can use the "Submitted" checkbox to indicate when the application is sent. The timestamp at the bottom reflected when the checkbox was last updated.
Course or Major: Indicate the course or major the student is applying for, if applicable.
Scholarship: Indicate if the student is applying for a scholarship and if awarded one, the quantity of said scholarship.
Round: Indicate the application's round (EA, RD, Spring Transfer, etc.) if applicable
Deadline: This is auto-generated based on your selected Round, but you can manually change the deadline later.
Test Submitted: Indicate whether a test was submitted as a part of the application or indicate if none were submitted (for test optional colleges!)
Result: Indicate the result once received!
Once all the details have been inputted, don't forget to click "Save".
Managing Application Information
In some situations, students may apply to a particular university multiple times throughout the course of their academic career. The reason for multiple applications can vary from applications to different courses within the same university, for financial aid based on differing requirements, et cetera.
In the screenshots below, Beth Aileen has an application to the same university for differing courses. Application #1 to History & Math, and Application #2 to Advertising/Public Relations.
Deleting Application Information
Individual application information may also be removed from the Applications page by clicking the "Delete" button underneath the specific application.
Please note that deleting individual application is different from removing all applications from a particular school. If a counselor deleted an individual application by selecting the 'Delete' button, only a particular application information will be removed. However, if a counselor selects 'Remove Application', all applications associated with the university will be removed from the Applications list.
Displaying Deleted/ Withdrawn Application Information
Displaying deleted application information as 'Removed' on Dashboard
Deleted application information can be shown once again if the 'Show Withdrawn/Removed' application is toggled on. In the example below, when the option is toggled off, removed universities will not be displayed in Applications.
When the toggle is on, removed applications show up with a 'Removed' jellybean next to the school's name.
Display Removed Application Information on Dashboard
To display a previously deleted application information, counselors may click into the individual application and select 'Activate Application'. Once that is selected, the application will show up again in the Applications Dashboard.
Troubleshooting
(1) Unable to update Application rounds and deadlines
If you are unable to add or edit the application round here, it's quite likely that due to an account configuration, student's rounds and deadlines are getting auto-updated here from Common app.
(2) Multiple Applications to One College or University
It is possible to have multiple applications to the same university. Schools in the UK for example, may have more than one application to one institution. To add another application, simply click the blue "+ Add" button under "Save".
It is possible to track that an application was made. Just click Remove Application at the bottom of the relevant school.
(3) I don't want my students to edit application details
You can prevent students from going in and updating the applications page using one simple account configuration. Click the chevron on the top right corner and click Configuration. Scroll down to student connectivity and turn off Can Edit Application Details have been added under the Students Connectivity section.
When turned off, this option will prevent the student from making any changes to their applications. You can turn it back ON when you would like students to go ahead and make changes to their applications.
(4) Navigating to cDocs
You can also directly jump into student's cDocs from Applications page. Upon clicking the Go to cDocs button from top of the applications page, you can visit this student's cDocs from the new tab that opens.
(5) Reports
You can download a summary report of Applications by College that includes all your students of a particular Graduation year and their corresponding application status. For more on Reports, go to this help article!