Contents

• Overview
• Admin Controls
  • Disqualify an Applicant
  • Disqualification from the Applicant’s View
  • Request a Revision
  • Request a Revision from the Applicant’s View
  • Approve a Late Application
  • Approve a Late Application from the Applicant’s View

Overview

This article explains how Program Owners and Program Managers can request revisions, approve late applications, and disqualify applicants using Admin Controls during an Intake Round in Next.

Admin Controls

With an individual application open, there are navigation buttons and links to look at the entire application, as well as an Admin Controls button.  (Please see the article titled Access Submissions During an Intake Round for more information about opening and navigating individual records.)  

--- IMPORTANT ---

The Admin Controls button and related functionality are only accessible by administrators with the roles of either Program Owner or Program Manager.

With an individual submission open, select the Admin Controls button to access additional functionality to apply to that individual application.  

--- IMPORTANT ---

The functions available in the Admin Controls button will not be active after the subsequent review round is started.

When the Admin Controls button is selected, a panel slides open from the right side of the screen.  Within this panel, there could be the following options:

• Disqualify current applicant
• Request a revision to this application
• Approve late submission 

Disqualify an Applicant

To disqualify an applicant:

1. After selecting the Admin Controls button, select the Disqualify current applicant (optional) button.

2. Select the Next button.

3. Select the reason for the disqualification. 

4. If Other is selected, input the reason in the provided text box.

5. If the application was submitted late, an additional disqualification option will show on this list to disqualify for that reason.

6. Once the reason is defined, select the Submit button.

7. A confirmation popup message appears; to continue with the disqualification, select the Disqualify button.

8. Messaging briefly appears on the screen confirming the disqualification.

9. The applicant’s Submission Status changes to Submitted (Disqualified) on the intake round data screen and will not be able to be selected for an award.

Disqualification from the Applicant’s View

From the applicant’s view, when they visit their list of applications, the status of their application is displayed as Disqualified.

💡Tip: If you need to reverse a disqualified application, see ➡️ How to Reverse a Disqualified Application

Request a Revision

To request a revision from an applicant:

1. After selecting the Admin Controls button, select the Request a revision to this application (optional) button.

2. Select the Next button.

3. Follow the instructions to use the checkboxes on the intake form to request revisions to those selected form fields.  Please note that requested revisions are not permitted for any fields on the applicant profile.

4. For each field selected, enter comments providing direction to the applicant as to what should be updated.

5. Select the Send Request button when finished.

6. A popup appears asking for confirmation of the revision request; select the Send button to confirm.

7. After the request is sent, the option to disqualify the applicant or request a revision will no longer be present after selecting the Admin Controls button.

8. The submission status for any applications needing revisions will display as Revisions Requested on the intake data list.

After applicants revise and submit their updated applications, the Program Owner receives an email letting them know that a revised application has been submitted.

Request a Revision from the Applicant’s View

After a revision is requested, the applicant will receive an email notification letting them know that revisions have been requested and that they need to respond.  After logging back into the program, they should follow these instructions to revise their application:

1. Upon accessing their list of applications, any that have revision requests will display a status of Revisions Requested.

2. Select the corresponding View link to view the form fields with revision requests.

3. There is a notification at the top indicating revisions are needed; on a sectioned form, the sections with revision requests will have yellow tabs.

4. If it is a sectioned intake form, continue here with the instructions, if it’s not a sectioned intake form, go to step 5 below.

a. Select the Edit button of the indicated section.

5. Note the comments about the revision request and update the field.  Please note that only fields with requested revisions are editable.

6. Add response comments, if needed.

7. Repeat the process of making revisions as needed.
8. When complete, select the Resubmit button.

9. A popup appears asking to confirm the resubmission; select the Submit button to confirm.  Please note that if the resubmission is after the intake round deadline, the message on the popup will indicate that (as shown in the example screenshot below) and it can still be submitted.

Approve a Late Application

In instances where an applicant started their application but did not submit it before the deadline date and time, they still will be able to complete the application and submit it after the deadline.  However, in these cases, a Program Owner or Program Manager will have to approve the late application for it to move on through the program cycle.

To approve a late application:

1. On the list of submitted intake forms in the Intake Round data view, any applications submitted past the deadline date and time will be marked as late in the Submitted Date column, and their Submission Status will be Approval Needed.

2. Select either the Applicant ID or the Applicant Name link to open the application in need of approval.

3. Once the application opens, there is a notification that reads Approval Needed next to the Admin Controls button showing the administrator where to go to approve or reject the application.

4. Select the Admin Controls button.

5. A panel slides open from the right side of the screen; select the Approve late submission button.  Please note that this button will not appear in the Admin Controls button unless the accessed application was submitted late.

6. Select the Next button.

7. A popup appears asking to confirm the approval of the late submission; select the Approve button to confirm. 

8. The application is now approved.  On the Intake Round data view, the Submission Status will now be Submitted (Approved).

--- IMPORTANT ---

Late submissions showing in the Intake Round can still be approved after the Review Round has begun, however, they will not move to (or be visible in) the Review Round until they are approved from the Intake Round data screen.  Once the Review Round closes, late submissions can no longer be approved.

Approve a Late Application from the Applicant’s View

From the applicant’s view, when they visit their list of applications, the status of their application submitted past the deadline date and time is displayed as Submitted (Pending Approval).

Once an administrator approves the late submission, the applicant receives an email notification stating that their application status has been updated and to log in to view the update.

Upon logging back into the program and viewing their list of applications, the applicant will see the status of their application changed to Submitted (Approved).