Contents

• Overview
• Intake Forms
  • Request Sections on an Intake Form

Overview

An Intake form is a program form and is customizable at the program cycle level.  This article covers what Intake Forms are and where they are created and edited in Next.  

Intake Forms

Before talking about intake forms, it is important to understand that programs in Nextcan have two types of rounds: an Intake Round and a Review Round.  

Intake Rounds are stages in a program where information is collected from applicants.  Depending on the program, there could be multiple intake rounds throughout a program’s lifecycle.

Each Intake Round must have its own unique Intake Form. 

Intake forms are used to:

• Gather information from the applicant
• Evaluate the applicant’s responses
• Determine if the applicant will receive an award

Depending on the program type, intake forms typically include application fields, essay questions, budget information, etc.

Intake forms can be set up two different ways:

• One continuous form
• A form with distinct sections

Form sections are typically used when groups of information are included on the Intake form or in instances of more complex intake processes where multiple forms may have been used in past programs, to combine them into one form. For more information, please see the articles on Changing Form Structure and Add a Section to learn how to create a form with sections.

From the applicant’s perspective, the Intake form follows either the eligibility form if a program has eligibility requirements, or follows the profile form if a program does not have eligibility requirements.

To add an intake form, follow these steps:

1. Logged in as a Program Owner, select the Open button to the desired program to set up the Intake form.

2. Select the Program Settings link from the left panel menu. 

3. Select All Award Cycles in the left panel menu.

4. Select the Open button to the appropriate cycle.

5. Select Intake Forms from the left panel menu to create or edit an Intake Form.

6. On the Intake Forms screen:

a. Follow the instructions in the Add a Form article to create a new Intake form.

b. Follow the instructions in the Build a Form article to edit a new or existing form.

7. Build or edit the Intake form as needed.  Creating or editing an Intake form with the desired form fields and questions by adding form fields, configuring form fields, reordering fields, and deleting fields is the same process as with other forms.

8. The Intake form will automatically save as changes are made to it.

--- REMEMBER ---

Each Intake Round must have its own Intake Form assigned to it that is not used in any other Intake Round.

Request Sections on an Intake Form

Requests in Next refer to information that is sought from third parties to refer, recommend, or otherwise support an applicant.  The requests could be referral letters, letters of recommendation, anecdotal experiences with the candidate, etc. 

--- IMPORTANT ---

If an Intake Round will have requests from outside parties like letters of recommendation, the Intake Form MUST have sections and one of those sections needs to be a Request Section (to refer to the Request Form).

When a program has requests for information from third parties, such as letters of recommendation, follow these steps:

1. If the Intake Form is not set up to have sections, it must be converted to have sections; please see the article titled Change Form Structure for more information about those steps.
2. See the article titled Add a Section to add the Request Section to the intake form.
3. See the article titled Configure a Request Section for details on that process.

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