University of Hawai'i Community Colleges Program User Guide

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in late June and closes in mid-October, over a 16-month period. You can view the specific cycle dates, including final processing dates (e.g., last date to submit an application, etc.), on the University of Hawai'i Community Colleges Application Cycle Dates page.

Configuration Portal

Between mid-January and early June, configurations are entered into the prelaunch environment. The account team and University of Hawai'i review submitted configurations in June.

Outcomes

You can view new applicants in late June.

Program Participation Requirements

University of Hawai'i requires all programs to designate two contacts at your institution who will receive all communication from University of Hawai'i, including the configuration, application, and Outcomes launch notifications.

Applicant Portal

The first three sections of the University of Hawai'i Community Colleges application (i.e., Personal Information, Academic History, and Supporting Information) compose the core application. They contain questions that are commonly asked of applicants across all participating programs, such as an applicant's biographic information, standardized test scores, and experiences. The fourth section of the application is Program Materials, which is customized by you through the Configuration Portal (discussed in the next section).

You can access the 2022-2023 University of Hawai'i Community Colleges application and University of Hawai'i Community Colleges Applicant Help Center to review the applicant experience. You can also create a test application in the Applicant Portal; we recommend creating a new account and adding "test" to your name (e.g., TestJohn TestDoe).

For a general overview of the applicant experience, review the following documents:

• Applicant Processing Reference Guide: learn how applicants move through the application and Liaison processes applicant materials, such as transcripts and official test scores.
• Application Coupons Reference Guide: learn how to request coupons to offset application fees and disperse them to applicants.
• Application Statuses Reference Guide: review what each application status means and how you can interact with applicants at different stages.
  • Review the requirements for the University of Hawai'i Community Colleges Complete application status.
• Invitation Codes Reference Guide: learn how to offer individual deadline extensions directly to applicants.
• University of Hawai'i Community Colleges Quick Start Guide and FAQs: a suggested timeline for completing and submitting the application, links to important pages including cycle dates and fees, and a FAQs section.

You can direct any applicant inquiries related to the application to University of Hawai'i Community Colleges Customer Service.

Configuration Portal

Use the Configuration Portal Quick Start Guide to make sure you configure your program(s) efficiently and completely in the prelaunch environment. Be sure to check out your CAS's configuration options and review the best practices found throughout. If any optional sections of the application are required for your program (e.g., experiences, test scores, etc.), you'll want to note this on your program home page.

Once you've configured your program, you'll need to have it approved by the account team and University of Hawai'i before it is available to applicants. If your program is reviewed after the cycle launches, the University of Hawai'i will approve it.

Outcomes

Review the Outcomes Help Center for any questions related to working in Outcomes.

• Campus User Guide: a review of Outcomes, specifically geared towards University of Hawai'i Community Colleges users.
• Working with the Dashboard: the Dashboard in Outcomes is the landing page where you arrive after logging in.
• Navigating the Applications Grid: the Applications section is the central hub for viewing, editing, and processing applications to any of your programs.
• Navigating an Application: review your applications and learn how to edit the layout of this page.
• Working with Segments: segments are groups of applications or contacts that meet a specific set of criteria you’ve established through filters. You can use Segments to move applicants into the correct Phase.
• Working with Phases: use Phases to organize applicants, corresponding with their current status with your institution.
• Working with Application Exports: you can export the Application Summary as a PDF with this feature.

The Release Notes feature new enhancements in Outcomes, in addition to upcoming training opportunities. Additionally, you can view the Release Notes for the Applicant Portal and Configuration Portal.

For any questions, contact the Client Support Specialist Team.

Cycle Enhancements