Managing Recommendations

Process Overview

For recommenders to complete your recommender forms and supply their feedback about applicants, you'll follow these steps:

1. Configure your Reference Portal.
2. Create your recommender forms.
3. Add References as a step in your program checklist.

Once this is configured, your applicants will see a References area while completing their application on your Student Portal. This allows them to indicate who should complete the recommender forms. Emails are then sent to the recommenders, allowing them to complete the forms on your Reference Portal. The results then appear on the associated application records.

Creating Recommender Forms

You can create recommender forms to be sent to recommenders, requesting their evaluation of an applicant. If needed, consider creating different forms to collect different types of recommendations (e.g., academic, professional, or personal). You can create separate forms and different reference steps for each type.

To create a recommender form:

1. Click Reference Forms in the App Setup section of the Settings Menu.
2. Click the plus sign.
3. Name the form and enter a key to associate with it. Click Create Form.
   
   
4. Recommender forms are divided into different sections. Enter a name in the Section Title.
5. Enter an introduction with instructions or information for recommenders.
6. To begin adding questions, click Add Question.
7. On the Edit Question page, enter your question.
8. Enter additional guidance in the Help Text field.
9. Choose your desired Question Type.

Question Types are as follows:

• Text: allows recommenders to type in a text response. Selecting this option also requires setting the Max Length for a response. Use this option for questions requiring a short response.
• Paragraph Text: allows recommenders to type a paragraph-length reply.
• Multiple Choice: presents recommenders with multiple options to select from. When selecting this Question Type, enter each option individually in the Answer Option area, or add several answer options at once by clicking Paste Options and pasting the desired options in the text box. Each option must be separated by line breaks. Check the Allow Write In option to allow recommender to write in their own response.
• Drop Down: works the same as the Multiple Choice option, except answer options are presented to recommenders in a drop-down menu.
• Checkboxes: works the same as the Multiple Choice and Drop Down options, except multiple answer options can be selected.
• File Attachment: requests that recommenders upload a file in response to the question.
• Date: allows recommenders to enter a date in response to the question.
• CEEB Code Lookup: allows recommenders to respond with a school name.
• Email Address: allows recommenders to respond with an email address.
• Phone Number: allows recommenders to respond with a phone number.
• Web URL: allows recommenders to respond with a URL.
• Number: allows recommenders to enter a numeric response.
• Scale: allows recommenders to rate one criterion on a numeric scale. Select a range of up to 10 points and label the endpoints or individual scale values. For example, ask recommenders to rate an applicant’s likelihood of success from 1 to 5.
• Scale Group: allows recommenders to rate multiple criteria using the same numeric scale. For example, ask recommenders to rate an applicant’s communication, leadership, and professionalism from Poor to Excellent.
• Table: allows recommenders to complete a table in response to a question. For example, entering their contact information.
• Address: allows recommenders to respond with an address.
• Name: allows recommenders to respond with a name.

10. Check the Required checkbox to make this a required question.
11. If desired, enter a Javascript condition to modify the question.
12. After completing your question, click Add.
13. Continue adding questions as desired.
14. Click Add Section to add a new section of questions.
15. Click Add Calculated Field to add a field to be used in calculating applicant data. Calculated fields are used to combine and transform data fields from anywhere on the applicant record. They appear when reviewing applications, but are not displayed to applicants. After completing your question, click Add.
16. When you’re done configuring the recommender form, click Save Changes.