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Managing a New Cycle

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Overview

At the start of a cycle, note some key details:

  1. All information, configured settings, forms, tags, users, etc., remain unchanged from the previous year.
  2. Prior applicant data is now Archived.
  3. Certain Steps must be followed to preserve data quality when modifying review processes.
  4. Recent Enhancements were implemented that need review.

Accessing Archived Applications

In the Applications Grid of the Program Portal, Current applications are displayed by default. To view archived applications, click Current and select Archived.

ResidencyCAS Program Portal Archived Switcher.png

In the Interview Portal, switch roles and select the desired year to view previous years’ interview data.

ResidencyCAS Interview Portal Year Switcher.png

Managing Review Processes for a New Cycle

Updating Evaluation Forms Attached to Phases

In the Program Portal, once a Phase has completed evaluations, its evaluation form cannot be removed or replaced. At the start of a cycle, determine whether changes to your review form are needed. If so, refer to the chart below for the best solution based on the type of changes:

Desired Review Form Updates Solution

Minor Updates: fixing typos, rewording existing questions, or updating questions to required/optional.

 If you are not adding/removing questions or updating answer choices, no further action is required.
Adding/Removing Questions: adding or removing questions to the evaluation form. 

You can add additional questions to your evaluation for an upcoming cycle; however, these questions will appear as blank on previous evaluations. 

Removing a question from your evaluation form removes it from all evaluations, including those completed in previous cycles. 
Major Updates: if you need to make multiple changes or replace the form entirely. 

To change the evaluation form entirely, complete the following steps:

  1. Create a new evaluation form. 
  2. Rename the current phase that the evaluation form is tied to, such as Previous Cycle Year – Phase Name and an indication not to use this phase (e.g. 2024 – In Review – Do not use). 
  3. Drag this phase vertically under the last listed phase to create a Phase Group. This Phase Group can be titled Archived Phases – DNU. By moving the phase under another, it no longer appears on the Application Grid, avoiding any confusion moving forward. 
  4. Create a new phase, titling it Current Phase Year—Phase Name (e.g., 2027 – In Review), attach the new evaluation form, and if applicable, create phase calculated fields. You can reposition this phase to the same position as the previous phase with the old evaluation form. This replaces the previous phase and the outdated review form.
  5. Update any automations, workflows, calculated application properties, and segments that include the last cycle’s evaluation form to include the current cycle’s evaluation form. 

A phase configuration with two archived phases:

ResidencyCAS Program Portal - Archived Phases.png

Removing Tags From ResidencyCAS

Tags are created when they are first assigned to applicants. To completely delete a tag from ResidencyCAS, it must be removed from all applicants, both current and archived.

Removing Users from the Program or Interview Portals

As staff, reviewers, and interviewers change from cycle to cycle, you may need to remove users who are no longer involved in the review or interview process.

Best Practice: instead of deleting a user, deactivate them. Deleting a user can distort past data, since any review forms they completed would be impacted.

To deactivate a user: 

  1. From the Settings menu – open the Organization section, then select Users.
  2. Locate the user you want to deactivate.
  3. Toggle off their portal access.

ResidencyCAS Program Portal – Portals Toggle.png

Once deactivated, the user will no longer be able to log in or access the portal, but their past activity will remain intact for reporting and records.

 

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