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Liaison International

Configure Questions

*Note that the above video doesn't include guidance on Conditional Questions and Export Codes. See below for further information.

In this section, you can add custom questions that are not included in the common sections of the application or that are specific to your school or program. These questions can be either required or optional for applicants. 

Common question examples include:

  • "Have you previously applied to our program?"
  • "Why are you interested in this profession?"
  • "Why are you interested in this program?"

You can also use these questions as reminders to ensure applicants fulfill your requirements. For example:

  • "We require three letters of references. Have you completed the Reference section of your application?"
  • "We require that you provide your SSN. Have you entered that in the Personal Information section of the application?"
  • "We require that you submit your official GRE scores. Have you submitted your scores using our CAS-specific GRE code?"

Before adding your custom questions, review your application to determine what questions you need to add. We also recommend reviewing any supplemental applications your school or program may use as these custom questions may eliminate the need for supplemental applications. 

Add Question Sets

Question Sets can be used to group questions together in a specific category (e.g. “Research Interests,” “Graduate Assistantship Questions,” etc.). You must create at least one Question Set to use the custom question functionality.

  1. Click the Program Settings icon.
  2. Click the Questions checkbox on the left, then click the Questions link.
  3. Add instructions about the questions in the Applicant Instructions field. This text will appear at the top of the page.
  4. Click + Add Question Set
  5. Add header text. This appears as a title above your question(s) (e.g. “Research Interests,” “Graduate Assistantship Questions,” etc.) and can be used to summarize the questions you are asking or provide other relevant details. 
  6. Add an optional description.
  7. Click + Add.

Add Questions

Once you create a Question Set, you can add questions to it. There are several question types you can choose from, depending on the format in which you expect applicants to answer each question:

  • Multiple Choice: Questions can be single or multiple answer. 
    • Single answer questions can appear with radio buttons or drop-down menus for applicants to select. Applicants can choose only one response. 
    • Multiple answer questions appear with checkboxes for applicants to select. Applicants can choose one or more responses. 

When working with multiple choice questions, you can also establish codes to pair with the answers. This can be done by enabling the Export Code option when creating a new question and entering your desired codes.

export-codes-active.png

The Export Code feature may be useful for programs needing to import WebAdMIT data into another system. This option can be used to store internal codes along with (or instead of) the full text of the applicant's selected answer to a multiple choice question.

You can also choose to upload a .csv file containing the answers you'd like to offer applicants, rather than entering each value manually. To do this, select Upload CSV, and browse for the desired .csv file. You can also drag and drop the .csv file into the provided window.

upload-csv-config-portal.png

To configure the .csv file, ensure that each answer value is entered into column A of your file. If desired, you can also enter corresponding Export Codes into column B. Be sure to save the file as a .csv.

upload-csv-example.png

  • Essay: Questions appear with a text box where applicants can type their response. You can set the maximum number of characters that applicants can enter. If you want the question to appear as a short, one-line answer, set the character limit to 50 characters. If you want applicants to enter a longer answer, set the character limit to 250 characters or more. 
  • Either/Or: Questions appear with radio buttons where applicants can choose from two responses. 
  • Section Text Box: A block of instructional text that you can insert to provide applicants with additional information. This is not an actual question so applicants will not be able to enter any responses. We recommend only using this option if you have a very specific use case. 
  • Date: Questions appear with a text box where applicants must enter their response in date format via a calendar picker. 
  • Numeric: Questions appear with a text box where applicants must enter a number. You can set whether decimal points are allowed, the maximum number of characters (not including any decimal points, if applicable), and to automatically format numbers over 999 with proper commas. 
  1. Click + Add Question.
  2. Select whether the question is required or not.
  3. Enter a Question Description
  4. Select a Question Type from the drop-down. 
  5. Configure additional options, depending on the Question Type selected.
  6. Click Add.
  7. Add more questions and question sets as needed and click Save

Configure Question Rules

Some CASs allow users to add Question Rules. Question Rules allow you to define how applicants interact with questions and answer options. Where available, rules can be configured once you’ve added Questions.

Question Visibility

The Question Visibility rule allows you to hide specific questions until an applicant enters an answer and/or meets specified conditions. You create conditions for a Trigger Question that display additional questions, known as Affected Questions, based on the applicant’s answers.

For example, if “Other” is an answer option for a “How did you hear about us?” question (Trigger Question), you can set a secondary question of “If Other, please explain” (Affected Question) to appear when an applicant selects “Other.”

To configure question visibility:

  1. Click Configure Question Rules at the bottom of the Program Questions page.
  2. Click Add Rule.
  3. Select Question Visibility from the Rule Type drop-down.

config-portal-question-visibility.png

  1. Select the Affected Question or Question Block. This is the Question or Question Block that you want to hide until an applicant answers a separate Trigger Question. Question Blocks appear in bold text and Questions are listed under the Question Block they belong to. Use the Search bar to quickly locate a specific Question or Question block.

        config-portal-question-rule1.png
  2. Next, select Any or All from the operator drop-down. If you select Any, the Affected Question appears once the applicant meets any of the conditions you specify. If you select All, the Affected Question appears once the applicant meets all the specified conditions.
  3. Select your Trigger Question from the drop-down. This is the question that the applicant must answer to show the Affected Question. All configured questions with selectable answers are available.
    config-portal-question-rule2.png
  4. Then, select your answer option from the next drop-down. This answer will trigger the display of the Affected Question.
    config-portal-question-rule3.png
  5. Click Add Condition to continue adding conditions, as needed.
  6. Click Save.

Once saved, the rule appears on the Question Rules page and can be edited or deleted, as needed.

Conditional Answer Options

The Conditional Answer Options rule allows you to display different answer options based on an applicant’s answer to a specific question. In other words, you can “link” questions together so that an applicant’s answer to Question 1 (Linked Question) changes the answer options that appear for Question 2 (Affected Question).

For example, you want to ask applicants “What is your Major?” (Linked Question). You want the answer options to the subsequent question, “What is your Concentration?” (Affected Question) to change based on the applicant’s answer to Question 1. So, if an applicant selects “Biology” for the Linked Question, the options for the Affected Question will be “Microbiology,” Cellular Biology,” etc., and if an applicant selects “Chemistry” for the Linked Question, the options for the Affected Question will be “Inorganic Chemistry,” “Organic Chemistry,” etc.

Note that Linked and Affected questions must be part of the same Question Block.

To configure conditional answer options:

  1. Click Configure Question Rules at the bottom of the Program Questions page.
  2. Click Add Rule.
  3. Select Conditional Answer Options from the Rule Type drop-down.
    config-portal-question-rule-type.png
  4. Select the Affected Question. This is the question whose answer options will change based on the answer to a separate Linked Question.
  5. Select the Linked Question. This is the question that will be answered first and will change the answer options of the Affected Question selected in the previous step.
    config-portal-question-rule-linked-questions.png
  6. Next, create Conditional Answer Sets for both the Linked Question and the Affected Question. Select the answer option for the Linked Question on the left that will change the answer options available for the Affected Question on the right.
    config-portal-question-rule-conditional-answer-sets.png
  7. Click Add Answer Set to add more answer sets, as needed.
  8. Click Save. Once saved, the rule appears on the Rules Overview page and can be edited or deleted, as needed.
Fee Waiver Qualification

The Fee Waiver Qualification rule allows you to configure an automatic program fee waiver based upon an applicant’s response to a question that you've already created. For example, you can choose to grant a fee waiver if an applicant selects Yes to your program question "Are you a US Veteran?"

Note that you can have only one Fee Waiver Qualification rule per program.

To configure a fee waiver qualification:

  1. Click Configure Question Rules at the bottom of the Program Questions page.
  2. Click Add Rule.
  3. Select Fee Waiver Qualification from the Rule Type drop-down.
    Fee Waiver Qualification Option.png
  4. In the first drop-down, select the question. Then in the second drop-down, select the answer that qualifies the applicant for an automatic fee waiver.
    Fee Waiver Qualification Answer.png
  5. Click Add Condition to continue adding conditions, as needed. You can add as many questions and answers that qualify the applicant for a fee waiver. If you add multiple conditions, note that fee waivers are awarded if any of the conditions are met.
  6. Click Save. Once saved, the rule appears on the Rules Overview page and can be edited or deleted, as needed.
Deleting Questions Associated with Question Rules

Note that deleting a Question associated with a configured Question Rule will also delete the Question Rule. If you’d like to remove a condition from an existing Question Rule, you can do so on the Rules Overview page.

Configuring Questions: Best Practices

  • When it comes to the number of questions you ask applicants, balance is important. Some programs have found that adding many questions may lead to a decrease in applications, as it requires more effort from applicants. Depending on your program's circumstances, it may be advantageous to increase applicant effort, but it's wise to be mindful of this possibility.
  • Remember to update questions as necessary each cycle. If you ask any year-specific questions, make sure that your question, as well as your answer options, are up-to-date.
  • If your program requires items that are optional on the core application, you can use the Questions area to prompt applicants to complete those items. For example, if your program requires three evaluations, while the core application only requires two, you might ask, "We require a third evaluation. Have you submitted all three?"
  • If you have a required question that may not apply to all applicants, include an answer choice of “Not Applicable."

 

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