Cycle Management is a process where you officially close your current cycle and start a new one. This process includes archiving your general applications (and conditional applications, if applicable), which will allow for fresh applications to be received for the new scholarship cycle. 

NOTE: The Cycle Management process can include archiving and cloning your opportunities en masse but it is not a requirement. If you’re only interested in having your Opportunities archived and/or cloned en masse but are not ready to have the current general applications archived, you may not quite be ready to have Cycle Management performed. Instead, please feel free to request assistance from the support team to help with archiving/cloning your opportunities en masse if necessary.

How do you know if you’re ready to perform Cycle Management?  

Our best practice recommendation is for Cycle Management to occur at least once a year and the timing will vary for every organization. We encourage that you take into consideration when your organization needs to begin accepting fresh applications for a new cycle/school year - this will likely be the best time to perform Cycle Management. 

Technical Considerations: 

There are 2 required components for Cycle Management:  
  1. General/Conditional Applications are ready to be archived, and you are completely done collecting applications for this cycle.
  2. Review Groups – you will need to be done reviewing on the general/conditional application levels.  Once we archive your current general/conditional applications, reviewing these will effectively end for that cycle.  
If you need further assistance with identifying the correct time to perform Cycle Management, or want to review the required components, please consult with the Support Team.

Additional Considerations: 
  1. Opportunities: Our best practice recommendation is for ALL opportunities to be closed before Cycle Management occurs.  Essentially, you are done collecting new applications. Note:  A blank End Date (or Internal End Date for Automatch) is still considered an open cycle.  
    If you are not done collecting applications, and opportunities need to remain open over two cycles, please consider the following caveats:
    • If you plan to leave Opportunities open, your applicant's new application will override their previous application.
      • For example, the Presidential Scholarship needs to remain open from January until August, but Cycle Management takes place in June. John Smith, an applicant, submitted an application to the Presidential Scholarship in April.  John comes back in July to fill out a new General Application.  Since the Presidential Scholarship remained open during Cycle Management, his new application will override the previous application.  Depending on the applicant’s new answers and completion of the application, his application may become disqualified.
    • If you have CUUI (Create Users Upon Import), your general application/conditional applications will begin to populate on your first successful import after Cycle Management. This means that your applicants general/conditional applications will clear and your opportunities will likely see a decrease in qualified applicants.
    • If you want to make major changes to your general application/conditional applications, it is imperative that your Opportunities are closed before Cycle Management to ensure applicants data is not lost and qualifications are not broken.
    • If you have reviewed the caveats and are OK with the potential side effects, you can request for us not to archive the opportunities (via the Cycle Management Questionnaire that will be sent to you).
  2. Reviewer Groups – If you still need to complete reviewing on the opportunity level, our best practice recommendation is to keep the opportunity closed (to preserve the applicant pool) and request for the opportunities to NOT be archived.
  3. Awarding and Post Acceptance – If you still need to complete awarding and/or collecting Post Acceptance, our best practice recommendation is to keep the opportunity closed (to preserve the applicant pool) and request for the opportunities to NOT be archived.

Miscellaneous Items to Consider 
  1. Set your General Application End Date – As you prepare to start a new cycle, we would recommend you close the General Application to ensure applicants are not applying to a cycle that is closed. Close your General Applications by inserting an End Date on the General Application Details page (Opportunity > General Application > Details). 
  2. Clear Each Cycle Feature - Within every General Application (and Conditional Application) question you have the option to preserve your applicants’ answers for the next cycle. For example, you may consider preserving an applicant’s first name and birthday date since they will not change next cycle. Please keep in mind that preserving these answers will not lock the answer down – applicants will still be able to edit these questions before submitting their new application. We encourage you to review your General Application questions and decide if you want the answers to clear or not. To preserve a questions previous answers, client ‘Edit’ next to the question and uncheck the ‘Clear Each Cycle’ box. If you don’t want the data to clear, please make sure the ‘Clear Each Cycle’ box is checked.
  3. Regret Email - If you want to send a regret email, it needs to be sent BEFORE we can archive the general applications. If you want to learn more about this feature and how to send them, please review this article. You can find your regret email by going to Site > Communications > Regret Emails. 
  4. Message Queue – Please make sure that your User Message queue is reviewed, and all messages are sent or deleted. The User Message queue can be found under Site > Communications > Message Templates.
  5. Update Custom Text – As you begin to prepare for your new cycle, you might consider letting applicants know when the new cycle starts. Feel free to update your custom text by going to Site > Settings > Custom Text. 
  6. Renewals - If you utilize Renewal Management (feature available to Advance and Engage package clients), you will need to decide if you want to archive your previously triggered Renewals. Since the system automatically triggers new renewals, there is no need to clone any renewals in your system. 
  7. Flexible Applications – If you utilize Flexible Applications, please decide if you want to Archive and Clone your current Flex Applications during Cycle Management.