Table of Contents

Step 1: Creating Application Document Requirements

Actions in this guide require the Application Manager role.

The first step in setting up Application Rounds is creating your Application Document Requirements.

Application Document Requirements determine which types of documents you wish to receive from students applying to your round, and which types you do not want to receive.

You can have as many different sets of requirements as needed to fit different programs or application scenarios, or, just one that covers all applicants to your institution.

The document requirements you create here will later be matched with a deadline date to create an Application Round.

Creating Application Requirements

  1. Click on the Application tab and select the Set Rounds option to begin creating application requirements and deadlines for the upcoming applicatino season.
To switch between viewing the rounds for upcoming and current cycles, use the Upcoming/Current toggle
Set rounds tab on navigation bar

  1. If you're setting up rounds for the first time, click Create New Requirements in the Application Requirements section.

    Otherwise, if rounds are already set up for the current cycle, you can copy them over to the upcoming cycle by clicking Copy Current Rounds and make edits as needed. This option is only available if no rounds have been created for the upcoming cycle.
creating new rounds

  1. Enter a Requirement Name for your set of document requirements.

    The Requirement Name is an internal label for your set of document requirements. This name is not visible to students, counselors, or supporters.

  2. Select an Applicant Type for your set of document requirements.

    There are two applicant types, First Year and Transfer. The Applicant Type you select determines which types of documents you'll need to review in the following steps.
    Only students who are applying as the applicant type you select will be able to use any rounds that you associate the requirements with.

    If you select First Year, any round you associate the requirements with would become a First Year-only round.

    If you select Transfer, any round you associate the requirements with would become a Transfer-only round.

    The Applicant Type cannot be changed once you save your Requirements.

Next, we will set our Recommendations and Document requirements.

Recommendation Settings

In the Recommendations section, you will indicate whether or not you will require, or optionally accept, any letters of recommendation.

There are three types of recommendations you can select to receive:

  • Counselor Recommendations from the applying student's counselor.
  • Teacher Recommendations from the applying student's teachers.
  • Other Recommendations from individuals not directly associated with the student's school. These can be community members, clergy, work supervisors, athletics coaches, and more.

  1. Enter the Minimum and Maximum number of recommendation letters you require or want to receive.

    We do not require or consider any recommendations

    Enter "0" for both the minimum and maximum.

    We do not require recommendations, but will consider optional letters

    Enter "0" for the minimum, and the maximum number of letters you wish to allow as the maximum.

    Then, check the Allow Additional boxes to specify which types of optional requirements you wish to receive; Counselor, Teacher, or Other. You can select as many types as needed.

    We require a minimum number of recommendations

    Enter the minimum number of recommendations you require as the minimum. Enter the maximum number of letters you wish to receive as the maximum. The maximum can be the same as the minimum, or higher if you want optional additional letters.

    Then, check the Allow Additional boxes to specify which types of optional requirements you wish to receive; Counselor, Teacher, or Other. You can select as many types as needed.

    About the Allow Additional checkbox

    The Allow Additional checkbox allows for flexibility in the types of recommendations, and amount of optional recommendations you accept. When you have set a maximum number of recommendations, you will then need to indicate what types of recommendations you'll accept using the Allow Additional option.

    If you do not set a specific quantity for each letter type, checking the Allow Additional box next to a recommendation type will allow users to send you letters of that recommendation type in any amount up to your overall maximum. You can select the Allow Additional option for all types at once, or any other combination of recommendation types.

    You can also set a specific limit of one type of letter, while using Allow Additional on another type that you can leave open-ended. Remember, your overall maximum number of recommendations is the limit that you can receive, regardless of what you select for individual recommendation types.

    Review the examples at the end of this step to see how Allow Additional can work in practice.
  2. Indicate quantities for specific recommendation types if necessary.

    If you require a minimum number of specific recommendation types, such as teacher or counselor recommendations, you can indicate this as well.

    Enter the quantity of each type of recommendation you wish to receive. These amounts must add up to equal the overall maximum number of recommendations you have indicated, or use the Allow Additional checkboxes to allow for students to send the required number of letters as any combination of letter types selected.
Three recommendations are required. One must be a 'counselor recommendation' and 2 must be 'teacher recommendations' equaling the three total that can be sent to the college. Three recommendations are required. No specific quantities of each recommendation type have been indicated.

The Allow Additional checkbox allows for 'counselor recommendations' and 'teacher recommendations' to be sent in any combination until the maximum is met. 'Other' recommendations are not able to be sent because the Allow Additional box for this recommendation type is unchecked.

Some additional examples of Recommendation scenarios and settings:

Recommendations are not required, but the college will accept up to two letters. Any combination of counselor, teacher, or 'other' recommendations can be sent. Two recommendations are required. One must be a counselor recommendation, and one must be a teacher recommendation. An additional, optional teacher recommendation can also be sent. No other recommendation types can be sent as optional extra letters.
Two recommendations are required, and both must be teacher recommendations. No other recommendation types are accepted and no additonal optional recommendations can be sent. Two recommendations are required. One must be a counselor recommendation, and one must be a teacher recommendation. No additional optional recommendations can be sent.

Document Selections

Once you've completed your recommendation settings for your Requirements, you'll specify which document types you will require or wish to receive, and those you do not wish to receive.

The documents that you select as Required or As Available will be automatically added to any document batch for your institution from the student's central collection of documents uploaded by their school.

To view a list of all Scoir document types and their descriptions, click here.

Document Types can be assigned one of three options:

  • Required - The document must be sent to your institution. If the student does not yet have a document of this type, it will be highlighted for the school staff so they are aware your institution needs this document as soon as possible.
  • As Available - Your institution requires this document but it is not typically available at the moment the student applies to your institution, or you will accept the document as an optional document whenever it is available. Scoir will add any As Available document to a document batch automatically once it is uploaded by the student's school.
  • Do Not Send - The document will not be added to document batches for your school or sent to you, even if the student has this document type uploaded in Scoir.

  1. Use the Dropdown menu next to each Document Type to indicate whether you wish to require, receive whenever it is available, or do not want.
If the Applicant Type for your Requirements is "Transfer," a different set of Document Types will appear, to account for the specific needs of Transfer Applicants.
About the Other Documents type:
The Other Documents selection is for situations where a High School may want or need to send your institution a document that you otherwise would have set as Do Not Send.

When Other Documents is set to "As Available," schools can manually add "Do Not Send" documents.

For example, if you have set the Mid Year Report document type to Do Not Send, and the Other Documents type to As Available, high school counselors or registrars would be able to manually add a Mid Year Report to your document batch, if they wish to do so.

We recommend that your Other Documents slot is set to Do Not Send, unless you are open to accepting "Do Not Send" documents that are added manually by a high school counselor or registrar.

  1. When you have completed your Document selections, click the Create button to save your Document Requirements.

  2. Your completed Application Document Requirements will now appear in your Requirements section.

Once you've created a set of Document Requirements, they can be edited or deleted. You can also duplicate existing requirements to help create a new set of Document Requirements.

Click here to view our guide for further information.

You are now ready to pair your Application Requirements with a Deadline to complete your Application Round. Continue to Step 2 using the link below.

How did we do?

Introduction: Managing Application Rounds

Step 2: Creating an Application Deadline