Ranking basics

DreamApply allows you to create one or more ranking lists in the Rankings view. Each ranking list can have its own filters and selection logic. For example, you can create dedicated ranking lists for specific programmes, academic terms or applicant groups.

In DreamApply, a ranking list is built around offers. DreamApply presents offers as individual entries in the list.

When an applicant adds a programme to their application, DreamApply saves the selected programme as a priority and creates an offer for it. Initially, every new offer gets the Unreplied type. As the application progresses through the admission process, Administrators update the offer type to reflect their evaluation decision.

One application can include several priorities. In this case, the ranking list will display several entries for the same applicant, with each entry representing a separate offer created for a separate priority.

Ranking list

The ranking list displays offers in the descending order, with top-ranking offers at the top. To arrange offers in the list, DreamApply sequentially applies the following rules:

1. Ranking score: DreamApply calculates the ranking score for each offer using the scores from the scoresheets and evaluation criteria. Administrators can manually add extra points, which are then considered to arrange offers in the list.

2. Programme priority: If two offers have the same ranking score, DreamApply considers the programme priority. Offers for higher-priority programmes are ranked higher than those for lower-priority programmes.

3. Application ID (submission time): If two offers have the same ranking score and programme priority, DreamApply considers the application submission date. Applications with lower ID numbers (submitted earlier) are ranked higher than those with higher ID numbers (submitted later).

Offer selection

The Rankings view comes with the Send bulk offers tool that simplifies the process of selecting and sending out offers. This tool allows Administrators to update the offer type and send out offers to applicants in bulk.

Using the Send bulk offers tool, Administrators can select offers for processing in the following ways:

• Manually: Administrators can review the final scores and extra points and manually select specific offers. Once selected, they can run the tool to process these offers.

• Auto-selection tool: Administrators can use the built-in auto-selection tool to let the system automatically identify eligible candidates.

How auto-selection works

The auto-selection tool evaluates offers one by one, starting from the top of the ranking list. For each offer, the system performs the following checks:

1. Offer type check: If an offer already has the required offer type, it is excluded from evaluation.
2. Offer decline status: If an applicant has declined the offer, it is excluded from evaluation.
3. Score recalculation: DreamApply recalculates the ranking scores for offers and re-orders the list accordingly. This step ensures the ranking list is always up to date with the latest scores entered in the system (for example, in case the scores are updated by other Administrators).
4. Offer exclusivity check: If the offer type is marked as exclusive, DreamApply checks if an applicant already has an offer of the required type in the application. If so, the current offer is excluded from evaluation. This step helps reserve available places and ensure more applicants receive at least one offer.
5. Quota check: DreamApply identifies relevant offer quotas for the current academic term and applies them. If an applicant meets the criteria for a quota, the system reserves a place under that quota for them.

The steps above are performed for each offer in the list until the entire list is processed.

Auto-selection tips

When using the auto-selection tool, mind the following:

• It is normal to see gaps in the selection process, especially when using quotas and exclusive offers. For example, when an exclusive offer type is used, DreamApply will select the most suitable offer based on all configured requirements and skip the others, even if they are ranked high. As a result, some offers at the top of the ranking list may not be selected. At the same time, a lower-ranked offer can be selected if it provides a better match for the configured requirements.

• The auto-selection tool can be safely run multiple times. This allows Administrators to re-evaluate the ranking list after new applications are received. Each run uses the latest data, fills any available spots and updates the results in the Rankings view. Administrators have several options to finalize the selection:

  • Save the selected offers in the system to confirm them later
  • Confirm the offers in bulk and send them out to selected applicants

• Use filters in the Rankings view. Filters allow you to limit the ranking list to the specific group of offers that should participate in the selection process. Before running auto-selection, do the following:

  1. Configure all required quotas.
  2. Use filters to match your selection criteria.
  3. Confirm that the ranking list contains the intended offers and then run auto-selection.