Courses Administrator on DreamApply Knowledge Base

Create programme-specific appforms

Mon, 01 Jan 0001 00:00:00 +0000

To set up a standard set of sections and fields that applicants must complete, you need to create one or more programme-specific appforms and link them to programmes.

DreamApply comes with a set of predefined appform sections. Each section includes data entry fields that you can activate and display to applicants. If a suitable question is not available, you can add your own data entry fields. If some section or data entry field is not required, you can exclude it.

Exclude data from AI analysis

Mon, 01 Jan 0001 00:00:00 +0000

DreamApply allows you to control which application data and documents are shared with the LLM for AI processing. You can exclude data using:

Appforms
Rules

Before you begin

To manage appforms, your account must have the Superuser or Courses administrator role or the appforms permission.
To set up rules, your account must have the Superuser role or the rules permissions.
To manage consents, your account must have the Superuser role or the consents permission.

Exclude appform sections

You can mark specific sections in appforms as containing sensitive data. In this case, DreamApply automatically excludes these sections from being sent to the LLM for all prompts across the system.

Prepare and publish programmes

Mon, 01 Jan 0001 00:00:00 +0000

Institutions must create, regularly review and update their catalog in DreamApply. This helps applicants make informed decisions and ensures a smooth admission process.

We recommend programme cloning as a primary method of catalog setup. First, create a few base programmes. Then duplicate them and adjust programme-specific fields such as title, department, appforms, fees and intakes.

Before you begin

To set up the programme catalog, your account must have the Superuser or Courses administrator role or the courses-view and courses-edit permissions.

Set up the academic calendar

Mon, 01 Jan 0001 00:00:00 +0000

To set up an academic year in DreamApply, start by cloning the previous year. When you clone a year, DreamApply automatically increments the year by one and copies the structure of the original year.

After cloning, you can adjust the calendar to reflect your academic requirements and structure. As part of this process, you can:

Select the term type
Add terms

Before you begin

To set up the academic calendar, your account must have the Superuser or Courses administrator role or the academic-terms permission.

Create and assign additional appforms

Mon, 01 Jan 0001 00:00:00 +0000

To collect extra information in specific cases, you can create additional appforms and assign them to applications. DreamApply will merge sections of additional appforms with sections of the programme-specific appform and display a combined, unified structure to applicants.

Before you begin

To manage appforms, your account must have the Superuser or Courses administrator role or the appforms permission.
To edit programme settings, your account must have the Superuser or Courses administrator role or the courses-view and courses-edit permissions.
To set up automatic rules, your account must have the Superuser role or the rules permissions.
To edit offer type settings, your account must have the Superuser role or the offer-view and offer-edit permissions.

Create additional appforms

In DreamApply, additional appforms are configured in the same way as programme-specific appforms but are not linked to programmes. For details, see Create programme-specific appforms.

Define territory requirements

Mon, 01 Jan 0001 00:00:00 +0000

In some cases, institutions may need to restrict access to specific programmes based on the applicant’s citizenship. These restrictions help institutions stay compliant with security policies, sanctions and funding conditions.

DreamApply offers two ways to manage territory requirements:

At the programme level
In bulk

Territory requirements are displayed on the programme page, in the Territory requirements section, and are applied based on the citizenship applicants select during application. If an applicant selects a citizenship associated with a denied territory, the following restrictions apply:

Set up intakes

Mon, 01 Jan 0001 00:00:00 +0000

To define admission paths for applicants, you need to set up intakes in DreamApply. An intake defines the timeline, structure and key stages of the application process.

DreamApply lets you set up multiple intakes to accommodate different applicant categories. As a result, each category can have its clear and custom application track to follow.

You do not need to clone or create new intakes each year. Configure them to be reusable and give them neutral names that do not reference a specific year. This reduces annual setup work, as you only need to update the intake deadlines when a new cycle begins.

Set up official use sections

Mon, 01 Jan 0001 00:00:00 +0000

To record internal information needed for admission processing, you can add official use sections to appforms. These sections can be helpful for administrative details such as:

Internal Administrator records
Housing or accommodations assignments
Scholarship or funding decisions
Special admission routes or exceptions

Only Administrators can complete and view official use sections. These sections are hidden from applicants and Advisors to guarantee that sensitive information remains secure.

Before you begin

To set up official use sections in appforms, your account must have the Superuser or Courses administrator role or the appforms permission.
To complete official use sections, your account must have the Superuser or Admissions administrator role or the applications-view and applications-edit permissions.

Add official use sections

To add an official use section to an appform:

Define application form settings

Mon, 01 Jan 0001 00:00:00 +0000

To collect programme-specific information from applicants, you can configure application form settings at the programme level. This may be useful when a programme requires information not covered by programme-specific or additional appforms.

When these settings are enabled, DreamApply modifies the application edit page to include additional fields or sections based on the programme requirements, such as references, motivation letters and portfolios.

Each programme in the catalog can have its own configuration. As a result, the application edit page may vary depending on the selected programmes, and applicants will need to submit information specific to the requirements of these programmes.

Remove programmes from the catalog

Mon, 01 Jan 0001 00:00:00 +0000

To remove a programme from the catalog, you can change its status to:

Archived: The programme is inactive but kept for historical records
Closed: The programme is no longer accepting applications

To maintain data accuracy, DreamApply keeps all programme data, even after a programme is archived or closed. Closed programmes are not deleted from the catalog. Institutions can re-open and update them at any time.

Before you begin

To change the programme status, your account must have the Superuser or Courses administrator role or the courses-view and courses-edit permissions.

Use channels

Mon, 01 Jan 0001 00:00:00 +0000

To understand how applicants learned about your institution, you can use channels. Channels represent the sources through which applicants discover or access the admissions portal. Common channels include:

University website
Internet search engines
Social media platforms
Educational fairs

When an applicant submits an application, you can set up DreamApply to collect the channel information and automatically assign a channel flag that identifies the selected source to the application. Channel flags can then be used to filter and analyze applications during the admission process.