FAQs

As you get deeper into your use of BTSP you may encounter some common questions.  Check out this page for a list of questions and resources to help you troubleshoot!

Can't find what you need here?

Do you need technical support with the BTSP?  

Do you have an idea for an enhancements?  

Do you want to know more about the BTSP system?

Reach out!  Log a Support Ticket for our team.

Student Application Setup FAQs

What does the student application setup process look like?

Affiliates are now able to do most of the building and customizing of their own student application.  The National Office will maintain a student application template that will be cloned for each affiliate to customize.  See the Affiliate Application Setup Checklist for an overview of the process.  

How long does the student application setup process take?   

The estimated time for the student application setup process is 2-4 hours.  Student application setup time will vary according a person's knowledge and experience with FormAssembly and Salesforce, along with any modification's one might choose to make to the Student Application Template.  

Where can I find details on how to update and modify the Student Application Template?

The Student Application Launching Guide 2021 provides step-by-step instructions on updating and modifying the Student Application Template.  

Where can I find application translations in languages other than English and Spanish?

The National Office keeps a running document of application translations that other affiliates have used for the student application. Translations for parent/guardian questions have been documented along with picklist values for fields within the parent/guardian sections of the student application.  Affiliates can access the translations from the Application Translations and Picklists document.  

Student Application Processing FAQs

What if I see more than one application from the same student?   

Sometimes applicants press "submit" more than once and that will create duplicate applications in your system.  It's important to not delete those duplicate records until all teacher recommendations have been received.  Reference this training video for  instructions on how to handle this situation and ultimately have clean data.

What if I see "Existing Student Contact Found" or "Existing Guardian Contact Found" instead of "Accepted" when I am trying to accept a student application?

This can occur if the system finds a student with the same Name + Birthdate or a parent with the same Name + Email.  The system is trying to keep you from creating duplicate Contact records accidentally. Reference this training video for instructions on how to handle this situation and ensure you can still get that student to "Accepted" status.

PMM FAQs

Where can I find details on the Program Management Module changes in the BTSP system?

The Updated PMM Overview Table provides details on what the previous BTSP objects were, and what the new objects are now with PMM.  The table outlines each object with definitions.  This is a great starting point to understanding system changes.  

Where can I find topics and descriptions of PMM processes that were outlined in our training?

The PMM Training Guide provides details on the new PMM objects and processes that were outlined affiliates' PMM training sessions.   

Where do you deactivate a student from the program?

On a student’s Contact record using the “Deactivate Student” button.  DO NOT change a student’s program status on the Program Engagement record or Status field on the Contact record.   ALWAYS use the button.  See  Deactivating A Student for an overview of the process.         

Where do you change a student’s cohort?

On a student’s Program Engagement record using the “Change Student’s Cohort” button.  This changes student Status record to inactive, Service Participant records with enrolled status goes to withdrawn, and Program Engagement record will be marked to inactive.   DO NOT change a student’s cohort on their contact record.  See Changing a Student's Cohort Assignment for an overview of the process.    

Where do you take attendance?

On the Service Session record.

How do you change a student’s attendance status?

On the Service Session record using the “Update” button.  You can also change a student’s attendance status on the Service Delivery record for that student on the appropriate Service Session date.    

How do you create a Service that takes place in both School-Year and Summer (year round)?

When creating a Service, ignore the “Term” field and give the Service Name a descriptive title including the year.  

• • Ex: Mental Health 21-22

How do you identify a student who is active in your program as whole, but not currently participating in programming?

Students will have an active Program Engagement record, but not be enrolled in any Service Schedules or Services.   To remove a student's enrollment in a Service Schedule, change their Service Participant record to "Withdrawn."  Do this for every Service Schedule they are enrolled in.  

It is important to note, that if you have been consistent in closing out Service Schedules from the past, a student should not have an active Service Participant record for completed Service Schedules.  

BTSP Product FAQs

BTSP stands for the Breakthrough Starter pack. The BTSP is a Breakthrough-customized Salesforce instance that makes affiliate data management easier and more efficient.

How are people using BTSP?

To better understand how affiliates are using the BTSP system, reference the BTSP Adopters Panel Session. Panelist share how the tool has supported efficiency in their work and ensured data quality.