Student Application

Getting started with student applications

The student application is the beginning of the journey, both for our families and for our Salesforce data. Our students and families first interact with us through our student application, a form hosted on FormAssembly. The BTSP provides a student application template to save your affiliate time, and can be customized to meet the unique needs of your affiliate. This combination of structure and flexibility helps you collect quality data and and provide a Breakthrough experience most appropriate for your students and families.

Student Application Overview

About student applications

A student application has three distinct steps

Prospective family fills out the student application on FormAssembly. When the family submits the application, it is sent to Salesforce.
BT staff reviews the student application in Salesforce. When BT staff makes a decision on the student app, Salesforce does its magic.
If accepted to the program, Salesforce automatically creates contacts for the student and each guardian listed on the student application, plus a bunch more.

Changes to your student application

Make changes directly in your Student Application Form

Visit the Breakthrough Collaborative FormAssembly login page.
Log in using your username and password.
Modify your Student Application form as needed. See the Student Application Launching Guide for details on modification instructions.

Navigating student applications in Salesforce

Navigate to Breakthrough Starter Pack app

Click the App Launcher (9 dot square, top-left) and select Breakthrough Starter Pack (New version of the BTSP based on PMM data Model).

Review a subset of applications

To review your student applications, navigate to the Applications tab. On the Applications tab, you can select a view of applications, such as All, Created Last 10 Days, and My Applications. Your Salesforce administrator can create additional lists if the ones provided by default do not meet your needs.

To review a student application, click Application Name (ex. SA-2019-000100) in the list view.

Key Application Areas

Student tab - Shows student contact, demographic, and academic information.
Guardian tabs - Shows guardian contact, demographic, employment, relationship to student, academic history and short answer and essay questions information.
Recommenders tab - Shows recommender contact information and unique recommendation form URL.
Background tab - Student profile, student background, and family background
Breakthrough History tab - Shows BT relatives and how student and family heard about Breakthrough.
Application details - Displays application information based on selected tab.
Application processing panel - Shows application status, submission date, etc.
Questions and Answers section - Shows student or guardian short response questions and answers from the application.
Essays section - Shows student or guardian essay questions and answers from the application.
Attached files - Includes student photo, supporting academic documents, pdf of student application, etc.

Making a decision

Update application status

Update your decision in the application processing panel. If the application status is set to Accepted, BTSP will do some magic.

BTSP automatically creates Contacts and Relationships

When a student has been accepted to the program, the BTSP will start creating Salesforce data for you - saving you time!

BTSP creates the following:

(1) Student contact record
(1-2) Guardian contact record(s), depending upon who is listed on app
(1-2) Household account(s), depending upon who student lives with
(1) School record, if the student's current school doesn't exist
All relationships between student and guardians
- Relationship record(s)
- Organization Affiliation record(s)

To see the student that was created for you, just click on the student's name in the application processing panel. That will take you to their Contact page. You can see other records created related to the student by navigating to the Related tab on their Contact page.

Oh no, there was a Duplicate

"Hey, I accepted the student, but there is no new data!"

Not to worry, the triggers are set to flag a record if an existing Contact (either guardian or student) is already in the database that matches one you are trying to create. The status will update with that flag.

Reference this training video for instructions on how to handle a potential duplicate record being found, to ensure you can still get that student to "Accepted" status.

FINISH

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