All Programs: Application Management 

Purpose

This guide provides instructions for accessing the Applications dashboard, reviewing application summaries, and configuring program participation and assigned officials for SFAs/Sponsors on the General Info tab.  The General Info tab setup needs to be completed before the SFA/Sponsor begins completing the application in the first year and if there are any updates.  This guide applies to all program applications.

Application Status

Definition

Next Step

New

Application is created in the system

State Agency – complete Program Participation and Assign Officials

In Progress

The application is open and the SFA/Sponsor is working on the application

SFA/Sponsor – complete the application

Ready to Submit

SFA/Sponsor has completed the application tabs, and all the tabs are in Ready to Submit status

SFA/Sponsor – submit the application via the Submit tab

Submitted

SFA/Sponsor has completed and submitted the application, and it is ready for review by the State Agency

State Agency – begin review of the application

Sponsor Edits Requested

The State Agency has reviewed the Application and requested edits be made by the Sponsor

SFA/Sponsor – review and complete edits requested 

In Review

State is in process of reviewing the SFA/Sponsor Application

State Agency – complete review of each tab of application

Pending Application Approval

The State Agency has completed review of the application tabs, and all the tabs are in Approved status

State Agency – approve the application via the Approval tab

Request Discontinue

SFA/Sponsor has requested to discontinue participation

State Agency – review and approve/deny request

Approved

The State Agency has approved the application

SFA/Sponsor – reopen the application to request any changes be made

Denied

The State Agency has denied the request to discontinue participation, or denied approval of participation

State Agency – undo Denial, if applicable

Discontinue Approved

The State Agency has approved the SFA/Sponsor request to discontinue participation

No next step for school year

 


 

 

Step-by-Step Instructions

Locating and Filtering Applications

  1. Navigate to the Program Management module > Sponsor Applications > Applications page.
  2. Complete the applicable search criteria, such as Sponsor Year, Program Category, and Application Status, then click Apply to display matching records. 

Note: Refer to the Application Status table at the beginning of this guide for information on each status.

  1. Optionally, use the SFA/Sponsor text box to filter by a specific entity name.

Note: Click the Excel icon to download a list of SFAs/Sponsors and their application statuses based on the current filters.

  1. Click the SFA/Sponsor hyperlink to open the Application Summary on the right side of the page.

 


 

 

Opening Applications

  1. On the Application Summary screen, review the Program Category, Application Status, and Total Sites Participating.
  2. Hover your mouse over the Application Status Icon to view additional details about the current status.

Note: The Total Sites Participating and Program Participation values update automatically as site information is added to the application by the SFA/Sponsor.

  1. Click the Right-Facing Arrow to the left of the Program Category name to expand the section and view the status of individual application sections.

Note: The application sections will be updated as the application is completed by the SFA/Sponsor.

  1. Click the Program Category name hyperlink to open the application record.

 


 

 

General Info Tab Setup

«This step needs to be completed before the SFA/Sponsor begins completing the application in the first year. The selected programs in Allowed Program Participation controls what programs are available for the SFA/Sponsor to select during the application process.  The Approval Level Official is required to successfully approve a submitted application. This step should be reviewed in subsequent years to ensure the information is up to date.

  1. Open the application to the General Info tab.
  2. Verify the Address Info.
  3. Verify the Sponsor Info, specifically noting and adding the required Sponsor Admin, UEI and Federal EIN.  
  4. To assign or change a Sponsor Admin, type the name into the text box for the system to auto-populate, or click the 3-Dot Lookup button.
    1. If using the lookup, a popup will be triggered.  Filter the user list to find the correct individual and click the Username hyperlink.

  1. In the Allowed Program Participation section, select the checkboxes for the programs the Sponsor is authorized to operate.

Note: This section is managed by the State Agency and is not editable by the SFA/Sponsor.

Note: Only the programs checked off here will be available to the SFA/Sponsor to select when completing the application.

Note: The Programs available will depend on the Program Application type.

  1. To assign a Program Specialist or Approval Level Official, type the name into the text box for the system to auto-populate, or click the 3-Dot Lookup
    1. If using the lookup, a popup will be triggered.  Filter the user list to find the correct individual and click the Username hyperlink.

Note: A Program Specialist is NOT required and can be added/updated/changed during the application process.

Note: An Approval Level Official is required for the State Agency to approve the application and can be updated/changed during the application process.

  1. Click Save to apply the changes.

 

FAQs

Q: Why is the SFA/Sponsor unable to select their own programs in the Allowed Program Participation section? 

A: This section is restricted to State Agency users to ensure that Sponsors only apply for programs they are officially authorized to operate.

Q: Why can't I find a specific individual in the user lookup? 

A: Only users who have been previously created and activated in the system will appear in the lookup. If a user is missing, verify their account status in User Management.

Q: How do I know which sections of the application are still pending? 

A: From the Application Summary, click the Right-Facing Arrow next to the program name. This will display a list of all application sections and their individual completion statuses.

Q: Why do the tabs at the top of the application change for different Sponsors? 

A: The system uses dynamic logic; tabs appear or disappear based on the Sponsor's specific program participation and how they answer certain questions within the application.