Design & Development Process
In this document, you will find the steps necessary work with Xap Corporation to complete development of your online college admissions application for the College In Colorado Website. Be sure to discuss this process and any other concerns you may encounter with Xap’s dedicated college Client Services Manager, Jamie Jackson ([email protected], 310-945-0508) or Julia Pirnack, director of Web and curriculum development for College In Colorado ([email protected]).
Custom Applications on College In Colorado
Electronically manage, retrieve and process in real time admission applications from prospective students. Xap's feature-rich admission application is the most functionally advanced and widely used electronic application for college enrollment. We offer a broad-based solution that allows institutions with different needs and criteria to simplify and manage every aspect of receiving and processing online applications. Colleges and universities can customize the application on the front end to meet the needs of their prospective undergraduate and graduate students, while robust and automatic back-end processing helps to minimize errors and ensure that fully compliant enrollment applications are
received.
Key Benefits
• Customization Ability: Customize the online application with your branding, questions, attachments, announcements, special instructions, contact information and more.
• User Friendly: The admission application contains multiple conveniences for prospective students. Applicants input their data one time. Information retained about the student can be used to auto-populate applications submitted for other terms or other campuses, the FAFSA and other modules on College In Colorado.
• Save Time: We can help expedite the time it takes to download and process applications as well as respond to potential students. Xap's processing, address verification and data checks help ensure that accurate, fully compliant applications are submitted. No more mailing the student requesting missing information and no more bad addresses. The sooner you get the information, the better chance you have of recruiting the student.
A. Institution Agreement and Payment
The Xap Client Services Manager will provide the College In Colorado Institution Agreement to the institution for review.
Xap will sign each of the four Institution Agreement originals and forward to College In Colorado for signature. College In Colorado will send a fully executed original to each of Xap and the institution for their records.
The institution must make payment arrangements directly with College In Colorado by
contacting Julia Pirnack, director of Web and Curriculum development for College In Colorado at [email protected].
College In Colorado will notify Xap when both the Agreement has been executed and payment received to allow development to begin.
B. Design & Development of Online Application
A primary contact at the institution to work directly with Xap on development of the online application must be identified. While several individuals may be involved in the requirements analysis and review processes, one individual should be identified as the point person to interact with Xap throughout the development process.
The Xap Client Services Manager will set up an introductory phone call with the institution to discuss specifications of the application including the layout, format, functionality and style. A follow-up e-mail will be sent by the institution to Xap to provide the materials necessary to begin development. These items are as follows:
PDF file of the institution’s most recent application, including the application instructions and supplemental forms, if any;
List of academic majors in Excel®format;
Any back-end codes associated with data collected to aid in integration with the school’s student information system;
JPEG/GIF of the School Logo;
HEX/RGB of School Colors.
Once materials have been received, Xap will confirm and schedule a meeting to review the PDF version of the application and discuss any specific changes or additions to be included in the electronic application.
XAP will begin development of the application – the development taking approximately 6-8 weeks – once the following items are complete:
All materials are received as noted above;
Specifications are approved by College In Colorado, Xap and the institution;
The Institution Agreement has been fully executed
Agreed upon payment has been received by College In Colorado.
Any changes/modifications/customizations requested by the institution will go through College In Colorado for approval. This includes any “out of scope” work requested by the institution.
The institution will be notified when the application is available for review on the beta site (test site). The institution will review and request any additional changes desired.
Xap will implement reasonable additional changes and notify the institution when the changes are available on the beta site for final approval.
The institution performs a final review of the application and notifies Xap of its approval to use on the live site.
The Xap Client Services Manager will notify College In Colorado that the application is complete. College In Colorado will review the application to determine if it is satisfactory. The Xap Client Services Manager will send the institution a Statement of Review and
Acceptance when the institution indicates that they are ready for Xap to deploy the application to the live College In Colorado site.
The institution will return the signed Statement of Review and Acceptance to Xap’s College In Colorado client services manager, Jamie Jackson by e-mail ([email protected]) or by fax (310-842-9898).
Xap will sign the Statement of Review and Acceptance and send a copy to both the institution and the offices of College In Colorado.
College In Colorado will confirm that payment in full has been received and release the application for deployment.
Control Center Training: The Control Center is the site created by Xap for CollegeInColorado.org
college and university clients. From the Control Center, authorized college and university
representatives can update information about their campus, configure their preferences, download admission applications, manage recruitment, and perform many other functions.
The Xap Client Services Manager will set up a Control Center user account for the primary contact(s) at the institution, including the individuals responsible for updating the application and processing submitted applications. The users will be contacted directly by Xap with their
account information.
The Xap Client Services Manager will schedule an online Control Center training with those individuals at the institution who will use the Control Center. The training will take approximately one hour to one hour and 30 minutes. This training will provide the institution with information on each of the steps necessary to complete the set-up of the online application as well as training on the tools used to process and manage application data.
Training will include:
How to set up and manage enrollment terms
How to set up and manage academic majors
How to create custom introduction messages
How to set up and manage automatic e-mails
How to create and use custom download projects
How to create filters
How to create and run custom reports
Data Update Modules
D. Deployment Follow up and Ongoing Support
The Xap Client Services Manager will ensure the institution has provided a direct link to application from the school’s Website and that everything is functioning correctly.
The Xap Client Services Manager will notify College In Colorado of any concerns an institution may have as well as provide updates on the participation level and progress of the school. The Xap Client Services Manager will continue to provide support to the institution as needed.
The Institution can refer to the online help on the Control Center at anytime or contact your dedicated Xap Client Services Manager, Jamie Jackson, at 310-945-0508 or [email protected]. Continue reading about how your institution can effectively develop and manage data on
CollegeInColorado.org in the following documents: Website Features that Benefit Colleges
Design & Development Process – Establishing Your Institution’s Presence Maintaining Your Institutional Data
