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Program Cycles – Understanding the Fields

By September 3, 2017March 17th, 2020Build your Application Cycle, Knowledge Base

Navigate to your Grant Editor > Program Cycles tab to create or modify the logistics for any cycle. Once you have reached the Program Cycles tab, you will be on the cycle editor.  Review the descriptions below to better understand the functionality of each field.

Item Description / Uses
Program Select the desired program from the drop down menu and click select.
Cycle Select the Cycle you want to edit or clone from the drop down menu OR Click “Create New Program Cycle” if one does not already exist for this program.
Edit Narrative Pages This option will be available for existing cycles.  Select this button to go directly to the Application Pages or continue on to keep editing the cycle logistics.
Cycle Name Distinguishes an application cycle, e.g. Organizational Support 2030.  The cycle is always associated with the program name. This cycle name is visible to applicants in the Current Grants & Applications section of the applicant portal.
Prefix The prefix is an alpha-numeric code assigned to the beginning of an application number. GO Smart recommends that you include the fiscal year in your prefix so that you can easily identify applications, ie OS20. This code will be utilized as an applicant applies to the Organizational Support program, and the first application would be assigned OS200001, the second will be assigned OS200002, and so on.  NOTE: You must update the prefix for each application cycle. The prefix can be changed after applicants have accessed the cycle, but changes will not be retroactive.
Manager Designates the user responsible for managing the program  This manager’s name and email address will populate into Status and Mass Mailers by default.
Status Shows (Active) or hides (disables) a program.  Be sure to disable cycles you no longer offer or that can be hidden in long stretches between application and report dates. Any Active cycle will be visible to registered applicants who are logged into your applicant portal unless there is an active passcode. A disabled cycle will be hidden from applicants but will still be available to admin and panelists from their respective portals. 
Sequence Determines the order in which cycles will be viewed by applicants on the applicant portal.
Allow Applications

Sets the number of applications each applicant is able to submit. If more than one application is allowed, there will be multiple links to start an application.  NOTE: You can increase this number after a cycle is Active, but you cannot decrease the number, double check before saving.

Profile Type Determines which type of users have access to your grant cycle. If you have the Enhanced Profile setting on (determined with GO Smart team member), when applicants register on your site, applicants can designate themselves as Individuals or Organizations.  The designated type of users have access to your grant cycle.
Is this an invitation only program? Determine if you want applicants to supply a passcode before they can view, access, and submit a grant cycle’s forms.  This option can be turned on by a GO Smart team member, contact them using the Help tab.
Program Description

A short description of the program that can include basic guidelines. Displayed at the top of the cycle on the Current Grants & Applications section.  Optional links to lengthier guidelines can be included.

Message about Program Displayed in the cycle on the Current Grants & Applications section beneath the program description.  This is the best place to mention if you are accepting multiple applications per cycle. Optional links to lengthier guidelines can be included
Fiscal Year Sets the annual cycle of the program. This is purely administrative and no function is tied to this selection.
Budget The total award amount available for the cycle. This is purely administrative and no function is tied to this selection.
Accept Application Sets the date on which the application is first available to applicants on the front end in the Current Grants & Applications section. Date fields will default to today’s date. Make sure you set your grant deadline to the correct date.
Intent to Apply Deadline Sets the date on which the Intent to Apply is due. If you offer an Intent to Apply and do not select a date for that form, it will use the Application Deadline. Intent to Apply is not mandatory to use.
Draft Review Deadline If you will have a “draft review” period, this date will indicate the deadline. If you do not allow draft reviews, select the check box “No Draft Review” next to the draft review date. On the final submission page, the applicant will have the choice to submit a draft or a final submission of the application.
Applications Deadline Sets the date and time by which applications will no longer be accepted. Listed in the Current Grants & Applications section. 
Interim Report Sets the date on which the Interim Report is available on the front end for applicants to fill out and submit. Listed in the Current Grants & Applications section. Interim Reports are available to applicants in the Funded Status. Not mandatory to use.
Final Report Sets the date on which the final report is available on the front end for applicants to fill out and submit. Listed in the Current Grants & Applications section. Final Reports are available to applicants in the Funded Status OR in the Interim Report Approved status if you offer an Interim Report. Not mandatory to use.  
Submission Text Text that will be displayed on the Submit page before the user submits the Intent to Apply, Draft, Application, Interim Report, and/or Final Report.
Confirmation Text Displays text in a confirmation page after the Intent to Apply, Draft, Application, Interim Report, and/or Final Report is submitted or completed. This is a one-time popup message. Use the Status Mailer for an auto-email that contains important information.
Add / Update Finalize your new cycle or save changes to an existing cycle.

After a cycle has been created, new buttons will be available beneath the Add/Update button.

Create New Cycle – will be used to create all subsequent cycles in a program after the first cycle has been created. This will clone content of the Program Cycles Editor, the Cycle Pages, and any Status Mailers for the selected cycle. Learn more about this feature here.

Create New Program – can be used to create a new program with a clone of the selected cycle. This is ideal when program forms are similar enough to warrant cloning and modification instead of creating from scratch. This will clone content of the Program Cycles Editor, the Cycle Pages, and any Status Mailers for the selected cycle. Learn more about this feature here.

Extend Cycle – will be visible only if this feature is turned on by the GO Smart team. This feature will be used to extend a cycle for multi-year or multi-tiered application processes. Talk to a member of the GO Smart team to see if this feature is a good fit for your cycle workflow.