RIO Challenge v4 - C03.03 - Study Intake Setup

Study Intakes are used to manage the admission process efficiently.
They represent a specific intake period for a program and campus, allowing the university to track available places and monitor student enrollment within that term.

In this challenge, you will set up a Study Intake, link it to an applicant, and observe how the capacity details update as the applicant progresses through the admission stages.

Learning outcomes

1. Understand how to create and configure a Study Intake.
2. Understand how Study Intake capacity updates when applications are linked and accepted.

What does success look like?

1. A Study Intake is created and linked to Fred Smith’s application.
2. The Individual Program Application (IPA) is updated to “Offer Accepted”, and the Study Intake capacity details reflect the changes correctly.

Related challenges

N/A

Estimated time to complete

15 minutes.

Steps to complete the challenge

Fred Smith has submitted an application for the RIO Undergraduate Program, but no Study Intake has been assigned yet.

You will now create a Study Intake and link it to his application.

1. Click on the 'RIO Challenge v4' tab at the bottom left of the page. Click on 'Initiate Challenge' to generate the data required for this challenge. 

2. From the App Launcher at the top left of the page, search for ‘Individual Program Applications’. 

3. Select the list view ‘C03.03 - Study Intake Setup’ to find the record created for this challenge. 

Notice that the Study Intake field is left empty in the Individual Program Application.

We will have to create a Study Intake for the new intakes.

This will be helpful in tracking available places within a term, and for future cohort enrollment.

4. Go to the App Launcher, search for Study Intakes, and click New to create a new record.

Fill in the following details:

Creating a Study Intake allows the university to organize applicants into specific terms and track available capacity.

5. Navigate back to Fred Smith’s Individual Program Application record.

Edit the Individual Program Application, and fill in the Study Intake field before clicking ‘Save’.

6. Navigate to the Study Intake - ‘C03.03 - Sydney CYT’.

Observe the following fields:

• Capacity
• Booked Places
• Available Places
• Submitted Applications
• Accepted Applications

Since the Individual Program Application has Application Status set to ‘Submitted’, the number will be rolled up to the Study Intake.

7. Navigate back to Fred Smith’s Individual Program Application record and update the Application Status to ‘Offer Accepted’.

Next, open the Related Records tab and observe the Individual Program Enrollments related list. An Individual Program Enrollment record is automatically created once the application status is updated.

8. Navigate to the Study Intake - ‘C03.03 - Sydney CYT’.

Observe the following fields:

• Capacity
• Booked Places
• Available Places
• Submitted Applications
• Accepted Applications

Since the Individual Program Application has been updated to ‘Offer Accepted’, the numbers in the Study Intake will be updated accordingly.

The Booked Places will increase by one when an applicant accepts the offer, while the Available Places will decrease by one.

This helps administrators track available places and monitor student enrollments more efficiently.

9. Congratulations, you have completed the challenge! Click on the 'RIO Challenge v4' tab at the bottom left of the page, and click on 'Complete Challenge'.