Student Applications

The ESP Website supports student applications for both program-wide admission and individual class admission. This guide covers the newer (circa 2012) Formstack-based application system.

There’s an older (circa 2007) application questions module still in the codebase. This documentation covers the newer Formstack integration, which is the recommended approach.

Overview

The application system uses Formstack, a third-party form builder, as the backend for creating and collecting application responses. The ESP Website integrates with Formstack to:

Display application forms to students
Link applications to student accounts and classes
Provide review interfaces for teachers and admins
Track application statuses and decisions

You must have a Formstack account to use this feature. The application form is created and hosted on Formstack, then integrated with the ESP Website.

Required Program Modules

Enable these modules for your program:

FormstackAppModule

Student-facing module that embeds the Formstack application form.Students access it at /learn/[program]/[instance]/studentapp

TeacherAdmissionsDashboard

Teacher interface to review applications for their classes.Teachers access it at /teach/[program]/[instance]/admissions

AdminAdmissionsDashboard

Admin interface to review all program applications.Admins access it at /manage/[program]/[instance]/admissions

Formstack Form Setup

Creating the Application Form

In Formstack, create an application form with the following required fields:

Username Field

Type: Text fieldConfiguration:

Mark as required
Mark as read-only
Will be pre-populated by the website when user is logged in
Used to link applications with ESP accounts

Class Choice Fields

Type: DropdownConfiguration:

One dropdown for each class selection slot
Each dropdown asks “Which class are you applying to?”
Options: One for each class in the program
Use separate values: Check this option
Option values: Enter each class’s ID number from the ESP Website
Links applications to specific classes

Example dropdown configuration:

Option Label          | Option Value
---------------------|--------------
Intro to Physics     | 1423
Advanced Biology     | 1424  
Creative Writing     | 1425

The option value is the class’s numeric ID in the ESP database.

Additional Fields

Add any other fields you want:

Why are you interested in this class?
What relevant experience do you have?
Demographic information
Open-ended questions
Multiple choice or rating scales

Formstack provides a flexible form builder - customize as needed for your program.

Configuring the Webhook

Formstack needs to notify the ESP Website when applications are submitted.

Open Form Settings

In Formstack, go to your application form’s settings

Add Webhook

Add a webhook with this URL:

http://WEBSITE_URL/formstack_webhook

Replace WEBSITE_URL with your site:

esp.mit.edu
stanfordesp.org
splashchicago.learningu.org
etc.

Save Webhook

The webhook will notify the ESP Website whenever the form is submitted, keeping the database in sync

Webhooks create a live connection between Formstack and your ESP Website. Every form submission is automatically recorded in your database.

ESP Website Configuration

After creating the Formstack form, configure the ESP Website integration:

Formstack App Settings

Navigate to /admin/application/formstackappsettings/ and find your program.

Enter API Key

Get your Formstack API key (v1) from your Formstack account
Enter it in the “Formstack API key” field
Click “Save and continue editing”

Select Form

A list of forms connected to your account will appear
Enter the form ID number for your application form
Click “Save and continue editing”

Map Fields

A list of questions in your form will appear
Enter field ID numbers for:
- Username field: Links applications to accounts
- Core class fields: Links applications to classes
These field IDs come from Formstack

Create Teacher View Template

Enter HTML template for what teachers see when viewing applications.Use template variables to include student responses:

{{ field_XXXXX }} - Replace XXXXX with field ID
{{ username }} - Student’s username
{{ student_name }} - Student’s name

Example:

<h3>Application from {{ student_name }}</h3>
<p><strong>Why interested:</strong> {{ field_12345 }}</p>
<p><strong>Experience:</strong> {{ field_12346 }}</p>

(Optional) Financial Aid Form

If using Formstack for financial aid too, configure those settings similarly

Opening Applications

Applications are initially closed to prevent students from seeing the form before you’re ready.

Test as Admin

Visit /learn/[program]/[instance]/studentapp
Verify the form appears correctly
Check that username is pre-filled
Edit the page content (editable text area) as desired

Open to Students

Return to /admin/application/formstackappsettings/
Check “App is currently open”
Save
The “Continue” button becomes visible to all users

Publish Link

Share /learn/[program]/[instance]/studentapp as your application link

Student Workflow

How students experience the application process:

Access Application Page

Student visits /learn/[program]/[instance]/studentappSees editable content explaining the application process

Click Continue

Button takes them to the Formstack formUsername field is automatically filled in

Complete Form

Student:

Selects classes from dropdowns
Answers all questions
Submits the form on Formstack

Webhook Fires

Formstack notifies ESP WebsiteApplication is recorded in database and linked to student account and selected classes

Admin Workflow

How administrators review and manage applications:

Accessing the Dashboard

Visit /manage/[program]/[instance]/admissions You’ll see:

Dropdown menu to select classes
Large table with applications and columns for review

Reviewing Applications

Select a Class

Use the dropdown menu to choose which class’s applications to viewAll applicants for that class appear in the table

View Application

Click on a student’s nameApplication opens in a new window, formatted according to your “teacher view template”

Set Admin Status

Change the student’s “admin status” in the table:

Approved: Application approved by admin; visible to teacher
Rejected: Application not approved
Pending: Under review
Other custom statuses

The “Save” button becomes active when you make changes

Add Comments

Click “(click to add comment)” under admin commentDialog appears for entering notes about the application

Save Changes

Click the “Save” button to commit your decisions

Verify

Click “Refresh” to repopulate the tableConfirm your changes are still there

Teachers can only see applications with admin status set to “Approved”. Use this to control which applications teachers review.

Teacher Workflow

How teachers review applications for their classes:

Accessing Applications

Visit /teach/[program]/[instance]/admissions Interface similar to admin view but with:

Fewer columns in the table
Blank pane on the right side
Only shows approved applications

Reviewing and Rating

Select Class

Choose which class to review from the dropdownOnly approved applicants appear

View Application

Click on student’s nameApplication appears in the right-hand pane (not new window)

Rate Student

Change student’s “Rating”:

Green
Yellow
Red
None

Table automatically sorts by rating (Green > Yellow > Red > None)

Add Comments

Add teacher comments about the applicant

Save Decisions

Save changes - they will be reflected in the admin view

Teacher Review of Class Applications

If using the TeacherReviewApps module, teachers can create optional application questions for their individual classes.

Questions are optional for teachers to create
Once created, questions become required for students applying to that class
Used in conjunction with StudentJunctionAppModule

Only use TeacherReviewApps if you intend to review responses for admission decisions. Otherwise it’s confusing and unnecessary.

Application Status Workflow

Typical progression:

1. Student submits application
   ↓
2. Admin reviews → Sets status to "Approved" or "Rejected"
   ↓
3. If approved → Application visible to teacher
   ↓
4. Teacher reviews → Rates as Green/Yellow/Red
   ↓
5. Admin sees teacher ratings → Makes final admission decisions
   ↓
6. Students notified of admission status

Integration with Registration

Applications complement the standard registration modules:

Application-Only Programs

Programs where students apply for general admission:

Enable FormstackAppModule
Students complete application
Admins review and approve
Approved students gain access to regular registration

Class-Specific Applications

Programs where students apply to individual classes:

Enable StudentClassRegModule (for browsing catalog)
Enable FormstackAppModule
Students see catalog but apply rather than register directly
Teachers/admins review applications
Admitted students are enrolled

Hybrid Approach

Some classes require applications, others are open enrollment:

Use applications for selective classes
Regular registration for non-selective classes
Students can do both during registration period

Custom Forms Alternative

While Formstack is the recommended backend, the system is designed to potentially support other backends including:

Custom forms built into the ESP Website
Other third-party form services

Currently, only Formstack is fully supported.

Best Practices

Form Design

Keep it concise

Long applications reduce completion rates. Ask only essential questions.

Make expectations clear

Tell students what you’re looking for in responses

Test thoroughly

Submit test applications to verify:

Username pre-population works
Class dropdowns are correct
Webhook fires and records to database
Teacher view displays properly

Provide deadline

Clearly communicate application deadline to students

Review Process

Set expectations with teachers: Explain the rating system and timeline
Review regularly: Don’t let applications pile up
Communicate decisions: Email students about admission status
Track in spreadsheet: Export data from Formstack for additional analysis if needed

Timeline

1 month before

Create Formstack form, configure ESP Website integration, test

2 weeks before

Announce application process to prospective students

Application period

1-2 weeks for students to submit

Review period

1 week for admin/teacher review

After decisions

Notify students, handle appeals, finalize enrollment

Troubleshooting

Username field not pre-filling

Check:

Field is marked as read-only in Formstack
Student is logged in when accessing the application
Formstack form ID is correct in settings

Applications not appearing in database

Verify:

Webhook is configured correctly in Formstack
Webhook URL matches your site
Username field and class field IDs are mapped correctly
Check Django logs for webhook errors

Teachers can't see applications

Ensure:

Admin status is set to “Approved”
TeacherAdmissionsDashboard module is enabled
Teacher is associated with the class

Template not displaying responses

Check:

Field ID variables match Formstack field IDs exactly
HTML template is valid
Field IDs are entered in settings correctly

Financial Aid via Formstack

The same system can be used for financial aid applications:

Create separate Formstack form for financial aid
Configure in the financial aid section of FormstackAppSettings
Similar field mapping process
Separate teacher view template for financial aid

This allows secure collection of sensitive information (income, family circumstances) that shouldn’t be in the ESP database.

Getting Help

For application system assistance:Contact: [email protected]Provide:

Your site URL
Program name
Formstack form link
Description of the issue
Screenshots if helpful

Get Started

Core Concepts

Administrator Guide

User Workflows

Overview

Required Program Modules

Formstack Form Setup

Creating the Application Form

Additional Fields

Configuring the Webhook

ESP Website Configuration

Formstack App Settings

Opening Applications

Student Workflow

Admin Workflow

Accessing the Dashboard

Reviewing Applications

Teacher Workflow

Accessing Applications

Reviewing and Rating

Teacher Review of Class Applications

Application Status Workflow

Integration with Registration

Custom Forms Alternative

Best Practices

Form Design

Review Process

Timeline

Troubleshooting

Financial Aid via Formstack

Getting Help

Next Steps

Program Modules

Creating Programs

Build docs developers (and LLMs) love

Get Started

Core Concepts

Administrator Guide

User Workflows

​Overview

​Required Program Modules

​Formstack Form Setup

​Creating the Application Form

​Additional Fields

​Configuring the Webhook

​ESP Website Configuration

​Formstack App Settings

​Opening Applications

​Student Workflow

​Admin Workflow

​Accessing the Dashboard

​Reviewing Applications

​Teacher Workflow

​Accessing Applications

​Reviewing and Rating

​Teacher Review of Class Applications

​Application Status Workflow

​Integration with Registration

​Custom Forms Alternative

​Best Practices

​Form Design

​Review Process

​Timeline

​Troubleshooting

​Financial Aid via Formstack

​Getting Help

​Next Steps

Program Modules

Creating Programs

Build docs developers (and LLMs) love

Overview

Required Program Modules

Formstack Form Setup

Creating the Application Form

Additional Fields

Configuring the Webhook

ESP Website Configuration

Formstack App Settings

Opening Applications

Student Workflow

Admin Workflow

Accessing the Dashboard

Reviewing Applications

Teacher Workflow

Accessing Applications

Reviewing and Rating

Teacher Review of Class Applications

Application Status Workflow

Integration with Registration

Custom Forms Alternative

Best Practices

Form Design

Review Process

Timeline

Troubleshooting

Financial Aid via Formstack

Getting Help

Next Steps