Pre-Service Checklist Item: Enrolling Fellows (Cohort 3)

Modified on Thu, 19 Sep at 8:55 AM

TABLE OF CONTENTS

How do I enroll Fellows who participated in a previous Cohort into Cohort 3?
How do I enroll NEW Fellows for Cohort 3?

How do I enroll Fellows who participated in a previous Cohort into Cohort 3?

To enroll Fellows who participated in Cohorts 1 or 2 into Cohort 3, follow these steps:

Step 1: Export Returning Fellow Data

First export relevant details from the Fellows' profiles to Excel and then move that data into Cohort 3 Fellow Enrollment.

On the left-hand side of your Mission Control, click Fellows, Staff & Community Host Partners.
On the right, click Manage fellows accounts.
Towards the top-right, use the More drop-down menu to select Export Fellows.
Organize Fellows By Custom Field.
On the right, click the Select Fields to Include button.
Next, choose these fields:
- Name & Contact Details: First Name
- Name & Contact Details: Last Name
- Name & Contact Details: E-mail
- Community Host Partner Assignment: Community Host Partner Assignment
- Community Host Partner Assignment: Campus Assignment Based on Assigned Community Host Partners
- Associations: Type 1 Associations: County
As you add fields, you’ll notice that the preview table at the bottom of the page will adjust to display the new information.
Click the Export to Excel button. Open the Excel export.

Step 2: Moving the Data to the Fellow Enrollment Template

Next, let's copy and paste the exported data into the enrollment template:

Now, download the Cohort 3 Fellow Enrollment Template from Google Drive to Excel.
You will now copy & paste the data from the Excel export to the Cohort 3 template. (You'll see that some of the data is already filled in on the template with the necessary information.)
Complete the template by filling in the missing data.
Clean the sheet by deleting any extra rows with data.
Delete the worksheet called 'DELETE BEFORE UPLOAD.'
Next, follow the steps below to update your returning Fellows.

IMPORTANT NOTE: If your Fellow's Community Host Partner is changing, you will still need to manually REMOVE their old Community Host Partner assignment from their profile. You cannot REMOVE this assignment using Excel.

Step 3: Import Returning Fellow Data for Cohort 3

To re-enroll Fellows who have served in a previous Cohort, follow these steps:

On the left, in your Mission Control, click Fellows, Staff, & Community Host Partners.
On the right, click Manage fellow accounts.
On the right, in the More menu, select the Import Fellows option.
At the top of the page, under the Step 1, select Update Existing Fellows.

Keep in mind that you have to import new and existing Fellows using separate Excel sheets and at separate times.
In Step 2, select your file by clicking the Choose File button.
In Step 3, click Upload Excel File.
Next, map your fields to the fields available in your Impact Suite.
Once you have mapped your fields, click the Preview Import button to move to the next step.

Note: if there are Excel columns or Impact Suite fields that you have not mapped, you will get a message like this from the system:
(If no errors are found skip to #12.)

If errors are found on the Excel sheet, you’ll get a detailed list of issues and the option to download the file you uploaded with the errors highlighted in red for quick correction.
Here’s what the file will look like, with errors highlighted in red:
Use this section to upload your corrected template:
Next, you will re-map your fields (if needed).
Now you will have a chance to Preview Import.
This is a good opportunity to make sure you properly mapped your template. If you find issues you can use the Map Fields back button to correct any mistakes.
Next, let the Impact Suite know that you would like to Update duplicates with Excel data.
Finally, click Perform Import to finalize your enrollment.

Once complete, you'll get a message like this one.

Step 4: Activate Your Cohort 3 Fellows

To activate your Cohort 3 Fellows so that they can complete forms, follow these steps:

On the left, in your Mission Control, click Fellows, Staff, & Community Host Partners.
On the right, click Manage fellow accounts.
Select a) Customize a View, b) Optional: Break Out By, c) Associations, d) Fellow Panel Targeting, and then click View.
Once the table of Fellows loads, check the box next to Cohort 3 Fellows.
Next, use the Select action drop-down menu and select Activate Selected.
If there is a currently active form (like the Entrance Survey) you'll see a pop-up like this.

Select the checkbox for each Fellow and click Confirm.

That's it!

How do I enroll NEW Fellows for Cohort 3?

Enrolling new Fellows has two steps.

Step 1: Download and Complete the Fellow Enrollment Template

Copy and paste the exported data into the enrollment template:

Now, download the Cohort 3 Fellow Enrollment Template from Google Drive to Excel.
Complete the template.
Clean the sheet by deleting any extra rows with data.
Delete the worksheet called 'DELETE BEFORE UPLOAD.'
Next, follow the steps below to enroll your new Fellows.

Step 2: Import New Fellows

To enroll new Fellows, follow these steps:

On the left, in your Mission Control, click Fellows, Staff, & Community Host Partners.
On the right, click Manage fellow accounts.
On the right, in the More menu, select the Import Fellows option.
At the top of the page, under the Step 1, select Add New Fellows.

Keep in mind that you have to import new and existing Fellows using separate Excel sheets and at separate times.
In Step 2, select your file by clicking the Choose File button.
In Step 3, click Upload Excel File.
Next, if needed, map your fields to the fields available in your Impact Suite.
Once you have mapped your fields, click the Preview Import button to move to the next step.

Note: if there are Excel columns or Impact Suite fields that you have not mapped, you will get a message like this from the system:
(If no errors are found skip to #12.)

If errors are found on the Excel sheet, you’ll get a detailed list of issues and the option to download the file you uploaded with the errors highlighted in red for quick correction.
Here’s what the file will look like, with errors highlighted in red:
Use this section to upload your corrected template:
Next, you will re-map your fields (if needed).
Now you will have a chance to Preview Import.
This is a good opportunity to make sure you properly mapped your template. If you find issues you can use the Map Fields back button to correct any mistakes.
Next, click Perform Import to finalize your enrollment.
Once complete, you'll get a message like this one.

To send an email to new Fellows promting them to setup their passwords, click the link Send the password setup e-mail to all newly-enrolled fellows.
IMPORTANT: Links to setup passwords expire 24 hours after delivery.

If you want like to send this email at a later date, checkout this article.

Step 3: Activate Your Cohort 3 Fellows

To activate your Cohort 3 Fellows so that they can complete forms, follow these steps:

On the left, in your Mission Control, click Fellows, Staff, & Community Host Partners.
On the right, click Manage fellow accounts.
Select a) Customize a View, b) Optional: Break Out By, c) Associations, d) Fellow Panel Targeting, and then click View.
Once the table of Fellows loads, check the box next to Cohort 3 Fellows.
Next, use the Select action drop-down menu and select Activate Selected.
If there is a currently active form (like the Entrance Survey) you'll see a pop-up like this.

Select the checkbox for each Fellow and click Confirm.

That's it!