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Penn Clubs provides a powerful application system that allows clubs to create custom recruitment applications, manage submissions, and make selections.

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Creating Applications

Club officers can build comprehensive application forms with multiple question types and committee options.

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Application Settings

1

Basic Information

Set application name, description, and external URL (if using external forms)
2

Timeline

Configure application start time, end time, and result release date
3

Application Cycle

Optionally link to an application cycle (Fall 2024, Spring 2025, etc.)
4

Activate

Mark the application as active to make it visible to students

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Application Timeframes

  • Application Start - When students can begin submitting
  • Application End - Submission deadline
  • End Time Exception - Allow specific extensions for individual students
  • Result Release - When decisions are published to applicants
Set result release dates carefully - students will be able to see their decision status after this time.

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Committees

Applications support multiple committees for organizational structure:
  • General Member - Default committee for broad recruitment
  • Custom committees - Create specific tracks (Design, Marketing, Finance, etc.)
  • Committee-specific questions - Assign questions to specific committees
  • Multiple applications - Students can apply to multiple committees

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Committee Features

Word Limits

Set total word limits per committee to ensure fair response lengths

Question Assignment

Assign specific questions to specific committees or make them universal

Separate Submissions

Each committee receives separate submissions for independent review

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Question Types

Build applications with four different question types:

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Free Response

Long-form essay questions:
  • Word limit enforcement (optional)
  • Rich text description for question prompt
  • Precedence ordering for question sequence
  • Committee targeting - show to specific committees

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Multiple Choice

Select one option from a list:
  • Custom options - Add as many choices as needed
  • Pre-defined selections for standardized questions
  • Used for classification questions (year, school, etc.)

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Short Answer

Brief text responses:
  • Character limits (shorter than free response)
  • Quick information gathering (name, email, phone, etc.)
  • Auto-populate from user profile when possible

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Informational Text

Display information to applicants:
  • No response required
  • Explain requirements or provide context
  • Format instructions or expectations
  • Can include rich text with links and formatting

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Building the Application Form

1

Add Questions

Create questions in your desired order with precedence values
2

Set Word Limits

Configure word limits for free response questions
3

Assign to Committees

Mark questions as committee-specific or general
4

Add Info Text

Include instructions and expectations throughout the form
5

Preview and Test

Review the application as students will see it

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Student Submission Flow

When students apply to clubs:
1

Select Committee

Choose which committee(s) to apply for
2

Auto-Populate Data

Basic profile information fills in automatically
3

Answer Questions

Complete all required questions with word limit tracking
4

Submit Application

Submit with confirmation notification
5

View Status

Check application status and decisions after release date

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Application Features for Students

  • Save progress - Applications auto-save as students type
  • Word count indicators - Real-time tracking of word limits
  • Multiple submissions - Apply to different committees
  • Submission confirmation - Email receipt upon submission
  • Status tracking - View pending/accepted/rejected status
Students can view all their applications and their status in their profile settings.

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Reviewing Submissions

Club officers can review and manage applications:

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Submission Management

  • View all submissions by committee
  • Filter by status (Pending, Accepted, Rejected after written, Rejected after interview)
  • Read responses to all questions
  • See applicant information (name, year, school, major)
  • Export to Excel for offline review

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Decision Statuses

Pending

Initial status - application received and under review

Accepted

Student accepted to the club/committee

Rejected After Written

Not moving forward after written application review

Rejected After Interview

Not accepted after interview round

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Application Extensions

Grant extensions to individual students:
  • Create extension with new deadline
  • Automatic email notification to student
  • Override application end time for specific users
  • Track extended deadlines separately
Extensions are useful for students with extenuating circumstances or to accommodate interview schedules.

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Decision Notifications

Notify applicants of their results:

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Acceptance Emails

  • Custom acceptance message with club-specific text
  • Template variables - Include , ,
  • Automatic sending when status changes to Accepted
  • One-time notification (notified flag prevents duplicates)

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Rejection Emails

  • Custom rejection message with feedback
  • Template variables for personalization
  • Respectful, encouraging tone
  • Automatic sending when status changes to Rejected

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Email Templates

Configure custom email templates: 
Hi {name},

Congratulations! We're excited to inform you that you've been 
accepted to {committee}.

{reason}

We look forward to having you as part of our team!
Use template variables , , and to personalize emails. The system validates templates before saving.

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Wharton Council Applications

Special features for Wharton Council clubs:
  • Application cycles - Centralized Fall/Spring cycles
  • Status tracking - View all Wharton applications
  • Coordinated timelines - Synchronized deadlines
  • Public application page - Browse all open Wharton applications

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Cloning Applications

Reuse applications from previous cycles:
  • Clone entire applications with questions and committees
  • Update dates for new cycle
  • Normalize committees - Removes “copy” suffixes
  • Preserve structure while allowing modifications
1

Select Previous Application

Choose an application from a past cycle
2

Clone and Update

System creates a copy with all questions and committees
3

Modify Dates

Update start, end, and release dates for new cycle
4

Review Questions

Make any necessary changes to questions
5

Activate

Set as active when ready to accept submissions

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Analytics and Reporting

Track application metrics:
  • Submission counts by committee
  • Completion rates - Started vs. submitted
  • Average word counts per question
  • Time to complete statistics
  • Acceptance rates by committee

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External Applications

If using external forms (Google Forms, Typeform, etc.):
  • Add external URL to application settings
  • Display link prominently on club page
  • Track clicks to external form
  • Maintain Penn Clubs presence while using external tools
External applications are useful for clubs that need features not available in the built-in system, but built-in applications provide better integration and analytics.

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