Creating and Managing Funding Periods
How to create, configure, and manage funding periods
Step-by-Step Guide
Navigate to Funding Periods
Go to Admin > Funding Periods in the main navigation.
Click 'Add Period'
Click the 'Add Period' button to create a new funding period.
Enter Period Details
Fill in the period name (e.g., 'Spring 2025'), select the term (Spring/Summer/Autumn), and set the year.
The system suggests the next logical term based on the current date
Set Key Dates
Enter the start date, end date, and submission deadline. Optionally set an acceptance deadline.
The submission deadline must be before the end date
Configure Defaults
Set default requirements for submissions in this period: whether to require Legal ID and Medical Information by default.
Select Agreement Template (Optional)
Choose an agreement template to use for this period, or use the system-generated GOV PDF form.
Save the Period
Click 'Create Period' to save. The period is created as inactive by default.
Managing Existing Periods
Editing a Period
- Open the period from the Funding Periods list
- Click 'Edit'
- Update the required fields
- Click 'Save Changes'
Note: Changing dates on a period with existing submissions will not affect those submissions, but may cause confusion. Consider the implications before editing.
Activating a Period
- Open the period Details page
- Click 'Activate' (or toggle the Active switch)
- This period becomes the default for new submissions
Deactivating a Period
- Open the period Details page
- Click 'Deactivate'
- The period remains visible but won't be the default
Deleting a Period
Periods can only be deleted if they have no submissions. If a period has submissions:
- Deactivate the period instead
- The period will be retained for historical records
Default Requirements
When creating a period, you can set default submission requirements:
- Require Legal ID: Parents must provide proof of child's identity
- Require Medical Info: Parents must provide allergy/medical information
These defaults are applied when new submissions are created for this period, but can be overridden per submission.
Agreement Templates
Each period can have an associated agreement template:
- No template: Uses the system-generated GOV PDF form
- Custom template: Uses a Word document template you've uploaded
Templates can be managed in Admin > Agreement Templates.
Tip: Create the next term's period before the current one ends. This ensures staff can start creating submissions immediately when the new term begins.