Daily basis:

Transmission of applications: This routine sweeps the files for applications that have been submitted. It then sends the application information (including custom questions) in one file to the SPEEDE server, and the SPEEDE server separates the application information by school to send to the appropriate institution.
Transmission of essays: This routine sweeps the files for essays that have been submitted. It then sends the essay information (including custom essays) in one file to the SPEEDE server, and the SPEEDE server separates the application information by school to send to the appropriate institution.

Weekly basis:

Application Counts: This routine counts all applications based on the semester and week.

Monthly basis:

180-day application purge: This routine deletes all saved (but not submitted) applications that have had no activity for more than 180 days (about 6 months) and all created applications that have been started but not saved through page 1.

Annual basis:

April-May: Institution parameter purge. This routine deletes all institution information for “past-past” cycles and older. For example, if it is run in 2021 (at the beginning of the 2022-2023 application cycle (Summer I 2022 – Spring 2023), all parameters for semesters older than Summer I 2021 will be deleted. It is scheduled to run in the April-May timeframe.
Creation of new cycle in STAGING database: We create the new cycle by copying the most recent cycle in STAGING as the new cycle. For example, we copy semester and major information for Summer 2021 to Summer 2022, Fall 2021 to Fall 2022, etc.
Early May: All final feedback and enhancements to ApplyTexas applications is provided by the Advisory Committee. After feedback is received, reviewed and approved, the ApplyTexas team begins implementing the revisions for the new cycle.
June-July: Submitted application purge. This routine deletes all submitted applications and related information for past semesters. It is scheduled to run in the June-July timeframe.
ApplyTexas Administrator Workshop. This is an informal, “how-to” workshop led by the Advisory Committee and the THECB. We highly recommend you attend this workshop.
June: Release the new application cycle in STAGING to administrators. We send an email to the ApplyTexas listserv when the new application cycle is available in STAGING. At the same time, we release updates to the Administrative website, and encourage administrators to set up and test their application for the new cycle. An application cycle is defined as: Summer I (next year) through Spring (year after next). For example, when we release the new cycle in July of 2021, the application cycle will be from Summer I 2022 through Spring 2023.
July: The new cycle of applications is made available in LIVE. If you wish to have your institution go LIVE when the new cycle opens, please send the appropriate migration requests with the detailed information. In STAGING, please set the open date for each application type for July 1 or later.
November: Closed for the Thanksgiving holiday. We will leave the application open, but NO ApplyTexas staff will be in the office over the Thanksgiving holiday (out starting Thanksgiving Day, back in the office the following Monday). Please do not have your deadline fall during this holiday.
December: Closed for Winter Break and through the New Year Holiday. Again, we will leave the application open, but NO ApplyTexas staff will be in the office over the Winter/New Year holiday (out starting the Monday of Christmas week, back in the office the first weekday after New Year’s Day). Again, please reconsider and adjust if your deadline falls during this holiday.

“What is the schedule for deleting applications?”

Applications that are saved but not submitted and have no activity for 180 days (about 6 months), are automatically purged from the database on the first Friday of each month. Applications that have been submitted will be automatically deleted during the Summer term that concludes their application cycle.

Frequently asked questions

Using the Admin Suite

Who should use the ApplyTexas Admin Suite?

What are my responsibilities as an Admin Suite administrator?

How do I onboard or offboard someone to the Admin Suite for my institution?

How often is data updated on the Admin Suite?

Managing your account

What user permissions are available on the Admin Suite?