Document Upload for IELTS ORS

Transcription

1 Document Upload for IELTS ORS Overview... 1 Setting up document upload... 1 Uploading a document (as a candidate)... 2 Managing documents in the admin system... 3 The Summary Dashboard... 3 The Candidate Grid... 4 Comparing the uploaded document with details entered on the application form... 6 Printing the application summary... 6 Uploading a replacement document (as a candidate)... 7 Overview Document upload allows candidates to submit an electronic copy of their identification document as part of the registration process in ORS. Centre staff can then review the submitted document in the ORS admin system and accept or reject it. If the document is accepted, the candidate is marked as Checked in ORS. If the document is rejected, the candidate will receive an with a link to enable them to upload a replacement document. Along with the online payment rollout and the end of the requirement for IELTS candidates to provide photographs prior to the test we hope that the introduction of document upload will significantly streamline the registration process. Setting up document upload Document upload is set up for each country (or independent centre) by the global IELTS systems team; it can either be set to mandatory or optional. To request document upload be switched on or to switch between the mandatory and optional settings, contact us at Orshelp@britishcouncil.org. Prior to switching on document upload on the live system we will enable it for you in the UAT (test) site. You should enter some dummy candidates through the UAT customer journey to get familiar with the new system. Remember you will need to adjust your Application Instructions and potentially your Country Specific Information in ORS to take account of the new process. For example if you have mandatory online document upload you will not want to include instructions about submitting documents by post. If you have the system enabled but not mandatory you will probably just need to adjust the wording slightly (e.g. add If you have not already uploaded your identity document please etc.).

2 Uploading a document (as a candidate) Candidates will complete the online application form as normal but when document upload is switched on there is an additional section to allow them to upload their identity document. Clicking on the Browse button lets the candidate select their scanned document for upload. If the upload is successful the document will be displayed above the Edit, Remove and Browse buttons. The scanned document must be smaller than 1600 by 1600 pixels and the file size should be 1.5MB or less. Only JPEG, GIF or PNG files are supported at present. Candidates can then perform some basic editing of their image by clicking on the Edit button or on the image itself. This opens the Edit window where the image can be rotated, cropped and resized.

3 Clicking on Ok will save any changes the candidate has made. Once the candidate is happy with the image they can proceed with their registration as normal. If not they can click on the Remove button underneath the image and upload another. Before the application is submitted the usual summary screen is displayed but now it will include the uploaded image and the option to go back and change it along with any of the other details. Managing documents in the admin system The Summary Dashboard You can get an overview of the document upload status of your candidates for a particular test by using the Summary Dashboard at centre or venue level. When you expand the view for a particular test, in the bottom right you will see the number of candidates whose documents you have accepted, the number whose documents you have rejected and the number whose documents are still waiting to be checked ( Document Unchecked ).

4 If you click on any of the numbers the system will display the relevant candidates in the candidate grid. So at regular intervals you can go to the summary dashboard, select the test you are working on and click on the number under Document Unchecked to go through the documents you have received and accept or reject them. The Candidate Grid In the candidate grid the Docs column will indicate whether a candidate has uploaded documents. You can click on either the Yes in the Docs column or on the Checked link to accept or reject the documents. This will open the documents information window where you will see a small version of the document along with a button to Approve or Reject the document. You can click on the small verison of the document to view a larger version.

5 Clicking on the icon will enlarge the image further. Clicking on close will return you to the information window where you can Approve or Reject the document. If you select Approve the system will then ask you to confirm whether you want to mark the candidate as checked. If you select Reject the system will confirm that the document has been rejected and send an to the candidate requesting them to upload a replacement document. If you need to reset a candidate s document status for example if you have accidentally rejected or accepted a document or if you need to upload a new document form the admin site you can do so in the candidate grid. Click on the candidate s name in the grid and go to the Candidate Document tab where you will be given a summary of the candidate s document upload history and options to Add New, View, Delete or Reset documents.

6 Comparing the uploaded document with details entered on the application form The easiest way to compare the uploaded document with the details a candidate has entered on the form is to use two tabs in your browser: one to display the candidate s details and the other their uploaded document. To open a new tab in Chrome click on the icon next to the last tab at the top of the browser window (or use the keyboard shortcut Ctrl+T). Navigate to ORS in both tabs and find the candidate you want to look at using the summary dashboard or by searching in the Candidate Grid. You can then review the details entered on the application form (such as ID document type, document number etc.) by clicking on the candidate s surname as, in the other tab you can open the candidate s document by clicking on the Yes link in the Docs column as described above. You can switch between tabs to compare the two by either clicking on the tab you want to look at or using Ctrl+Tab. As an alternative to using two tabs in Chrome, you could compare the information in the Export to Excel (which contains all candidates for a given session) with the documents that have been uploaded. This may be more convenient if you already use the Export to Excel as part of you operational procedures. Printing the application summary The printable application summary will now include a copy of any uploaded document along with the usual summary of the candidate s details. You can print the application summary for all Checked and Paid candidates in a given session by going to Export and clicking on the Print link for the session you want to print. If no Print link is displayed it means there are no Checked and Paid candidates for that session. N.B. As with exporting to IWAS or Excel this can be done at either the centre or venue level but if you have large numbers of candidates per session (more than two hundred or so) please make sure you print at venue level or the creation of the PDF will be very slow. When you click on Print the application summary will be generated and the first page will be displayed. If you wish you can preview the different pages with the left and right arrows or by entering a page number at the top. When you are ready to print, click on the printer button in the top left, this will generate a PDF for you to print (you will need Adobe Acrobat Reader or similar to view and print the PDF). Alternatively you can use the Export icon to export the summary to a different format such as MS Word.

7 Uploading a replacement document (as a candidate) If a candidate s document is rejected then they will be sent an with some common reasons for rejection along, your centre s contact details and a link to upload a replacement document. Following the link will take the candidate to a version of the customer site with only the upload controls.