Apply International: Educational Representatives (Agents) Manual

Transcription

1 Apply International: Educational Representatives (Agents) Manual ITS Training As at 16 February

2 RMIT ITS Training does not offer any warranties or representations on the information provided in this workbook. While every precaution has been taken in the creation of this workbook, neither the publisher nor the author shall have any liability to any person or organization in relation to any loss or damage alleged to be caused by the instructions in this workbook.

3 Apply International: Educational Representatives (Agents) Manual Table of contents Introduction...3 Outcomes...3 Section 1: Login to RMIT Apply International...5 Section 2: Existing and New Applications...7 Agent view... 7 Enter applications.8 Search and edit/review applications... 8 Search for an application... 8 Change Password... 9 Log out... 9 Section 3: Enter Application Part A: Personal Details...12 Part B: Residency and Other Data...14 Part C: Application Type Selection...16 Part D: Program Information...17 Part E: English Language Proficiency...19 Part F: Qualifications and Work Experience...22 Part G: Special Consideration...24 Part H: Application Save and Application Fee Payment Details...25 Part I: Supporting Documentation...29 Part J: Submit Application...30 Part K: Tertiary Education (Study Abroad and Exchange Application Type)...32 Part L: Proposed RMIT Study Plan (Study Abroad and Exchange Application Type)...33 Summary...35 Prompts used in this workbook The following prompts are used throughout the workbook: Step by step screen instructions Summary Notes Caution this information is very important Copyright RMIT University Feb 2010 i

4 Apply International: Educational Representatives (Agents) Manual Notes ii Copyright RMIT University Feb 2010

5 Apply International: Educational Representatives (Agents) Manual - Introduction Introduction Welcome The aim of this manual is to provide you with the skills and knowledge to use the RMIT Apply International application system more effectively. Outcomes By the end of the manual, you should be able to: Login to the RMIT Apply International website Enter new application Search for applications that you have submitted Track and download documentation such as offer letters / ecoe Review application statuses. Pre-requisites Agent ID and password to access the RMIT Apply International website Target audience RMIT University Registered Educational Representatives (Agents) Copyright RMIT University Feb

6 Apply International: Educational Representatives (Agents) Manual - Introduction Notes 4 Copyright RMIT University Feb 2010

7 Apply International: Educational Representatives (Agents) Manual - Section 1: Login to RMIT Apply International Section 1: Login to RMIT Apply International Purpose To navigate to and login to the RMIT Apply International web site. Section outcomes By the end of this section, you should be able to: Navigate to the RMIT Apply International website Login to the RMIT Apply International website as an Educational Representative (Agent) Compatible browsers: Best viewed in Internet Explorer 6 and above. AOL or web TV browsers cannot be used. Steps 1 Open a compatible web browser 2 Type the link in the address bar: 3 Press Enter. The RMIT Apply International home page (below) will display Steps Clicking Home, just above the Apply International title bar, will return you to this screen at any time. Caution: Do NOT use your browser s navigation (back or next) buttons. Only use the menus and links within the Apply International facility to navigate. Copyright RMIT University Feb

8 Apply International: Educational Representatives (Agents) Manual - Section 1: Login to RMIT Apply International 4 Click the Click Here link under the Agents heading 5 Type your Apply International Username in the Agent ID field 6 Type your Apply International Password in the Password field. (Note that Password is case sensitive) 7 Click Login. The Agent home page displays. If you have forgotten your Agent ID or Password, please contact clientrelations@rmit.edu.au You will be prompted to change your password. The new password requires exactly 15 characters. It is important to note that once you change your password, RMIT will not have access to your new password. We therefore ask that once you re-set your password, you: - record these for future reference - pass them onto relevant staff 6 Copyright RMIT University Feb 2010

9 Apply International: Educational Representatives (Agents) Manual - Section 2: Existing and New Applications Section 2: Existing and New Applications Purpose To enter new applications, search for and work on existing applications, track and download offer letters/ecoe in the RMIT Apply International website Section Outcomes By the end of this section, you should be able to: Navigate the Agent home page Agent View Enter application Search for and edit/review existing applications Change your password. Agent view Agent view allows you to view all applications that you have submitted. From this page you can also: Start a new application Check the application status of a submitted application View and download supporting documentation of an application. The applications in this page will be listed in chronological order, that is, by date. Click Home at the top of screen to return to the main menu at any time. Copyright RMIT University Feb

10 Apply International: Educational Representatives (Agents) Manual - Section 2: Existing and New Applications Enter Application Clicking Enter application will take you to the Personal Details page to begin entering an application, see Section 3, Part A (Page 10) for detail. Search and edit/review applications 1 Click Search and edit/review application The Search Application page displays. Steps Existing applications submitted by you, the Representative (Agent), are displayed on this page when you login. Please note that a maximum of 50 records will be displayed. The Actions column in the Application Summary table contains links that enable you to: Edit continue entering information to an existing, incomplete application Review allows you to view supporting documentation after an application has been completely submitted to RMIT International Services Print print a copy of an application for your records. Only submitted applications can be printed. If more applications exist than can be displayed when you login, you will need to Search for those applications. Search for an application 1 Enter your search parameters into the fields Steps 8 Copyright RMIT University Feb 2010

11 Apply International: Educational Representatives (Agents) Manual - Section 2: Existing and New Applications 2 Click Search Applications that match your search parameters will be displayed. 3 Click Review, Edit or Print once you have found the application that you are looking for. Change Password The Search Application page has a link that enables you to change your password. Click the Change Password link and type your current password and your new password. Confirm your new password by typing it again and then click Change Password If you have any problems with your password or accessing the system, please contact clientrelations@rmit.edu.au Log out 1 Click Log out (top right of screen) to exit the application. Copyright RMIT University Feb

12 Section 3: Enter Application - Completing an Online Application Form Purpose To complete an application in RMIT Apply International Section Outcomes By the end of this section, you should be able to: Complete an application Add supporting documentation Pay fee online Submit application. Application documentation The following items must be submitted to RMIT University International Services. For further details, please refer to the International Program Guides or visit Applications without any documents attached will encounter delays in the process. All the following documents must be attached electronically when submitting an application Certified academic transcripts Certified graduation certificates Evidence of English proficiency Certified copies of passport and current Australian visa. The following documents should be provided if applicable. Please do not include originals as they will not be returned: Folio (e.g. artwork) Supplementary documents / forms References from employers Personal statement Curriculum Vitae (resume) Disability support details Research proposal, including expected outcomes Certified English translations Letters from scholarship provider or sponsor Guardianship form (if the applicant is under 18 years of age). 10 Copyright RMIT University Feb 2010

13 Application Processing Flow the letters below refer to which part of this section of the manual refers to that task. A: Personal details B : Residency data Full program in Melbourne (excluding Research Applications) C: Application type? Study abroad/exchange D : Program information K : Tertiary education E : English language proficiency L : Proposed RMIT study plan F : Qualifications and work experience G :Special consideration H :Application save and fee payment I : Supporting documentation J :Submit application Copyright RMIT University Feb

14 Part A: Personal Details 1 On the Agent home page, click Enter Application Steps The Personal Details page displays as below 2 Enter the personal details for the applicant 12 Copyright RMIT University Feb 2010

15 All fields in this application that are denoted with an asterisk (*) are a required field. Information must be entered into these fields before you can save or progress to the next stage of the application. If the student is under the age of 18 when they start a program, they must complete the Student Visa Application Under 18 Form. This form is available at: If the applicant has an alternate mailing address, you must click the NO option for the Mailing Address section. Doing so will expand the section to enable you to enter the alternate mailing address details, as displayed below: Contacts address: Representatives (Agents) entering applications on behalf of applicants should not use the applicant address (in the contact address field), they should enter the Representative (Agent) address. WHY? The address entered on an application will result in an acknowledgement going to that address. As these applicants will not be using the Apply International system {because they have appointed a representative (agent)}, the acknowledgement is not relevant to them. If you have Google Toolbar enabled, you may notice some of your fields will be displayed in yellow. This is a feature of Google toolbar to identify the fields it will try to autofill for you. 3 Click Next This will take you to the next section, Residency and Other Data. 3a Click Save and Return This action will return you to the Search and edit/review applications page with only this application listed in the results table. You can note the reference number for your records. Click the Edit link to return to the application. Copyright RMIT University Feb

16 Part B: Residency and Other Data 1 Enter the Residency details and other data for the applicant Steps Caution: If you select the Yes option for the Permanent resident or citizen of Australia OR Citizen of New Zealand then the following message will display: If the applicant has an Australian Visa, click the Yes option in this section to expand the form. Enter the Visa details for the applicant: 14 Copyright RMIT University Feb 2010

17 You can find the Visa number on the top left-hand corner of the Australian Visa label (see above) If the applicant has overseas student health cover, click the Yes option in this section to expand the form. Enter the health cover details for the applicant: If the applicant has been awarded a Sponsorship or Scholarship, click the Yes option and type the name of the sponsorship/scholarship: 2 Click Next >> This will take you to the next section, Application Type Selection Copyright RMIT University Feb

18 Part C: Application Type Selection This page allows you to select the mode of study for the applicant. Steps 1 Click the option for the applicants preferred mode of study: 1a If an applicant chooses to Study a Full Program in Melbourne, click this option and then click Next >> to proceed to Part D: Program Information Page 17 1b If an applicant chooses to Study Abroad (one or two semesters study in Melbourne, fee paying), click this option and then click Next >> to proceed to Part K: Current Tertiary Studies - Page 32. 1c If an applicant chooses Exchange (one or two semesters study in Melbourne, exchange agreement with partner institution), click this option and then click Next >> to proceed to Part K: Current Tertiary Studies Page Copyright RMIT University Feb 2010

19 Part D: Program Information Steps The top section of this page allows you to choose the English study mode for the applicant. 1 If the applicant is planning to study English at RMIT click English Only Application, or click RMIT English as a pathway to other RMIT TAFE or University Studies. If the applicant is not studying English, click No English Studies Some applications, such as English Only, will not be charged an application fee. The applicant must choose the program(s) they wish to study at RMIT in order of preference. The applicant must choose at least one program with a maximum of three. 2 Select the program information from the lists: 2a RMIT program level 2b Application semester 2c Program name 2d Program plan name Copyright RMIT University Feb

20 2e Program campus 2f Are you applying for credit exemptions? 2g Preference 3 Click Add Program If the applicant is applying for credit exemptions: You will need to supply International Services with an academic transcript and a detailed curriculum for all studies not listed on the International Advanced Standing web page ( Once the program preference has been added, it will appear in a table at the top of the screen. Note : This image displays an application showing two preferred programs An applicant can choose up to three programs. If the details in the program preference are incorrect, click the Remove link in the table at the top of the screen, to delete the record. You will then need to recreate the record. 4 Click Next >> This will take you to the next section, English Language Proficiency 18 Copyright RMIT University Feb 2010

21 Part E: English Language Proficiency 1 Enter the English Language Proficiency details for the applicant Steps If the applicant is planning to, or is currently enrolled in English language studies, click the Yes option in this section and enter the details: Copyright RMIT University Feb

22 If the applicant has undertaken an English test in the last 2 years, click the Yes option in this section and enter the details: Depending on the English Test Name undertaken by the applicant, different sections will be displayed: IELTS RMIT English Worldwide TOEFL Computer 20 Copyright RMIT University Feb 2010

23 TOEFL Internet TOEFL Paper 2 Click Next >> This will take you to the next section, Qualifications and Work Experience Copyright RMIT University Feb

24 Part F: Qualifications and Work Experience 1 Enter the qualifications and work experience details for the applicant Steps If the applicant has previously completed any tertiary/university studies: 1 Click the Yes option in this section and enter the details: 2 Click Add this qualification The qualification will be listed in a table below this section: 22 Copyright RMIT University Feb 2010

25 If the details in the qualification(s) are incorrect, click the Remove link in the table to delete a qualification. If the applicant is currently undertaking any tertiary/university studies: 1 Click the Yes option in this section and enter the details: If the applicant has completed any work experience that is relevant to their application to study at RMIT: 1 Click the Yes option in this section and enter the details: 2 Click Add this employment record The employment record will be listed in a table below this section: If the detail of the employment is incorrect, click the Remove link in the table. 2 Click Next >> This will take you to the next section, Special Consideration Copyright RMIT University Feb

26 Part G: Special Consideration 1 If the applicant is providing special consideration information, click Yes and add a brief description if required. Steps 1a If the applicant is not providing special consideration information, leave the option as No 24 Copyright RMIT University Feb 2010

27 2 Select a value from the list on how the applicant first heard about RMIT University 3 Click Next >> This will take you to the next section, Application Save and Application Fee Payment Details Part H: Application Save and Application Fee Payment Details Steps Most online applications require an application fee payment. If you believe that an application fee should not apply, please scan and the application to isapplications@rmit.edu.au Study Abroad and Exchange applicants will receive an auto waive on their application fee. Copyright RMIT University Feb

28 Clicking Next >> will take you to the next section, Supporting Documentation. To save the application up to this point, click Save & Return. This will take you back to the Search Page, the application will be listed in a table and you will be able to return to the application by clicking the Edit link, under the Options heading in the Application Summary table. 1 To Pay Online, click the Pay online button The Online Application Fee Payment page displays Steps 2 Click Pay Now You will be redirected to the Commonwealth Bank site 3 Click the logo, VISA or MasterCard. Other cards are not accepted. 26 Copyright RMIT University Feb 2010

29 3a VISA: enter the card details: 3b MasterCard: enter the card details: 4 Click Pay The payment details will be processed, upon successful completion the receipt details page will be displayed Copyright RMIT University Feb

30 To keep a copy of the receipt details, print the receipt details page from the web browser s print facility. 5 Click Next >> This will take you to the next section, Supporting Documentation. 28 Copyright RMIT University Feb 2010

31 Part I: Supporting Documentation This section allows you to provide the applicant s documentation to support the application. Refer to Section 3: Application Documentation of this manual for a list of supporting documentation. Each file that is uploaded as supporting documentation cannot exceed 5MB in size. All file types are available, including: Steps MS Word (.doc) Portable Document Format (.pdf) JPG image (.jpg) Tagged Image File (.tif) 1 Click Browse to locate the drive and file you wish to upload 2 Select the file that is to be uploaded as supporting documentation 3 Click Upload The document will be uploaded and it will appear in a table at the top of the screen Continue adding supporting documentation by following steps 1-3 above. 4 Click Next >> The Submit Application page will display Copyright RMIT University Feb

32 Part J: Submit Application Steps 1 Read the declaration 2 If the applicant agrees to the declaration, click I Agree Representatives (Agents) must obtain the Applicant Agreement form to do this. 3 Click Submit Application 30 Copyright RMIT University Feb 2010

33 Once the application has been successfully submitted, a reference number will be issued. 4 Note the reference number for your records, you can print this page from your browser 5 Click Finish and you are returned to the RMIT Apply International Search and edit/review applications page. The reference number and name in the above screen shot has been blurred. Caution: This is the final part of an application. The parts on the next pages are for an application to study abroad, or part of an exchange program. Copyright RMIT University Feb

34 Part K: Tertiary Education (Study Abroad and Exchange Application Type) 1 Enter the current Tertiary/University studies for the application 2 Click Next >> This will take you to the next section, Proposed RMIT Study Plan Steps 32 Copyright RMIT University Feb 2010

35 Part L: Proposed RMIT Study Plan (Study Abroad and Exchange Application Type) Steps 1 Enter the proposed RMIT study plan information for the application: 1a Study plan duration 1b Study plan academic level 1c Study plan commencement semester 2 Enter the Study Plan Course Information: 2a Study plan course semester 2b Study plan course subject 2c Study plan course number 3 Click Add Course The Course will be added to the course table Choose courses from the RMIT website Study Abroad at RMIT ( Academic prerequisites must be met before you will be accepted into some Copyright RMIT University Feb

36 courses. academic and English requirements may vary for TAFE (certificate and diploma) and postgraduate studies. Check your choices with your Study Abroad counsellor to ensure that you will receive credits towards your present qualification. List the courses of study at RMIT University in preferential order. List more courses than needed as some are offered in only one semester in each academic year. Some courses run for two semesters, i.e. the whole year. If studying at RMIT for one semester you will not be able to choose these courses. You will need to study a full-time load: credit points for higher Ed study (this is stated in the course detail). 4 Continue adding courses for the Proposed RMIT Study Plan. You must add at least three (3) courses, with a maximum of eight (8). To delete a course from the Study Plan, click the Remove link in the course table: 5 Click Next >> This will take you to Part G: Special Consideration See page Copyright RMIT University Feb 2010

37 Apply International: Educational Representatives (Agents) Manual - Summary Summary Summary The aim of this manual is to provide you with the skills and knowledge to use the RMIT Apply International website as a Representative (Agent) to enter applications on behalf of Applicants. You should now be able to: Login to the RMIT Apply International website Track and download documents (e.g. Offer letters / ecoe) Search and review applications that you have submitted Enter applications and upload supporting documentation Copyright RMIT University Feb