Agent Training Guide: Registering Students and Creating Applications. Enquiry, Application and Agent Management System ( EAAMS )

Transcription

1 Agent Training Guide: Registering Students and Creating Applications Enquiry, Application and Agent Management System ( ) Version 2.0 July 1, 2011

2 Contents Please note!... 3 Getting Started... 3 Create/Register Applicants... 3 Completing the Student Profile (Edit Applicant)... 5 Create New Applications... 6 Complete the Application... 8 Main Tab... 9 Preferences Tab Background Tab Declaration Tab Miscellaneous Tab Action Buttons Payment of Application Fee by Credit Card Status Updates Providing More Information Unsuccessful Applications Accepting Offers Accessing the Confirmation of Enrolment (CoE) Searching for Applications Manually (Browse Applications) Support - Contact Details

3 Please note! The numbers alongside each diagram in this Guide correspond with the steps. For Example: (Step) 100. Click on the link to learn how to apply at Victoria University International. 100 Getting Started 1. Open your Internet Web Browser and go to the webpage 2. Enter your Username and Password in the spaces provided and click on Login. 3. Click on Forgotten Your Password? for a new password to be sent to your address. 2 3 Create/Register Applicants In order to create an application on from a written application, the applicant/student must firstly be registered. Create Applicant Create Application 4. In the Welcome Screen, access the Menu and click on Applicants/Students The Browse Applicants page will appear. Click on Add to enter new applicant details, creating a new profile. NOTE: It is recommended to search for an applicant/student for an existing profile prior to creating a new record. 3

4 5 6. The Personal Details screen will appear. 7. Enter the details of the prospective student. NOTE: although not all fields are mandatory, it is essential all contact details are provided for correspondence from VU International when required. 6 & Once all details are entered, click on Submit (or Cancel if needed) 4

5 Completing the Student Profile (Edit Applicant) 9. Once the Applicant Registration is complete, you will be directed back to the Browse Applicants page. 10. Use the search criteria to locate the new student record. 11. Click on Edit to enter the Student s record and update details. 12. The Edit Applicant page will appear allowing you to update the following tabs: Main Name, Date of Birth, Citizenship and Visa Details, and VU Student Number details. Contact Details Phone Numbers, address, Correspondence Address details. Emergency Emergency contacts in Australia and home country. Agent/etc Managing Agent, Guardianship Details. User this tab is blank. Misc Student activity: submitted Enquiries and Applications Once all details are complete click on the Submit action button. 14. You will be directed back to the Browse Applicants page. NOTE: 1. For applicants under 18 at the time of application creation, Guardianship details must be provided in order to lodge an application. It is recommended these details are entered once the application is received and the Student Profile is created. 2. Agent Details selected in the Student Profile will migrate to new applications created for the student. 3. Applications can be created from the Edit Applicant page under the Misc tab. 5

6 Create New Applications There are two ways of creating new applications in. The steps below will demonstrate the quickest way to create a new application (via the Student Profile). 15. In the Browse Applicants page, use the search criteria to locate the new student record created. 16. Click on Edit to open the Student Profile. 17. Click on the Misc tab, and click Add (next to Applications) The Add Application page will appear. Select the International Application Form type. If you would like the student to have more than one application in progress, enable the Allow Multiple Applications checkbox Select the Country of Application as noted in the written application form The Managing Agent for the application is pre-selected By default, the Agent receives all application status updates via (ealerts), however this can be overridden by enabling the Override checkbox. 6

7 21 ealerts from will be sent to Applicants and the Agent where the override checkbox is enabled. 22. Select the Agent Contact (Case Manager) Click on Submit to proceed with the application. 23 7

8 Complete the Application The application form is divided into tabs, placed at the top of the page, together with a status bar. The Menu Bar and the Action buttons are fixed to the page. Several sections within the application form containing static text can be collapsed to reduce navigation time. Navigate the tabs using Back and Next buttons at the bottom of the screen (contained in each tab page). The Scroll to Top button directs you back to the top of the page you are working in. Menu Bar Status Bar Tabs Action Buttons Hide/Show text button Back and Next Buttons Scroll to Top Button 8

9 The contents of each tab within the application form are as follows: Main Tab International Application Form Displays the Form Type and current Application Status. 25. Admission Officer (Owner) Admission Officer of the file must be selected (generally the application s Assessor). 26. Applicant (including Visa Status) Answer the question Are you currently in Australia?. If Yes is selected, select the correct Visa Exemption/Class (Choose from None, Australian Citizen, Permanent Resident, Tourist/Working Visa, Temporary Resident, or AusAID). 27. Managing Institution Not applicable to International type applications. 28. Agent Agent Details listed 29. Scholarship/Sponsored Applicants New sponsors are to have a record created by the Team in order for successful sponsored applicants to be issued with a CoE. NOTE: You also have the ability to attach supporting information using the Add buttons on the right of screen. For quicker application processing and assessment, it is recommended these documents are attached to the Miscellaneous Application Attachments section (Misc. Tab). 9

10 Preferences Tab Course Preferences Click Add to search for, and select, the Course and Intake as per the student application form. Select the desired course preference once the search is performed. Note: The Program Type must be selected when searching for a Course Credit Transfer for RPL Select Yes if the student wishes to apply for RPL (ensure a completed form is provided). The RPL application form can be found at 10

11 Background Tab

12 32. Current Studies Where a student has provided details of current studies, click Yes, and select options from the remaining fields revealed (See right). 33. Previous Studies (Secondary & Post Secondary) Click Add to enter previous study and provide requested details (see right). 34. English Proficiency Click on/enable the most appropriate option. The applicant should note this on his/her written application. The screen shot (right) shows all options enabled for illustration purposes. Provide additional information where requested. 35. Research Proposal 36. Employment Experience For Postgraduate Research Applications only. Attach the applicant s Research Proposal and referee details to this section (using the Add button) or Miscellaneous Application Attachments (under Misc tab). Click Add to enter employment details for the applicant. Click Add (a second time) to confirm these details. 37. Guardianship Arrangements 38. Disabilities (For applicants less than 18 years old) Select Yes or No (based on age of the applicant). If the answer is No, a Guardianship/Parental Agreement Form must be completed by the applicant. Enter any details provided by the applicant into the free text box. 12

13 Declaration Tab Declaration and Agreement Click the I Agree Box, which is the substitute for the applicant s signature. 40. Application Fee Select a method of payment. For non-credit Card options selected, enter transaction details in the box provided. See the section Payment of Application Fee by Credit Card where the Credit Card option is selected. The Application Fee must be paid prior to Approval of the application. 41. How Did You Hear About Us? 42. Calendar Event selection Select the most appropriate option. Where the Event option is selected in step 42, click on the Select button next to Calendar Event to search for (and select) the associated marketing campaign. 13

14 Miscellaneous Tab Miscellaneous For evidence, supporting information, and supplementary information to be attached to the Application Attachments application. 44. Messages & History The Message box can be used to communicate to student and/or agent regarding information required and the progress of the application. The default setting is VU Internal Use Only, meaning the Applicant and/or Agent cannot view the inserted message. 45. Application Status & History Tracks when application statuses were reached and the user changing the status on. Action Buttons Save Changes The updates made to the application are saved. The application remains in Data Entry status. 47. Submit Application The application is formally submitted for assessment. Application Status becomes With Admission Officer. 48. Cancel Any changes made will be lost since the application was created (or last Save). The application remains in Data Entry status. 14

15 Payment of Application Fee by Credit Card After the application is completed and submitted, you will be directed to the Browse Applications page. This page can also be accessed by clicking Applications on the left hand menu. 49. Use the Search options to find the student s application. In the example below, the Applicant Details option was used with part of the student s name. This option can be used with the student s full or part name, or the Student Number If the Credit Card option is selected, the Pay Application Fee Online link will be activated after submission. Click on this link to pay the fee Enter the Credit Card details as requested. Click on Submit Payment to finalise the transaction. 51 Once finalised, the confirmation of payment will appear in the student s application. 15

16 Status Updates VU Admissions Officer will assess the submitted application. There are three possible outcomes (statuses) with every application assessed: Request for more information (More Information Required). Unsuccessful application (Application was Unsuccessful). Approval/Offer Made (Offer Made) Assessment of Submitted Application More Information Required Rejected/ Unsuccessful Application Approved/ Offer Made At each status, you will receive an Application Status Change (similar to right) advising of a status change in the application, containing a link to the application in. To access the student s application in, click on the link provided (once logged in you will be directed to the student s application). You will also receive a separate where the VU Admissions Officer has entered a Message in the application. 16

17 Providing More Information 52. Once you have received the Application Status Change advising the new status of More Information Required, click on the link provided to access the student s application in (once you have logged in). 53. Review any messages from VU Admissions staff (requesting information) by clicking on the Misc tab and locating the Message History section. 53 You will receive a separate e- mail where the VU Admissions Officer has entered a Message in the application. 54. Where scanned documents are requested, Scan (where necessary) and attach the necessary documents under the Miscellaneous Application Attachments section in the Misc tab Where the VU Admissions Officer is seeking clarification, use the Messages Box to communicate your answers Select Return to Admissions Officer from the Actions bar for further assessment by VU (Application returns to With Admission Officer status)

18 Unsuccessful Applications 57. Once you have received the Application Status Change advising the status Application was Unsuccessful (Rejected), click on the application link to view the student s application in. 58. Go to the Misc tab and locate the Message History section to view the message from the VU Staff Member To view the Rejection Letter from VU, go to the Rejection Tab and click on the File. A new browser page will open displaying the letter. 59 In some instances, the Admissions Officer will suggest (via Messages) a different course to apply for. Contact Victoria University International if the prospective student would like to apply for the suggested course. 18

19 Accepting Offers NOTE: VU will only approve the offer acceptance once a signed Offer Acceptance Form is provided and the Tuition Fee Deposit is paid. 60. Once you have received the Application Status Change advising the new status of Offer Made, click on the link provided to access the student s application in (once you have logged in). 61. Go to the Offers and Acceptance Tab Open and review each Offer Letter attached Enable the checkbox to accept the Offer. 63 The International Students Acceptance Form must be completed and a tuition deposit is to be paid. The acceptance form can be found at Once completed, scan the form and attach to the Offer Acceptance Form Attachments section by clicking Add, then uploading the completed Acceptance Form document Click Add a second time to attach the document to the application. 66. Under Actions, click on Accept Offer. The application status becomes Student Acknowledgement, allowing the VU Admissions Officer to create a Confirmation of Enrolment (CoE). To Decline an Offer, click on Decline Offer without enabling the Accept checkbox. If necessary, enter a Message (Misc tab) advising the reason for declinature

20 Accessing the Confirmation of Enrolment (CoE) 67. Once you have received the Application Status Change advising the new status of Offer Accepted - Ready to Enrol, click on the link provided to access the student s application in (Log into if required). 68. Go to the Offers & Acceptance tab Scroll to the ecoe Certificate for Offer section. Click on the file link to open the CoE 69 Once opened you may print/save/ the CoE document. NOTE: For Packages, each course component has its own CoE. 20

21 Searching for Applications Manually (Browse Applications) Although s are sent from the system to prompt users to log in and review applications, applications can be searched and located in manually. Move your mouse cursor over the Applications option in the left-hand menu. Once the sub-menu appears, click on Applications. Use the search options available to narrow your results list. The Applicant Details search box allows searches for part of a name or student number (if known). Example use the sample name test in the Applicant Details search box. This brings up all applications with the name test in the applicant name. You may View, Edit, or Delete an Application. Changes cannot be made to the Application. The Application is either locked for assessment or no further changes can be made. Changes can be made to the Application. Use the Action buttons in the application to Save Changes or send the application back to the VU Admissions Team for further assessment. Application is permanently deleted. 21

22 Support - Contact Details admininstrator.@vu.edu.au Helpdesk: Web Address: 22