Administrator Level Prism Training Manual

Transcription

1 Administrator Level Prism Training Manual

2 Table of Contents Major topics to be addressed... 3 Brief description of each topic... 3 How to register on PRiSM if you are a staff member... 3 Brief Introduction to each of the six main stages of PRiSM Validation Stage Review Stage Interview Stage How to confirm Interview Arrangements How to complete the Interview Stage The Reject Stage At the Complete Validation Stage At the Complete Review Stage At the Complete Interview Stage At the Approval Stage Approval Stage Offer Recommended Stage How to download a Spreadsheet or PDF document from PRiSM How to use the Reporting function on PRiSM to generate Excel reports How to provide a Reference The use of Filters on PRiSM to adjust viewing the applications How to Sort Column Headings How to manage Programmes, Projects, Research feeds and Link to IRIS through PRiSM The Prospectus Tab Manage Programmes Manage Project Research Opportunities Feed Link to UCL IRIS How to Link two or more Prism Accounts

3 Major topics to be addressed 1. How to register and login as a staff member 2. Brief introduction to each of the six main stages of PRiSM a. Complete Validation Stage b. Complete Review Stage i. How to assign reviewers and supervisors. c. How to complete the Interview stage i. How to schedule an Interview ii. How to confirm Interview availability d. How to complete Approval stage i. How to select qualifications and references for the offer ii. How to provide Project and ATAS information where necessary e. How to reject an unsuitable application i. At the complete Validation stage ii. At the complete Review stage iii. At the complete Interview stage iv. At the complete Approval stage f. How to complete Offer Recommended stage 3. How to download a Spreadsheet or PDF document from PRiSM 4. How to use the Reporting function on PRiSM to generate Excel reports 5. How to Link two or more Prism Accounts 6. Further use filters on PRiSM Brief description of each topic How to register on PRiSM if you are a staff member There are various types of staff users using the PRiSM system. Each user will be invited to register for various roles in PRiSM and these roles can be assigned accordingly by the PRiSM Super Admin or their programme administrator. The different roles that a staff user can be assigned could vary from Programme Administrator, Reviewer, Interviewer, Supervisor, Approver and Viewer. The PRiSM system will invite an Applicant to register via and the steps are below: 3

4 1. The should contain a button with a unique URL that links back to the PRiSM registration webpage, (some clients will restrict the link, so you may need to cut & paste the link into your web browser). 2. To register please enter your preferred password, confirm the same password, and then click on the 'Register' button. 3. The system will then send you a confirmation with a link back to the PRiSM home page. Please follow this link and login using your chosen password to fully activate your account. 4. The system will also forward you to the correct page to help save you time. The screenshot below shows the PRiSM registration page: 4

5 Enter your details in this screen and click on the Register Button The below message is displayed. Please login to the account that you have used to register When you login to your , you will be able to see an from PRiSM asking you to click on the Complete Registration button. Example below: 5

6 Click on the Confirm Registration button to Login to your PRiSM account. Please see the screenshot in the next screen: Please note that if the Link is not visible you will have to click on the allow pictures from which will be prompted beneath the subject of the . The address will automatically appear in the address box, you will need to just enter your password and login to your PRiSM account. 6

7 You may find the link to our PRiSM Youtube video on How to Register interesting. Brief Introduction to each of the six main stages of PRiSM 1. Validation Stage In the validation stage the programme administrator can conduct an initial screening of the application forms received. It is in this stage that the application will be assessed to check if the academic and English Language qualifications listed meet the UCL minimum entry levels and if a determination can be made on your fee status. Three main questions that the Programme Administrator has to validate before the application can be progressed on to any other stage. Tick the checkbox to proceed 7

8 It is possible to move between the Timeline and Application Tabs at any time to view the application. It is possible to navigate across these tabs and the Application tab shows all the Application form data and the Timeline tab shows the progress of the application from when the applicant submits the application to validation up until an offer is recommended or rejected. Application Tab displays the applicant s information. Timeline Tab displays the activities taking place on the application with time. If No is selected for Questions 1 and 2: Then we recommend that you reject the application If Unsure is selected: That will trigger an automatic to UCL Admissions where a registry official will have a look at the application and recommend if to proceed on or reject. If No is selected for Question 2: Then applicant could get a conditional offer based on acquiring the right level of English Language qualifications. The Administrator also has to enter any relevant comments in the comments textbox and can also attach any relevant PDF document (not mandatory). 8

9 Once these tasks are performed the Administrator can progress the application to any of the 5 stages namely; Review, Interview, Approval or Reject. Once the validation stage is completed successfully and it is not progressed on to the Reject stage then, reference requests will be automatically triggered and referees will be notified. It is important to remember that the checkbox before the Submit button needs to be ticked to allow the application to the next stage. You may find the link to our PRiSM Youtube video on How to complete the Validation Stage interesting. 2. Review Stage In the Review stage, reviewers are assigned to review the application. The referees will also start responding at this stage. The administrator is able to add any relevant comments and then select which stage they would like to progress their application to. In some cases the review can be activated again if any or all of the reviewers decline to provide a review due to their inability to evaluate the application/ proposed research area. If the next stage selected is Interview, it is possible to delegate interview administration Tick checkbox to proceed on In the case where the Review stage needs to be re-started again, the reviewers needs to be added again and if a new reviewer needs to be added that can be done 9

10 by entering the first name, last name and address of the new reviewer and clicking the Add button. Please have a look at How to assign Reviewers PRiSM youtube video for a demonstration. This displays the existing Reviewer list Where necessary a new reviewer can be created by entering the name and address and clicking add. The list will then populate with the new reviewer. It is possible to move between the Timeline and Application Tabs at any time to view the application. You may find the link to our PRiSM Youtube video on How to complete the Review Stage interesting as well. 10

11 3. Interview Stage This is the stage where the administrator schedules a date and time for the interview. The interviewers are selected and alerted of the date and time options and they are able to select most suitable or if it is just once slot accept or decline the slot. The administrator can choose to delegate the Interview arrangement, create a new Interviewer, assign timeslots, duration, add any special instructions for the interviewer or interviewee and location and submit. 11

12 Please see below for the screenshot which will be visible if you have already conducted an interview. You will just need to enter in when the interview took place, date, time and duration with time zone. Please have a look at our Assign Interviewers PRiSM Youtube video on How to Assign Interviewers 12

13 Please see the screenshot below for how to schedule an interview. You will need to select: Interview Status : Scheduled Enter Interview Duration, date, time, any special instructions, location and time zone. 13

14 Please see the screenshot for when an Interview is to be scheduled. You will need to select the Interview status as to be scheduled, time zone, duration, date, time, special instructions and location as the previous option. Please see the below screenshot for the actions available under the Interview stage: It is possible to confirm Interview Arrangements and then after the Interview stage is completed that action can be selected. 14

15 3.1 How to confirm Interview Arrangements Once a suitable timeslot is selected, Interview instructions and location can be provided. Once you are happy to proceed please click on Confirm Interview to confirm the Interview. Once the timeslot is selected and other instructions entered, the administrator can choose to confirm the Interview or start again if the timeslot doesn t agree with the Interviewers. Please have a look at the PRiSM Youtube video on How to confirm Interview arrangements 3.2 How to complete the Interview Stage Once the Interview has been conducted, the administrator can complete the Interview stage on PRiSM. The Interviewers can add their comments of the interview as well as the administrator can add any other comment and progress on to the Approval stage if it has been successful. In some cases the interviewers may not be satisfied with the applicant and may ask to reject the application. In that case the next stage will be Reject P.T.O 15

16 If the Interview stage is successful then the application can be progressed onto the Approval stage. Tick checkbox to proceed on Please have a look at our PRiSM Youtube video on How to complete the Interview Stage Once the Interview stage is successfully completed and the programme administrator progresses on the application to the Approval Stage, s/he will be asked to select a maximum of 2 qualifications and a minimum of 2 references, save and click submit. After that happens the application will then progress onto the screen where the supervisors needs to be assigned (a primary and secondary supervisor may be required), a project description with a title needs to be entered as well as a start date with the offer type e.g. conditional if based on meeting any entry requirement e.g. English Language qualification or Unconditional where all entry requirements have been met. 16

17 Once the administrator clicks Submit, the application progresses to the stage where a supervisor needs to be assigned: A primary and secondary supervisor will be required. A project description will be required at some point before the application can be sent to Approval. This is especially the case if the applicant is a foreign student as an ATAS will be required. 17

18 Click Submit when you are happy to progress the application. The application has a green coffee cup and that indicates the application is progressing normally Complete the Approval Stage will then progress onto Offer Recommendation You may find the PRiSM Youtube video on How to complete the Interview stage helpful 4. The Reject Stage An application can be rejected at any stage before Approval. Let us look at the various scenarios that a Reject is possible: 4.1 At the Complete Validation Stage Tick checkbox to proceed on 18

19 If the administrator is not satisfied with the applicant s qualifications and feels that s/he is not suitable for postgraduate study at UCL, it is possible to reject at this first stage of the recruitment cycle. Please have a look at the below screenshot which asks for the specific reason for the Reject: The administrator can include a link to a UCL PG Prospectus if they think the applicant is suitable for another programme of study at UCL Once the reason for rejection is selected, you can now proceed to clicking the Submit button. However if you would like to send a prospectus with other UCL courses that you feel the applicant is more suitable for or interested in, please tick the checkbox include a link to UCL PG Prospectus. The application then moves into Rejected stage and a message appear in the Display section of PRiSM stating the below: 19

20 4.2 At the Complete Review Stage It is possible to reject an application at the Review stage if the assigned reviewers do not feel that the applicant is suitable for their chosen programme or study or any other relevant reason. Tick checkbox to proceed on Status shows the progression from the Review stage to the Reject stage 20

21 4.3 At the Complete Interview Stage After the Interview stage, the Interviewers can pass feedback back to the Administrator if they are not happy about the applicant and would like to reject the applicant Tick checkbox to proceed on 21

22 Status shows the progression from the Interview stage to the Reject stage Tick checkbox to proceed on 4.4 At the Approval Stage It is still possible to reject an application at the Approval Stage. Some examples of where this could happen are: 1. If an applicant no longer wished to be considered 2. The department is no longer able to offer the programme that you applied for 3. If at the present time, the department is unable to identify academic supervisors to support the applicant in your preferred research programme. Please note there are 5 other reasons as well to choose from. Please see the screenshot on the next page which is similar to the other screenshots for reject. 22

23 5. Approval Stage This is the stage where the Programme Administrator or the Graduate Tutor approves an application and moves it one step closer to the Offer Recommended stage. In the screenshot below, you can see that the application is in the Interview stage and has been progressed on to the Approval Stage. The Approver can add comments about the application and then select the next stage as Approval. It is possible to upload any documents (in PDF format) if necessary to support the application. *Please do note that the Approval stage is not where the offer is made as this has caused some confusion in the past. Once the approval stage is completed the department needs to progress on to Offer Recommended and pass on application to UCL Admissions for an offer recommended. UCL Registry will then evaluate the application to see if an offer can be made. If so the offer will be made and the applicant will be notified directly from UCL Admissions or otherwise they will be informed of a rejection or any conditional criteria that the applicant would need to meet. 23

24 Tick checkbox to proceed on Once the above information is entered, remember to tick the checkbox confirming that you want to move the application to the Approval stage and finally click the Submit button. Status change from Interview to Approval It is mandatory to select a qualification when processing the application to an offer recommended. It is mandatory to select 2 references for processing the application 24

25 Please note: 1. Please select the most recent and relevant qualification to send across to UCL Admissions and click the save button. An explanation should be provided if you do not select any existing qualifications. 2. A minimum of 2 references must be selected and at least 1 qualification or a maximum of 2 qualifications needs to be selected. Status is in Approval Stage Please have a look at our PRiSM Youtube video on How to prepare an application for Approval 6. Offer Recommended Stage This is final stage of the recruitment process and this is when the application is passed onto UCL Admissions to verify that the recommended offer can be made. In the Offer Recommended stage the programme administrator can now progress the application from approval to offer recommended by adding Comments, Project Title, ATAS, Provisional Start Date and Offer Recommended type and click Submit. 25

26 Tick checkbox to proceed on 26

27 How to download a Spreadsheet or PDF document from PRiSM The below screenshot shows the use of two filters: 1. Applications in the Validation Stage 2. Applications whose submission date is from 1 st September 2013 Please have a look at the PRiSM Youtube video on How to download an application 27

28 How to use the Reporting function on PRiSM to generate Excel reports By selecting the Spreadsheet report it is possible to download an excel sheet. A message pops up asking if you want to save the spreadsheet or just open. It will be better to save it so that you can work on it. Please save the Spread sheet in a location that you can remember. 28

29 Once the spread sheet is saved, you can open the excel sheet and manipulate according to the filters that you place. Below is a sample screenshot of how the spread sheet looks like: It is possible to add Filters by selecting the cell headers and inserting Filters Filters can be assigned to the column headings and it s possible to view application by Programme name, Application ID, First Name etc 29

30 It is possible to use the filter Programme Name= EngD Biochemical Engineering It is possible to sort in ascending, descending and use filters The result below will display all applicants for the programme EngD Biochemical Engineering: In the above screenshot, it s possible to see a filter in place for Programme Name EngD Biochemical Engineering 30

31 How to provide a Reference Applicants are required to specify 3 referees in their application form at the time of applying but a maximum of 2 references are needed at the time of approval and sending an application of to the UCL registry for an offer recommended. When a Programme administrator evaluates the application and progresses it on to Review, reference requests are triggered automatically. Referees will be sent an stating the name of the applicant and the programme for which they had applied for at UCL and asking them to click on either the Provide Reference button or Decline button. If a referee wishes to provide a reference s/he will need to click on Provide Reference and then register his or her details on PRiSM. They are then allowed to enter their reference, rate the applicant and even upload any document in a PDF format if they wish. Please see a screenshot of how the screen would look like for a referee: 31

32 Programme Administrators are able to upload references on behalf of referee received via , telephone or post (scanned) to the applicant s application. Some referees find it difficult accessing the link to register as some clients restrict these links therefore they would prism helpdesk and ask if they can send it to us directly. This is also possible. To upload a reference on behalf of a referee you will need to do the following: The referee needs to fill in the: 1. Comments box 2. Select a suitable rating from 1-5 ( This needs to be requested in advance from a referee if you are filling the form on behalf of them) 3. Attach any relevant documents where necessary 4. Answer the Applicant suitability questions 5. Click Save and Close to save the reference Click on the Provide Reference icon/button to provide the reference It is important to request the Applicant Rating from a referee before uploading the reference on their behalf. The References screen continues with the last section requiring the validation of Applicant Suitability: 32

33 Click on the Provide Reference icon/button to provide the reference Click on Save and Close to save the reference Please see the PRiSM Youtube video on How to provide a reference The use of Filters on PRiSM to adjust viewing the applications. It is possible to make use of the various filters in place to search for and generate reports when necessary without the need to go through a lot of the applications. Column with filters It is possible to filter according to Application Number, Applicant, Programme, Project Title, Status, Submission date, Supervisor, Last edited date and closing date. Please see the screenshot on the next screen: 33

34 The filter can be used to select any of headings in the dropdown. In the next screenshot it is possible to see the filter in place: Filter used = Programme containing Med All Programmes with the word Med will be displayed for an example Medical Physics and Medical and Biomedical Imaging The filter can be used to filter and show all programmes containing 34

35 The filter is on closing date to 30 th September 2013 A result of the filter above shows an application for Miss Llona Jones with a closing date of 30 th August. The closing date is stated as 30 th August How to Sort Column Headings It is possible to sort according to Applicant Name in ascending and descending order the same goes for Programme Name, Rating, Status and Submitted Date. 35

36 Please see the screenshot below for an example of sorting according to highest rating: Sorted according to Highest Rating 36

37 Sorted according to ascending alphabetical order in Programme Name Using filters to sort for an example for applicants with Surname = Smith and Programme contain EngD Sorted according to Surname Smith and Programme EngD 37

38 Another filter that can be used is Supervisor = Adam and Programme = Medical Physics Sorted according to supervisor with name Adam and Programme name = Medical Physics 38

39 How to manage Programmes, Projects, Research feeds and Link to IRIS through PRiSM The Prospectus Tab This tab has 4 other tabs namely Manage Programme, Manage Project, Research Feeds, Link to URIS which will be described briefly below. Manage Programmes In this tab it is possible to Manage Programmes, Advertisement for the programme (description of programme, duration of study, funding information, if currently accepting applications), advertise closing dates and embed any resources to help applicants apply for the programme. Enter the Advertisement description, duration of study, funding information and if the department is currently accepting applications. State any closing dates, specified for the programme and the number of places available for applicants If you would like to specify a link to apply now in an or on the website, you can use this section to advertise your programmes either via an Apply now Badge. 39

40 Manage Project This tab is similar to the Manage Programme tab where the following information can be advertised: 1. Programme name Select the programme from the dropdown list. If you need to add your programme to the list please contact the PRiSM team 2. Advert section- In the advert section it is mandatory to provide a description, duration of study and whether the department is accepting new students at the moment. It is possible to specify a closing date if necessary or some departments have an on-going recruitment process. Title, description, funding information, whether closing date is set or not. 3. Details of Primary Supervisor Please enter your primary supervisor details. 4. Details of Secondary Supervisor This field is optional, please enter if you know. 5. Currently accepting applications Please state here if your programme is currently accepting applications. 6. Resources Embed these resources in s and on webpages to provide applicants with links to apply for your project. 40

41 Enter the Advertisement description, duration of study, funding information and if the department is currently accepting applications. Enter primary and secondary supervisor (optional) details, state if your department is currently accepting applications and also if any resources needs to be embedded in s and on webpages to provide applicants with links to apply for your project. 41

42 Research Opportunities Feed Select the Programme that you want to create a feed for. Add Title, feed format and embed code. Click the Create button to generate the feed. Departments can Add, Edit and Delete any feeds relating to their programmes. They can advertise opportunities via these feeds. 42

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44 Link to UCL IRIS The Institutional Research Information System (IRIS) is the research portal for UCL ( If an academic would like to advertise their department s research programmes on the web they can do by linking the programme advert to their IRIS accounts. It is possible for a staff member to use their UPI to link your PRiSM profile to UCL IRIS to advertise Research Opportunities Feed How to Link two or more Prism Accounts It is possible to link two or more Prism Accounts as some staff members may have 2 or more UCL accounts it is possible to link them together. Staff members may be assigned to Review or do other tasks to more than account though it is highly that one account is used to keep track of all the applications that are assigned to you. Click on Account Details Tab to view your current user account details and then click on Link Accounts if you need to link another account to PRiSM. 44

45 Click on Link Account Enter your addresses that you want to be linked. See below on how to enter another account to link accounts on PRiSM. Click Submit to complete the Link. 45

46 Enter both addresses with passwords to link the accounts. See the screenshot for the example. 46