Griffith International Applications

Transcription

1 Job Aid Prepared by: Jennie Hardware Program Change Manager Last modified: 01/12/2014 Version 1

2 Contents 1. Applications Accessing an online application Understanding the application window Application summary Applicant details Application program Admission requirements Academic Plan Application summary Supporting documentation Griffith Study Evaluation history Approval Recording the decision Internal application attachments Declaration Searching for an admission application Admission application search Search by Program or Element Sorting results View application details Filtering results Expanding results View Evaluation Search by Person * * * * * Page 2

3 1. Applications Applications received by Griffith International will be reviewed by staff within the Griffith International Admissions Office. Any application that requires approval by a Program Convenor will be workflowed through to the appropriate convenor. Once the application is complete, the Program Convenor will receive a worklist item to advise that an application is available for review. A worklist will be received twice a day (10am and 1pm) while there are any active items. Only one which will include all worklist items (eg workflowed human resources, financial and student approvals) will be received. 2. Accessing an online application To access an application, click the link from the worklist . Alternatively, log into Griffith Portal, choose Worklist and Reports, Worklist. or Choose Worklist from the Key Service list. The applications awaiting approval will be identified as INT - Admission Application. (Refer Figure 1.) Figure 1 Selecting application approval from the worklist Select the required application. The application window will be displayed. (Refer Figure 2.) Page 3

4 3. Understanding the application window The application consists of two tabs. The first tab Application Summary displays information about the applicant and their application. The second tab Approval is where the Program Convenor records their decision about the application Application summary Figure 2 Application window Page 4

5 # Title Notes 1 Application summary tab Displays information about the applicant and their application. 2 Approval tab Record decision regarding application. 3 Intake summary tab Summary overview of program intake. 4 Applicant details Applicant name and application ID. 5 Contact details Please contact Griffith International to facilitate communication with this applicant and/or their agent 6 Application program Identifies the selected program, including campus, admit term, internal application number, academic careers, full-time or part-time load, and application submission date. 7 Admission requirements Links to international admission requirements details as displayed on Programs and courses website. 8 Academic plan / sub plan Identifies the plan and sub-plan selected by applicant. 9 Application summary Select View application to view full application and supporting documents opens in separate tab. 10 Assessment Sheet and supporting documentation Click the links to view assessment sheet and any documents submitted after the initial submit. 11 Griffith study View unofficial transcript for applicants who have studied at Griffith University. (The transcript may take a couple of minutes to display) 12 Review / evaluation history Displays log of evaluation history including comments. 13 Audit Expand history to view more detail Applicant details The top section of the window provides information about the applicant, including their name and id. Choose Contact Details. (Refer point 5 Error! Reference source not found.2) Please contact Griffith International to facilitate communication with the applicant or agent. (Refer Figure 3) Page 5

6 Figure 3 Contact details page To return to the previous window, use the Return button. Do not use the back button of the browser Application program The program which the applicant has selected is displayed, including the campus, the admit term, the internal application number, academic careers, full-time or part-time load, and the date that the applicant actually submitted their application (Refer point 6 Figure 2) Admission requirements For further information about admission requirements, choose Admission Requirements. (Refer Figure 4) Figure 4 Choose admission requirements link Page 6

7 The International Admission Requirements will be displayed. (Refer Figure 5) This is the same information which is available on the Programs and Courses website. Figure 5 Admission requirements Use the Return button to return to the previous page Academic Plan The academic plan lists the majors, minors and award plans. (Refer Point 8 Figure 2) 3.5. Application summary The full application for the applicant is available by selecting View Application. This PDF report provides a complete list of questions and answers the applicant has completed as a part of their application and any supporting documentation submitted with the application. This report should be reviewed in order to assess the application. Figure 6 View application summary and supporting documentation Choose View application. (Refer Figure 66) Page 7

8 The application will open in a new window or tab depending on the browser. (Refer Error! Reference source not found.) Note: If the application does not display, pop-up windows may be blocked in the browser. Check the top of the browser to see if an error message displays. Allow pop-up windows for this address and click View application again Supporting documentation The International Assessment Sheet and any documents received after the initial submission can be found under supporting documentation. (Refer Figure 6). These documents should also be reviewed in order to assess the application Griffith Study If the applicant had previously studied at Griffith University, they are advised through the application process that they do not need to provide a Griffith academic transcript. Figure 7 Prior Griffith study Choose View transcript to view the unofficial academic transcript. (Refer Figure 7) It may take a couple of minutes before the transcript displays. The transcript will display in a new window. Note: If the transcript does not display, pop-up windows may be blocked in the browser. Check the top of the browser to see if an error message displays. Allow pop-up windows for this address and click View transcript again Evaluation history The evaluation history is a log of the timing the applicant submitted their application, through to the International Admissions Office reviewing the application, when it was sent for approval etc. Any internal comments are also visible. (Refer Figure 7) Page 8

9 Choose Audit to view more detail in the evaluation history. (Refer Figure ) 3.8. Approval Figure 8 Select audit to view more detail. The decision regarding the application is recorded on the approval page. (Refer Figure ) Page 9

10 Figure 9 Approval page # Title Notes 1 Approval decision Select required decision from drop-down list. A brief explanation will display for each decision. Additional fields will appear for some decisions (eg Not approved). 2 Internal comments Mandatory for some decisions (eg not approved) Not visible to applicant. Page 10

11 3 Advice to applicant This information will be included by the International Admissions Office when communicating with the applicant. 4 Attached file Any evaluation documents may be attached. 5 Declaration Identify if there is a Conflict of Interest. 6 Submit decision Save your decision and return to the worklist. Choose the Approval tab. The top of the page repeats the information about the applicant and the program. The approval step identifies that the application is currently with the Program Convenor and the status is Pending Decision. After reviewing the information on the first tab, the approver will now record their decision. (Refer Figure 0) Recording the decision Figure 10 The decision is recorded in the Approval section Select your decision from the Decision drop-down list. When you select each option, a brief explanation will be displayed. Decision Approved Explanation Approved is for an unconditional or a conditional offer. Approved means that the applicant will be offered a place in the program. If the plan identified by the applicant is incorrect, please highlight this in the internal comments. Page 11

12 Decision Not approved Explanation If the application cannot be approved, the applicant will be advised that they have been unsuccessful for the identified reasons. When Not Approved is selected, an additional field will be displayed. Select the required reason from the drop-down box and enter internal comments. Figure 11 Not approved reasons Push back An additional field will also be displayed, providing the option to recommend an alternative program. Push back will return the application back to the International Admissions Office. The Internal Comments field must be completed to advise why the application is pushed back. If you receive an approval and you are not the convenor, choose PushBack including advice in the internal comments. Note: Internal comments field will be mandatory for certain decisions (eg not approved conditions) These comments may be for action by the Admission Office or they may be provided to assist the Program Convenor when reviewing their decision in the future. Advice to applicant field provides the Program Convenor the option for providing advice to the applicant in relation to their application. This information is then included by the International Admission Office when communicating with the applicant. (Refer Point 3 Figure 9) Internal application attachments Attachments supporting the decision may be uploaded (Refer Point 4 Figure 9) Declaration The declaration statement allows the approver the opportunity to identify if there is a conflict of interest (Refer Point 5 Figure 9). A link to the Policy Library is provided. If you identify that there is a conflict of interest and you still wish to submit a decision, a Conflict of Interest Disclosure Statement must be completed and forwarded to the Head of Element. A link to the Conflict of Interest Disclosure Statement is provided. If you choose to not submit a decision, select the option Push Back to return the application to the Applications Office. Submit decision Once you are satisfied with your decision, select Submit decision. Your decision will be saved and submitted and you will be returned to the worklist. Page 12

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14 4. Searching for an admission application When an international applicant applies to Griffith University, the application will be reviewed by staff within the International Admissions Office and then reviewed by the Program Convenor online. The program convenor will receive a worklist item to advise when the application is available for review. There may be times, however, when you wish to search for an application. You may wish to search to see an overview of the applications for a program, to view existing applications or to view a previous approval decision Admission application search An Admission application search is available only to Program Convenors. When you conduct a search, you will only see results for the programs which you convene. To search, log into Griffith Portal and choose Learning and Teaching, Admissions, Admission application search. (Refer 11) Figure 11 Choose Admission Search from the Griffith Portal The Admission Application Search window will be displayed. (Refer Figure 12) Figure 42 Admission application search window Page 14

15 Note: If the system does not identify you as the current Program Convenor, please contact your relevant Academic Service Officer, in Academic Administration Search by Program or Element Searches may be conducted by either program or element. Figure 13 Completed search Enter the Program Code or use the magnifying glass to select a program from a list. or Select an Academic Organisation. Note: Complete either the Program code or the Organisation Code (eg NRS). Enter an Admit Term. Please note, the Admit Term field is mandatory. The search will only provide 1 year of previous intake information. Click the Search button. The search will return results for any programs in which you convene. (Refer Figure 13) 4.3. Sorting results The results may be sorted by clicking the column headings View application details To view more detail, click View Applications for the relevant program. (Refer Figure 14) Figure 14 Choose View applications Page 15

16 The Intake Summary window will be displayed. (Refer Figure 15) Figure 15 Application intake window The Intake Summary window displays the current status of applications for this program and campus Filtering results Results may be filtered by Academic Plan, Program Action and Applicant Type. Figure 16 Results may be filtered Choose the required filter in the drop-down list. And choose Filter. The results will be updated to display only the results which match the selected filter. To clear the filter, choose clear. Page 16

17 Expanding results More detail may be viewed by selecting (Show all columns). Use the scroll bar to scroll across the screen to view all the information. Figure 17 Expanding Results View Evaluation Where evaluations have been workflowed, the system will provide a View Evaluation link. (Refer Figure 18) View evaluations will only be available for those applications which have been workflowed. For example, QTAC applications will not have a link for View Evaluations. Note: If no applications have been workflowed, the View Evaluations column will not display. Figure 18 View evaluations will be available for all workflowed applications Choose View Evaluations to see more detail about the evaluation. The View Evaluations window will be displayed. (Refer Figure 19) Choose View to view the evaluation. Page 17

18 Figure 19 View evaluations window Choose Return to return to the application list. Figure 20 Choose return to return to the application list Note: Do not use the back button in the browser. Page 18

19 4.5. Search by Person To view information about a specific candidate, choose the Search by Person tab. (Refer Figure 21) Figure 51 Search by person Enter the candidate details (e.g. student id with no s ) Choose Search. The search results will be displayed. (Refer Figure 62) Figure 62 Search by person results The results will show all the applications submitted by that candidate in the current time period (eg the last 12 months.) Choose View Details to see more information about the application. (Refer 22) Figure 23 Application details window Page 19