Global Admissions. Selection task: End-to-end assessment. Version 1.0. Information classification: Internal Page 1 of 49 Version 1.

Transcription

1 Global Admissions Selection task: End-to-end assessment Version 1.0 Information classification: Internal Page 1 of 49 Version 1.0

2 1. Version History Version History Version Date Changes June 2015 First draft June 2015 Updated document with KVL feedback Added new bulk update functions July 2015 Synced document with online training guide Updated document with AM feedback July 2015 Updated document with peer feedback Added system requirements July 2015 Updated document with new screen images July 2015 Updated document with SME feedback Updated per training feedback Promoted to version 1.0 Information classification: Internal Page 2 of 49 Version 1.0

3 2. Contents Contents 1. Version History Contents Selection task assessment process... 4 Overview... 4 Who performs the process... 4 Minimum system requirements Selection task assessment process map Capture data in Form view... 6 Capture selection score... 6 Capture final outcomes...12 Attach a document Capture data in List view Explanation of column headings...18 Shortlist...19 Set final score...25 Set assessment outcome...29 Capture comments Finalise selection tasks in List view Finalise selection tasks...37 Applicant communication Assign a selection task Assign a selection task submission in List view Search for an applicant Search for an applicant in List view...48 Information classification: Internal Page 3 of 49 Version 1.0

4 Selection task assessment process - Overview 3. Selection task assessment process Overview The RMIT Admissions system is introduced for use in the Semester 1, 2016 intake. It allows for the online submission and assessment of selection tasks, including pre-selection kits, folios and supplementary forms. There are two workflow options to capture selection task outcomes: Form view Form view is used to view and score individual selection task responses. It can also be used to capture the final score, outcome, comments and shortlist the applicant. List view List view is used to view a summary of all the selection task submissions. It is also used to make changes such as setting the outcome and final score and to shortlist multiple selection task submissions simultaneously. Who performs the process Staff responsible for assessing and administering selection tasks. A program may have more than one staff member who is responsible for assessing a selection task. Minimum system requirements Operating systems Windows 7 Enterprise Web browsers Google Chrome version 40 or later Microsoft Internet Explorer version 10 or later. Information classification: Internal Page 4 of 49 Version 1.0

5 Selection task assessment process map 4. Selection task assessment process map The following diagram is an overview of the process showing the major steps within the selection task assessment activities. Selection task: end to end assessment process Capture selection score NO B Start Access ServiceNow Navigate to Assess selection tasks menu item View my work group queue task list Select a record for assessment Assess selection task response Capture selection task score Is application shortlisted? NO Is ranking required? YES A Assumption: All applicants have applied to either VTAC or Apply Direct YES Conduct shortlist activities (e.g. interview) Selection officer/program specialist A Set final score (Note: generally used to update shortlisted applications) Do you want to search for applicant? YES NO Filter by program plan code, if required Search for applicant This is a manual task, conducted outside ServiceNow Sort task list, if required Capture final score, if required Ready to finalise application? YES NO Set assessment outcome B Re-sort task list, if required Determine A, B, C applicants Update assessment outcome Finalise application Selection officer/support Generate ABC letter Is it a VTAC application? YES NO Organise to release A, B, C letter to VTAC applicant Update Apply Direct with selection task outcome System Release A, B, C letter to VTAC applicant End Information classification: Internal Page 5 of 49 Version 1.0

6 5. Capture data in Form view Capture data in Form view - Capture selection score Form view is used to assess a selection task submission. Staff can also capture final score, outcome and comment, and shortlist an applicant using this view. Capture selection score Process Part 1: Access the RMIT Admissions system 1. Go to the RMIT admissions staff homepage 2. Click on the link Result: A login page is displayed. Note: If you are already logged in to other RMIT systems, you may not see this step. 3. Enter your staff e-number and network password. Information classification: Internal Page 6 of 49 Version 1.0

7 Capture data in Form view - Capture selection score 4. Click LOGIN. 5. Result: System takes you to your RMIT Admissions system homepage. Process Part 2: Access the selection task list 6. Navigate to the menu on the left hand side of the screen. 7. Click Assess Selection Tasks under the heading RMIT Admissions > Online Selection Tasks. Information classification: Internal Page 7 of 49 Version 1.0

8 Capture data in Form view - Capture selection score Note: If the Online Selection Tasks heading is collapsed [ ], click the arrow head to expand and display your menu items [ ]. Result: System displays a list of all the selection task submissions for your task list [1]. The list may span multiple pages [2]. Process Part 3: Select a selection task submission for assessment 8. Locate a selection task submission that you want to view and assess. Note: You cannot make updates to a selection task submission that has a status of Complete. You can only view the content of these submissions. 9. Click the -icon [1] on the left hand side of the list view beside the selection task to select the record. Alternatively, you can also click on the applicant first name to select the record [2]. This will open up the selection task in form view. Result: The selection task submission you have chosen is displayed on the screen. Information classification: Internal Page 8 of 49 Version 1.0

9 Capture data in Form view - Capture selection score Note: If you hover over the -icon, the system will pop up the record instead. You will not be able to edit the record in the pop up view. Once your cursor moves away from the - icon, the pop up record disappears from your view. 10. The top section of the form shows a summary of the: Selection task submission details [1] Applicant details [2] Program plan details [3]. Review the content on the top section of the page to confirm that this is the selection task you want to assess. Information classification: Internal Page 9 of 49 Version 1.0

10 Capture data in Form view - Capture selection score Process Part 4: Capture selection score 11. Move to the Score applicant response section. It is in the middle section on the form. 12. The Score applicant response section enables you to capture the score for each selection task response. You can read the applicant s written response for the selection task question. You can open and view the attachments/urls provided by the applicant. 13. The applicant s written response [1] is displayed beside the selection task question [2]. Example: 14. To view the applicant s attachment, click on the attachment provided. Example: Note: Depending on browser and document type: Option 1: The attachment may be displayed in a new tab. Example: Information classification: Internal Page 10 of 49 Version 1.0

11 Capture data in Form view - Capture selection score Option 2: The system may display a Save As window. Example: Give the attachment a meaningful name (if required) and save the attachment in a nominated location. Go to the nominated location and open the attachment. 15. To view the applicant s URL, click on the link provided [1]. If there is a login or password, it will be provided in the description [2]. Example: Note: The URL generally opens in a new tab if you are using Google as your browser or in a new window if you are using Microsoft Internet Explorer. 16. Enter your selection score as you review each response. Information classification: Internal Page 11 of 49 Version 1.0

12 Capture data in Form view - Capture final outcomes Note: To enter a score, type in a number or use the arrow button. This field only accepts numbers. Schools can use any applicable scale as long as it is consistently used for assessing all selection task submissions for that program plan. Example: Scale of 10, 20, 100. It is not mandatory to enter a score for the selection task response. 17. As you enter a score for a selection task response and move your cursor away from the field [1], the system keeps a running total of all the scores you have entered and updates the total score in real time [2]. The field is located beneath the Score applicant response section. It is displayed as the Selection Score and is a non-editable field. 18. Complete entering a selection score for all the selection task questions for the submission, as applicable. Capture final outcomes Process Part 5: Capture final outcomes for a selection task submission 19. Move to the last section on the form. This is the Outcome section where you can set the assessment outcome for the selection task submission. Information classification: Internal Page 12 of 49 Version 1.0

13 Capture data in Form view - Capture final outcomes 20. In this section, you can (if required): Enter a number in the Final Score field Select an outcome in the Outcome field Check/Tick the Shortlisted field Add notes in the Comments field. 21. As an example, the fields are updated as follows: Information classification: Internal Page 13 of 49 Version 1.0

14 Capture data in Form view - Capture final outcomes Note: Field Final score Outcome Shortlist Comments Description Allows capture of absolute score for the submission. To enter a score, type in a number. This field only accepts numbers. Schools can use any applicable scale as long as it is consistently used for the program plan. Example: Scale of 10, 20, 100. It is not mandatory to enter a final score for the submission. Allows one of the following outcomes to be set for the submission: VTAC A the VTAC applicant has met the requirements of the selection task. They will receive an A advisory (a conditional offer, based on satisfying tertiary entrance requirements) VTAC B the VTAC applicant has met the requirements of the selection task. They will receive a B advisory (a conditional offer based on satisfying tertiary entrance requirements, but dependent on places available) VTAC C the VTAC applicant has not met the requirements of the selection task. They will receive a C advisory (advises the applicant they have been unsuccessful in meeting the selection task and will not receive an offer) VTAC no comms this outcome should be set for all applicants where the program does not send out communications based on selection tasks Direct Yes the Direct applicant has met the selection task (no is sent but provides a record of the decision to make an offer) Direct No the Direct applicant has not met the selection task (no is sent to the applicant but provides a record of the decision to not make an offer). If required, click to shortlist an applicant for further selection task activities that will be conducted outside of the RMIT Admissions system (e.g. attend an interview, present a folio). Allows comments to be entered about a selection task submission; e.g. during moderation. The field is viewable only by staff who have access to the selection task. Note: Remember to always keep comments professional. 22. Select update to save your data entry. The system will take you back to your list view. Information classification: Internal Page 14 of 49 Version 1.0

15 Capture data in Form view - Capture final outcomes Note: You can find the Update and Save buttons at the top right hand corner and the bottom left hand corner on the page. 23. You can: Update saves your record and takes you back to your list view. Save saves your record and you remain where you are in the form view. Select another selection task to assess and repeat the steps outlined above. Select Logout to exit the RMIT Admissions system. 24. End of procedure. Information classification: Internal Page 15 of 49 Version 1.0

16 Attach a document Capture data in Form view - Attach a document Process Part 1: Attach a document in a selection task submission 1. Go to the form header. 2. Click the safety pin (i.e. attachment) icon. Result: System displays a pop up window. 3. Click the Choose Files button. Information classification: Internal Page 16 of 49 Version 1.0

17 Capture data in Form view - Attach a document 4. Choose a file to upload [1]. If you have incorrectly chosen a file, click the red-coloured x button [2] to remove the file. Otherwise, click the Attach button [3] to attach the file to the selection task. 5. Result: The file you have chosen is now attached to the selection task [1]. To remove the file you have uploaded, click on Remove [2]. To upload another file, click on Add Another Attachment [3]. To close the pop up and return to the form view, click on the X button [4]. 6. Result: The file you have uploaded is attached to the selection task submission and accessible in the form header. 7. Click Update to save your changes and return to List view. 8. End of procedure. Information classification: Internal Page 17 of 49 Version 1.0

18 6. Capture data in List view Capture data in List view - Explanation of column headings List view is used to view a summary of all selection task submissions. Final scores, Shortlisting, Outcomes and Comments can also be captured using this view. Selections tasks can only be finalised in this view. Explanation of column headings Column heading First name Last name VTAC ID Direct application no. Plan code Updated Assigned to SNAP International student Selection score Shortlisted Final Score Outcome Comments Status Applicant given name. Applicant surname. Description Applicant ID from their VTAC submission. Only applicable if applicant applies via VTAC. The RMIT application number applicants received when they applied for the program in Apply Direct (this is not their RMIT student ID). Only applicable if applicant applies directly to RMIT and not via VTAC. The RMIT plan code associated with the program. The last time a selection task submission was updated. The staff member the selection task is assigned to. It will either be blank or a nominated user ID. Either true if the applicant ticked Yes to the SNAP question or false if they said No. Either true if the applicant ticked Yes to the International Student question or false if they said No. The running total of all the individual scores you have entered in Form view. It is blank until a score has been captured for at least one response in Form view. Editable field. Indicates if an applicant is shortlisted. Either true if the applicant has been shortlisted or false if the applicant is not shortlisted. The default is false. Field can be updated in either the form view or the list view. Editable field. The final score given. It is blank until a final score is entered in either the form view or the list view. Editable field. The outcome given. It is blank until an outcome has been entered in either the form view or the list view. Editable field. Allows staff to make comments. It is blank until text is entered in either the form view or the list view. Note: Remember to always keep comments professional. Informs progress of the selection task submission: Not started: yet to be assessed In Progress: still in assessment Complete: assessment is done. All tasks are closed. Record can no longer be edited. Information classification: Internal Page 18 of 49 Version 1.0

19 Shortlist Capture data in List view - Shortlist Option 1: Shortlist a selection task Process Part 1: Access selection task list 1. Access the RMIT Admissions system. 2. Click the Online Selection Tasks options under the heading RMIT Admissions to expand it, if required. Result: A list of options is displayed based on your login. 3. Click the Assess Selection Tasks option. Result: System displays your list view. Information classification: Internal Page 19 of 49 Version 1.0

20 Capture data in List view - Shortlist Process Part 2: Short list a selection task submission 4. Go to the selection task you want to shortlist. 5. Move across the row to the Shortlist cell. 6. Double click to open the field to enable data entry. 7. Click the drop down icon (triangle). Result: A true/false option is displayed. Note: true = Selection task is shortlisted. false = Selection task is not shortlisted. 8. Click true to indicate that the selection task is shortlisted. Note: This field is set to true when the Shortlisted field is ticked in the form view. 9. Click the green checkmark icon [ ] to save your changes. Result: The Shortlisted field is set to true. Information classification: Internal Page 20 of 49 Version 1.0

21 Capture data in List view - Shortlist Note: Select the green-coloured checkmark icon [ ] (or press the <Enter> key on your keyboard) to save the update in the field. Select the red-coloured cross icon [ ] (or press the <Esc> key on your keyboard) to cancel the update in the field. 10. You can: Select another selection task to shortlist and repeat the steps outlined above. Select Logout to exit the RMIT Admissions system. 11. End of procedure. Option 2: Shortlist a set of selection task submissions simultaneously Process Part 1: Access the selection task list 1. Access the RMIT Admissions system. 2. Click Assess Selection Tasks on your menu. Result: System displays your selection task list. Process Part 2: Shortlist a list of selection tasks simultaneously 3. Locate the selection task submission you want to shortlist. Example: Jack Morris. Information classification: Internal Page 21 of 49 Version 1.0

22 Capture data in List view - Shortlist 4. Click the check box to select the selection task submission. Example: 5. Repeat the steps outlined above until you have selected all the selection task submissions. Example: The following two selection task submissions have been selected and will be shortlisted simultaneously [1]. Note that the Shortlisted field is currently set to false [2]. 6. Alternatively, you can select all the selection task submissions that are displayed on the page in one go. 1: Go down the page until you see the s on selected rows field at the bottom left hand side of your page. 2: Click the action check box next to the field. Result: All the rows on the page are selected [1]. Note that five of the submissions have not been shortlisted. Information classification: Internal Page 22 of 49 Version 1.0

23 Capture data in List view - Shortlist 7. Click the drop down icon to view the available options in the s on selected rows field. Result: A list of available actions is displayed. Warning! Not all options are available for use and others should be used with caution; e.g. to finalise records in one go. Once you confirmed that you want to finalise the submissions for VTAC A, B and C, an is generated and sent out immediately to the applicant. Be sure to check that the records you selected are the records you want to update (e.g. in bulk) when you use any of the options in the action choice list. 8. Click Update Shortlisted. Note: If you see an options list where there are numbers beside an option, the numbers indicate the number of rows you have selected that can be updated from the total number of rows selected. In the example below, 13 rows can be updated of the 17 rows selected. This implies that four of the 17 rows you have selected already have a status of Complete and can no longer be updated. Information classification: Internal Page 23 of 49 Version 1.0

24 Capture data in List view - Shortlist Result: A pop up window is displayed on your screen. 9. Click the drop down icon. Result: A true/false option is displayed. Note: true = Selection task is shortlisted. false = Selection task is not shortlisted. 10. Click true to shortlist all the selection tasks that have been selected. 11. Click OK to confirm. Note: Cancel takes you back to the list view. Result: The Shortlisted field is updated to true [1]. The rows are reset to unchecked [2]. Information classification: Internal Page 24 of 49 Version 1.0

25 Capture data in List view - Set final score 12. End of procedure. Set final score Option 1: Set final score individually in List view Process Part 1: Access selection task list 1. Access your selection task list. Process Part 2: Capture final score in list view 2. Locate a selection task submission you want to update in the list. 3. In the row you have selected, go across to the Final Score field. 4. Double click to open the field to enable data entry. 5. Enter a final score for the selection task submission. In the example below, 78 was entered as the final score. 6. Click the green checkmark icon [ ] to save the score you entered. Note: Select the green-coloured checkmark icon [ ] (or press the <Enter> key on your keyboard) to save the update in the field. Select the red-coloured cross icon [ ] (or press the <Esc> key on your keyboard) to cancel the update in the field. Information classification: Internal Page 25 of 49 Version 1.0

26 Capture data in List view - Set final score Results: In this example, the selection task submission has a Final Score of 78 points. 7. You can: Select another selection task submission and repeat the steps outlined above to enter a final score. Select Logout to exit the RMIT Admissions system. 8. End of procedure. Option 2: Set final score for a set of selection task submissions simultaneously Process Part 1: Access selection task list 1. Access your selection task list. Process Part 2: Set a final score for a set of selection task submissions simultaneously 2. Locate the selection task submission you want to shortlist. Example: Jack Morris. 3. Click the check box to select the selection task submission. Example: Information classification: Internal Page 26 of 49 Version 1.0

27 Capture data in List view - Set final score 4. Repeat the steps outlined above until you have selected all the selection task submissions that you want to set the same final score. Example: The following three selection task submissions will be updated simultaneously with the same final score. 5. Alternatively, you can select all the selection task submissions that are displayed on the page in one go. 1: Go down the page until you see the s on selected rows field at the bottom left hand side of your page. 2: Click the action check box next to the field. Result: All the rows on the page are selected. Warning! If there are rows that already have a final score, they will also be simultaneously updated with the score you enter when you choose to bulk update all the submissions in one go. Information classification: Internal Page 27 of 49 Version 1.0

28 Capture data in List view - Set final score 6. Click the drop down icon to view the available options in the s on selected rows field. Result: A list of available actions is displayed. Warning! Not all options are available for use and others should be used with caution; e.g. to finalise records in one go. Once you confirmed that you want to finalise the submissions for VTAC A, B and C, an is generated and sent out immediately to the applicant. Be sure to check that the records you selected are the records you want to update (e.g. in bulk) when you use any of the options in the action choice list. 7. Click Update Final Score. Note: If you see an options list where there are numbers beside an option, the numbers indicate the number of rows you have selected that can be updated from the total number of rows selected. In the example below, 13 rows can be updated of the 17 rows selected. This implies that four of the 17 rows you have selected already have a status of Complete and can no longer be updated. Result: A pop up window is displayed on your screen. Information classification: Internal Page 28 of 49 Version 1.0

29 Capture data in List view - Set assessment outcome 8. Enter a final score for the set of selection tasks. 9. Click OK to confirm. Note: Cancel takes you back to the list view. Result: The Final Score field is updated to 88 [1]. The rows are reset to unchecked [2]. 10. End of procedure. Set assessment outcome Option 1: Set assessment outcome individually in List view Process Part 1: Access selection task list 1. Access your selection task list. Process Part 2: Set assessment outcome individually 2. Locate a selection task submission for which you want to set an assessment outcome. Example: Jonathan Reed. 3. In the row you have selected, go across to the Outcome field. Information classification: Internal Page 29 of 49 Version 1.0

30 Capture data in List view - Set assessment outcome 4. Double click to open up the field for data entry. Result: The following will be displayed. 5. Click on the dropdown triangle icon. Result: The assessment outcome options are displayed. 6. Note: VTAC A VTAC B VTAC C Option VTAC no comms Direct Yes Direct No Description The VTAC applicant has met the requirements of the selection task. They will receive an A advisory (a conditional offer, based on satisfying tertiary entrance requirements). The VTAC applicant has met the requirements of the selection task. They will receive a B advisory (a conditional offer based on satisfying tertiary entrance requirements, but dependent on places available). The VTAC applicant has not met the requirements of the selection task. They will receive a C advisory (advises the applicant they have been unsuccessful in meeting the selection task and will not receive an offer). This is outcome should be set for all applicants where the program does not send out communications based on selection tasks. The Direct applicant has met the selection task (no is sent but provides a record of the decision to make an offer). Note: Final outcome decision must be captured in Apply Direct. The Direct applicant has not met the selection task (no is sent to the applicant but provides a record of the decision to not make an offer). Note: Final outcome decision must be captured in Apply Direct. Information classification: Internal Page 30 of 49 Version 1.0

31 Capture data in List view - Set assessment outcome 7. Select one of the options to set the assessment outcome for the selection task. Result: In this example, the assessment outcome for the VTAC selection task submission is VTAC C. 8. Click the green checkmark icon [ ] to save your decision. Note: Select the green-coloured checkmark icon [ ] (or press the <Enter> key on your keyboard) to save the update in the field. Select the red-coloured cross icon [ ] (or press the <Esc> key on your keyboard) to cancel the update in the field. Result: The outcome of the selection task submission is VTAC C [1]. Note that the status field remains In progress [2]. 9. You can: Select another selection task and repeat the steps outlined above to set the final outcome. Select Logout to exit the RMIT Admissions system. 10. End of procedure. Information classification: Internal Page 31 of 49 Version 1.0

32 Capture data in List view - Set assessment outcome Option 2: Set assessment outcome for a set of selection task submissions simultaneously Process Part 1: Access selection task list 1. Access your selection task list. Process Part 2: Set assessment outcome for a set of selection task submissions 2. Locate the selection task submission for which you want to set an outcome. Example: Jack Morris. 3. Click the check box to select the selection task submission. Example: 4. Repeat the steps outlined above until you have selected all the selection task submissions that you want to set the same outcome. Example: The following two selection task submissions will be updated simultaneously with the same outcome. 5. Alternatively, you can select all the selection task submissions displayed on the page in one go. 1: Go down the page until you see the s on selected rows field at the bottom left hand side of your page. Information classification: Internal Page 32 of 49 Version 1.0

33 Capture data in List view - Set assessment outcome 2: Click the action check box next to the field. Result: All the rows on the page are selected. Warning! If there are rows that already have an outcome, they will also be simultaneously updated with the outcome you select when you choose to bulk update all the submissions in one go. 6. Click the drop down icon to view the available options in the s on selected rows field. Result: A list of available actions is displayed. Warning! Not all options are available for use and others should be used with caution; e.g. to finalise records in one go. Once you confirmed that you want to finalise the submissions for VTAC A, B and C, an is generated and sent out immediately to the applicant. Be sure to check that the records you selected are the records you want to update (e.g. in bulk) when you use any of the options in the action choice list. 7. Click Update Outcome. Information classification: Internal Page 33 of 49 Version 1.0

34 Capture data in List view - Set assessment outcome Note: If you see an options list where there are numbers beside an option, the numbers indicate the number of rows you have selected that can be updated from the total number of rows selected. In the example below, 13 rows can be updated of the 17 rows selected. This implies that four of the 17 rows you have selected already have a status of Complete and can no longer be updated. Result: A pop up window is displayed on your screen. 8. Click the drop down icon. Result: The list of options is displayed on your screen. 9. Select an outcome for the set of selection tasks. Example: Set VTAC B for all submissions with final score of Click OK to confirm. Note: Cancel takes you back to the list view. Result: The Outcome field of all submissions with final score of 88 is updated to VTAC B [1]. Information classification: Internal Page 34 of 49 Version 1.0

35 Capture data in List view - Set assessment outcome The rows are reset to unchecked [2]. 11. End of procedure. Information classification: Internal Page 35 of 49 Version 1.0

36 Capture comments Capture data in List view - Capture comments Process Part 1: Add comments in List view 1. Locate the selection task submission you want to update. 2. Go across the row to the Comment field. 3. Double click on the cell to open it for data entry. 4. Enter a comment for the selection task. Example: Note: The comment field is optional. Remember to always keep comments professional. 5. Click the green checkmark icon against the cell to save your decision. Note: Select the green-coloured checkmark icon [ ] (or press the <Enter> key on your keyboard) to save the update in the field. Select the red-coloured cross icon [ ] (or press the <Esc> key on your keyboard) to cancel the update in the field. 6. End of procedure. Information classification: Internal Page 36 of 49 Version 1.0

37 Finalise selection tasks in List view - Finalise selection tasks 7. Finalise selection tasks in List view This task is triggered when staff are ready to finalise a set of selection task submissions. A selection task submission must have an outcome before it can be finalised. Finalising a selection task submission completes the assessment process. A selection task submission must be finalised before it can move to the next step. Once a selection task is finalised, staff can no longer edit the selection task. Where an outcome is set to VTAC A, VTAC B or VTAC C, finalising also triggers the generation of the associated communication to the applicant. Warning! Once you confirm you want to finalise the submission, an is generated immediately. Be sure to check that your outcomes are correct before you use the finalise function. Finalise selection tasks Process Part 1: Access the selection task list 1. Access your selection task list. Process Part 2: Finalise a selected set of selection task submissions 2. Locate and select all the selection task submissions to finalise from the list by checking the check box besides the selection task submissions as follows: Note: A selection task submission can only be finalised if: There is a score in either the Selection Score or Final Score field (or there is a score in both fields). There is an outcome. 3. Tip: Use search to locate all selection task submissions that have a particular outcome that you want to finalise simultaneously. 1: Go to the Outcome search field. (Note: If required, click on the magnifying glass [ ] to open the search field.) 2: Enter your search condition. Example: You may want to finalise all selection tasks with an outcome of VTAC B simultaneously. In this scenario, search for all records that have VTAC B in the outcome field as follows: Information classification: Internal Page 37 of 49 Version 1.0

38 Finalise selection tasks in List view - Finalise selection tasks 3: Press the <Enter> key on your keyboard to commence your filter. Result: Only the selection task submissions with an outcome of VTAC B are displayed. 4: Select all rows on the page by checking the check box next to the s on selected rows field at the bottom left hand side of the screen. Result: System checks all the records on the page you are in. Note: The system will only select all the rows that are currently on your screen. If your set of selection task submissions spans more than one page, you will have to repeat the steps page by page as follows: i. Use pagination, located at the top and bottom of the page on the right hand side, to move to the next page. Example: ii. Repeat the steps above to complete you task. 4. Click the following drop down icon. 5. Result: The system displays the options you can select for the selection tasks that you have selected to finalise. Information classification: Internal Page 38 of 49 Version 1.0

39 Finalise selection tasks in List view - Finalise selection tasks Note: If you see an options list where there are numbers beside an option, the numbers indicate the number of rows you have selected that can be updated from the total number of rows selected. In the example below, 13 rows can be updated of the 17 rows selected. This implies that four of the 17 rows you have selected already have a status of Complete and can no longer be updated. 6. Select the Finalise selection task option. 7. The moment you click on the Finalise selection task option, an on-screen message will appear for you to confirm your action. This precautionary step is to ensure that you are really ready to finalise the selection task submissions and send the VTAC A/B/C outcome letters immediately to the selected applicants. Note: For VTAC selection tasks where you have selected an outcome of either VTAC A, VTAC B or VTAC C, as soon as you finalise, an is generated and sent to the applicant. Information classification: Internal Page 39 of 49 Version 1.0

40 Finalise selection tasks in List view - Finalise selection tasks 8. Click OK to confirm your action. Result: The status of all submissions with Outcome = VTAC B has been updated from In Progress to Complete. Note: The assessment activity for these selection task submissions is done. From here on, you can only view the details of these records. 9. Review: Check list view to ensure that only submissions with Outcome = VTAC B have been finalised. 10. If your set of selection tasks spans more than one page: iii. Use pagination, located at the top and bottom of the page on the right hand side, to move to the next page. iv. Repeat the steps above to complete you task. 11. End of procedure. Information classification: Internal Page 40 of 49 Version 1.0

41 Applicant communication Finalise selection tasks in List view - Applicant communication For VTAC selection tasks where you have selected an outcome of either VTAC A, VTAC B or VTAC C, as soon as you finalise, an is generated and sent to the applicant. For Direct Yes, Direct No and VTAC no comms selection tasks, no communication is sent to the applicant. Information classification: Internal Page 41 of 49 Version 1.0

42 Assign a selection task - Assign a selection task submission in List view 8. Assign a selection task Assign a selection task submission in List view Note: This function is only available in List view. Process Part 1: Access selection task list 1. Access your selection task list. Process Part 2: Assign a selection task submission individually to a person 2. Locate and go to the selection task submission you want to assign. 3. Move across the row to the Assigned to cell. 4. Double click to open the field to enable data entry. Result: 5. Click the magnifying glass search icon to open the list. Result: System displays a list of individuals in a new window whom you can choose to assign the selection task submission. Information classification: Internal Page 42 of 49 Version 1.0

43 Assign a selection task - Assign a selection task submission in List view 6. Select an individual from the list. Result: The name of the individual is populated in the Assigned to field. 7. Click the green checkmark icon [ ] to save the name of the individual you have selected. Note: Select the green-coloured checkmark icon [ ] (or press the <Enter> key on your keyboard) to save the update in the field. Select the red-coloured cross icon [ ] (or press the <Esc> key on your keyboard) to cancel the update in the field. Results: The selection task submission has been assigned to the individual you have selected. 8. You can: Select another selection task submission and repeat the steps outlined to assign it to an individual. Select Logout to exit the RMIT Admissions system. Information classification: Internal Page 43 of 49 Version 1.0

44 Assign a selection task - Assign a selection task submission in List view 9. End of procedure. Process Part 3: Bulk assign a set of selection task submissions to the same person 10. Locate the selection task submissions you want to bulk assign to the same person. 11. Option 1: You can select the set of selection task submissions by simultaneously pressing the <Ctrl> key on your keyboard and using the mouse to click the Assigned to field for the selection task submissions you want to bulk assign to the same person. This option works best when you want to bulk assign selection task submissions that are in non-consecutive order. The selected fields are highlighted. Example: 12. Move across the row to any one of the Assigned to field that has been highlighted. Example: 13. Double click to open the field to enable data entry. Information classification: Internal Page 44 of 49 Version 1.0

45 Assign a selection task - Assign a selection task submission in List view Result: Note that system displays the number of rows that have been highlighted. 14. Click the magnifying glass search icon to open the list. Result: System displays a list of individuals in a new window whom you can choose to assign the set of selection task submissions. 15. Alternatively, you can start typing the name in the Assigned to field and the system narrows down and displays names that best match what you have typed in. Example: 16. Select a person to assign the set of selection task submissions. Result: The name of the person selected is populated in the Assigned to field [1]. Note that the person will be assigned to all the selection task submissions that you have Information classification: Internal Page 45 of 49 Version 1.0

46 Assign a selection task - Assign a selection task submission in List view selected [2]. 17. Click the green checkmark icon [ ] to save the name of the person you have selected. Note: Select the green-coloured checkmark icon [ ] (or press the <Enter> key on your keyboard) to save the update in the field. Select the red-coloured cross icon [ ] (or press the <Esc> key on your keyboard) to cancel the update in the field. Results: The person you have selected is bulk assigned to the set of selection task submissions. 18. Option 2: Alternatively, you can also select a set of selection task submissions by: Example: First, clicking on the Assigned to field for the first selection task submission you want to bulk assign to the same person. Then, simultaneously pressing the <Shift> key on your keyboard and using the arrow down key [ ] to select the rest of the selection task submissions. This option works best when you want to bulk assign selection task submissions that are in consecutive order. The selected fields are highlighted. You can then bulk assign the set of selection task submissions as outlined above. Information classification: Internal Page 46 of 49 Version 1.0

47 Assign a selection task - Assign a selection task submission in List view 19. You can: Select another set of selection task submissions and repeat the steps outlined to bulk assign the set to another person. Select Logout to exit the RMIT Admissions system. 20. End of procedure. Information classification: Internal Page 47 of 49 Version 1.0

48 9. Search for an applicant Search for an applicant - Search for an applicant in List view Staff have the option to search for an individual selection task submission to view and update. Staff can search any field in the list view. Search for an applicant in List view Process Part 1: Access the selection task list 1. Access your selection task list. 2. Result: System displays your list view. Process Part 2: Search for an applicant in list view 3. Click on the magnifying glass [ ] to open the search field, if required. 4. Go to the column heading you want to use to search for the record; e.g. either the First name or Last name search field. 5. Type your search condition in the field. Example: System will search for all applicants who have these five letters together anywhere in their last name. 6. Press the <Enter> key on your keyboard to commence your search. 7. System searches and displays all applicants with smith anywhere in their last name. Result: System displays all applicants with smith in their last name. Information classification: Internal Page 48 of 49 Version 1.0

49 Search for an applicant - Search for an applicant in List view 8. End of procedure. Information classification: Internal Page 49 of 49 Version 1.0