Version V.5.1 Amalgamation of Roll out to Facs/Workflow Update to All Docs Mandatory HC review (removal of App form references) Author Ann Campbell Create Date 14 th March 2013 Update Date 10 th Dec 2013
Document Upload/Download Research Applications 2 Contents Research Applications - Document Upload Facility... 3 Research Application Attachment Workflow... 4 The Application Process... 5 Accessing/Downloading a Document (UU Staff)... 10 Uploading Subsequent Documentation (UU Staff)... 14 Deleting Documentation (UU Staff)... 17 2 Document Upload/Download
Document Upload/Download Research Applications 3 Research Applications - Document Upload Facility Due to the increasing demand for applicants to submit/email various items of documentation as part of their application process, a document upload facility has been implemented to allow applicants on Research related programmes to upload their documents as part of their Online Applications. This facility has been added in as a separate section within the current online Research application type. Documents requested include: 1. Research Proposal 2. CV 3. Copy of degree - or letter from Course Director to confirm they are studying towards a degree 4. Transcript of Degree 5. Proof of English Language Proficiency 6. Personal Statement 7. Copy of Passport* *International Applicants only Please note: All documents are now a mandatory requirement prior to submission (from 5 th Dec 2013) i.e. an applicant can only submit their application online when at least 1 of document type has been uploaded. Applicants can upload multiple documents against one particular type if required. A workflow of the application and document upload/download process is illustrated on the following page. 3 Document Upload/Download
Document Upload/Download Research Applications 4 Research Application Attachment Workflow Research Office Email Notification Review Application(s) Set Application to S (Sent to Faculty) Upload Application Form Upload Application Cover Sheet Upload NARIC Comparison Applicant Submits Application Banner Decision Processing Faculty Office Print Research Applications by Faculty Report Reviews Application and Documentation Retrieved Documents Document Repository 20-Sep-13 Page 4
The Application Process The Online Application facility is available through the University Homepage (How to Apply): http://prospectus.ulster.ac.uk/apply2.php Once the applicant begins their online application, they will need to complete the following steps in order to submit their completed application: 1) Select an Application Type The Applicant begins by selecting the Research (All Nationalities) application type. It is important for the applicant to ensure they select the correct application type at this stage, otherwise the document upload facility will not be available to them. 2) The Application Checklist Research Applicants must complete 12 separate sections before they can submit an application. International Research applicants will also be prompted to complete 2 additional pages of information required for UKBA processing 20-Sep-13 Page 5
Sections include Address details, Employment details, Education and Qualification details amongst others 3) Completing the Application Sections can be completed in any order. It is advised however that applicants complete the document upload last. This is because the system can determine from information provided whether the applicant is a home or International applicant. If the applicant is International, the system prompts them to upload a copy of their passport. Once a section has been completed (i.e. all mandatory questions have been answered) a tick will appear. The application can only be submitted once all sections are ticked. 4) Uploading a Document 20-Sep-13 Page 6
An applicant is prompted to upload either 6 or 7 documents, depending on whether they are International or not (the Passport document is requested if the system believes the applicant to be international from information provided) Information on each Document Type can be found in the Help Section (Top Right). To upload a document: 1) Select Document Type e.g. CV Click Upload Document 20-Sep-13 Page 7
1) Browse for the document on your pc and click upload 2) You will be advised whether the document uploaded successfully. Exit this window to repeat the process. 3) Click Refresh List to view the list of documents that have been uploaded. 20-Sep-13 Page 8
Applicants can upload 1 or more documents against each document type e.g. an applicant might have different degrees that they wish to upload. It is possible to delete a document by selecting it and clicking the Delete Document button. If this is done, it will appear back on the Document Type drop down and also in red at the bottom of the screen to be uploaded again. All document Types are mandatory so an applicant can only submit the application after they have uploaded all of the documents required. Once the applicant is finished uploading documents a message will appear at the bottom stating that all documents are uploaded 20-Sep-13 Page 9
They can complete this section by clicking Submit Documents. This will bring the applicant back to the main menu and the Document Upload section will be ticked as completed. If an applicant clicks Submit Documents before all of the documents have been submitted, they will remain on the document upload screen. In order to return to the main menu (if they wish to complete at a later stage), they must click Finish Later Accessing/Downloading a Document (UU Staff) Step One: Log on to The University Portal http://portal.ulster.ac.uk/ Step Two: Click the Banner Icon BANNER Step Three: Click Faculty Information and Services 20-Sep-13 Page 10
FACULTY INFORMATION AND SERVICES Step Four: Click View Uploaded Documents Applicant Documentation Step Five: Enter the Applicant Number (D00nnnn), Academic Year of Entry and Choice Number. This information can be found on the Research Applicants by Faculty report and on SKAUMAD within Banner. 20-Sep-13 Page 11
Click Continue 20-Sep-13 Page 12
Step Six: The following screen will display the Applicant Details, alongside any documents they have uploaded (if any). Note that the date the document was uploaded is displayed, as well as its origin (i.e. whether it was uploaded by the applicant as part of the online application, or subsequently by a member of staff) To open or view a document, simply click on the link. PLEASE NOTE: If you wish to save a document, we strongly advise that you open it first before you save it. 20-Sep-13 Page 13
Uploading Subsequent Documentation (UU Staff) Step One: Log on to The University Portal http://portal.ulster.ac.uk/ Step Two: Click the Banner Icon BANNER Step Three: Click Faculty Information and Services FACULTY INFORMATION AND SERVICES Step Four: Click View Uploaded Documents 20-Sep-13 Page 14
APPLICANT DOCUMENTATION Step Five: Enter the Applicant Number, Academic Year of Entry and the Choice No. (all found on Banner or on the Research Application by Faculty report) Click Continue 20-Sep-13 Page 15
UPLOAD DOCUMENT Step Six - Select the document type you wish to upload from the dropdown list. E.g. Application Form. Click Upload Document Browse for the document you wish to upload on your pc. Click Upload You will see a message to let you know that the upload was successful. Click Close Window 20-Sep-13 Page 16
Click Refresh List. The Uploaded Document should now appear within the list of documents. Deleting Documentation (UU Staff) Staff are not permitted to delete documentation from this area. If a document is to be deleted or renamed, please contact one of the following members of staff: Ronan Cullen r.cullen@ulster.ac.uk Heather Spence h.spence@ulster.ac.uk Ann Campbell am.campbell@ulster.ac.uk, 20-Sep-13 Page 17