Terra Dotta Manual for Reviewers

Terra Dotta Manual for Reviewers

Table of Contents Accessing the OSU GO Application System... 3 Defining Terminology... 3 Phases of the Application vs. Statuses... 4 Application Statuses... 4 Application Phases... 4 OSU GO Application Deadlines... 5 Entering Deadline Extension... 5 My Reviews... 6 Submitting a Review... 6 Progress Audit... 7 Queries... 9 Searching for an application... 9 Simple Search... 9 Advanced Search... 10 Parameters Available... 11 Query Results Page... 12 Saving Queries & Reports... 14 Saving a Query... 14 Saving a Report... 15 Query Watches... 15 How to Create a Query Watch... 15 Locator Search... 18 Tasks to Complete Prior to Departure... 18 Create an Itinerary in Terra Dotta... 18 Application Layout - Administrative View... 20 Application Management Tools... 20 Overview... 20 Comments... 20 Reviews... 21 Profile... 21 History Log... 21 1

Email... 21 Itinerary... 22 Questionnaires... 22 Materials... 23 Learning Content... 24 Documents... 24 Recommendations... 24 Recording Recommendation... 25 2

Accessing the OSU GO Application System The OSU GO Terra Dotta application system site is located at https://oregonstateidea.terradotta.com/index.cfm?fuseaction=abroad.home. Click Non-OSU LOGIN in the upper right hand corner of the home page to log in with your OSU GO username and password. The first time you log into the system, you will use the temporary password you received by email. Once you have logged in you will land on your admin home page. You will see various sections on your admin home page. A. Left hand navigation menu: This is where you can search for applications through the simple search, advanced search, or locator search. B. Share Queries and Share Reports: You can begin the process of sharing saved queries or reports by clicking on the 'Share Queries or 'Share Reports tab above the panel. C. My Queries and Reports: This is where you can access and organize saved queries and reports that have been created and that will be performed on a regular basis. Defining Terminology Process Elements - is an item within the application the student is asked to complete. Items include questionnaires, material submissions, signature documents, assessments, and learning content. Material Submissions - process element where the applicant is given instructions for an item that is to be turned in to the office and marked as received by a staff member. An example is when a student is required to obtain an official transcript and turn it into the OSU GO office. Once the transcript is received, and OSU GO staff member will check the box off indicating the item has been received. Signature Documents - process element where the applicant will read instructions/text and then provide an electronic signature to show agreement/understanding. The applicant is 3

permitted to electronically sign signature documents at the time the application is initiated. An example of a signature document is the Application Submission Agreement. Questionnaires - process element that consists of an online form containing question items. An example of a questionnaire is the copy of passport questionnaire, where students are asked a series of questions regarding their passport and also asked to upload a copy of their passport. Learning Content - process element that is simply an informational page the applicant can read and check off as having been read. An example of a Learning Content item is the Passport Application Instructions. Phases of the Application vs. Statuses Application Statuses The status of a student s application defines what stage the application is in throughout the application process. The statuses listed below appear in chronological order besides the withdrawn status. Pending - The status all applications begin in and stay in until a decision on their application is reached. Note: Applications can be complete or incomplete in the pending status. In Process - An application is moved to the In Process when the Advisor, Reviewer or third party provider has said they will support the application, but the OSU GO office is still waiting for results from the student care and student conduct checks. Accepted The status and application is moved to when a student has been fully approved for the program they applied to. Not Accepted Committed - an application is moved into this status automatically when a student hits the commit button after they have been accepted. Withdrawn o Pre-departure o Post-departure o Incomplete o Program Canceled Application Phases An application phase differs from an application status, because you do not change the phase of student s application, however, changing a student s status moves them through the different phases of the application. There are six unique application phases in Terra Dotta software's application. The process elements that are deployed (material submissions, signature documents, questionnaires, assessments, and learning content) are designated to appear to applicants in one of these phases with the exception of the alumni phase (no process elements are deployed in the alumni phase. Pre-decision - All applications start in the pre-decision phase. An application with a status of Pending or In Process is in the pre-decision phase. Post-decision: An application will be in the post-decision phase if the application has a status of, Accepted or Committed. Abroad: An application will be in the abroad phase if the application has a status of Accepted or Committed and the program start date has passed. 4

Returnee: An application will be in the returnee phase if the end date for the program has been reached. OSU GO Application Deadlines The following are default application deadlines for programs in the Terra Dotta system. If you have gained approval to have a different deadline entered for your program, please ignore the dates below. Fall April 15 th Winter October 15 th Spring November 15 th Summer March 15 th Once the application deadline passes the student will be locked out of his/her application until a status change of Accepted is completed which will move the application into the post-decision phase. Entering Deadline Extension If you would like to grant a deadline extension for an applicant, first look up the student by clicking on Applicant Admin Search on the left side of your screen. Once you have located the application you would like to grant and extension for, click on the Status tab within the application. To enter the deadline extension, enter a date under the text Waive until in the deadline field as highlighted above. Once you click the Submit button the application will have a deadline extension until midnight of the date you chose. 5

My Reviews This section on your admin home page appears below any saved queries and reports you may have on your admin home page. As a Reviewer this section will be the most important to you on you admin home screen. The My Reviews section summarizes past and future applications that have been initiated from your program(s). If you would like to only see applications for a particular term or program, click the 'Filter Options' button. You can filter by: application cycles, programs, term and year, and whether or not to include withdrawn applications. Clicking an applicant's name (the applicant s names have been blocked out on the screen shot above for privacy purposes) will allow you to see all or parts of the application, depending on the permissions granted to you. In the middle column, the date the application was submitted is shown. The final column displays the status of the application. If the application has the text complete next to the status, the application is ready to be reviewed. To see the application materials that have been completed at a glance, select the appropriate phase from the 'Progress Audit' option. This will take you to a form where you can select which application materials you'd like to run the progress audit for in the phase you previously selected. See the section on progress audits for more information. Submitting a Review From the 'My Reviews' pane, select an applicant to review by clicking their name. The applicant's application and all application elements will be shown. You will also be able to see applicant information, parameters, and responses to questionnaires. 6

At the bottom of the page, you can add your feedback and submit your review. Enter any comments you may have about the applicant in the comments section. These comments will not be displayed to the applicant. Select one of the three radio buttons. o Recommend o Do Not Recommend o Waitlist Check the box next to mark as completed to verify you have completed your review Click the Submit button to officially submit your review to the OSU GO office. Note: a recommendation does not change the status of the student. Your recommendation will be reviewed by OSU GO as part of the applicant acceptance process, and after student care and student conduct checks have been completed, the OSU GO Enrollment Manager will officially change the applicant s status in the system to accepted or not accepted. Note: As the instructions explain, you review is not complete until you've clicked the checkbox to mark it as completed and clicked submit. You can return to the application and change any comments as long as you have not marked the review as being complete. If you mark the review as completed you will not be able to change notes or your recommendation. Progress Audit The progress audit is a report that can be executed on the results of an application search in which a list of process elements and requirements can be selected and a report detailing whether or not the items are completed, not yet completed, or are not applicable to the application s output. This report can be exported to an Excel document. Running a progress audit is done after running an application search. A drop-down menu appears at the top of the search results listing from which the administrator can select the phase in which the report will be checking the progress. Only one phase's process elements can be completed in a single progress audit. 7

Once the phase is selected, the admin is taken to a wizard that will list all the materials, signature documents, and questionnaires that are applicable to the applications in the search results for the selected phase. There are also options for including the number of submitted reviews and the tally of completed/required recommendations for the applications. After making all the required selections, the report will be generated. This will list whether or not the selected items are complete, incomplete, or not applicable elements for that application's current phase. There is an option to export this report into an Excel document. There is also an option to mark checkboxes for specific applications and send a batch email to the checked applicants. 8

Queries A query is the result you get when looking for a specific group of applications. You can run a query by going to the Simple Search or Advanced Search options under Applicant Admin. Your query can be as simple as 'who is studying abroad in Fall Semester 2015' or as advanced as 'who is a female, majoring in Biology that studied abroad in 2015.' Searching for an application The search interface provides a great variety of search criteria, permitting the administrator to filter all the applications to a view that can be saved as a query. You have access to the profiles and applications of users that have applied to one of the programs you are an Advisor or Reviewer for. Simple Search Go to Applicant Admin -> Search Enter part or all of an applicant s name in the 'Applicant Name field in order to bring up a list of search results. Enter all or part of a program title in the 'Program Name field in order to bring up a list of search results. When you have finished selecting your search terms, click 'Search and the page displays the applications that fit the criteria you requested. Note: If you enter more than one word in the search field, the system will use an 'OR search logic for that field. For example, if you enter the words Ben Smith in the Applicant Name field, the system will bring up all applications with the name Ben as well as all applications containing the name Smith. To search for an exact name, put double quotes ("Ben Smith ) around the name and it will bring up only applications that have those exact words. The 'Program Terms list box enables you to select specific application cycles in which to search. You can select multiple application cycles by holding the Command/Control key as you click each option. Collectively, the three main options in the simple search use 'AND search logic. If you enter 'Ben into the 'Applicant Name field, 'Germany in the 'Program Name field, and Fall 2015 into the 'Program Terms box, the system will bring up only the applications that meet all of these criteria. 9

By default, the Simple Search does not include applications that have been withdrawn. If you wish to include withdrawn applications in your search, you must check the box next to 'Include withdrawn applications to enable this option. Note: If you do not provide any keywords, the search displays all the active applications in the system. Advanced Search The Advanced Search works on the same principle as the simple search, but it allows you to search for very specific criteria. Go to Applicant Admin -> Advanced Search. From this page, a list of options with a checkbox to the left of each one is displayed. If you wish to use one of these options as a filter for your search, select the checkbox next to it. You can select multiple options. After selecting filter types, click Next. The next page that appears contains list boxes that you can use to select your criteria for the search. If there is a list box with an option that you wish to search for, select the list box to search with that option. You can make multiple selections in a list box by holding down the Command/Control key when you click the additional options. If you do not change the option in a list box and leave the default selection of 'any', it is not used as a search filter. At any point during the search, you can cancel the search by clicking Cancel. This takes you back to the Admin home page. You can also reset the search criteria by clicking Reset. You can restart your search and select new parameters by clicking Back. This takes you to the Advanced Search home page. 10

Parameters Available The options are grouped under various parameter titles. The available groups are: Show Parameters - These options enable you to view applicants belonging to a particular group. The options are the following: o Programs - Select Outgoing if you want to list all applicants who are applying to OSU GO programs. o Institution - Leave this field blank Application Parameters - These options enable you to list the applicants based on the details of their application and the program they have selected. The options available are the following: o Application Cycles - Select the application cycle to which the applicants belong. o Application Phase - Select the phase in which the application is currently present. For example advising, pre-decision, and so on. o Application Status - Select the appropriate status of application o Application Term - Select the appropriate application term, not specific to a year. o Application Years - Select the year in which the application was processed. o Application Activity - Provide the dates of various activities regarding the application. o Program - Select the name of the program to which the applicant belongs. o City - Select the city in which the program is provided. o Country - Select the country in which the above selected city is located. o Region - Select the region in which the country lies. IMPORTANT: When selecting a city, country or region as a search criteria, please check the Include Program Locations box to ensure an accurate search. Program Parameters - These options are not applicable at this time. Applicant Parameters - These options enable you to search applications based on applicant parameter values. Complete/Incomplete Submissions - These options enable you to search for applications depending on complete or incomplete submissions of signature documents, questionnaires, and so on. Questionnaires - These options enable you to search for applications based on the responses submitted by applicants to the question items in application questionnaires. The Complete/Incomplete Submissions search criteria use "AND" logic within and between the drop down boxes for the various process elements. This means that the query will pull only those applicants who have complete/incomplete status for EVERYTHING you select, not ANY of the options you select. This makes it especially difficult to use as a reporting mechanism for incomplete applications. You can easily pull those applications that have a particular item incomplete, for example, anyone who hasn't signed a particular signature document or submitted an essay. But you can't pull all applications that have ANY piece of their application incomplete, without running multiple queries (one for each process element) and then combining the results. It is recommended that you use the Progress Audit report as an alternative for identifying incomplete applications for a given group of applicants. 11

Query Results Page Once you have run your query and you are on the results page, there is a box called 'Options' at the top of the page. If you click on the drop down arrow, you will see the following options: Send Email, Send SMS (text message), Text Export, Excel Export, Create Report, and Batch Attach File. 1. Send Email- The first option is 'send email'. Once you select this option, a window will open in which you can type your message and then send it. When sending an email to multiple recipients, each recipient receives a separate email - the distribution list will not be known to the recipient. In other words, they will not know (or get the email addresses of) the other applicants to which you sent the email. You will also receive a copy of the email. Note: If you do not want to send the email to all of the students in the query results, click the small arrow next to Email Recipients which will open a list containing the names of students in the query. By unchecking the box next to the students name, they will not receive the email you will send. 2. Send Text- The second option is send SMS (text message). Once you select this option, a window will open in which you can type your message and then send it. In cases where a user hasn't provided an SMS address, the message will be sent to the user's primary email address. The SMS functionality of the software is generating the messages via the email portal provided by mobile phone carriers and while there is no cost to the office sending the message care should be taken with the use of this functionality as there may be charges on the side of the applicant for receiving these messages. Note: This functionality will work with international numbers if the international carrier provides a domain name to which SMS messages can be sent via email. For these carriers, the applicants are 12

provided with an 'Other' option in the carrier drop-down menu which permits them to manually enter this domain. 3. Text Export- The third option is Text Export. Once you select this option, a text file will download containing your search results. 4. Excel Export- The fourth option is Excel Export. Once you select this option, an excel file will download containing your search results. 5. Create Report- The fifth option is Create Report. Once you select this option, you will be presented with the Report Wizard. Mark all the items you would like to be included in the report. At the bottom of the page, click Results. When the report generates, you can print the report by clicking the Print button. Note: You will also have the option to export your report into Excel, open the report in a new window within Terra Dotta or export essay content. 6. Batch Attach File- The sixth option is Batch Attach File. Once you select this option, the system will bring you to a form where you can either select an existing document from the site's Document Center to attach to the application or upload a file to the server that will be attached to the application. 13

When attaching a document, you can decide whether or not the applicant is going to see this attached document and whether or not the applicant will receive an email notification regarding the document being attached to their application. If documents are available to the applicants, they will see these documents in a panel on their application pages. The applicants will be able to download/view them from this panel of their application page. Saving Queries & Reports Saving a Query Once you have the list of applications that fit your specifications by performing a search, you can save that search to your Admin Home page so it will be easily accessible in the future. Type in the name of the Search (Ex: All Applications) and click Save Now, when you go to your Admin Home page, you will see that saved query in the Saved Queries panel. Every time you click to view this query, Terra Dotta software will re-run your search and show you a list of current applicants that fit that criteria. From your My Queries & Reports panel you can also export the query results as a text file, create reports, edit the query, delete it, or export as an excel file. 14

Saving a Report If you have chosen to create a report from a query, you also have the option to save the report to your Admin Home page for future reference. At the bottom of the page where you selected the fields you wanted to appear in your report you will enter a name for your report in the Save Report As: box (i.e. All Applications) and click the Results button. Query Watches A Query Watch is an event that automatically runs or 'executes' a saved query at a predetermined interval, records the differences between each execution of that query, and takes various actions based on that data. Simple right? Basically, a Query Watch is a powerful tool that allows you to send email notifications to yourself or automatic emails to applicants, based on saved queries you have created. When a Query Watch is created, the administrator that creates it will identify one of her/his saved queries as the query to be executed. This can be something as simple as say, "All PENDING applications", or it can be as complex as, "All ACCEPTED and COMMITTED applicants that started their applications after 01/01/16, have a GPA below 2.5 and are Pell Eligible. Basically, any query (simple or advanced) can be used to create a Query Watch. This query will automatically be executed on a designated interval. It can be every 30 minutes, every day, every week, etc. The interval will depend on how often you would like to have actions taken based on the results of this query. In some cases, you will be looking to set up an email that is intended to be a daily report. In other cases, you may wish to have a notification sent out only weekly. How to Create a Query Watch At the top of your Admin Home screen there will be a tab at the top, named, Query Watches. Clicking on this tab will take you to your current list of Query Watches. 15

Click on the New Query Watch tab on the next screen to create a new query watch. Follow the instructions below to configure a query watch. The name of the Query Watch should describe what this Query Watch is tracking, which might not be exactly the same thing as the name of the saved query that is being executed. If you elect to have the Query Watch e-mailed to yourself or to others, the name of the Query Watch will appear in the subject line of the sent e-mail. The duration is to specify for what period of time you want the Query Watch to run. The frequency is how often you want the saved query to be executed. You can choose to have the Query Watch executed daily, weekly or monthly at a specified time of the day. The name of saved query is where you select the query you would like to use from a drop-down menu listing of your saved and/or shared queries. It is important to note that you can only create Query Watches for queries that you have created or that have been shared with you. The 'Actions taken on update' checkboxes indicate what should occur upon each execution of the saved query. The 'export' option will produce a report each time the query is executed and available to the administrator who created the Query Watch. If you choose to 'export' results, you will need to check the Query Watch page to see the most recent report or the Query Watch history page to see changes in the list over the past executions. The 'email' option will trigger an email each time the query is executed. 16

NOTE: The actions taken will only occur if there are records included in the results of the saved query that apply - for instance, if you are setting up a 'new application' notification email that runs every 30 minutes, the email will only be sent if there is at least one new application. The 'Records included in actions' checkboxes are used to indicate if you want the export/email to include new applications in the results of the query (IN records), records that were in the previous execution of the query but not in the current results (OUT records), or the complete list of applications in the results of the query (ALL records). If you are saving an export, you can select one of your saved reports as the template for the output to be generated for the 'Records included in action'. This saved report will define the data columns for the export. If you have chosen to have 'email' as an action taken upon update, you will see additional form options appear on the screen as shown in the screen shot below. The 'Email message body' is the text of the email that is being sent to the recipients. The 'Include index of records in email' option determines whether or not the recipient gets the list of applications included in the email. This is helpful when an admin is receiving the email. This must be NO if the Query Watch is going to send an email to the applicants. After configuring the Query Watch, click the 'Add' button. When initially created, the query will be executed for an initial listing of the records to be watched, and it will make its first actionable execution after the time interval that was provided. 17

Locator Search In the Locator Search page, you can search for applications based on the location where the applicant will be while they are abroad. Select the location (City, Country, and Region) you wish to search in, from the respective dropdown list boxes. You do not have to select a city, country and region, you may search by only one of these categories as well. For example if you would like to locate all students in France, only select France from the Country field. The Applicants Abroad drop-down list box provides you with two options, On and Between. If you select On, you are prompted to enter only one date. If you select Between from the list box, you are asked to provide a date range. This is the date or date range during which these applications are categorized as being abroad based on the applicant s itinerary in their application. Click Search> to open a new search results page with all the applications that meet the search criteria. It is also possible to search for applications that are within a set radius of a particular location on a certain date or between certain dates. Click Cancel to ignore the results and return to the Admin home page. Click Reset to select fresh data. Click Back to ignore the results and return to the Search home page. **This feature is very useful in the case of an emergency. It can allow you to quickly identify who is in the specified location. You can then send a SMS text message to those applicants. Tasks to Complete Prior to Departure Create an Itinerary in Terra Dotta Prior to student s departure, program dates need to be entered for each application in the Terra Dotta system. When program dates are entered, a travel itinerary will be created for the application. It is very important to enter program dates prior to departure, because the program dates are what drives the Locator Search which is used in the event of an emergency. 18

Here are the steps you will follow to enter program dates for the students participating in programs in your portfolio prior to their departure. 1. Select Program Admin List All College of Business Exchange folder 2. On the next screen click on the pencil icon for the COB program you wish to enter dates for. Do NOT enter program dates for the College of Business Stonehill Exchange program. This is the general application for COB programs, and you what to make sure to only enter dates for the country specific COB programs. 3. Click the Dates tab. If the term you are entering dates does not appear in the table displayed, select the term from the Add New Date Record field. If the term is displayed in the table, click on the pencil icon. 4. The Edit Term Dates page will now be displayed. Enter a start date and end date for the program AND check the box that appears directly under the end date field titled create program itinerary record with these dates. Make sure to check this box. 5. Leave all other fields as they appear and click the Update button. You have now successfully created a program itinerary. 6. You will then be brought to a screen where you will have the option to apply the program itinerary you just created to individual student s applications. To apply the program itinerary to the students who are displayed on this screen, simply check the box next to the student s name and click the Update button. 19

Application Layout - Administrative View The Application administrative interface allows administrators to view the information related to an applicant's application and track submissions made by applicants This admin interface can be accessed under Applicant Admin Search or Application Admin Advanced Search. Application Management Tools You can access various tools in the Application Management interface by clicking the appropriate tabs under the header. The tabs are the following: Overview This tab provides a summary of the application. It includes items to be submitted by the applicants and the number of items received. You may click on the Print Application link to print all parameters and contents of the application. Some users find this helpful if they need to send the entire application to a university abroad to review. An application will also contain tags underneath the various application management tabs. Tags are only placed on an application by OSU GO staff. Do not add or remove application tags. Comments The Comments tab allows you to enter comments regarding the application. The applicant will not be able to view any comments you enter. 20

Reviews You will have immediate access to review applications on your Reviewer Homepage. Once you have reviewed the application, your comments and responses will appear in this area of the application management page. See the My Review section of this handbook for information about how to submit a review for your program(s). Profile The Profile tab is where you find the applicant parameters that are collected from Banner and updated nightly. These parameters include emergency contact information, student id number, major, minor, email address and GPA just to name a few. History Log In the History Log tab, you will be able to view all application activity. Email By clicking on the Email tab, the applicant s email address will be displayed along with a number of options for how you would like to email the student. 21

A. Click use system e-mail form to open up an email form within Terra Dotta to message the applicant. It is recommended to email using this method because all email correspondence will be saved in the application. B. Click use local email client program to open a new message in Outlook. The applicant s email address will automatically populate. C. You may view all email traffic an applicant has received through their application by clicking on view email log for this applicant. Itinerary The Itinerary tab displays the location and travel dates specific to the applicant. An applicant s itinerary will be created by OSU GO staff or Departmental Advisors. All applications must have an itinerary completed prior to the student s departure. See Creating an Itinerary section for more information. Questionnaires This tab displays a list of questionnaires that are applicable to the application. There can be various headers under which submitted questionnaires are grouped in this tab. You can click on the questionnaire to view the student s responses. You can also print the questionnaire responses by clicking the printer icon located on the right. If a student has submitted a questionnaire but has 22

additional changes to make, click on the green arrow icon to un-submit the questionnaire which will allow the applicant to make changes. Materials This tab provides a list of material submissions and signature documents that are applicable to the application. It displays whether or not the materials and documents have been received by the OSU GO office along with any notes associated with the submissions. 23

Learning Content This tab contains the details of learning content materials applicable to a program. They are specific to the program. This tab will show if an applicant has marked the learning content piece as read or not. Documents You can view any documents that were attached to the application. Recommendations This tab enables you to view all the recommendations that have been requested and submitted to an application. If a recommendation has been received from a recommender, the date it was received will appear in the received column. See example above for recommender named, Joe Smith. Once a recommendation has been received, you may perform a variety of operations by clicking on the icons in the actions column. Click on the pencil icon to edit content of the recommendation. Click the printer icon to print the recommendation. 24

Click the red x icon to delete the recommendation. If a recommendation has NOT been received, the text, Not Received will appear in the received column. See example above for recommender named, Jane Smith. There are a few operations you may perform if a recommendation has not been received by clicking on the icons in the actions column. Click the red x icon to delete the recommendation request. You may need to delete a recommendation request if a student entered an incorrect email address for the recommender. Once you delete the incorrect request, the applicant will need to submit a new recommendation request through their application. Click the envelope icon to resend the request to the recommender. Sometimes recommenders do not see the request in their inbox or mistake the request for spam. Click the green check icon to mark a paper recommendation as received that an applicant created a recommendation request for. This should be fairly uncommon as the majority of recommendations will be submitted electronically directly from the recommender. After marking the recommendation as received, click on the Record New Recommendation link to complete the recommendation form on behalf of the recommender. Recording Recommendation In the event that you receive a paper recommendation for an applicant who did not generate a recommendation request, you will need to record the recommendation manually. Follow the steps below to record the recommendation: 1. Click the Record New Recommendation link. 2. Under Option 2 field enter the recommender s First Name, Last Name, Email and Phone Number (optional). Click the Add Manually button. 3. In the Waiver field leave the Yes radio button checked. 4. Enter selections for all fields within the recommendation form. If the recommender has sent a letter of recommendation instead of completing the recommendation fields, you may upload a copy of the letter by clicking the yellow folder icon in the Optional Letters of Recommendation question. 5. Click the Save button. 25