Agent Online User Manual
Cntents Lgging On t Agent Online.. 3 Agency Details and Emplyees... 3 Agency Details... 4 Agent Online User Types 5 Applicant Management... 6 Add a New Applicant... 7 Cntact Details... 9 Prgrammes... 11 Dcuments... 13 Academic Backgrund... 14 Emplyment Histry... 14 English Prficiency... 15 Disability Infrmatin... 15 Statistical Infrmatin... 15 Funding... 15 Submit... 15 Reviewing Student Prgrammes and Status... 15 Send Crrespndence... 16 $ Cmmissin. 16 Uplading Additinal Dcuments... 16 Further Questins r Clarificatins...17 Please Nte: AUT Internatinal Huse English prgrammes are nt available fr selectin frm Agent Online at this stage Page 2
Lgging On t Agent Online Access the lgin page at https://agentnline.aut.ac.nz Enter yur username and passwrd. Yu will then be lgged n t Agent Online. Agency Details and Emplyees Select the Agency Details page (as circled in the Print Screen belw). Once yu have selected a page the icn will becme highlighted in bright range (see next Print Screen). Page 3
Hw t edit, add r delete Agency Details On the left hand side f the Agency Details page is an Agency bx. There are three tabs within this bx: Agency Details, Cntact Details and Address Details. There will be an Edit r Add buttn at the bttm f each f these three tabs. Click n this t update the infrmatin and remember t save yur changes. If there is n Edit buttn, click n the Edit r Delete functins under the Actin clumn n the right hand side f the line f infrmatin that yu want t change. This will take yu t an edit screen where yu can update and save details. T delete a line, click n the Delete functin under the Actin clumn n the right hand side f the line f infrmatin that yu want t delete. Then press OK in the pp-up windw. Yu can als filter n any f the clumns t search fr the data that yu want t edit r delete by clicking n the black filter icn at the tp f each clumn. Yu MUST enter yur agency s email address t submit student applicatins. Click n Add Cntact Detail at the bttm f the Cntact Details tab. Select Persnal Email frm the Cntact Detail Type drp dwn menu. This email must be yur head ffice email address r yur ffice manager s email. Page 4
Agent Online User Types The capabilities f each user type is listed belw. Please nte, nly agency staff members wh are authrised t access cmmissin infrmatin shuld have the Agency Admin user type. Fr mre infrmatin regarding the Agent Online cmmissin prcess please see yur AUT Cmmissin Online User Manual. Agency Admin users: - Add and manage student applicatins - Add new agency user accunts - Access the cmmissin tab and can view and accept cmmissin - Receive Agent Cmmissin Transactins via email - It is imprtant t ensure that the crrect email address is listed in the Agency Admin emplyee details as cmmissin infrmatin will be emailed t this address Agency Emplyees users: - Add and manage student applicatins Hw t add, edit r delete Emplyees Agency Admin accunts have the ability t add, edit r delete user accunts. T add, n the right hand side f the Agency Details page is an Emplyees bx. T add a new emplyee, click n the Add Emplyee buttn at the bttm f that bx and fill ut the details. Page 5
When filling ut the new emplyee details, chse a username and passwrd fr the emplyee, because this will be their fficial lgin fr Agent Online. The User Type is imprtant because Agency Admins have mre access than Agent Emplyees Make sure t set the User Status t Enabled if yu want the emplyee t access Agent Online. Click n the Save r Cancel buttns and exit. T edit a current emplyee s details click n the Edit functin under the Actin clumn n the right hand side f the line f infrmatin that yu want t change. Yu can use this functin if yu want t change an Agency Admin t an Agent Emplyee by selecting the crrect User Type and then clicking n the Save buttn. T delete a current emplyee click n the Edit functin under the Actin clumn n the right hand side f the line f infrmatin that yu want t delete and then select Deleted as the User Status in the Emplyee Details bx. Then Click n the Save r Cancel buttns and exit. Applicant Management Please nte nline applicatins by agents are NOT available fr students under the age f 18 years because parent/guardian authrisatin is required. Please cmplete a paper based Internatinal Student Applicatin Frm signed by either ne f the parents r legally authrised guardian fr these students and email t internatinal.applicatins@aut.ac.nz Here is ur website link t the Internatinal Student Applicatin Frm: http://www.aut.ac.nz/ data/assets/pdf_file/0011/2342/internatinal-afe-2016-1.pdf Page 6
Hw t add a New Applicant Click n the New Applicant buttn in the Hme page. Fill in the fields using upper and lwer case letters. Yu will NOT be able t edit this data s please ensure that yur data entry is crrect befre clicking n the Save buttn. If yu have made errrs please email us and we will need t make the changes fr yu. Please nte that this is the data that will appear n the student s Offer f Place which yu have t prvide fr Immigratin New Zealand t issue the student s visa. It is really imprtant that this data entry matches the statutry dcument prvided i.e. the passprt r birth certificate. The Date Of Birth field requires a dd/mmm/yyyy frmat i.e. 12/apr/1988 If yu have entered a student that is already in the system (checked by name and date f birth) yu will nt be able t enter that student again. Yu will get a message in red which states The applicant already exists, please check details r cntact the Internatinal Student Office. Please email internatinal.applicatins@aut.ac.nz t discuss any prblems with adding a new applicant. When the student file has been created it will be listed under the My Applicants tab, alng with yur name being the emplyee wh added the student in the Managed By clumn. Yu can als View ther applicants being Managed By ther Emplyees within yur Agency by clicking n the Agency Applicants tab. Yu can filter n any f the clumns t search fr students that have already been data entered by yur agency by clicking n the black filter icn at the tp f each clumn. If yu Apply a filter yu will need t click n the black filter icn again t Clear filter. Page 7
Yu are nw ready t cmplete an applicatin Select the student yu wish t add an applicatin fr by clicking n their name in the My Applicants list. Then hver yur muse ver the View buttn n the right hand side until yu see the pinter muse hand and then click. A new set f tabs will appear under yur student s Name, AUT Student ID number and Date f Birth. The tabs listed are: Applicant Infrmatin (which yu have already cmpleted) Cntact Details Prgrammes Dcuments Academic Backgrund Emplyment Histry English Prficiency Disability Infrmatin Statistical Infrmatin Funding Submit Page 8
Cntact Details This page is fr the student s Cntact Details (d NOT enter Agency Details here). There are three tabs that need t be cmpleted: Cntact Details: Click Add Cntact Detail t enter the student s persnal details and Save. Address Details: Click Add Address t enter the student s persnal details. Select ne f the tw ptins frm the drpdwn menu in the Address Type field. If the student is living utside f New Zealand (NZ) click n the Overseas buttn. If the student is living in NZ, select the New Zealand buttn. As yu start typing in a NZ address in the field circled belw, a NZ address and pstcde finder will help yu t select the crrect address. Yu can then click n the address that yu want frm the drpdwn list and all the fields are autmatically cmpleted fr yu. Page 9
Please always tick the Primary Mailing Address bx circled belw. This is the address that will shw n the Offer f Place. It des nt mean that we mail a hard cpy f the Offer f Place t the student. All cmmunicatin frm AUT is always autmatically emailed t yur agency s email address as set up by yur Agency Admin in the Cntact Details tab (refer bttm f Page 4 f this manual). Click n Save Emergency Cntact Details: Click Edit t enter the student s emergency cntact infrmatin. Page 10
Prgrammes There are tw sectins n this page and nly ne which can be edited. Yu can add and delete prgrammes frm the Unsubmitted Prgrammes bx at the tp half f this page. Other Agent Emplyees r Agency Admins will als be able t d this fr yu. T add a prgramme, select Add Prgramme and fill ut the fields by clicking n the drp dwn arrws. As each selectin is cmpleted Agent Online will extend dwn the page t ask yu the next relevant questin abut that specific prgramme. Yu can Cancel at any time and cme back t add prgrammes later. Please nte: what is shwn are all the prgrammes that are available. Nt all prgrammes are at all campuses and sme have different start dates. Full Year means a Semester 1 intake. Click n Save fr each prgramme added. These prgrammes will shw up in the Unsubmitted Prgrammes sectin at the tp f the page. If yu have entered mre than ne prgramme yu can change the prgramme Pririty befre yu Submit the applicatin by selecting the prgramme that yu want t be assessed first and clicking n the Up buttn in the Pririty clumn n the right hand side. Please ensure that yu have prgrammes in the crrect rder befre submitting the applicatin. Page 11
Agency Admins can Delegate Unsubmitted Prgrammes t ther Emplyees within yur Agency by clicking n the Delegate buttn and then using the drpdwn list t select smene else within yur agency. Agent Emplyees can als d this functin but they will need t Acquire Unsubmitted Prgrammes first. Once the entire applicatin is cmplete and submitted, these prgrammes will shw up in the submitted prgrammes sectin at the bttm f this page. After submitting an applicatin yu can add prgrammes at a later date but yu will need t email us as well if yu want t change the assessment rder / pririty. Page 12
University Entrance fr Bachelr Level Applicatins When submitting a Bachelr level applicatin yu must cmplete the Additinal Entrance Criteria sectin. Yu will nt be able t submit the applicatin if this is nt cmpleted. Dcuments This is where yu uplad certified scanned cpies f dcuments. Please nte: All cpies f dcuments must be certified befre yu uplad them int Agent Online. All dcuments must be legible and have certified true cpy f the riginal stated n each page f the dcument, the full name, signature and title/psitin f the persn certifying the dcuments, and yur fficial agency stamp. If yu d nt d this yur applicatin will nt be prcessed which can cause lengthy delays. All dcuments upladed shuld be PDF frmat nly. Because yu have already selected the prgrammes fr this applicant, Agent Online will nw tell yu which dcuments are specifically required fr this student in the Required fr Submit clumn. In the example in the diagram abve nly the Passprt r Birth Certificate is Required fr Submit which means that yu can cme back at a later date t submit the rest f the dcuments that we are asking fr. Page 13
Click n the Uplad Outstanding Dcuments buttn at the bttm f the Outstanding Required Dcuments bx n the tp half f the page (circled in red in the Print Screen abve). Yu can nw brwse yur cmputer t attach the crrectly certified and scanned dcuments. Tick the bx t say yu have certified this dcument. The tick des NOT certify the dcument. If yu have nt certified the dcument apprpriately, the applicatin will be treated as Incmplete by AUT Staff until the crrectly certified dcument is submitted. This will delay prcessing. If yu have nt ticked the Certified bx Agent Online will shw that yu have frgtten t make the tick in the Upladed Dcuments bx n the bttm half f the page. Yu can select the line t View the dcument by clicking n Dwnlad n the right hand side. Then click n Delete t delete the dcument and start again, this time adding the certificatin tick. AUT staff will nt be able t pen dcuments that yu have nt ticked as Certified. Make sure t uplad all dcuments that yu wuld nrmally include with an emailed applicatin, apart frm the paper based applicatin frm. D nt uplad.rar flders/files r any ther similar type f cmpressed file. All dcuments shuld be in PDF frmat. Sme dcuments are cmpulsry and shw as a Yes under the Required fr Submit heading. Agent Online will nt allw yu t submit an applicatin withut the cmpulsry dcuments listed. Make sure t chse the crrect title/descriptin when uplading a dcument (e.g. Passprt t be upladed under Passprt r Birth Certificate nt Miscellaneus ). Even thugh Agent Online may nt ask fr a CV/resume r English Language Results, we recmmend yu uplad them if they are available. Academic Backgrund Please nte: If yur student is studying the AUT Certificate in Fundatin Studies at Academic Clleges Grup (ACG) r fr the Taylrs Auckland Fundatin Year (TAFY) at Taylrs Cllege please d NOT apply. These students are case managed fr mainstream study at AUT directly by ur fundatin partners. Click n the Add buttns t enter details. Yu can add multiple lines in each bx (example: if the student has attended mre than ne high schl). There is n edit ptin n this page. If yu make a mistake yu will have t delete that line and add it again. In the Tertiary Educatin sectin, please tick the Successfully Cmpleted buttn if the student has fully cmpleted a qualificatin. If they are still awaiting results, please check the Awaiting Results buttn. If yu dn t select either f these tw buttns ur staff will autmatically assume that the student des nt intend t cmplete the prgramme. Emplyment Histry Please enter any relevant emplyment histry details by clicking n the Add buttn. Page 14
English Prficiency Enter any relevant English language prficiency details by clicking n the Edit buttn. Select N frm the drpdwn menu in the English is First Language bx. AOL then asks yu mre questins. Add any relevant cmments abut any issues regarding the English prficiency sectin (i.e. the date the results will be available if they are nt currently available). Disability Infrmatin Please cmplete this sectin if the student has any disabilities. Disabilities can include, but are nt limited t: effects f significant injury, lng term illness, r physical impairment (i.e. deaf, blind, specific learning disability, head injury, mbility/physical, temprary impairment, hearing impairment, visin impairment, medical cnditin, mental health, speech impairment, ther). Statistical Infrmatin Click n the Edit buttn and fill ut all the required fields. Please nte: the Secndary Award and Tertiary Award drp dwn menus need t shw the student s cmpleted qualificatins. Funding T indicate funding, click n the Edit buttn. If the student has already been granted a schlarship r is planning t apply fr ne, click Yes in the drp dwn menu and indicate the status in the Other bx (i.e. Granted Saudi Cultural Missin Schlarship r Applying fr Saudi Cultural Missin Schlarship ). Please nte: This schlarship sectin is nt an applicatin fr an AUT schlarship. Fr infrmatin regarding AUT schlarships, please refer t http://www.aut.ac.nz/study-at-aut/fees,-schlarships-andfinance/schlarships/internatinal-schlarships Submit Please check the Submit Summary and make sure all details are crrect. Read the terms and cnditins, tick the statement I agree t the abve declaratin and press Submit. A Message frm webpage saying Applicatin submitted successfully will then appear. If yu have missed anything it will be highlighted in red as an Errr and must be cmpleted befre yu can submit the applicatin. Reviewing Student Prgrammes and Applicatin Status View the applicant s prgrammes by highlighting a student in the My Applicants tab in yur Hme page. Click n View n the right hand side f the student s name. The submitted prgramme/s are listed in the Submitted Prgrammes bx at the bttm f the Prgrammes page. Page 15
Under Submitted Prgrammes yu can see the status f the applicatin (circled in red in the Print Screen belw). Yu can add mre prgrammes fr this student in the Unsubmitted Prgrammes bx at the tp f the page. Then g t the Submit page, read the terms and cnditins, tick the statement I agree t the abve declaratin and press Submit. A Message frm webpage saying Applicatin submitted successfully will then appear. Prgrammes will be prcessed and cnsidered in the rder they are received. If yu want t change the rder/pririty f the student s prgramme chices, yu will need t email internatinal.applicatins@aut.ac.nz If yu have already received an utcme fr a prgramme and then add anther prgramme, we will cancel the utcme already issued. Send Crrespndence This sectin is still under develpment. Please cntinue t crrespnd with AUT Internatinal Centre using the internatinal.applicatins@aut.ac.nz email address. Autmated Agent Online emails will be sent frm a generic AUT email address arinsystem@aut.ac.nz reminding yu f Outstanding Dcuments. D NOT reply t these emails because this email address is NOT mnitred. Use internatinal.applicatins@aut.ac.nz if yu need t respnd. $ Cmmissin Please view the Agent Cmmissin Online manual here. Uplading Additinal Dcuments Hw t uplad additinal dcuments after submitting an applicatin Yu can view the applicant s dcuments by highlighting a student in the My Applicants tab. Click n the View clumn n the right hand side. Select Dcuments frm the menu. In the bttm Upladed Dcuments bx yu can select a dcument and Dwnlad it. Page 16
In the tp Outstanding Required Dcuments bx highlight a required dcument and uplad it by clicking n the Uplad Outstanding Dcuments buttn at the bttm. Yu can uplad any ther relevant dcument by clicking n the Uplad Specific Dcument buttn. Then select a Dcument Type frm the drp dwn menu. Please remember that any dcument yu uplad must be crrectly certified as per instructins n Page 13. Further Questins r Clarificatins? Please email internatinal.applicatins@aut.ac.nz Page 17