Documentation

Application Processing

 

Applying

Before an applicant is allowed to complete and submits their application, a programme offering must be added and published with a future application deadline date. The applicant must create an application account and verify that they have access to the email address used to create the account.

After verifying the access/ownership of the email, they can sign in the complete the application. The fields visible on the application will be dependent on the questions added using the application form settings feature. The programme type also affect the visible fields on the application form.

Applicants must complete and submits their application before the application deadline date. If this is not done, then a notification will be sent to then applicant reminding them to complete and submit their application.

 

Customized Programme Offering

The process for applying for a customized application is the same with the exception of the programme offering not visible to the public. The programme offering are created for a specific entity and the applicant will only be allowed to apply to this programme through an invitation only.

 

Viewing and Verifying Online Applications

When an applicant is in the process of completing an application online, you are able to view the information entered and saved by the applicant. This give an idea of how many persons are still in the process of completing their application and also person who are interested in the programme but was unable to complete their application because the application deadline has passed.

 

When the applicant completes and submit the application, it is held in a temporary location by the system. This allows for reviewing before it is passed on to the department that is responsible for the processing of the application. After the review is done and the confirmed as a valid application, that status of the application will be updated to Applied. This is the first status of any application in the system.

 

Depending on the programme the applicant applied for, you can decide how to proceed with the processing of the application. The default processes for moving an application forward takes one of the following path:

 

Path 1 - Full

Path 2 – No interview

  • Applied
  • Interview
  • Proficiency/Diagnostic test
  • Accepted (Fully/Provisional)
  • Registration and Orientation
  • Student
  • Applied
  • Proficiency/Diagnostic test
  • Accepted (Fully/Provisional)
  • Registration and Orientation
  • Student

 

 

Path 3 – No Test

Path 4 – no test or interview

  • Applied
  • Interview
  • Accepted (Fully/Provisional)
  • Registration and Orientation
  • Student
  • Applied
  • Accepted (Fully/Provisional)
  • Registration and Orientation
  • Student

 

You can customize the process by adding or removing any status from the list.

Status Meaning

  • Applied – This is first status of the application in the system
  • Interview – This represents a set of statuses that manage the interview process
    • Invite to interview – use this status to hold person who are invited to an interview. Department users will have access to students at this stage for processing of the interview
    • Interview (No Present) – these are person who did not show up for their interview
    • Interview (Shortlisted) – these are persons who are successful in the interview and require another interview or will be moving to the next status in the application process
    • Interview (Not accepted) – these are person who were not accepted after the interview
  • Proficiency/Diagnostic test – this process is not to determine if the applicant is accepted or not but to determine if the application is required to do one or more additional courses to fully meet the matriculation requirement
    • To be tested – this status is used to hold person who are to be tested
  • Accepted – this is the status use to accept a student. You can send an offer/acceptance letter to the student who are at this status. Once the offer is sent, the student can respond to the offer using the system.
    • Fully accepted – this student meets the matriculation requirement of the programme
    • Provisionally accepted - use this status to provisionally accept a student who did not meet the matriculation requirement
    • Offer (Not accepted) – this status represent applicant who turn down the offer
    • Offer (Differ) – use this status to hold applicants who differ to start in the future
    • Registration and Orientation – these are applicants who accept the offer
  • Registration and Orientation – this is the last status that hold applicants before they become a student. In order to before a student, the following rules must be met before the system move the student:
    • The student must select a payment plan and pay the minimum amount
    • The student must submit all the required documentation if applicable
    • The start date of the programme must be the current or a past date
  • Student (In Training) – this is the active student status. This is the status the system uses to determine who is an active student. Other sub status are as follows:
    • Student – Leave of absence
    • Student – drop out

 

Grouping

By default, all successful applicant will be placed in the default (N/A) class group. Grouping allow you to specify which student will be doing what core courses together. For example, if 50 students are accepted within the cohort, you can decide to put 25 in group A and 25 in group B. when courses are schedule, you will schedule for group A different from group B.  When it comes to specialized courses, the specialization the student is in will become the group.

 

Last updated on January 27, 2024