Guidance Notes for the On-Line Taught Application Form

ADMINISTRATOR

Login to E-Vision Portal https://e-vision.st-andrews.ac.uk/urd/sits.urd/run/siw_lgn

or via e-vision link on the ‘Current Staff’ page

Username: University unique identifierPassword: LDAP password (e-mail)

Do not, under any circumstances, share your username and password with fellow colleagues. Student Recruitment & Admissions can add and remove users as required. Please e-mail pgadmissions@st-andrews.ac.uk to do this.

E-Vision Home Page go to ‘Academic Decision Tools’

Warning:

If at any stage this security certificate pops up – this relates to your Internet Explorer web browser and you should click the second option ‘Continue to this website (not recommended)’

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Your access is dependant on your role:

Administrator Decision MakerReporter

Administrator

Stage 1 Access ‘New Applications’.

This will display all new applications in the layout below.

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Extra field called ‘Notes’ at the extreme right of the table. It will accept up to 8 characters, and can be used to enter codes (decided on by your school) such as WL (for Waiting List).

The ‘Notes2’ field allows you to record any relevant information.

Note: You can search for records with particular words in the Notes fields using the following syntax e.g. to search for the word 'hold' in the NOTES 2 field you would type *hold* in the field and then click Retrieve

Applicants have the opportunity to up-load a maximum of 6 documents as part of the on-line application process and these can by viewed by clicking ‘supporting documents’.

You can view any up-loaded documents; each document will be listed separately.

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8 coding as defined by school

Pertinent information relating to application

You can open/save the document in the format saved by the applicant, e.g. word, pdf, jpeg etc. We do not accept the latest Microsoft .docx files.

You can also view the fields completed by the applicant on the ‘application form’.

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When you choose the NEW APPLICATIONS option, you will see that all of the records default to NEW. If you wish to move them on to the next stage you should assess whether the application is complete enough for the purposes of your school or not.

Set the App Status to either COMPLETE or INCOMPLETE (or leave it at NEW) and click on Store.

The system will advise ‘store successful’

Changing the App Status moves the applications into one of two categories ‘Incomplete Applications’ or ‘Complete Applications – Assign a Decision Maker’

Incomplete Applications Option

You can update these INCOMPLETE records to COMPLETE when all the supporting documents have been received.

NB Because the records default to INCOMPLETE, you only have to change the one(s) you want to COMPLETE and then hit Store.

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Log onto ‘Complete Applications – Assign a Decision Maker’. This will enable to you assign a decision maker for any complete applications.

For the selected applicant you are now ready to assign a decision maker. Click Decision maker and a drop-down list will appear with those academic staff designated with ‘decision maker’ responsibility.

NB You MUST NOT leave any of the Decision Maker fields blank – this will cause the application to ‘disappear’. If you have no-one to assign the application to right away, you should assign it to yourself. It will then sit in COMPLETE APPLICATIONS – ASSIGNED TO ME until you are in a position to assign it to the appropriate person.

Make your selection and store. This will then move the application to ‘complete applications – assigned to me’ where the named decision-maker can assess the application.

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Managing

At any stage throughout the process you can ‘search’ for an applicant.

PLEASE SEE SEPARATE GUIDANCE NOTES ON THE SEARCH FACILITY IN THE ‘SEARCH’ CONTAINER

NB Please be careful when using a surname to search on, particularly if it is a very common one such as ‘Li’. At the moment the search facility will simply return all the records it finds in the database for the criteria you enter. Even if you use the matriculation number you may retrieve records you don’t expect, since a student may have applied to more than one school.

You can ‘search’ by a mixture of criteria, eg Application Status – incomplete, complete, on course name, student i.d. number, surname etc.

Example:

You will now see the ‘selected’ applicant.

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Enter student i.d.Click retrieve