on-line application workshop for graduate administrators
DESCRIPTION
On-Line Application Workshop for Graduate Administrators. October 23, 2013 2:00 – 4:00 p.m. Index (hyperlinks work in slide show mode). Manuals Log On View Find an applicant Document status change or add new requirement Managing references Exemptions to deadlines Request Transcripts - PowerPoint PPT PresentationTRANSCRIPT
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On-Line Application Workshopfor Graduate Administrators
October 23, 20132:00 – 4:00 p.m.
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Index(hyperlinks work in slide show mode)
Manuals
Log On View
Find an applicant
Document status change or add new requirement
Managing references
Exemptions to deadlines
Request Transcripts
English Proficiency scores
GRE verification
Application status
Under Review status
Collaborative Program access
Upload a scanned document
Update document status
Reports
ROSI admission data downloads and reports
Referee’s view
Demo sites to practice on
SGS Contacts
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Today’s Agenda
Administrators have the power Managing OAA information Referee view Demo websites Contacts
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View of a graduate administrator
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A Guide for Graduate Administratorshttp://www.sgs.utoronto.ca/Documents/oaav22.pdf
File Assessment manualhttp://www.sgs.utoronto.ca/Documents/oafa2011.pdf
Evaluators Manualhttp://www.sgs.utoronto.ca/Documents/eva112012.pdf
Online Application
System Manuals
Online Application System Manuals
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Administrators have the power….change or
add a document
change or modify referee
make an exception to deadlines
request official
transcript
verify English & GRE test
scores
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Log on view
Administrator view
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Find the applicant
Applicant Search
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Change submitted document or create a new document requirement
Applicant forgot to scan the legend of a transcriptOnline Admissions Application Manual pp 26-27
change a document
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Creating a student specific document requirementeg: Confirmation of proficiency in LatinOnline Admissions Application Manual pp 28-29
add a new document
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Managing ReferencesOnline Admissions Application Manual pp 30-32
Grad Administrator CanEnter verified
non-institutional
email address
Edit / correct / change
referee
email Address
Resend
Referee a
Request for Reference
change or modify referee
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Managing References
Find the applicantchange or
modify referee
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Managing References: resend reference requestOnline Admissions Application Manual p30
Resend
resend reference request
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Managing References:non-institutional email address orchange referee email addressOnline Admissions Application Manual p30-32
Edit Buttonnon-institutional email or change of email address
System auto sends reference request
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Managing Referencescreate new refereeOnline Admissions Application Manual pp 29-31
new referee
System auto sends reference request
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Managing Referencescreate new refereeOnline Admissions Application Manual pp 29-31
new referee
System auto sends reference request
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Exemptions to deadlines:
Access via Program tab or Quick Links
exception to deadlines
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Exemptions to deadlines:
exception to deadlines
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Exemptions to deadlines:
Click Exceptions
Enter applicant number and save
exception to deadlines
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TranscriptsIdentify the applicant
request official
transcript
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Transcripts
Scanned transcripts mandatory
Official transcripts is required prior to registration
Timing to submit official transcript is specified by the grad unit
• At the time of the application• Upon request prior to an offer of admission• As a condition of registration set out within an offer of admission
Request official
transcript
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With English Proficiency &GRE Test Scores
English language
tests
GRE official results
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English Language TestsApplicant instruction:
“If this does apply to you, please report the test below, and arrange for an official copy of your test results to be sent directly from the testing agency to the University of Toronto. You do not need to mail a copy of your score report to the department.”
English language
tests
ROSI legend Total Spoken Listening Written ReadingTOEFL TOTi TSEi TO1i TO2i TO3iIELTS IEL IELS IELL IELW IELR
ROSI legend 3 B A G C
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GRE official results
0982
GRE institution code for U of T
English Language
Tests
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Managing OAA Info
application status
collaborative access
documents received
create reports
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Application Status
Draft – Incomplete (information incomplete) Draft – Complete (completed but no payment) Payment uploads candidacy to ROSI and moves
application to documents pending. Off line payments are no longer accepted
Documents Pending (paid but supporting documents outstanding)
Under Review Decision Made
application
status
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Under Review Status
application
status
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Access to application information
Collaborative Program Administrators can access the references and applicant documents in the same way as degree program administrators.
Can view/download only those applications which include the collaborative program.
No update access.
collaborative programs
have access
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Documents Received
Auto update for all electronically submitted documents (eg. references, statement of intent, scanned transcript)
Manual update of document status by graduate administrators upon receipt of official transcripts and other third party hard copy documents
documents received
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Upload a document scan
Upload hardcopy
scans
download
upload
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Documents Received
Extend this box
update document received
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Documents Received
manual update
procedure
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Report ToolsOnline Admissions Application Manual pp 47-48
OAA reports
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Report ToolsROSI Manual
ROSI 2.4
Application Data Statistics– 3 I A direct command Admissions statistics for year over year comparison can be generated on ROIS for
any given session, filtered by Secondary Organization, POSt, legal status etc.
ROSI Manual
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ROSI Downloads and Reports
4.91 Students Who Have Paid a Tuition Deposit 4.92 Admission Statistics and Recent Applications/Decisions 4.93 Downloading Admissions Data 4.94 Printing Lists of Students with Conditions 4.95 Lists of Candidacy Subject POSTs (Collaborative
Programs and Fields of Study)
ROSI Manual
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Departmental website
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Referee View
Referee demo website:https://apply.sgs.utoronto.ca/demo/oaaapplicant/referee/default.aspx
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Referee Account
referee account
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Reference Submission – Web Form
reference submission -
web form
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Reference Submission – Web FormStep 2 - Preview
Step 3 - Submission
Reference Submission -
Web Form
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Referee Submission – Letter Form
Reference Submission – Letter Form
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Referee Submission – Letter FormStep 2 - Preview
Step 3 - Submission
Reference Submission – Letter Form
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Demo websitesGrad Admin:https://apply.sgs.utoronto.ca/demo/oaagradadmin/default.aspx Applicant:https://apply.sgs.utoronto.ca/demo/oaaapplicant/default.aspx Referee:https://apply.sgs.utoronto.ca/demo/oaaapplicant/referee/default.aspx Evaluator:https://apply.sgs.utoronto.ca/demo/oaaevaluator
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SGS Contacts
Steve Rutchinski (administrator view)
Sofia Kirschner (technical support)[email protected]
Hasmik Sargsyan (applicant view)
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