The new Document Management functionality Briefing for eAdmissions users June 2009

1. The new Document Management functionality Briefing for eAdmissions users June 2009

2. What is the new Document Management functionality? An improved version of the previous Document Management form, enabling eAdmissions users to: • Record the assessment of online documents • Prepare applications for assessment by other staff • Generate emails requesting applicants to supply documents This PowerPoint explains how to use it.

3. Navigation to the new Document Management forms The new forms can be accessed • From the Document Management button in the SPM Application Queue Management/Selection Plan tab.

4. Navigation to the new Document Management forms The new forms can be accessed 2. From the Document Management button in the Manage Selection Plans/Current Task Actions tab.

5. Navigation to the new Document Management forms The new forms can be accessed: 3. (Two of the forms) from your Assessor ‘toolkit’ – the Admissions/Selection Process Management folder.

6. Navigation to the new Document Management forms We recommend that you add View Electronic Document Details to your Callista Favourites. Having this form open in a second Callista session will allow you to view and annotate documents submitted by the applicant before you begin to work with your checklist of document requirements.

7. The relationship between the forms There are three forms – the redesigned Document Management form and two new forms linked to this form.

8. Diagram: how the forms are linked and what users can do on each form. The relationship between the forms There are three forms – the redesigned Document Management form and two linked forms.

9. Using the Document Management forms When an application arrives in your queue, copy the person ID from the Application tab.

10. Query in EADF0059 to perform an initial assessment (We suggest you have this form open in a second session.) This applicant has provided two transcripts and a passport ID page – you can open each document. You can also view/record comments on the documents. If the document is an image of a correctly certified copy (ie, if it has been uploaded and verified by staff or a Monash agent), you can flag it as such. When a better version of the document arrives (eg, a certified copy), you can flag the old version as obsolete.

11. Start your document requirements list in EADF0024 Remember that you can get to this form via the ‘Document Management’ button in the application queue or in the selection plan. Add the appropriate Document Types for the documents that are required for this course. For this course the applicant must meet three document requirements: proof of citizenship, previous study results, and a curriculum vitae. From viewing the documents in EADF0059, we know that two of these have been provided, so we flag them as ‘Provided’.

12. But what if the form already has document types listed when you first open it? You may find that the form opens with a list of document types already loaded. For an explanation of why this is, and what to do, see the last few slides. For now, let’s follow the example where the form opens blank.

13. How to link documents to requirements This checklist is useful when a ‘pre-assessor’ is preparing an application for an assessor. It may also help you remember the state of play with the applicant’s documents if you have to look at the application again later (eg, when more documents arrive). You can record comments about how an applicant is meeting (or failing to meet) a requirement. Now you’re ready to link the actual documents that have been submitted to fulfil a requirement. Select a specific document requirement then click on ‘View Linked Documents’.

14. Linking documents to requirements in EADF0058 This is the third of the three Document Management forms (the middle form in the diagram). It’s where you link specific documents to a document requirement on the checklist on the previous form. (The document requirement selected on the previous form shows in the ‘Document Requirement’ block.) If you need to double-check which documents are available to link, you can zoom to the View Electronic Documents Details form (EADF0059) by clicking the button.

15. Linking documents to requirements in EADF0058 When you click on the ‘Doc ID’ list of values the pop-up shows you all documents for the applicant. Line by line you can add any documents that help to fulfil the requirement shown at the top of the form. For example, if an applicant has submitted several .jpgs of the pages of their transcript, you can link all these to the transcript requirement. In this case you need to link the two transcript documents. If you need to recheck which documents to link, you can click on the View Electronic Documents Details button.

16. Working with linked documents in EADF0058 Once the documents are linked, you (or another assessor) can: • See whether they’re flagged as certified/obsolete in View Electronic Document Details (EADF0059) • Open them to view the actual document image. • Add/view comments recorded against the individual documents. So EADF0024 and this form together show all the information needed to assess whether the applicant has met the document requirements for the course – particularly handy if you’re preparing the application for someone else to assess.

17. Requesting documents in EADF0024 A major benefit of the new forms is the ability to generate emails to the applicant requesting documents. Flag any document requirements for which you require more documents as ‘To be Requested’. Save, then click on the ‘Request Documents’ button to open the template email.

18. The document request email You can add instructions to the email, which lists the document types you’ve flagged as ‘To be requested’. It points the applicant to the document upload button in the Applicant Portal, where they will also find instructions about documents (eg, about how and when to provide certified copies).

19. The document request email You will be sent a copy of the email unless you untick the box beside your email address. Your additional text (the only part that varies) will be saved in the comments on the document types you have requested (the comments that can be viewed from the checklist in EADF0024).

20. Viewing email request details in EADF0024 The fact that the email has been sent for a document type is recorded in the ‘Has been Requested’ tickbox. Any additional text in the email is recorded as a comment. The same comment is recorded against each document type that was requested in the email.

21. What if you open EADF0024 and there are already document types listed? You may open the Document Management checklist and find that there are already document requirements listed. This would be because the selection plan type has been set up to load documents and/or standard document requirements to this form when each applicant’s selection plan is created (options 1, 3 or 4 below*). * This is demonstration data – these Arts Faculty selection plan types are not actually set up like this.

22. Why are so many document requirements loaded? If the ‘Load Doc Reqs’ tickbox is ticked, a small list of default document types is loaded whether actual documents of this type have been supplied or not. These are document types commonly required for international applicants to Australian campuses, particularly for Faculty of Business and Economics courses – a very large applicant cohort. If the ‘Load e-Docs’ tickbox is ticked, document types are loaded for any documents that have actually been supplied.

23. A suggestion for faculties on setting up selection plan types We suggest that option 3 may be the best set-up for domestic selection plan types. This has the effect that only document types with linked documents are loaded to Document Management (EADF0024). So the assessor knows that all document requirements displayed there have linked documents. She can add any document types that need to be requested. Faculty Selection Managers can adjust selection plan type set-up as needed.

24. Deleting document types from the EADF0024 checklist But what do you do if the selection plan type was set up so that document types you don’t need have been loaded? You can ‘boil down’ the checklist to the document types required for the course by deleting document types. Where you need to delete a document type from the checklist, but there is a linked document, you need to delete the linked document first (see next slide). Please note, however, that once you have requested a document type it cannot be deleted, even if there are no linked documents.

25. Deleting linked documents from EADF0058 Deleting the linked document in the middle form (EADF0058) is easy – just select the document and click on the red cross ‘delete record’ button. Then you’ll be able to delete the document requirement from the checklist in the other form.

26. The relationship between the forms again The relationship between the three linked Document Management forms should now be more familiar to you.

27. For support in using Document Management We hope this functionality makes online admissions work better for you. If you are still unsure about using Document Management after viewing this slideshow, • email support-eadmissions@adm.monash.edu.au or • phone the eAdmissions Support helpline on ext. 55551 (+61-3-9905-5551).