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On-Line Application Workshop for Graduate Administrators

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

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On-Line Application Workshop for Graduate Administrators

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  1. On-Line Application Workshopfor Graduate Administrators October 23, 2013 2:00 – 4:00 p.m.

  2. 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

  3. Today’s Agenda • Administrators have the power • Managing OAA information • Referee view • Demo websites • Contacts

  4. View of a graduate administrator

  5. A Guide for Graduate Administratorshttp://www.sgs.utoronto.ca/Documents/oaav22.pdfFile Assessment manualhttp://www.sgs.utoronto.ca/Documents/oafa2011.pdfEvaluators Manualhttp://www.sgs.utoronto.ca/Documents/eva112012.pdf Online Application System Manuals Online Application System Manuals

  6. 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

  7. Log on view Administrator view

  8. Find the applicant Applicant Search

  9. Change submitted document or create a new document requirement change a document • Applicant forgot to scan the legend of a transcript Online Admissions Application Manual pp 26-27

  10. Creating a student specific document requirementeg: Confirmation of proficiency in LatinOnline Admissions Application Manual pp 28-29 add a new document

  11. Managing ReferencesOnline Admissions Application Manual pp 30-32 change or modify referee

  12. Managing References Find the applicant change or modify referee

  13. Managing References: resend reference requestOnline Admissions Application Manual p30 Resend resend reference request

  14. Managing References:non-institutional email address orchange referee email addressOnline Admissions Application Manual p30-32 non-institutional email or change of email address Edit Button System auto sends reference request

  15. Managing Referencescreate new refereeOnline Admissions Application Manual pp 29-31 new referee System auto sends reference request

  16. Managing Referencescreate new refereeOnline Admissions Application Manual pp 29-31 new referee System auto sends reference request

  17. Exemptions to deadlines: exception to deadlines Access via Program tab or Quick Links

  18. Exemptions to deadlines: exception to deadlines

  19. Exemptions to deadlines: exception to deadlines Click Exceptions Enter applicant number and save

  20. Transcripts Identify the applicant request official transcript

  21. Transcripts Request official transcript • 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

  22. English language tests GRE official results With English Proficiency & GRE Test Scores

  23. English Language Tests English language tests Applicant 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.” ROSI legend 3 B A G C

  24. GRE official results English Language Tests 0982 GRE institution code for U of T

  25. Managing OAA Info application status collaborative access documents received create reports

  26. Application Status applicationstatus • Draft – Incomplete (information incomplete) • Draft – Complete (completed but no payment) • Paymentuploads 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

  27. Under Review Status applicationstatus

  28. Access to application information collaborative programs have access • 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.

  29. Documents Received 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

  30. Upload a document scan Upload hardcopy scans download upload

  31. Documents Received update document received Extend this box

  32. Documents Received manual update procedure

  33. Report ToolsOnline Admissions Application Manual pp 47-48 OAA reports

  34. Report ToolsROSI Manual ROSI 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.

  35. ROSI Downloads and Reports ROSI Manual • 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)

  36. Departmental website

  37. Referee View Referee demo website: https://apply.sgs.utoronto.ca/demo/oaaapplicant/referee/default.aspx

  38. Referee Account referee account

  39. Reference Submission – Web Form reference submission - web form

  40. Reference Submission – Web Form Step 2 - Preview Reference Submission - Web Form Step 3 - Submission

  41. Referee Submission – Letter Form Reference Submission – Letter Form

  42. Referee Submission – Letter Form Step 2 - Preview Reference Submission – Letter Form Step 3 - Submission

  43. Demo websites Grad 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

  44. SGS Contacts • Steve Rutchinski (administrator view) s.rutchinski@utoronto.ca • Sofia Kirschner (technical support) sofia.kirschner@sgs.utoronto.ca • Hasmik Sargsyan (applicant view) hasmik.sargsyan@sgs.utoronto.ca

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