Admissions officers new world system

New World System for Direct and International
Applicants – Guide for Admissions Officers

Contents

1. Searching for an applicant ............................................................................. 3

a. Running a Basic Search ................................................................................ 4

b. Running an Advanced Search ........................................................................ 5

i. How to run a basic search .......................................................................... 6

ii. How to run an advanced search: ................................................................. 7

c. How to view the details of an applicant ........................................................... 9

2. The Applicant View ..................................................................................... 10

a. The Top Ribbon.......................................................................................... 11

3. The Set Views ............................................................................................ 12

a. Viewing Entry Requirements ........................................................................ 13

b. Prompt List ............................................................................................... 14

c. Decision and Comments .............................................................................. 17

i. How to make a comment ......................................................................... 19

d. Viewing The Checklist Section ...................................................................... 20

i. Adding comments against a checklist ........................................................ 21

ii. Marking a checklist item as complete ......................................................... 22

3. Viewing Applicant details ............................................................................. 23

a. Viewing Personal Details ............................................................................. 24

b. Viewing Applicant Qualifications ................................................................... 25

c. Viewing Contact details ............................................................................... 26

d. Viewing Visa, Residency and fees information ................................................ 27

e. Viewing Work Experience ............................................................................ 28

f. Viewing Requested Information ................................................................... 29

g. Viewing a Personal Statement ..................................................................... 30

4. Viewing Supporting documents .................................................................... 31

4. Application Decision ................................................................................... 33

a. Request work and/or info ............................................................................ 34

b. Reject Applicant ......................................................................................... 35

c. Withdraw applicant..................................................................................... 36

d. Make Offer ................................................................................................ 37

i. Conditional Offer ..................................................................................... 38

ii. Unconditional Offer ................................................................................. 39

e. Referral .................................................................................................... 40

f. Make offer after conditions satisfied ............................................................. 41

g. Accept Application and create student record ................................................. 42

Appendix A – NTU Admissions Status codes with descriptions ................................... 43

Appendix B – Application Status codes with descriptions .......................................... 47

1. Searching for an applicant

When you log in, all applicants are automatically displayed in the lower part of the
screen.

To find an applicant, run a basic or advanced search.

a. Running a Basic Search

When running a basic search you can search on a combination of the following applicant
attributes:

 School – this will default to ALL. Change this to a specific school if appropriate.
 Courses – this will default to ALL. Change this to a specific course if appropriate.
 Month of Entry – this will default to ALL. Change this to a specific month if
appropriate.
 Application number – this will be empty. If you want to view just one applicant
enter their application number in here.
 State – this will default to Active. You can change this to Inactive or ALL.
Searching using Inactive will show you applications that have already been
processed or are at a status where you cannot process it i.e. with an Academic.
 Referral Source – this will default to ALL. Change this to a specific referral
source if appropriate.
 County of Residence – This will default to ALL. Change this to a specific country
if appropriate.

b. Running an Advanced Search

When running an advanced search you can search using any of the basic search
attributes as well as a combination of the following advanced search applicant attributes:

 Date Submitted – From – This will allow you to enter a date so that you will
only see applications from a certain date.
 Date Submitted – To – This will allow you to enter a date so that you will only
see applications up to a certain date.
 Last Updated – you can enter a date in here to allow you to only see
applications last updated on a certain date.
 First Name – enter the first name of an applicant in here to search on that.
 Last Name – enter the last name of an applicant in here to search on that.
 NTU ID – enter an NTU ID number to search for a specific applicant.
 Residency Status – enter a residency to only search on a specific residency
status.
 Admission Status – enter an admissions status to only search by a particular
status. See Appendix A to see all the different admissions statuses and what they
mean.
 Application Status – enter an application status to only search by a particular
status. See Appendix B to see the different application statuses and what they
mean.

i. How to run a basic search

1. Select the search criteria based on the above attributes by using the Drop Down
menus.
2. If you select a certain school then the Courses drop down will only show courses
taught by that school.
3. Click on Search.

This search will find all applicants who have applied for a course from the School of Art
and Design, starting in October.

ii. How to run an advanced search:

1. Click on the Advanced search button

2. Select the search criteria based on the above attributes by using the Calendars or
Drop Down menus.
3. These can be used in combination with the Basic Search attributes.
4. Click on Search.

This search will find all applications received between 07/02/2011 - 05/09/2011, that are
Home applications, with a status of Application Received.

To return to the Basic Search, click on Basic Search.

All applicants who meet the search criteria will be shown in the lower half of the screen.

If more than 20 applicants meet the criteria then there will be more than one page to
view. These can be viewed by clicking on the Next/Last buttons at the bottom of the
page.

In applicant view, the following details are displayed:
 NTU ID – the NTU ID number of the applicant.
 Course – the course the applicant has applied for.
 Date of Birth – the date of birth of the applicant.
 Date Received – the date we received the applicants application.
 Application Number – the applicant number of the applicant.
 First Name – the first name of the applicant.
 Last name – the last name of the applicant
 Term -
 Admissions Status – the admissions status of the applicant (see Appendix A for
more information).
 Application Status – the application status of the application (see Appendix B for
more information).
 Supporting docs – whether we have supporting documents for the applicant.
 Date Submitted – this will have the date we received the supporting documents (if
we have received some).
 Last modified – when the application was last modified.

c. How to view the details of an applicant

Once you have found the application you are interested in click on the Load link on the
right hand side of the screen. This will load up the applicant in a new window.

2. The Applicant View

The Application View is split into four different sections along with a ribbon of
information at the top of the screen. What is shown in the screen will vary depending on
what button you have selected. The location of the buttons is shown below.

a. The Top Ribbon

The location of the Top Ribbon is shown below:

An example of this ribbon is shown below:

For more information on Current application statuses and Current Admissions statuses
please see Appendix A and Appendix B.

3. The Set Views

There are four set views. These will always show with useful information.

 Entry Requirements
 Prompt List
 Decision and Comments
 Checklist

a. Viewing Entry Requirements

The location of this section is shown below:

This section give you a breakdown of the entry requirements for the course the applicant
has applied for. An example is shown below:

You may have to scroll down the right hand side to view all of the entry requirements.

b. Prompt List


The Prompt List shows you a list of tasks that may have to be completed for the
application to be successful. This is a standard list for all courses and acts only as a
guide. An example of this is shown below:

You may have to scroll down to view all the prompt list. You may have to scroll down to
view all the prompt list.

You can use this prompt list to do two things:

 Add comments against each task.
 Mark a task as complete.

To add comments follow these instructions:

1. Click on the Update link next to the relevant task.
2. You will then see the screen below:

3. Type in the comment.
4. Click on Submit.
5. The comment will then show with the date you made it and your username.

To mark something as complete follow these instructions:

1. Click on the Complete box.
2. A tick will then appear to signify the task is complete.

c. Decision and Comments

This section shows you any comments made against the applicant as well as any
decisions which have been made regarding the applicant. If you cannot see this section
then click on the Decision and Comments button.


It shows you any comments made against the applicant as well as any decisions which
have been made regarding the applicant. An example is shown below:

This section shows the decision which
has been made. This would be empty
if no decision had been made.

The lower section shows any comments made regarding the
applicant. Depending on how many comments have been made,
you may have to scroll down on the right hand side to view
them all.

i. How to make a comment

1. Click on Add Comment. You will then see the screen below.

2. Choose a comment type from the Comment Type drop down.
3. Enter a comment in the large box.
4. Click on Submit. The comment will now appear with the date you added it and
your username.

NB – If a note has already been added to the applicant you will see this when
clicking on Add Comment. Append the new comment to the end of the original
comment with your initials and the date at the end of it.

d. Viewing The Checklist Section

This section shows you a list of items that we are waiting for from the applicant. These
are normally things that the University has asked for as part of the admissions process.


You can then either add comments regarding the checklist item or mark it as complete.
This will change as the application progresses and you request things from the applicant
such as further work or evidence of conditions.

i. Adding comments against a checklist

1. Click on the Update link next to the relevant checklist item.
2. You will then see the screen below:

3. Type in the comment.
4. Click on Submit.
5. The comment will then show with the date you made it and your username.

ii. Marking a checklist item as complete

1. Click on the Complete box.
2. A tick will then appear to signify the task is complete.

3. Viewing Applicant details

As well as the set views there are several tabs along the top of the screen which will
change what you see in the bottom right hand corner. The tabs are as follows:

 Personal Details
 Qualifications
 Contact Details
 Visa, Residency and Fees
 Work Experience
 Personal Statement
 Application Decision
 Supporting Documents

The location of these are shown below:

a. Viewing Personal Details

This section gives some demographic information about the applicant. The location of it
is shown below:

An example of this is shown below:

b. Viewing Applicant Qualifications

This section shows when you click on the Qualifications button. It will give you any
qualifications that the applicant has. The location is shown below:


c. Viewing Contact details

This section shows when you click on the Contact Info button. It will show the most up-
to-date contact details of the applicant. The location of this is shown below:

An example is shown below:

d. Viewing Visa, Residency and fees information

This section will show when you click on the Visa/Residency button. It gives you
information about the applicants immigration and fee statuses. The location of this
section is shown below.


e. Viewing Work Experience

This section shows when you click on the Work Experience button. It will show the
applicants work experience. The location of the section is shown below:

f. Viewing Requested Information

This section will show when you click on Requested Information. It will show what work
or information we have previously requested from an applicant. The location of this
section is shown below:


g. Viewing a Personal Statement

This section shows when you click on the Personal Statement button and will show their
personal statement. The location of this is shown below:


Click on More to see
the full statement.

4. Viewing Supporting documents

This section shows when you click on the Supporting Docs button. IT will show you any
supporting document which the applicant may have submitted along with their
application. The location of this section is shown below:

If the applicant has not sent anything through then you will see what looks like an error:

If the applicant has sent in documents you will see an admissions folder:

 To view a document, double click on the folder, then double click on the
document you wish to view:

4. Application Decision

The Application Decisions tab allows you to make decisions on the application. The
options you see in here will depend on the Admissions Status. What you will see when is
shown in Appendix A.

This section will appear when you click on the Decisions button. The location of this
section is shown below.

a. Request work and/or info

This option allows you to ask the applicant for work and/or information. To do this follow
these instructions:

1. Click on the Type of Request drop down.
2. You then have three options:
a. Request for Information
b. Request for Work
c. Request for Work and Information.
3. Select the relevant option.
4. Enter the deadline date by which we need the work and/or information. You can
use the calendar icon for this if preferred.
5. Enter any comments in the Additional Comments box.
6. Click on Confirm.

This is shown below:

b. Reject Applicant

If you decide to reject the applicant follow these instructions:

1. Click on Reject applicant.
2. Click on the Rejection Type drop down and select the relevant rejection type.
3. Enter a rejection reason into the Rejection Reason box.
4. If you want to refer the applicant on to NTIC tick the “User has opted in, Refer to
NTIC?” box.

This is shown below.

The rejection reason will then show in the comments section of the screen.

c. Withdraw applicant

If the applicant needs withdrawing follow these instructions:

1. Click on Withdrawal applicant.
2. Click on the Withdrawal Type drop down and select the relevant withdrawal type.
3. Enter a withdrawal reason into the Withdrawal Reason box.


The withdrawal comments will then show in the comments section of the screen.

d. Make Offer

If you want to make the applicant an offer follow these instructions:

1. Click on Make Offer
2. Click on the Offer Type drop down and select either Conditional or Unconditional.
3. Enter any comments.


i. Conditional Offer

If you have select Conditional Offer then you will then see the following screen:

1. Tick the conditions you want to make.
2. If you tick Other enter the condition in the comments box.
3. Click on Submit.

ii. Unconditional Offer

 If you select Unconditional offer you will see the following screen.

 Click on Yes or No as appropriate.

These will show as a decision.

e. Referral

The referral tab allows you to refer the applicant in three different ways:

 Refer to IDO
 Refer to academic
 Refer to Interview

To do this follow these instructions:

1. Click on Referral
2. Click on the Type of Referral drop down and choose the relevant option.
3. Enter any comments into the Referral comments box. Please be aware of who you
are referring the applicant to and what information they may need when
reviewing the application.


These will show as a decision.

f. Make offer after conditions satisfied

This should be used once the applicant has satisfied all conditions.

1. Click on Make offer after conditions satisfied.
2. Enter any comments necessary.


g. Accept Application and create student record

Once the student has met all conditions you can create them as a student using this
option.

1. Click on Accept Application and create student record.
2. Tick the Application Accepted box.


Appendix A – NTU Admissions Status codes with descriptions

This is a full list of admissions statuses and when you would see them:

Code Status Description Application Decision Options
A Application We have received the  Request work and/or
Received application and no action information
has yet been taken.  Referral
 Make Offer
 Reject Applicant
 Withdraw Applicant
AC Academic The application is with an  Reject Applicant
Assessment academic for assessment.  Withdraw Applicant
AL Alternative We have made the  No Decisions Available
Conditional Offer applicant a Conditional
offer on an alternative
course to the one they
applied for as they were
not assessed to be
suitable for their original
course choice

AU Alternative We have made the  No Decisions Available
Unconditional applicant an
Offer Unconditional offer on an
alternative course to the
one they applied for as
they were not assessed
to be suitable for their
original course choice

C Conditional Offer We have given the  Request work and/or
applicant a conditional information
offer.  Make offer after conditions
satisfied
 Reject applicant
 Withdraw applicant

CA Applicant accepts The applicant has  No Decisions Available
Conditional Offer accepted our conditional
offer.

CD Conditional The applicant has  No Decisions Available
decline declined our conditional
offer.
CF Conditional Firm The applicant has  Accept Application and
accepted our conditional create student record
offer.  Reject Applicant
 Decline Applicant
 Withdraw applicant
ER Evidence of We have asked for  No Decisions Available
Conditions evidence of the
Requested conditions we have asked
for.
EX Evidence of We have received the  No Decisions Available
Conditions evidence of conditions.
Received
FA Unconditional The applicant has  No Decisions Available
Firm Accepted accepted our
unconditional offer and
now holds a Student
record
FF Following We have received further  Request work and/or
Information information from the information
Requested applicant.  Referral
 Make Offer
FI Following The applicant has had an  Request work and/or
Interview interview. information
 Referral
 Make offer
FO Following IDO The applicant has been  Request work and/or

Assessment assessed by IDO. information
 Referral
 Make offer
FW Following Work We have received work  Request work and/or
Requested from the applicant. information
 Referral
 Make offer
FX Following The applicant has been  Request work and/or
Academic assessed by an academic. information
Assessment  Referral
 Make offer
ID IDO Assessment We have asked IDO to  Reject Applicant
assess the applicant.  Withdraw Applicant
IW Requested We have requested  Reject Applicant
Information and further work and  Withdraw Applicant
Work information from the
applicant.
OI Work Received We have received work  Reject Applicant
Information from the applicant but  Withdraw Applicant
Outstanding are still waiting for
information.
OW Information We have received  Reject Applicant
Received Work information from the  Withdraw Applicant
Outstanding applicant but are still
waiting for work.
PC Place confirmed – The application process is  No decisions available
create Student complete. They can be
Record turned into a student.
PI Pending Interview We are waiting for them  No decisions available
to have an interview.
PV Pending Criminal We are waiting to hear  No decisions available

Conviction about the applicant’s
criminal conviction.
R Reject Application We have rejected the  No decisions available
applicant.
RB Received both We have received both  Request work and/or
(Work and work and information information
Information) from the applicant.  Referral
 Make offer
RI Request Further We have requested  Reject Applicant
Information further information from  Withdraw Applicant
the applicant.
RW Work Requested We have requested  Reject Applicant
further work from the  Withdraw Applicant
applicant.
U Unconditional We have made the  Accept Applicant and
Offer applicant an create student record
unconditional offer  Reject applicant
 Decline applicant
 Withdraw applicant.
UD Unconditional The applicant has  No decisions available
Decline declined our
unconditional offer
UF Unconditional The applicant has  No decisions available
Firm accepted our
unconditional offer.
W Application The applicant has  No decisions available
Withdrawn withdrawn their
application.
WN NTU Withdrawal We have withdrawn the  No decisions available
applicants application.

Appendix B – Application Status codes with descriptions

Status Description
C, Conditional Applicant has been made a conditional offer
CD, Conditional Decline Applicant has declined their conditional offer
CF, Conditional Firm Applicant has accepted their conditional offer
CI, Conditional Insurance UCAS ONLY - applicant has chosen NTU as their
Insurance choice (2nd choice) and have conditions still to
meet
WN, NTU Withdrawal Applicant has withdrawn their application prior to being
made an offer
R, Rejection Applicant has been rejected
U, Unconditional Applicant has been made an Unconditional offer
UD, Unconditional Decline Applicant has declined their Unconditional offer
UF, Unconditional Firm Applicant has accepted their unconditional offer – no
applications really stay at this stage as the F is always
followed by adding the final A – see below *
FA, Unconditional Firm * Applicant has met all their conditions and now has a
Accepted student record (same as UF_A)
UI, Unconditional Insurance UCAS ONLY applicant has chosen NTU as their Insurance
choice (2nd choice) and have no conditions to meet
Withdrawal Same as Withdrawn (W)
Withdrawal Accepted Same as Withdrawn (W)
Withdrawn Applicant has withdrawn their application prior to being
made an offer

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