Transcript Online Admissions Application Workshop

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
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
Today’s Agenda





Administrators have the power
Managing OAA information
Referee view
Demo websites
Contacts
View of a graduate administrator
Online
Application
System
Manuals
Online Application System Manuals
A Guide for Graduate Administrators
http://www.sgs.utoronto.ca/Documents/oaav22.pdf
File Assessment manual
http://www.sgs.utoronto.ca/Documents/oafa2011.pdf
Evaluators Manual
http://www.sgs.utoronto.ca/Documents/eva112012.pdf
change or
add a
document
change or
modify
referee
make an
exception to
deadlines
request
official
transcript
verify English
& GRE test
scores
Administrators have the power….
Log on view
Administrator
view
Find the applicant
Applicant
Search
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
Creating a student specific document requirement
eg: Confirmation of proficiency in Latin
Online Admissions Application Manual pp 28-29
add a new
document
Managing References
Online Admissions Application Manual pp 30-32
change or
modify
referee
Grad Administrator Can
Enter verified
non-institutional
email address
Edit / correct /
change
referee
email Address
Resend
Referee a
Request for
Reference
Managing References
change or
modify
referee
Find the applicant
Managing References:
resend reference request
Online Admissions Application Manual p30
resend
reference
request
Resend
Managing References:
non-institutional email address or
change referee email address
non-institutional
email or change
of email address
Online Admissions Application Manual p30-32
Edit Button
System auto sends
reference request
Managing References
create new referee
Online Admissions Application Manual pp 29-31
new referee
System auto sends
reference request
Managing References
create new referee
Online Admissions Application Manual pp 29-31
new referee
System auto sends
reference request
Exemptions to deadlines:
exception to
deadlines
Access via Program tab
or Quick Links
Exemptions to deadlines:
exception to
deadlines
Exemptions to deadlines:
exception to
deadlines
Click Exceptions
Enter applicant number and
save
Transcripts
request
official
transcript
Identify the applicant
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
English
language
tests
GRE official
results
With English Proficiency &
GRE Test Scores
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
ROSI legend
TOEFL
IELTS
Total
TOTi
IEL
Spoken
TSEi
IELS
Listening
TO1i
IELL
Written
TO2i
IELW
Reading
TO3i
IELR
GRE official results
English
Language
Tests
0982
GRE institution code for U of T
Managing OAA Info
application
status
collaborative
access
documents
received
create
reports
Application Status
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
Under Review Status
application
status
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.
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
Upload a document scan
Upload
hardcopy
scans
download
upload
Documents Received
update
document
received
Exten
d this
box
Documents Received
manual
update
procedure
Report Tools
Online Admissions Application Manual pp 47-48
OAA
reports
Report Tools
ROSI 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.
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)
Departmental website
Referee View
Referee demo website:
https://apply.sgs.utoronto.ca/demo/oaaappl
icant/referee/default.aspx
Referee Account
referee
account
Reference Submission – Web Form
reference
submission web form
Reference Submission – Web Form
Reference
Submission Web Form
Step 2 - Preview
Step 3 - Submission
Referee Submission – Letter Form
Reference
Submission –
Letter Form
Referee Submission – Letter Form
Reference
Submission –
Letter Form
Step 2 - Preview
Step 3 - Submission
Demo websites
Grad Admin:
https://apply.sgs.utoronto.ca/demo/oaagrad
admin/default.aspx
Applicant:
https://apply.sgs.utoronto.ca/demo/oaaappl
icant/default.aspx
Referee:
https://apply.sgs.utoronto.ca/demo/oaaappl
icant/referee/default.aspx
Evaluator:
https://apply.sgs.utoronto.ca/demo/oaaeval
uator
SGS Contacts
 Steve Rutchinski (administrator view)
[email protected]
 Sofia Kirschner (technical support)
[email protected]
 Hasmik Sargsyan (applicant view)
[email protected]