You will see three links on the top right hand corner of their record in the ACD screen. For further information please consult the Admissions Screening User guide at the address below
http://www.studentsystems.ed.ac.uk/staff/Support/Web_Guides/index.htm
Staff User Guide > Postgraduate admissions> Admissions Screening Function
It is possible to retrieve all the applications for a particular programme by entering the relevant programme code into the ‘Programme’ field in the ACD screen and clicking retrieve. A list of programme codes is available from the EUCLID website: http://www.studentsystems.ed.ac.uk/staff/FAQ/
The Keyboard shortcuts are applicable only to PC users using Internet Explorer
Screening staff are required to update the ‘Application ready for admissions decision (IAPCOP)’ Clearance check to ‘Passed’ as the final step in identifying an application as having completed the screening and being ready for a decision. It is this action that prompts the system to forward applicant responses to AMF Group Intray.
Yes. It is possible to forward messages to group Intrays by clicking on the ‘Forward’ link next the message and selecting the required group Intray from the drop down list.
No. While it is possible to forward messages to colleagues, an Intray message that is identified as a ‘Task’ can not be forwarded.
All this info is included in the ASF/AMF User Guides
Applicants can access the online application process from the centrally managed prospectus pages, or from an A-Z list of programmes from the University website. It is intended that school and college web pages should supply a link to the University online prospectus to make it easy for applicants to navigate to the on line application.
Yes relatively early in the process applicants are able to store then go back to the application at a later time. Once the applicant has clicked past the upload documents stage of the process an option to save is presented to the applicant.
Applicants will receive an email automatically when they complete or store an application. If stored for later completion the email will provide a click through to the application to allow them to continue. Otherwise if completed they receive a copy of their application.
Yes personal statements can be pasted into the on line application. This is a free text box so we cannot constrain what goes here beyond limiting the number of characters. There is some guidance given above the box, and research proposals can be separately uploaded. Otherwise the prospectus / School provided information should be used to address the provision of information concerning what should go into a personal statement.
The personal statement field allows for up to a maximum of 3,500 characters, approximately 500 words. There is also provision for applicants to input to a ‘Relevant Knowledge/Training Skills’ field which offers the same provision for characters and words.
Theoretically using EASE to access EUCLID may present an opportunity to reuse some personal data used in a prior application. However at this stage thinking is that it may be problematic to achieve this. Consequently the current view is that if one applicant is applying for more than one programme, e.g. the same applicant applying for a PhD in Geography and also PhD in Geology then the answer is - they will need to complete two separate application forms.
Applicants are presented with on line guidance notes for certain fields, and there is a traffic light system on the ‘tabs’ to the application which provides a visual indicator of completed sections. The tabs also allow applicants to navigate very easily around the application form.
Paper applications will continue to be available for those unable to use the online process e.g. in the event the applicant does not have access to the web. Paper applications should be keyed into the EUCLID system by the school or college handling the application, and a flag set to indicate that the applicant requires hard copy communications. In this way those reviewing applications will see them on the EUCLID system in exactly the same way as online applications. EUCLID also makes provision for the scanning of the application form and any associated documents onto the system.
There is nothing that is hard coded into the system that will deem the application complete in terms of supporting documentation supplied. It is a matter for the school and or college to provide guidance to the admissions screening and management staff when an application should be deemed complete, and therefore ready for further consideration regarding a decision. With the application form there are of course a number of mandatory fields which must be completed e.g. Qualifications, Year of Award and so on and the applicant will receive on line guidance to ensure the application form is completed in full, to allow the decision to be made.
In the application ‘Clearance check’ list you will find a column titled ‘Clearance check code’. The code for each Clearance check the system has for this application can be viewed within this column. Each code begins with an ‘E’ or an ‘I’. If it begins with an ‘E’, it is a Clearance check that has been requested of the applicant. If it begins with an ‘I’ , it is a Clearance check set aside for internal use only and the applicant does not play any part in these.
A Clearance check has been set aside for these occasions. It is called ‘Additional Application Information’ and can be selected from the drop down list of Clearance check you can select to create. This generic Clearance check allows you to key in the specific information you require from the applicant into the ‘Additional Information (displayed to applicant’ field.
If you find you are using this Clearance check on a regular basis for the same information request you should consider requesting a new Clearance check option to be created as a change request.
This is one of the standard clearance checks it provides for a request to be made to the applicant to refine or amend their research proposal and re-upload the proposal.
Applicants cannot update their applications once submitted, that is to protect the integrity of the application. The application form (full) is a report of the application that was submitted at a given point in time.
No this is not possible, either staff or the applicant need to enter the full application. The candidate can provide supporting documentation if the application is input by admissions staff. Applicants can only update address details and respond to tasks.
Any non-electronic documentation may be scanned and uploaded to EUCLID. Any electronic communication can also be saved uploaded to EUCLID, and then attached to the application. To protect space on the server there will be a regular deletion of such material (e.g. 1 year after the student's programme starts - archiving policy still to be determined).
EUCLID can be used for all the standard interactions required with applicants in connection with admission. For example requesting the upload of supporting documents, making an offer, or reminding the applicant of important changes. Using the Clearance Check functionality is the means by which to request and record documentation and other information from applicants required to support an application. In such circumstances the system will automatically generate an intray communication to the applicant requesting the documentation, with an attached task allowing the applicant to upload the document. This should save time for everyone involved in the process.
All staff who have the appropriate EUCLID access will be able to view all communications to applicants that have been generated from EUCLID via a specific screen (this will include intray, email and hardcopy communications). . Incoming messages will only be available to view in the intray to which it was sent; in most cases this will be the Group Intray enabling multiple staff to view the intray message.
Yes, there is a range of standard reasons (e.g. unable to provide supervision in this area)
Applicants will be able to supply references in one of three ways: by uploading the document, posting in a paper copy, or by supplying the referee’s email address. Where the applicant supplies the referee’s email address in the application process, the EUCLID system will generate an automatic reference request at the point at which the application is formally submitted. In the event a response from the referee is not forthcoming it remains the responsibility of the applicant to ensure it is received by the University.
No. Those involved in the Postgraduate Admissions process will continue to use experience and statistics from previous years to decide on the conversion rates of offers to entrants, and use this information to decide how many offers need to be made to fill the programme’s places. In order to take full advantage of the new processes, you should work out these conversion rates before you start making offers.
An applicant is allowed to accept more than one offer. Once a decision has been made between offers there is no automated action within EUCLID, intervention is needed by the admissions staff to cancel the outstanding offer/acceptance.
Funding is not within the scope of EUCLID. There is part of the application that relates to funding allowing the applicant to indicate how they will provide for their postgraduate fees and ancillary costs, however it is made plain in the notes to the applicant that it does not constitute an application for funding. This area could be used to signify any prior agreement between the applicant and school or college relating to named studentships.
Business objects (BOXI) is being used to allow reporting on the data held within EUCLID. A series of standard reports is being developed to assist admissions staff in managing the application process e.g. applications awaiting decision from postgraduate supervisors/selectors. This should greatly assist the process. It will also be possible to create your own reports using BOXI.
It is not possible to export data directly from EUCLID to Excel, however BOXI (Business Objects) referred to above can be used to capture personal data, which can then be used in the manner proposed.
University timescales for dealing with applications are as follows: Admissions response or decision follow-up. If information is missing from the application, the applicant to be contacted within 5 working days. If application to be held for decision date then the applicant should be contacted within 5 working days. Once information is complete (and if decision date used, once date passed) the applicant should be contacted with a decision within 10 working days.
The applicant will receive reminder emails if they have begun but not completed an application at the following intervals: 15 days 45 days 60 days (to state that the application will be cancelled)
Applicants will receive an offer via their intray in addition to which they will be sent an email message. If the offer is subsequently amended e.g. from conditional to unconditional they will receive further messages. Thereafter Applicants are given 4 calendar weeks (28 days) in which to respond to the offer: the deadline for response will be automatically recorded in a clearance check and may be extended at the discretion of the school or college.