direct application system mini agents guide · direct application system agents version 1.0 4 mini...

Direct Application System Agents

Version 1.0 1

Mini

Guide

This document gives an overview of how external agents will use the new University

of Strathclyde Direct Application System.

The Direct Application System, (DUAS) has been implemented at the University of

Strathclyde to enable applicants to apply direct to the University either themselves,

or by appointing one of our trusted agents to submit the application on their behalf.

Applications can be made for both undergraduate and postgraduate applicants using

the new system.

Create New Applicant Agents will continue to submit applications using the University Agent Portal.

For a new applicant who you have not registered on the system, select the option

Create New Applicant then select the programme of study type, either Postgraduate

or Undergraduate.

Use each of the drop down options to search for the chosen programme of study.


Version 1.0 2

Mini

Guide

Complete the applicant details section and press proceed.

A summary of the new applicant details are shown. If these are correct, click Create

Applicant.

Press search and the

selected options will turn

green.

If applicable to the

programme, choose the

year for attendance using

the select links.


Version 1.0 3

Mini

Guide

On the top left of the screen the applicant number is shown. Using this number

makes it easy to search for an applicant later on.

Personal Information The personal information and programme specific information must be completed for

each applicant. Please note you can view guidance on how to complete the

application as well as the University of Strathclyde privacy notice using the links on

the left of the screen.

Click on the Personal Information link to complete the applicants’ personal details.

Some of this will be pre-populated based on the information entered when the

applicant was created.


Version 1.0 4

Mini

Guide

A personal email address is required even when using an Agent as this is the email

that will be used if the applicant becomes a student at the University.

As each section is completed, press save before progressing to the next section.

Disability The disability section has an option for ‘No Disability’ to enable applicants who have

no requirement for this section, to continue the application. Up to 5 disability records

can be added per applicant using the ‘Add Disability’ button.

Referees At this stage, a number of referees can be entered. If the applicant is applying for a

number of programmes, they may want to use a different referee for each

application. Enter all of the referees here, and later in the programme section, you

can select the specific person from the referee list. A minimum of 2 referees are

required for each programme of study applied to, so it is best to enter them all at this

stage so that they are easily accessed later on.


Version 1.0 5

Mini

Guide

Contact Preferences All applicants must select contact preferences.

Residency & Visas Within the residency section, the page and questions will expand/collapse based on

the answers provided. This is particularly important in understanding the visa

requirements of each applicant.

There are options to add

an external referee or a

referee who is based at

the University of

Strathclyde.

If the referee is not a

member of University

staff, select no and enter

the full details including

email address for the

referee.

Up to 12 records can be

entered her for use within

the programme section of

the application.


Version 1.0 6

Mini

Guide

Any applicant who requires a Tier 4 visa, or other type of visa to enable them to

study in the UK, must complete additional residency questions.

Press save once this section is complete.

Education & Qualifications In the next section, add all relevant qualifications, including qualifications that the

applicant has gained or is studying towards. Up to 10 records can be added in the

education section.


Version 1.0 7

Mini

Guide

In the additional details section, select whether or not the applicant comes from a

UKVI recognised English speaking country. This is vital as it may be that the

applicant is required to complete a pre-sessional English course prior to starting their

chosen programme of study if their application to the University is successful.

If the applicant is from one of the recognised UKVI English speaking countries,

please select the country from the drop down list.

English Language

If the applicant is not from one of the recognised UKVI English speaking countries,

please enter the details of any English Language Qualifications the applicant holds.

Within this section, documents can be uploaded as evidence of English Language

Qualifications. It is important to add qualifications that have been gained (awarded),

or qualifications that the applicant is currently working towards.


Version 1.0 8

Mini

Guide

Criminal Convictions & Feedback All applicants should read the criminal convictions section carefully.

Although a criminal conviction does not always mean that the applicant will be

rejected for a specific programme of study, further details of criminal convictions will

not be requested until registration and all applicants should be made aware of this.

Please provide information about where the applicant learned about the University of

Strathclyde with any relevant additional details.

Press save to continue.

Once the details are complete in each of the Personal Information categories, a tick

will appear. The ? icon shows that the minimum information required has been

provided however more can be added if required.

Programme Information Once the personal information section is finished, it is time to enter the programme

specific information. This is information that is required as part of the application to a

specific programme of study, for example BA Hons Accounting & Business

Enterprise.

The chosen programme of study chosen at the create applicant stage will be shown.


Version 1.0 9

Mini

Guide

Click into the programme to begin the process.

Funding Enter funding details and if the applicant has any supporting information regarding

funding, it should be entered in the Additional Funding Information section.

Referees The next section is for referees. Here, you can choose from the referees you entered

in the personal information section of the application.

Document Uploads

Throughout the application process, there are opportunities to upload supporting

documents.

Documents can also be uploaded out with specific sections of the application by

clicking in the view/upload documents link on the left hand side of the screen.


Version 1.0 10

Mini

Guide

Select the file type using the drop down menu.

Click the View/Upload

Documents link to open a new

window. Any documents that

have been uploaded already will

be shown. To add a new

document, click Add File.


Version 1.0 11

Mini

Guide

Submit Application This is a good opportunity to look through the application and ensure that all sections

are complete. It is also important to check that all required documents have been

uploaded. These can include but are not limited to:

Copy of valid passport

English language qualifications

Educational qualifications

Biometric ID card

Source of funding letter

Sponsorship letter

It is now time to submit the application on behalf of the applicant. Press Submit My

Application.

Click the application details link to view

the full application in a new window.

You can choose to view all of the

details at once, or use the drop down

menu to look at specific sections of the

application form.

It is recommended that you thoroughly

check all sections of the application

prior to submission.


Version 1.0 12

Mini

Guide

You must read and accept the declaration statement before submission is complete.

The application has now been submitted. Applications can be withdrawn at any time

from this screen by clicking the Withdraw Application button.

Application progress can be viewed in the Actions on Application section. As actions

are carried out on the application, these are updated here. Any conditions and offers

on the application will be updated by the selector at the University of Strathclyde

responsible for the chosen programme of study.

Maintain Existing Applicant

As an Agent, you have the access to view an existing applicant and check for any

updates on the application made to the University.

Access the agent portal and click Maintain Existing Applicant where you will be

directed to search for a specific applicant (a single individual) or a cohort of

applicants e.g. all undergraduates for the session 2019/2020.

Use the search fields to find the applicant/group of applicants you wish to view.


Version 1.0 13

Mini

Guide

Search results will be listed as below.

Click the applicant number to access an account.

From here, you will be able to view any actions that have been carried out on the

application.

The status will show the current application status e.g.Application submitted.

As an Agent, you can also add further applications to a single account. This could be

an additional main degree application, or an application for Pre-sessional English

language teaching by clicking the link Apply for another programme.


Version 1.0 14

Mini

Guide

Search for the chosen programme of study as you would when creating a new

applicant.

To add an application for Pre-sessional English, select the Faculty of Humanities &

Social Sciences in both the Faculty and Department fields.

In the programme field, type pre as a keyword to narrow down the search and press

containing:

A restricted list of programmes will be shown based on this information. Select the

appropriate programme from the list and press search.


Version 1.0 15

Mini

Guide

Click the Add programme button and the course will be added.

To complete the application, click on the programme of study link and complete each

section of the application. The information relates directly to the programme being

applied to, for example the non-graduating Pre-sessional module.

Complete the funding section.

Note: This is specifically about the funding for the English language course, and may

differ from the main programme of study.

Press save to continue.

Further information is required about the applicants current level of English language

proficiency. Enter the English language qualifications in the appropriate boxes.


Version 1.0 16

Mini

Guide

Use the upload link to upload any English language qualifications.

Press save. If the applicant has any additional English language qualifications, you

will be able to add them using the Add English Language Qualifications button. Up to

8 records can be added.

If you need to edit or delete a qualification, you can do so by using the Edit or Delete

buttons.

Select the document to

upload and press upload

now.

The document will be shown

in the uploaded files.


Version 1.0 17

Mini

Guide

Once the record(s) have been added, it is time to submit the application.

Press Submit Application at the top of the screen.

It is recommended that you take a moment to review the application. Once you have

checked the details are all correct, press Submit My Application. You can also

choose to cancel the application if you have made a mistake or no longer wish to

proceed.

The declaration page is shown. From here, you can view the University regulations.

You must accept the information from the declaration page by clicking on the accept

button.

Once accepted, the progress page will be shown on screen.

Should you wish to withdraw the application for any reason, select the withdraw

application button on the screen.


Version 1.0 18

Mini

Guide

Click on the Home link on the left of the screen to return to the main page.