Guidance Notes for the On-Line Taught Application Form

REPORTER

Login to E-Vision Portal https://e-vision.st-andrews.ac.uk/urd/sits.urd/run/siw_lgn

or via e-vision link on the ‘Current Staff’ page

Username: University unique identifierPassword: LDAP password (e-mail)

Do not, under any circumstances, share your username and password with fellow colleagues. Student Recruitment & Admissions can add and remove users as required. Please e-mail pgadmissions@st-andrews.ac.uk to do this.

E-Vision Home Page go to ‘Academic Decision Tools’

Warning:

If at any stage this security certificate pops up – this relates to your Internet Explorer web browser and you should click the second option ‘Continue to this website (not recommended)’

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Your access is dependant on your role:

Administrator Decision MakerReporter

Reporter

Click ‘Report a Decision’

This will show you the student i.d. number, name, course, who was the last decision maker etc

Applicants have the opportunity to up-load a maximum of 6 documents as part of the on-line application process and these can by viewed by clicking ‘supporting documents’.

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You can view any up-loaded documents; each document will be listed separately.

You can open/save the document in the format saved by the applicant, e.g. word, pdf, jpeg etc. We do not accept the latest Microsoft .docx files.

You can also view the fields completed by the applicant on the ‘application form’.

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Extra field called ‘Notes’ at the extreme right of the table. It will accept up to 8 characters, and can be used to enter codes (decided on by your school) such as WL (for Waiting List).

The ‘Notes2’ field allows you to record any relevant information.

Note: You can search for records with particular words in the Notes fields using the following syntax e.g. to search for the word 'hold' in the NOTES 2 field you would type *hold* in the field and then click Retrieve

Having reviewed the application and support documents your fellow academic colleagues will have made a preliminary assessment of the application with a suggested decision outcome

‘Click’ the Academic Decision box which will take you to the ‘Academic Decision Log’ screen

Here you will see assessment comments on the application and an initial recommendation

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8 coding as defined by school

Pertinent information relating to application

You can see the student i.d. code and name

The ‘MAS course code’ relates to the taught course the applicant applied for. You can, however, recommend an alternative course from the range of taught programmes offered by your School. Any changes of course should be indicated in the ‘Decision Notes’

Initial Decision: one of three options

Unconditional OfferConditional OfferReject

‘Main Offer’: from the drop-down list you can see most of the commonly used offers, eg at least a 2(i) Honours Degree, GPA of 3.6 or better etc.

‘Secondary Offer’: again a drop down list. This includes, say, achieving an IETLS score of 6.5 and attending our 4 week pre-sessional English Language Course

Offer Text: this can be used to suggest an offer not currently available on the ‘drop-down’ list or extra text you require for inclusion in the formal offer. If you have an offer which will be used frequently this can be set-up by Postgraduate Admissions. If this is the case, please contact Postgraduate Admissions on pgadmissions@st-andrews.ac.uk

Decision Notes: Decision Notes: This is where your academic colleagues will have evaluated the application

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If the decision to admit or not involves the judgment of more than one person, we would suggest that you initial, date, comment and recommend. At present it is not possible for the application to be viewed simultaneously and can only be ‘viewed’ by you as the currently assigned decision-maker

The Course Director can be assigned at the ‘decision’ stage or wait until the final ‘Reporter’ phase

After reviewing all the comments you are now ready to make the School’s decision to Postgraduate Admissions

Set the ‘Status’ to either ‘With Decision’ or ‘Decision Pending’

If you set at ‘Decision Pending’ the application will remain in ‘Report a Decision’ container

A ‘With Decision’ will be reported to Postgraduate Admissions

STORE. NB Once you hit Store you will no longer be able to edit the decision. Any subsequent changes would have to be sent to Postgraduate Admissions for implementation

Any decisions reported will now be visible in ‘Completed Applications – Decision Reported

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SB 30/9/09: excellent applicant…………………….. recommend accept

Managing

At any stage throughout the process you can ‘search’ for an applicant.

PLEASE SEE SEPARATE GUIDANCE NOTES ON THE SEARCH FACILITY IN THE ‘SEARCH’ CONTAINER

NB Please be careful when using a surname to search on, particularly if it is a very common one such as ‘Li’. At the moment the search facility will simply return all the records it finds in the database for the criteria you enter. Even if you use the matriculation number you may retrieve records you don’t expect, since a student may have applied to more than one school.

You can ‘search’ by a mixture of criteria, eg Application Status – incomplete, complete, on course name, student i.d. number, surname etc.

Example:

You will now see the ‘selected’ applicant.

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Enter student i.d.Click retrieve