On-Line Application Workshopfor Graduate Administrators

October 23, 20132:00 – 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

A Guide for Graduate Administratorshttp://www.sgs.utoronto.ca/Documents/oaav22.pdf

File Assessment manualhttp://www.sgs.utoronto.ca/Documents/oafa2011.pdf

Evaluators Manualhttp://www.sgs.utoronto.ca/Documents/eva112012.pdf

Online Application

System Manuals

Online Application System Manuals

Administrators have the power….change or

add a document

change or modify referee

make an exception to deadlines

request official

transcript

verify English & GRE test

scores

Log on view

Administrator view

Find the applicant

Applicant Search

Change submitted document or create a new document requirement

Applicant forgot to scan the legend of a transcriptOnline Admissions Application Manual pp 26-27

change a document

Creating a student specific document requirementeg: Confirmation of proficiency in LatinOnline Admissions Application Manual pp 28-29

add a new document

Managing ReferencesOnline Admissions Application Manual pp 30-32

Grad Administrator CanEnter verified

non-institutional

email address

Edit / correct / change

referee

email Address

Resend

Referee a

Request for Reference

change or modify referee

Managing References

Find the applicantchange or

modify referee

Managing References: resend reference requestOnline Admissions Application Manual p30

Resend

resend reference request

Managing References:non-institutional email address orchange referee email addressOnline Admissions Application Manual p30-32

Edit Buttonnon-institutional email or change of email address

System auto sends reference request

Managing Referencescreate new refereeOnline Admissions Application Manual pp 29-31

new referee

System auto sends reference request

Managing Referencescreate new refereeOnline Admissions Application Manual pp 29-31

new referee

System auto sends reference request

Exemptions to deadlines:

Access via Program tab or Quick Links

exception to deadlines

Exemptions to deadlines:

exception to deadlines

Exemptions to deadlines:

Click Exceptions

Enter applicant number and save

exception to deadlines

TranscriptsIdentify the applicant

request official

transcript

Transcripts

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

Request official

transcript

With English Proficiency &GRE Test Scores

English language

tests

GRE official results

English Language TestsApplicant 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.”

English language

tests

ROSI legend Total Spoken Listening Written ReadingTOEFL TOTi TSEi TO1i TO2i TO3iIELTS IEL IELS IELL IELW IELR

ROSI legend 3 B A G C

GRE official results

0982

GRE institution code for U of T

English Language

Tests

Managing OAA Info

application status

collaborative access

documents received

create reports

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

application

status

Under Review Status

application

status

Access to application information

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.

collaborative programs

have access

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

documents received

Upload a document scan

Upload hardcopy

scans

download

upload

Documents Received

Extend this box

update document received

Documents Received

manual update

procedure

Report ToolsOnline Admissions Application Manual pp 47-48

OAA reports

Report ToolsROSI 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 Manual

ROSI Downloads and Reports

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)

ROSI Manual

Departmental website

Referee View

Referee demo website:https://apply.sgs.utoronto.ca/demo/oaaapplicant/referee/default.aspx

Referee Account

referee account

Reference Submission – Web Form

reference submission -

web form

Reference Submission – Web FormStep 2 - Preview

Step 3 - Submission

Reference Submission -

Web Form

Referee Submission – Letter Form

Reference Submission – Letter Form

Referee Submission – Letter FormStep 2 - Preview

Step 3 - Submission

Reference Submission – Letter Form

Demo websitesGrad Admin:https://apply.sgs.utoronto.ca/demo/oaagradadmin/default.aspx Applicant:https://apply.sgs.utoronto.ca/demo/oaaapplicant/default.aspx Referee:https://apply.sgs.utoronto.ca/demo/oaaapplicant/referee/default.aspx Evaluator:https://apply.sgs.utoronto.ca/demo/oaaevaluator  

SGS Contacts

Steve Rutchinski (administrator view)

s.rutchinski@utoronto.ca

Sofia Kirschner (technical support)sofia.kirschner@sgs.utoronto.ca

Hasmik Sargsyan (applicant view)

hasmik.sargsyan@sgs.utoronto.ca