Quick reference sheets draft - Monash University



eAdmissions Project

Quick Reference Guide: handling online documents

• For other user documentation go to adm.monash.edu.au/eadmissions-project/secure/user-documentation.html

• For support in using eAdmissions functionality email support_eadmissions@adm.monash.edu.au.

Snapshot

(Save this as a Word document to use the hyperlinks within the document.)

1. Reading/printing/rotating difficult JPG documents.

2. Upgrade to Internet Explorer 7 so you can rotate PDF documents that are in the wrong orientation.

3. How to tell whether documents have been verified by staff.

1. Conditional offers and full offers on the basis of electronic documents

2. How to tell who uploaded a document and whether it has been verified

1. Reading/printing/rotating difficult JPG documents

Return to Overview

When you open a JPG document from the Callista View Electronic Documents form (GENF0150)

▪ it may be too small or large to read, and

▪ when you print it may not all fit on the page.

▪ It may also be in the wrong orientation (on its side or upside-down).

Below is an example of a JPG document opened from Callista:

 

[pic]

• Print the document, and you get this (this is print preview, but it is also what actually appears at the printer). Only part of the document is displayed/will print.

[pic] 

In order to read/print this document in a usable size:

(a) Right-click on the document opened from Callista

(b)Choose “Save as” to save it into a temporary documents folder for this purpose

[pic]

(c) Open Windows Explorer (Windows key+E) and navigate to your temporary documents folder. Create a temporary documents folder – on the desktop is a good place – for this screenshot.

[pic]

(d) Double-click on the jpg you have saved into the folder

The document will open in your default picture management application

[pic]

▪ You will be able to zoom or shrink to view it at the most convenient size,

▪ You will be able to print the whole document on an A4 page

▪ If the document is on its side or upside-down, you will have rotate buttons to change its orientation to one that is readable.

(e) Remember to delete the jpg file from your temporary folder after you have finished reading it

• In Windows Explorer, right-click on the file and select Delete. (This way you won’t have a large number of documents in the folder, which could make it hard to find the one you want to open.)

Return to Overview

2. Upgrade to Internet Explorer 7 so you can rotate PDF documents that are in the wrong orientation.

Return to Overview

(For .jpg files that are in the wrong orientation, see above.)

This installation will take about 10 minutes, and you will need to restart your computer at the end. (You must have administrator rights to your PC to do this, contact your local IT staff to install this for you if you do not have these rights.)

▪ In your web browser go to

[pic]

▪ Before you click on the ‘Download’ button, select your operating system. Select “Windows XP Service Pack 2 or later”. Then click on the ‘Download’ button.

▪ In the pop-up, click on ‘Run’, and in the next pop-up, ‘Run’. This will take you to the window from which you download Internet Explorer 7.

[pic]

▪ Accept the terms of the download. Click on ‘Next’ to get the latest updates.

[pic]

▪ Restart your computer.

▪ You will now have rotate buttons you can use when viewing .pdf files that are in the wrong orientation.

[pic]

▪ Once you have installed Internet Explorer 7.0, when you open pdf files you will have rotate buttons to rotate the image clockwise or counter-clockwise.

Return to Overview

3. How to tell whether documents have been verified

3.1 Conditional offers and full offers on the basis of electronic documents

Return to Overview

An electronic document attached to an Admission person record may have been

▪ submitted by the applicant – a conditional offer may be made, or

▪ verified by staff or a Monash authorized agent – a full offer may be made.

More details of these scenarios are given below, followed by instructions on how SPM Assessors can tell whether electronic documents have been uploaded by staff, and have been verified.

Online document scenarios

[pic]

A. Applicant submits online documents – conditional offer only

Where an applicant submits electronic supporting documents, a conditional offer can be made. One condition of the offer must be that the applicant submits certified hard copies of results documents that were the basis of the admission decision.

B. Staff member uploads verified documents – full offer can be made

Where certified hard copies are provided subsequently, these may be received by the central Admissions Unit. They will be scanned and uploaded, and will be attached to the applicant’s Admission Person Record. In most cases, the Selection Process Management Assessor for the current step will receive an email notifying them that this has occurred. If the current step is on hold, it will be taken off hold.

The Admissions Unit will record the verification status (certified copy, original or uncertified) when uploading the following types of documents that may part of the basis of admission.

▪ Secondary school results notices

▪ Tertiary transcripts

▪ Certificates, Diplomas and Testamurs

▪ Identity documents

▪ Professional registration documents

▪ Letters of reference on letterhead

▪ TOEFL results notices

The Admissions Unit also receives documents emailed by applicants to a central email address for additional documents (docs4eadmissions@adm.monash.edu.au). These will also be uploaded, but with a comment stating that they are not verified.

C. Agent submits online documents with agent stamp – full offer can be made

Where an online application is submitted by an agent, and the supporting documents have the agent stamp to confirm that these have been verified, a full offer can be made.

3.2 How to tell who uploaded a document and whether it has been verified

▪ Details of who uploaded a document are displayed in GENF0150 View Electronic Documents (GENF0150) – the form accessed via the Documents button in Direct Admissions Person ADMF3000 and in the tabs of SPM Application Queue Management (EADF0020) and Manage Selection Plans (EADF0023).

▪ If a document has been uploaded manually by staff, the comment in the Comments field of GENF0150 will state that the document has been uploaded by staff. The staff member should record an additional comment giving the verification status.

▪ Documents that have been scanned and uploaded by the Admissions Unit will appear in GENF0150 as uploaded by the System, will have a barcoded cover sheet, and the verification status will be given in the notes on the cover sheet.

Here are examples of how the different document scenarios appear in GENF0150.

Example 1: a document that has been uploaded by the applicant

[pic]

Example 2: a document that has been scanned and uploaded by the Admissions Unit semi-automated process

The creator of the document is shown as “CALLISTA SYSTEM USER”. This document will have a cover sheet (see below) with notes giving the verification status.

[pic]

[pic]

Example 3: a document that has been uploaded manually by a staff member via Document Upload (EADF0005)

The document has either been provided by email by the applicant, or scanned with a scanner or photocopier with scanning.

[pic]

Return to Overview

• For other user documentation go to adm.monash.edu.au/eadmissions-project/secure/user-documentation.html

• For support in using eAdmissions functionality email

support-eadmissions@adm.monash.edu.au.

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download