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Overview

After

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Workflow

Video Tutorial Link: Provider: Check Submitted Application, Review, Decide (In Progress, Reject, Offer)

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NOTE

The decision you make on the applications is subject to your business or institution’s acceptance standards and processes, with all your varied entry requirements for each course offering.

You can customise your responses [email templates] as discussed in the Provider - Overview, Setup, and Configuration page, Provider Data Resource Template section.

1. Check / Review the Details, Attachments Submitted

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INFO:

After the applicant has submitted the application details, attachments, etc., you as the Provider will now then review all the information and decide whether to accept or reject the offer.

Check the details of the submitted application, review and cross-check against the attached proof/documents by doing the steps below:

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Search for the applicant’s record in Paradigm (you can set the Status as “Applied” as your search criteria). Refer to this how-to guide on How to Search for a Student Record.

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With the applicant’s record currently loaded in the system, you can view the details under the Student > Student Details menus in Paradigm.

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Other application details submitted are found by navigating to Student > Course Enrolment > Student Audition, Experience menus on the side.

Student Course Enrolment >> Check/Review Details Submitted

2. IF Needs Revision: YES? Set Course Enrolment Application Status to In Process

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INFO:

As a Provider, if you are not satisfied with some of the information submitted and you want the applicant to go back and add, edit, or update some fields which you think could be critical for their acceptance to the Course, you have the option to set the application to “In Process” in Paradigm which will then allow the student to go back to the Application Portal. See below instructions on how to do it:

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Following from the instructions in the expand section above, with the applicant’s record loaded in the system, navigate to Student > Summary menus on the side. Go to the COURSE ENROLMENTS section and select the Course Enrolment Application option.

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Set the Application Status Id to In Process, and then click the SAVE DETAILS button.

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After doing these steps, the applicant (or you as an Administrator) can now go back to the Application Portal and add, edit, update the required/necessary information.

3. IF Needs Revision: NO? Make Course Offer / Reject / Other Decision on the Application

NOTE:

Depending on your business or institution’s application standards, you always have the option to customise your responses [email templates] by providing the necessary details (conditions, how they may improve their suitability for a future course intake, etc.), see Provider Data Resource Template section of this knowledge article.

Warning

IF you want to reject the application, you have the option to send a communication event using your [EMAIL_CRS_REJECTED] template. The same goes with your other possible application outcomes.

Refer to the instructions below if you want to proceed with the Course Offer:

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INFO:

After checking and verifying all the details of the submitted information, if you decide to offer the applicant the course that they’ve applied into, refer to the instructions below on how you could go about sending the Course Offer Letter.

NOTE:

The instructions below assume that your Course Offer template has already been setup and configured according to your business or institution’s requirements and specifications, if this is not the case yet, contact our Support Team.

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Set the Course Enrolment Application status (as in the instructions in the above expand section) to Completed.

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Navigate to Student > Summary menus on the side. Go to the COURSE ENROLMENTS section and select the Make Course Offer option.

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You have the option to check the offer letter template that you are about to send to the applicant by scrolling down the page and go to the ASSOCIATED FILE ATTACHMENT section

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After checking the offer letter template, you can now proceed to setting the Communication Status to Sent

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Click the SAVE AND SEND button.

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Tip

  • There are two things that happen right after you’ve clicked the SAVE AND SEND button, one, it sends the offer letter to the applicant, and two, it automatically update the Course Enrolment Status of the applicant from Applied to being Offered.

  • After you’ve sent the Course Offer letter or any decision that you’ve come up with, the applicant will be informed on what to do next based on the decision, proceed to the Step 3 - Accept the Offer via the Application Portal page for more details.

setting the fields which are relevant to the Online Applicant Portal in the Base Course level, the next thing to check is the fields in the Scheduled Program level which would highly impact the workflows of your Applicant Portal. At this level, you can set the timeframe when an applicant is allowed to apply or enrol into the Scheduled Program, the minimum and maximum participants allowed for a course to run, and grouping the students based on their start and end dates.

Workflow

1. Refer to this knowledge article: Add New Course Offerif you want more details on how to schedule a course or program in Paradigm.

2. Take note of the following highlighted fields which are related to the online application process:

The highlighted fields below are defined as (see Add New Course Offer for more details)

Make sure that the Status field is set to Active. This will set the opening of your scheduled program for enrolment.

A. Offer Start Date and Expected End Date – when will the Course be available for enrolment and when will be the last day a student is allowed to enrol to the Course

B. Maximum and Minimum Participants – maximum number of students (enrolments) allowed to enrol to this Course and minimum number of students (enrolments) for the Course to run

C. Start and Expected End Date – Start Date of the Semester you will run the Course and the expected End Date of the Semester when the Course is expected to be completed

D. Enrolment Status: recommend setting the status to APPLIED. The enrolment status on the scheduled program is given to the course enrolment. We expect applicants to be applying for a course, and not automatically being enrolled in the course.

E. Allow Online Application – make sure that this field is set to YES.

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Main Page

Configuring the

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Applicant Portal

Next Page

Opening and Closing the Portal