Step 3 - Assessing Applications
- Diane Momongan (Unlicensed)
- Chanel Zhang (Deactivated)
- Ben Bentley
Overview
After the applicant has submitted the application, you as the Provider can now view the details of all the information, attachments, and initial payment that the applicant has sent. This would be the perfect time to review, cross-check, and evaluate all the required fields that matter to you and the government for reporting (if the applicant is successful). This page will guide you on how you could go about checking the submitted application details in Paradigm, and how to make the applicants go back to the application page if there is information that you want them to add, edit, or confirm before you will accept their application, and most importantly – how to send an offer.
Workflow
Video Tutorial Link: Provider: Check Submitted Application, Review, Decide (In Process, Reject, Offer)
NOTE
The decision you make on the applications is subject to your business or institution’s acceptance standards and procedures – with all your varied entry requirements for each scheduled course.
You can customise your responses [email templates] as discussed in the Configuration section: Customising Email Templates section.
1. Check / Review the Details, Attachments Submitted
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 application.
Check the details of the submitted application, review and cross-check against the attached proof/documents by doing the steps below:
1. Search for the applicant’s record in Paradigm. Set the Status criteria to “Applied” or “Prospective”. Refer to this how-to guide on How to Search for a Student Record.
2. With the applicant’s record currently loaded in the system, you can view the details under the Student > Student Details menus in Paradigm.
3. Other application details submitted are found by navigating to Student > Course Enrolment > Student Audition, Experience menus on the side.
2. IF Needs Revision: YES? Set Course Enrolment Application Status to In Process
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 Online Applicant Portal. See below instructions on how to do it:
1. Following from the instructions in the 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.
2. Set the Application Status Id to In Process, and then click the SAVE DETAILS button.
3. After doing these steps, the applicant (or you as an Administrator) can now go back to the Application Portal and add, edit, and update the required/necessary information.
3. IF Needs Revision: NO? Make Course Offer / Reject / Other Decision on the Application
Refer to the instructions below if you want to proceed with the Course Offer:
1. Set the Course Enrolment Application status (as in the instructions in the above section) to Completed.
2. Navigate to Student > Summary menus on the side. Go to the COURSE ENROLMENTS section and select the Make Course Offer option. This autogenerates the "CoursePlacementOffer" template attaching it to a communication event.
3. 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
4. After checking the offer letter template (“Course Enrolment Offer Notification” see Customising Email Templates), you can now proceed to set the Communication Status to Sent and double check the email recipient is set to the correct one.
5. Select the suitable Communication Template Message from the drop down menu to match the Email Subject, and double check the content of the Communication description before clicking the Save and Send button.
5. Click the SAVE AND SEND button.
How to Make an Offer (Send an Offer Letter to the Applicant) Demo