Getting access and settings

1. How do I get access?

  • Department contacts have provided a list of staff members who need access to the system for this year’s application cycle. At go-live, you will be able to access the system via your single sign-on. You will receive an email confirmation confirming that the system is live and available to access. If you require access and you have not been sent an email confirming that you can use the system, please raise an ASK request.
  • Access to the admissions system is via https://my.imperial.ac.uk.
  • Once you have opened this page, you will see a number of tiles.
  • Click on the Applications 2019/20 entry to access Banner applicants.
  • The first time you Login to Applications Management, you will need to choose your organisation.
  • To do this, open the URL above.
  • Click on Other organization
  • Type in your email in the format – username@ic.ac.uk
  • Click on Next.
  • This will take you to the single sign on page.
  • Every time you open the URL from now on you will be directed to sign in via single sign on.
  • Sign is as normal with your Imperial username and password.

2. What browser should I use?


Firefox is the recommended browser.  To set your print options:

  • Click the menu button (shown as three horizontal lines in the top right hand corner)
  • Choose Options   
  • In the General panel, navigate to the Applications section
  • Find Portable Document Format (PDF) in the list and click on the entry to select it
  • Click on the drop-down arrow in the Action column for the above entry. Ensure the Action entry shows Preview in Firefox to use the built-in PDF Viewer.

Applications

1. How do I search for an application?

The applications relevant to your role and Department will be visible from your Dashboard. To open your Dashboard, click on the Imperial Logo in the top left of the Navigation bar. You will need to select the relevant dashboard from the ‘Recruitment Home’ drop down menu.

  • To open an application, double click on the line of the application you wish to open
  • If you need to search for a specific application, you can use the quick search functionality (magnifying glass on the top Navigation bar)     
  • You can search for applicants by first name, last name, email, CID number, UCAS number or application number. These can include foreign characters.

2. What does the application include?

An undergraduate application will include all the information provided by the applicant to UCAS including:

  • Personal information
  • Personal statement
  • Predicted grades
  • Academic history
  • References

A direct application will include all the information provided by the applicant including:

  • Personal information
  • Personal statement
  • Predicted grades
  • Academic history
  • Supporting documents
  • References

3. Will the application include a CID/UCAS number?

  • Both the CID and UCAS number will be visible on the application as soon as it comes in from UCAS. These will be visible under the Applicant Details or Person Information section at the top of the page. These can be used to search for applications.

4. Can one Department see applications for another Department?

  • All Departments will be able to see other Departments applications by using the search functionality in the system and searching based on unique identifiers including name, email, CID or UCAS.  Dashboards will be tailored to only show applications relating to your role and Department. If your Department wishes to share an application with another Department, you can either email it, send a link to it or share some of the unique identifiers for the other Department to search for it.

5. How do I send an application to someone else?

  • You can send a link directly to the application to someone else from within the system. To do this, ensure you are in the application folder (Application Review tab on the Timeline) and click on the three dots on the help bar above the timeline. Select email a link and then complete the email with the email address of the person you wish to send it to. The application can be opened directly by clicking on this link.

6. Will applicants be informed of each status change?

Applicants will get some application folder status updates as their application progresses through the admissions process (e.g. Application marked as complete, Application sent to Department). Department review status updates are not visible to applicants.

Printing applications

1. How do I print an application to PDF?

  • To print an application to PDF, ensure you are on the Applicant or Application Review tab 
  • Click on the Print application folder button from the top Navigation bar
  • Click on Print
  • Change Open with to Other, then Firefox, using the dropdown menu.
  • Click on Ok and then OK again. 
  • This will open the PDF in a browser

 

 

2. Will the application show as printed?

  • No, however, you can amend the Department Processing status to reflect you have printed it. E.g. Initial Department assessment. Both the printing and the updating of the Department processing status can be done in bulk. See Bulk actions below.
  • Alternatively, update one of the notes fields e.g. Overall comments section. This can be done in bulk but would overwrite any other comments in that box.

 

3. How do I save an application?

Once you have opened it, select the Print icon (Printer image) rather than right clicking and save as. In the Printer field select:

  • Microsoft XPS Document Writer – to save as an XPS Document
  • PageManager PDF Writer – to save as a PDF
  • Microsoft Print to PDF – to save as PDF

You will then be asked to Save Print Output and a file name will be required.

 

4. How do I see Registry’s initial assessment?

  • Navigate to the Application Folder page and review the information in the system. An assessment is being made for whether this can be added to the application print PDF as a future enhancement to the system. 

Reviewing applications

1. How do I allocate an application to a reviewer?

  • If you would like to allocate a reviewer to an application, you can assign them as a reviewer.
  • To do this, click on the Assign Reviewer button under the Navigation tool bar
  • This will open a separate screen (ensure pop ups are enabled)
  • You will be asked who you would like to assign as a reviewer
  • Click on the search button
  • Scroll down to the bottom and Look Up More Records
  • Next to Look in, change this to Enabled Users
  • This will give you a long drop-down menu, you can then scroll or search for the person you are looking for
  • Tick the person’s name and double click on it
  • The person’s name will now be showing under the question – Who would you like to assign as a reviewer?
  • Click on Next. If you want to add more users, select Yes when prompted and follow the steps above, if not click on No and then click Next
  • Click on Finish to terminate the process
  • The review form will now be visible under the Department review section. Please refresh the screen if it is not immediately visible.

2. Can I add my interview notes to the system?

  • There are numerous fields in the system that can be used to document interview notes. If, however you have handwritten interview notes and you wish to upload them to the application, you can do this by uploading them under the Document Uploads - internal use only section at the bottom of the application folder page.
  • To do this, click into the notes section, add any relevant notes and upload the file as an attachment. These will be visible to relevant Department staff and the Registry team but will not be visible to the applicant.

3. Is it possible to run a report for Departments for all candidates with disabilities?

This has been added to the interview report for Departments and can be reviewed or exported directly from there. 

4. Can the system send interview invites based on what is included in the Interview section?

The system is not an interview scheduling system. This information can be exported to Excel and used elsewhere to send invites if required. (e.g. mail merge with Outlook as per the existing process). 

Making a department decision

1. How do I make an undergraduate applicant an offer?

Once you have completed the Department Review Section, you need to complete the Department Decision section and send the Department Decision to Registry. To do this:

  • Under Decision, select Offer. New fields will appear including UG Offer Library, Department Academic Conditions, Course Change, Funding Arrangements and President Scholarship Award.
  • To find the academic offer you want to make, click into the UG Offer Library and pick the relevant code.
  • If you cannot find the relevant code, write it in the Department Academic Conditions along with any other conditions (step papers, etc…)
  • You must either select the Marvin code from the offer library or specify details in the ‘Department Academic Conditions’ text field.
  • Any additional conditions should be added to the ‘Department Academic Conditions’ text field.
  • Once both these areas have been populated complete the Funding arrangements and tick Award of President Scholarship if required
  • Tick the Decision Made Sent to Registry button and Save and Close
  • The application folder status will change to Registry - Decision Check 1.

2. How do I make a direct applicant an offer?

Once you have completed the Department Review Section, you need to complete the Department Decision section and send the Department Decision to Registry. To do this:

  • Under Decision, select Offer. New fields will appear including Department Academic Conditions, Course Change & Funding Arrangements.
  • Enter the relevant Academic conditions in the Department Academic Conditions field along with any other relevant conditions (step papers, etc…)
  • Once this has been populated complete the Funding arrangements field if required
  • Tick the Decision Made Sent to Registry button and Save and Close
  • The application folder status will change to Registry -Decision Check 1

3. How do I make an offer on a different programme?

  • If you want to make an offer on a different programme (e.g. if a programme is full), then complete the Course Change field as part of the Department Offer process. Ensure you include both the course code and the course name so that Registry can process this correctly.

4. I cannot find the Marvin Code I need, what should I do?

  • If you cannot find the relevant Marvin Code to make an undergraduate offer, you can scroll down the drop down and select ‘lookup more records’ to see the full list. If you are still unable to find an appropriate offer, then you can complete the Department Academic Conditions field (free text) with the relevant information. If information is entered in this field, the UG Offer library field is no longer compulsory. Registry will assess this field when they complete the Offer process. 

5. How do I change my offer?

You can only change an offer if it has not been released to an applicant so please check the offer is correct before you send it back to Registry for processing. Please contact the Registry Admissions team manager if you need to make any changes after you’ve sent it back to Registry. 

6. How quickly will applicants be told of their offer?

  • Undergraduate applicants will be made aware of their offers via UCAS. Offers will be sent to UCAS daily overnight so these applicants will be notified on the same day of their offer.
  • Direct applicants will receive an email of their Offer also on the same day the decision is added to the system.
  • Rejections will go out 14 days from the day the application is marked as complete. For undergraduates this will be the day we receive the application and for direct applicants it will be the day Registry confirm they have received all the documents required to process the application.  If you reject an applicant after the first 14 days, they will be informed that they have been unsuccessful the same day. 

7. How can I see the current offer status? For example, Condition Pending or Condition Firm

  • Departments will be able to see the conditions added to the offer and the status of the offer in the Registry Department section of the application folder (at the bottom of the page). This includes being able to see when an Offer has changed from Pending to Firm.

8. How do I reject an applicant?

Once you have completed the Department Review Section, you need to complete the Department Decision section. To do this:

  • Under Decision, select Reject
  • A new field will appear for rejection reason. Enter the relevant Rejection Reason
  • Click on Save and Close
  • The applicant will be notified of the Rejection 14 days after the application has been marked as complete. The Decision will populate automatically and be sent to UCAS (for undergraduate applicants) or an email (for direct applicants) will be triggered automatically.

9. How do I withdraw an application?

  • If an applicant contacts you with regards to withdrawing their application or withdrawing from their offer, please contact Registry and they will process this for you.

10. How do I defer an application?

  • If an applicant contacts you to defer their application or their offer, please contact Registry and they will process this for you.

11. Can we see a list of offer holders for our Department?

  • Yes, this will be available from the Department Dashboard.  

Dashboards

1. What is a Dashboard?

  • Dashboards are a collection of reports which are designed to pull all the essential information into one area. A Dashboard will display all your applications split up into different reports depending on what stage of the process they are at.
  • To access your Dashboard, click on the Imperial Logo on the top left of the page. You can change between Dashboards (depending on your permissions) by clicking on the small down arrow to the right of the name of the Dashboard and selecting the appropriate Dashboard.

2. Will I only see applications relevant to my role and Department?

  • Dashboards are security assigned, meaning that you will only be shown Dashboards that you need for your role. This in turn means you will only see applications relevant to your role and Department. You can however see other applications from other Departments if necessary, by using the Quick Search look up function.  You should not edit or make decisions on applications that are not in your team.

3. I have processed an application but it is still visible in my Dashboard. What Should I do?

  • It is more than likely that you have not yet sent the application back to Registry if you are still seeing it in your Dashboard, despite adding a Decision.
  • To resolve this, go into the application and ensure that the Sent to Registry box under the Department Decision section is ticked and then save and close the application. The Application folder status should change to Registry Decision Check 1.

Bulk actions

1. Can I bulk print applications?

Yes, to do this:

  • Go to your Dashboard and select a report which includes all the applications you want to print
  • Expand the report you want to use in a separate browser by clicking on the spreadsheet symbol on the top right corner of the report
  • Once the report is open in a separate browser, filter or sort as required.
  • If you want to print all the applications in the report (please be mindful of batch sizes), click on the tick on the column header. This will select all the applications
  • To select specific applications, instead of selecting the tick on the column heading, select the applications by clicking on the tick in the tick column
  • Click on the three dots on the top Navigation screen
  • Select Print Application Folder option (from the top Navigation bar)
  • This will print all the application folders to one PDF document which can be saved to your computer.

2. Can I bulk upload statuses?

It is possible to bulk upload any status on the reports that currently exist on the Dashboards. To do this:

  •  Scroll to the relevant report on your Dashboard
  • Click on the Worksheet symbol on the top right of the report to open it
  • This will open a report in separate browser
  • Select the records that need to be updated by ticking them on the left-hand side of the page or click on the tick on the column header to select all
  • Click on Edit at the top of the page
  • The Change Multiple records screen will open 
  • Scroll down to the field that needs to be updated. In this case “Shortlist for Interview” which is held in the Interview Status field.
  • Click on the search button next to this field
  • Select the relevant status. E.g. Shortlist for Interview
  • Click on Change at the bottom

Please note that bulk editing will edit the field that is changed and therefore this will overwrite any existing statuses and any old statuses will no longer be visible. We recommend limiting the bulk function to small batches. Bulk edit will not delete any data in fields that are not changed. You should not use the bulk edit functionality to make offers. 

 

3. Can I bulk reject applications?

Yes, to do this:

  • Scroll to the relevant report on your Dashboard. E.g. IC- Department – Ready for Review
  • Click on the Worksheet symbol on the top right of the report to open it
  • This will open a report in a separate browser
  • Select the records that need to be updated by ticking them on the left-hand side of the page or click on the tick on the column header to select all
  • Click on Edit at the top of the page
  • The Change Multiple records screen will open up
  • Scroll down to the field that needs to be updated. In this case Decision which is held under the Department Decision section.
  • Click on the search button next to this field
  • Select the relevant status. E.g. Reject
  • Include a Rejection reason in the same way.
  • Click on Change at the bottom

 Please note that because this will overwrite any existing statuses, any old statuses will no longer be visible, we recommend limiting the bulk function to small batches.

4. Can I bulk assign reviewers?

  • It is not possible to bulk assign reviewers. E.g. assign all applications relevant to one course to the Admissions Tutor.  At present, this will need to be done individually but it is being  considered as a future enhancement.

5. Can I bulk upload test scores?

  • Registry Admissions will work with Departments to develop the data maps to support bulk uploads of test scores as a future enhancement.

Communicating

1. Can I send an email communication to an applicant through the system?

  • At present Registry operational communications templates have been set up in the system. Department own branded templates will be available as a future enhancement.

2. Can I see email communications that have been sent to applicants by Registry?

  • Yes, these will be visible on the Person and Opportunity section (Inquiry tab on the Timeline) under the Activities section.

3. Can I export applicant email addresses from the system to send a Department email communication?

  • Departments can export a report which includes email addresses and do a mail merge with Outlook as per the current process.
  • You can also upload this Department email communication into the system to maintain a complete record of applicant communications by uploading it on the application folder tab under Document uploads – internal use only. 

Reporting

1. How can I filter or sort my report?

You can sort applications in a report in one of two ways.

  • If you are using the report directly on the Dashboard, then click on a column header and it will sort it alphabetically
  • If you have opened the report in another browser by clicking on the worksheet symbol on the top right of the report, then click on one of the headings to sort it alphabetically
  • You can only filter if you have opened the spreadsheet in a separate browser. To do this, click on the Filter symbol on the top right of the report and then go to the column you want to filter by
  • Click on the down arrow in the column header
  • You can filter by fields that contain data or do not contain data or filter by specific field content
  • If you choose to filter by specific field content, e.g. Academic program, it will open a look up records box
  • Tick to the left of the relevant filters and then ensure you click Select to see them under Selected records
  • Then click Add
  • The report will now be amended for your changes

2. How can I save my own view?

If you have filtered a report, you can save it as your own personal view for use later.

  • To do this, follow the steps in how to filter and sort a report section above
  • Click on the down arrow next to the Report name above the column headers
  • Scroll down to Save Filters as New View
  • Change the name of the report
  • Click on Save
  • This will now show in your list of reports.
  • To access it, access any report and click into the down arrow next to the report name
  • Scroll down and it should be visible under My views.

3. Can I run a report for all applicants by Rank?

  • Not a present, however, this will be added to the reports in the Department Dashboard so that it can be viewed and exported. 

4. Can I report out of ICA?

  • ICA will continue to be available for reports on previous application cycles. For the 2018-2019 application cycle, the Dashboard reports available within the system are real-time and replicate the Admissions data sets previously provisioned through ICA. If you are unable to report on data that you need, please contact the Registry Admissions team who will be able to support you with this and add any missing data reporting needs to Dashboards. You are able to export data out of the Dashboard reports.  

Application Content

1. Will the applications be GDPR compliant?

An opt-in box will appear before the applicant creates an account. The declaration on the application form has been updated in line with GPDR compliance.

2. Will the system support foreign characters?

The system does support foreign characters, and these can be used in searches.