Transient Student Admission Application

Transient Student Admission Application
Transient Student Admission Application
The Florida Virtual Campus has made eleven enhancements to the Transient Student Admission
Application, which is a service provided by FloridaShines, Florida’s Student Hub of Innovative
Educational Services.
Index
New Requirements
1: Email Address Confirmation
2: Phone Number for Agents
New Features for Students
3: Ability to Modify an Application
4: One Application for Multiple Online Learning Courses
New Features for Administrators and Agents
5: New Ability to Upload Context Data
6: Define Agents as Backups
7: New Search Criteria for Applications
8. Accountability for Inactive Agents
9: Ability to Communicate through the System
Optional Features
10: Customization of Terms
11: Ability to Select a Specific Campus and Route Applications
1: Email Address Confirmation
To reduce typos in email addresses, all users entering email addresses will be required to enter the email
address twice.
2: Phone Number for Agents
When a user account is created or modified, Institution Administrators and Agents will be required to enter a
phone number in order to save new information.
3: Ability to Modify an Application
Students can now correct information or change courses in an existing application by clicking the button, “EDIT
this application,” at the top of the application. Students will be able to change anything on the application,
including Optional Information Selection values, such as Department and Program. Editing the application will
return the application to the beginning of the workflow. Agents will be able to view, but not edit, the previous
version of the application.
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4: One Application for Multiple Online Learning Courses
Students using the Online Course Catalog can now use one application per institution to apply for up to four
courses in the same academic term.
To use this feature, students
must click on “Add to Plan”
under the selected course.
To start the application, students
must click on “View my Plan” in
the top right-hand corner, select
up to four courses, and click on
“Begin Registration.”
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5: New Ability to Upload Context Data
Institution Administrators can use a .CSV file
(comma-separated value file) with a header row
to upload Context Data. Institution
Administrators can edit the existing content by
downloading the current Context Data, which is
provided in the required .CSV file format,
modifying it and uploading the file. Instructions
can be accessed by clicking on the Upload and
Download buttons.
6: Define Agents as Backups
Institution Administrators can create a backup
for agents by assigning other agents to “Every”
value of a level in their Defined Organizational
Structure. For example, an Institution
Administrator can give an Agent access to every
department under School or College by selecting
“Every Department at School or College” in the
dropdown menu. Only Agents assigned to “Every
Campus” will receive notification emails to
process an application, but all agents assigned to
the “Every” value for a level will be able to
process applications for that level.
7: New Search Criteria for Applications
Institution Administrators and Agents can now find
specific applications using three additional search
criteria under View a Listing of Applications or
when Downloading Applications:
• By all or part of a student’s last name.
• By selecting specific Context Data.
• By selecting Role in the dropdown menu
for applications that have a “Waiting”
status.
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8. Accountability for Inactive Agents
Institution Administrators can now monitor activity of agents under the Users tab, which displays the
last date an agent logged into the system. In addition, a new weekly email to Institution Administrators
will list all agents who have not logged in within the last 90 days.
9: Ability to Communicate through the System
Students and Agents can communicate with each other through the new Message Center. Agents must send the
first message. When a message is created, the system sends an email notifying the recipient that a message is
waiting in the Message Center. Users must log onto the application to view the message. Messages are stored in
the system and can be accessed by the student and all agents reviewing the application.
10: Customization of Terms
Institution Administrators can specify custom terms with descriptive text, names, and dates which students can
select when creating a new application. To enable this feature, select Enable Custom Terms on the Options tab
and follow the directions.
If this feature is not enabled and all required
information is not provided, the standard term
names (Spring, Summer, Fall, Winter) will be
displayed.
Applications started from the Online Course
Catalog are prepopulated with the term and year
information and cannot be changed.
When this feature is enabled, students will see the
descriptive text, if provided, and will select from
the enabled terms.
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11: Ability to Select a Specific Campus and Route Applications
When this feature is enabled, students will need to select the campus where they want to attend and Institution
Administrators will be able to define the routing of applications to Agents based on that selection.
To enable this feature, the Institution
Administrator will need to go to the Wizard on
the Summary tab, enable the “Host Institution
Campus Workflow,” and follow the directions.
Institutions that specify Host Institution
Campuses and offer courses in the Online
Course Catalog must assign at least one agent to
“Every Campus.”
If the student begins the application from the
Online Course Catalog, the campus will default
to “Distance Learning” and only Host Institution
Agents assigned to “Every Campus” can process
these applications.
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