Introduction
The Admission process starts when the provider receives a Student Application request. Applications can be made by Students (via public portal) and by an Administrator (via Offer manage tab).
Once application is received, Admin can commence the Admission process by going to Offers > Offers Manage.
Admission Process in Meshed Higher-Ed has an easy step by step process as shown below
- Search Application status by using filters and click Search.
- Check the applicants with New Application Request
- The Admission process uses the Action Icons.
Search By
The Applications/Offers list can be filtered with the following Criteria:
1 - Application Status
- All (Excluding Not Submitted)
- UnApproved
- New Application Request
- Offered
- Not Submitted
2 - Search by:
- Id/First/Last
- Agent - only Agents linked to applications/offers available to select
- Course - Courses available to select
- Date Applied
- Date of Birth
- First Name
- Last Name
- Middle Name
- Student Name (First and/or Last Name)
- Nationality - only those for current students and applications/offers available to select
- Student Origin
- NickName
- Offer ID
- Start Semester - current Semester Start Dates available to select
- Admission Staff
- Account Manager - only those for current students and applications/offers available to select
- Reserved Student ID
- Student Under Agent - additional filters for Agent and Status or Id/First/Last
3 - Campus - Only for Multi-Campus Module (Optional)
View and Edit Application
This function allows admin to view and edit new application requests received via the online portal. Here, you will see the list of new application requests and allows you to manage the application process. Users may be able to search applicants using the search button.
To perform this function, follow the instructions below:
- Click Offers > Offer Manage.
- The page will show list of all applicants and application submitted. You may filter your search using the Search button.
- On the right hand side, you will see different actions you can use to manage applications. To click this icon to view and edit application details.
- Note: The actual Icons displayed will vary based on Student information and the Meshed Platform optional features and modules that are enabled
Edit Application
Course
- Users can also add a course clicking the course icon. This page contains information that needs to be filled in which includes name of course to apply, intake year, start dates and other payment information.
Course Log
- Users can view a log of all Course comment changes made during the Application and Offer processes. This is useful for recording and tracking of important information, notes, etc. For example a change of Agent during the Offer process.
Advanced Standing
The Advance Credit (Exemption) Feature allows your admissions team to record and track the credit transfer or exemption for your Students during the admissions management process.
For more information see Advance Standing.
English Test
- Manage Student Course English Language testing and exemptions information (ESOS) by clicking the English Test Icon.
- If during the Application entry Yes was selected for the question Have you completed a test of English Language Proficiency? then further details for the English Test could have been entered. This information is available to assist in recording the English Language testing and exemptions information (ESOS) for the Applicant and/or Student.
- The information can be recorded with the Add button with one of the following options:
- Student has undertaken a test - enter details
- Student is exempt - select reason
- Student has met requirements using another form of testing - select form of testing
Application Step 2 English Test and ESOS English Test
If an Applicant provided English Test information at Step 2 and the Test Type Name is matched to the ESOS classification list, the system will set default selection accordingly as shown below;
Student Profile Test Type | ESOS Test Type |
|---|---|
| IELTS | International English Language Testing System (IELTS) |
| PTE | Pearson Test of English (PTE) Academic |
| TOEFL | Test of English as a Foreign Language internet-based test (TOEFL iBT) |
Remarks:
- English Test Type in Student Profile and Step 2 Online Application can be dynamically setup from System Fields Setup feature.
- If System Fields Setup English Test Type with Value to match to ESOS classification list Codes, the system will auto-map the selection also. Refer to mapping classification list with code below;
ESOS English Test Type Code | Test Name | Required Score Type | Minimum Score | Maximum Score |
|---|---|---|---|---|
| TOEFL iBT | Test of English as a Foreign Language internet-based test (TOEFL iBT) | OverallOnly | 0 | 120 |
| IELTS | International English Language Testing System (IELTS) | OverallOnly | 0 | 9 |
| CAE | C1 Advanced (formerly Cambridge English: Advanced (CAE)) | OverallOnly | 142 | 210 |
| PTE | Pearson Test of English (PTE) Academic | OverallOnly | 10 | 90 |
| OET | Occupational English Test | FourSkillsOnly | 0 | 500 |
Also if a Test Date has been provided, the same value will be placed in the ESOS English Test Date field.
Scholarship
- Add/Update Scholarship information for the Student
Documents
- Users can check documents that has been uploaded by applicant by clicking the document icon. This lets the admin check the documents sent. If student sent the documents via email or post, admin can upload the document clicking the Upload button.
Offer Document Checklist
- To ensure that all mandatory documents are received prior to offer approval, users can download, review and verify them by clicking the Offer Document Checklist Action Icon.
- Users can Click the Download Files button and the files are downloaded in a zipped format. The zip file contains the files in document type folders, for example “In Application”, “Offer” and “Post Application”. Admin users can also upload files by clicking Choose File in the list.
- After reviewing the documents, Users are able to update the status of each document as required.
- User can enter in any comments and save them by clicking on the green tick Action Icon.
- Once the document information verification is completed, click Update Checklist.
When a User rejects a document, the Agent will receive an email notification and see a notification on the Agent Portal Dashboard when logging in.
Communication Log
- Users can also record all communication exchanges between applicant and Provider by clicking the Communication Log icon
Offer Track
- View the Status Tracking History for the Offer
- User may also choose to send the offer letter via email by clicking the email icon.
- Once Offer letter has been checked, verified and sent, you may close this function by closing this window
Applicant and Student Duplicate Check
The System has duplicate check functionality which applies to:
- Online Application entry process
- Admin Application entry Process
- Modification of an Application during the Offer Management processes
- Modification of a Student profile during Student Management processes.
Duplicate check is performed using the following criteria:
- First Name
- Last Name
- DOB
- Nationality and Passport combination
This System will alert the User when a potential duplicate is detected. This will assist with preventing duplication of Students and Applicants in the System.
View and Edit Fee Schedule
This function allows the user to create or modify the Tuition Fee Payment Schedule or the Miscellaneous Fee Payment Schedule (Optional) for the Offer.
To create or modify the Fee Payment Schedule for the Offer, follow the instructions below:
- Click on the View and Edit Fee Schedule Icon.
- The Upfront Fee Schedule window is displayed
- Select the Fee Type required (Optional)
Create Mode - When there is no existing Fee Schedule for the offer, the Upfront Fee Schedule window will display an empty schedule.
Update Mode - When there is an existing Fee Schedule for the offer, the Upfront Fee Schedule window will display the schedule.
Tuition Fee Schedule
- Enter the Invoice Due Date
- Enter the No. of Installment
- Enter the Frequency
- Click Generate Schedule
- Click OK on the pop-up message
- The Upfront Fee Schedule window will display the schedule.
- If required Modify a schedule for Due Date, Amount, Duration and click the corresponding green Action Icon
- If required Delete a schedule by clicking the corresponding red Action Icon
- Close the Upfront Fee Schedule window
Miscellaneous Fee Schedule (Optional)
- Select the Payment Type
- Enter the Due Date
- Enter the Due Amount
- Enter the No. of Instalment
- Enter the Frequency
- Click Add Schedule
- Click OK on the pop-up message
- The Upfront Fee Schedule window will display the schedule.
- If required Modify a schedule for Due Date, Amount, Duration and click the corresponding green Action Icon
- Close the Upfront Fee Schedule window
Preview Offer Letter
- Click this to preview Offer Letter. The letter will open in a new page and it includes information the offer letter with course information, schedule of fees which includes tuition fee and other miscellaneous charges, Payment schedule, bank details and available modes of payment.
Note: The letter of offer is issued provisionally only and subject to student acceptance and payment of fees.
Approve Offer Letter
Once Applicant information has been reviewed and verified, click the icon to approve offer letter.
Note that student’s status has been changed from New Application Request to Offered status.
Download the Offer Letter
Download a copy of the Approved Offer Letter.
Student Invoice
Generate and download the Student Invoice for the Approved Offer.
Agent Invoice
Generate and download the Agent Invoice for the Approved Offer.
Send Email
Once Offer letter has been approved, Administrator may send the email to the Applicant, by clicking the send email icon .
Reserve Student ID
This function allows you to reserve an ID for the Applicant while waiting for offer process to be finalised – e.g. Payment has been made and compulsory documents have been verified and submitted.
To perform this action, follow the instructions below:
- Click the Reserve student ID icon a pop up box will appear to allow you to generate Reserve ID. You can also check the suggested reserve ID by clicking Check Available
Click Reserve Now to generate Student ID.
Note: Reserve ID no will be shown on the Reserve ID column list.
Add CoE
This icon allows you to enter CoE number for the Applicant once they have submitted compulsory documents and tuition fee payment has been made. CoE number can be generated from the Government’s PRISMS system. To perform this action, follow the instructions below:
- Click this icon to add CoE number to the offer letter.
CoE is the abbreviation for Confirmation of Enrolment.
- Enter CoE No. on the field provided and upload the file.
- Click Add CoE to save.
Note: CoE number will be displayed on the CoE column.
Offer Checklist
Checklist are great way to build and manage process within the system. Using the Offer Checklist Users have the option to check and uncheck the Check List items. Checklist items are setup using Admin > Configuration and Setup > Checklist Setup.
Generate Student ID
You can generate the Student ID by clicking the Generate Student ID icon.
This action will convert the Applicant to a Student.
Pend Offer Letter
This icon allows you to pend Offer Letter. Pending Offer letter can be due to different factors e.g. Students have not paid the relevant fees on due date, or students’ inability to send compulsory documents necessary to complete admission process.
- To pend Offer letter, click the lock icon
2. The lock icon 
will change to 
which allow admin to reject the application if requirements are not met by the students.
