Introduction

The Admission process starts when the college receives a Student Application request. Applications can be made by potential Students (via public portal) and by College Administrator (via Offer manage tab).

Once an application is received, Admin can commence the Admission process by going to Offers > Offers Manage.

Admission Process in RTOManager 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
NickName
Offer ID
Start Semester - current Semester Start Dates available to select
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 applications 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. This page includes

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.

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.

Users can check documents that has been uploaded by applicant by clicking the document icon. This lets the admin check the documents sent. If the Applicant sent the documents via email or post, admin can upload the document clicking the Upload button.

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.

Users can also record all communication exchanges between Applicant and College by clicking the Comm Log icon

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
Email
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

View and edit the fee schedule for the Offer

Preview Offer Letter

Click this to preview Offer Letter. The letter will open in a new page and it includes information the college’s offer letter with course information, schedule of fees which includes tuition fee and other miscellaneous charges, Payment schedule, college bank details and available modes of payment.

Note: The letter of offer is issued provisionally only and subject to Applicant 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 Application 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 student while waiting for offer process to be finalised – e.g. Payment has been made and compulsory documents has been verified and submitted. To perform this action, follow the instructions below:

Click the Reserve student ID icon and 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 student once students 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.