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Apply – service:

academic evaluation in Applications for

Master’s Degree

http://apply.aalto.fi

Mari Riihiaho https://apply.aalto.fi

(2)

How to log in and rights to use Apply-service?

Address of

 

the

 

system:

 

https://apply.aalto.fi

Log in

 

to

 

system with

 

Aalto

account (username and

 

password)

User

 

rights are consisted of

 

roles (role of

 

academic

evaluation),

 

which are given by Study Office.

 

With

 

the

 

role of

 

academic evaluation you are able to

 

update

the

 

form

Academic Evaluation.

(3)

Indentifying the applicants

All

 

applicants

 

have

 

their

 

own

 

ID

 

in

 

the

 

system,

 

ID

 

is

 

generated

 

by

 

the

 

system.

The

 

user

 

account

 

of

 

applicant

 

is

 

his/hers

 

email

 

address.

Only

 

one

 

application

 

of

 

applicant

 

will

 

appear

 

in

 

the

 

system,

 

(4)

Where should I go first in system?

When the administrative check has been done and the 

application has been sent to academic evaluation, the 

applicants will be found from ”Pending” ‐menu. 

From the ”Pending” –menu you will find all

applicants, which are general eligible for your target programme.

(5)

Pending window – new filters

You could filter in pending window only one target programme´s applicants, if you have rights to handle applicants of different target programmes.

(6)

User´s different windows – Archive

In the ”Archive” –menu you will find all applications of target programme, regardless of the applications 

(7)

User  menu Stages of  application Email‐ option to  applicant Processing history  of application Comments of  handlers Forms of  application  process

(8)

Case details - tab

Case

 

details

tab:

 

You can send email to

 

applicant,

 

email will be saved to

 

the

 

system.

You will see all the

 

history of

 

handlers (

 

all lockings and

 

unlockings will be shown in

 

Processing

 

history).

You can increase comments among the

 

handlers

(comments will be not shown to

 

applicant).

 

Last comment

will appear in

 

the

 

pending menu

 

as

 

long

 

as

 

the

 

application

will be forwarded in

 

process.

(9)

Locking a case

If you want to handle (update something to system) the material of applicant, you should first lock the 

(10)

If the case has been locked to someone, there is locked icon in front of tha case        . You could lock the 

case to yourself from some other user by clicking ”Lock for yourself”.

(11)

Academic evaluation

After locking a case, you will see the form of academic evaluation in red color. The color will appear as 

long as some information has been saved to the form. In academic evaluation form there is nothing 

required fields. 

You could read all forms, but you could update only academic evaluation form (Permission to 

(12)

Scanned attachments

Target programme could add files to ”Scanned attachments” tab by choosing Forms‐> Scanned attachments. In this tab there is Add file function (maximum size to file is 25000 Kt)

Attachments of application have been scanned to 

the system to ”Scanned attachments” tab. 

Attachments consist of course discriptions, CV, 

(13)

Academic evaluation 1/4

In

 

Academic evaluation form you will see e.g.

 

applicants

language skills,

 

university,

 

degree and

 

motivation form (in

 

most

cases).

 

You could evaluate applicants skills in

 

numbers or verbal.

Evaluation

 

criterias are target programme

specific.

Rating

 

scale of

 

target programme will be shown from info

icon

beside the

 

rating

 

headline.

(14)

Academic evaluation 2/4

If you evaluate applicants by numbers,

 

it is

 

possible to

 

register the

 

selection proposal by Valintatulosten

 

esikatselu

 

funcion.

 

This funcion is

 

able to

 

use by the

 

role of

 

coordinator

of

 

target programme (study coordinators or corresponding).

Applicants of

 

target programme will be evaluate by numbers

according the

 

evaluation criterias (e.g.

 

studies

 

giving

 

the

 

ability

 

to

 

start

 

studies,

 

study success,

 

GMET/GRE

 

– test

result).

Quota will be defined to

 

target programme =

  

how many

applicants will be accepted to

 

target programme.

 

Target

 

(15)

Academic evaluation 3/4

Admission score for

 

applicant will be shown in

 

academic

evaluation form.

 

Ranking

 

of

 

applicants will be arranged by

admission score (

 

e.g.

 

motivation letter ranking

 

+

 

study success

ranking

 

+

 

gma/(gre ranking

 

=

 

admission score).

 

NB!

 

Admission

score will be updated to

 

academic evaluation form after the

 

form has been saved.

 

Function of

 

Valintatulosten

 

esikatselu

 

will be proposed so many

applicant (with

 

best result of

 

admission score)

 

to

 

be selected as

 

the

 

number of

 

quota.

 

All the

 

other applicants will be registered ”

 

Not proposed for

 

selection”

 

and

 

the

 

reason for

 

rejection is

 

” In

 

comparison

 

with

 

other

 

applicants,

 

the

 

applicant

 

did

 

not

 

receive

 

(16)

Academic evaluation:

 

Valintatulosten

 

esikatselu

 

function 4/4

Choose from menu ”Valintatulosten esikatselu”, choose ”Asia” and ”Hakukohde” from dropdown‐menu and click

button ”Esikatsele”. If the selection proposal is as desired, click button ”Hyväksy”. The function will register selection proposals to the Selection proposal forms as you see on screen. If the selection proposal is ”No”, the reason for 

rejection will be ”In comparison with other applicants, the applicant did not receive enough points for acceptance to 

the program“.

You will see applicants admission scores and the 

selection proposals on the 

screen. If you have to 

modify the result, you could update applicant´s

application by clicking the 

(17)

Reports – report templates

There is different kind of report templates, 

which can be used. All the applicants will be shown due the reports‐function 

(also the applicants of other target programmes).

”AA, Evaluation marks (xx)” – report template will be shown all the programmes evaluation criterias. The report can be used when the programme will see the 

summary of the evaluated applicants and their admission scores.

(18)

The quick link for report

You could set quick link to yourself for report by choosing from Report menu ”Näytä 

(19)

Reports – loading reports

Choose the mode of the 

report (Excel, Open‐office, 

Html) and click ”Generate 

report” ‐button.

Issues which has been specified on report template, will appear to Columns part. You could remove issues 

from the report by clicking the red cross front of the issue. It is also possible to create formula or filter by  

(20)

Basic information from applicants of your own

target programme

Choose report template ”Perustiedot/Basic information”. Specify the terms (filters), otherwise all the 

(21)

Basic information from applicants of your own

target programme

Choose green + ‐button in front of ”Lisää suodatin” ‐> set terms to filter ‐> click button ”Lisää suodatin”. 

E.g. Target programme ”International Business Communication” 

terms to filter, specify the stage:[perustiedot] Vaihe

=

Akateeminen arviointi

and specify the target programme:ja

[Hakulomake] Hakukohde=

(22)

Basic information from applicants of your own

target programme

After setting the filters the expression will be shown below the specifying part. You could load the report 

by clicking the mode of the report and clicking ”Generate report” ‐button. 

What will I get to the report?

You will see basic information from applicants, 

which are in academic evaluation and their target 

programme is International Business 

(23)

What should be done by the programme1/2

Programme should do at

 

least as

 

follows:

1. Choose

applicants,

 

which are proposed selected

2. Done the Valintatulosten esikatselu function/register

selection proposal to

 

the

 

Selection proposal form,

 

if

proposal not selected,

 

also reason for

 

rejection:

The

 

applicant

 

does

 

not

 

fulfill

 

the

 

eligibility

 

requirements

 

for

 

the

 

degree

 

program

In

 

comparison

 

with

 

other

 

applicants,

 

the

 

applicant

 

did

 

not

 

receive

 

enough

 

points

 

for

 

acceptance

 

to

 

the

 

program

3. Double check

from Report

 

function,

 

that all the

 

selection

proposals have been done

(24)

What should be done by the programme 2/2

Cases should not be sent forward in

 

the

 

system.

 

Accepted and

 

rejected applications will be filed in

 

(25)

Contact information

Mari

 

Riihiaho,

 

p.

 

050

 

5112969

mari.riihiaho@aalto.fi

tai

 

eage@aalto.fi

Wiki

pages

 

(in

 

finnish):

 

References

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