Apply – service:
academic evaluation in Applications for
Master’s Degree
http://apply.aalto.fi
Mari Riihiaho https://apply.aalto.fi
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.
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
address.
•
Only
one
application
of
applicant
will
appear
in
the
system,
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.
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.
User´s different windows – Archive
In the ”Archive” –menu you will find all applications of target programme, regardless of the applications
User menu Stages of application Email‐ option to applicant Processing history of application Comments of handlers Forms of application process
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.
Locking a case
If you want to handle (update something to system) the material of applicant, you should first lock the
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”.
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
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,
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.
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
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
Academic evaluation:
Valintatulosten
esikatselu
function 4/4
Choose from menu ”Valintatulosten esikatselu”, choose ”Asia” and ”Hakukohde” from dropdown‐menu and clickbutton ”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
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.
The quick link for report
You could set quick link to yourself for report by choosing from Report menu ”Näytä
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
Basic information from applicants of your own
target programme
Choose report template ”Perustiedot/Basic information”. Specify the terms (filters), otherwise all the
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 •=
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
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
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
Contact information
Mari
Riihiaho,
p.
050
5112969
mari.riihiaho@aalto.fi
tai
eage@aalto.fi
Wiki
‐
pages
(in
finnish):