Rhodes Trust Graduate Admissions User Manual
Contents
1. 2V ink in the Document Actions column next to the document you wish to remove The Confirm Document Removal page is displayed listing information regarding the applicant and the document you have selected to remove Rhodes Trust Graduate Admissions User Manual v0 2 Page 15 Rhodes Trust Graduate Admissions Confirm Document Removal Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 05 October 2015 2015 16 Full time Application Active Programme UAB College Start term Original Submission Date Fee Application Requested Status Type Re Use TM_EF1_CCH MSc Economics for 05 October 2015 Query Rhodes N A Development Development Church Scholar enrolled new taught application Confirm that you wish to remove the document below Document to Remove Maths admissions exercise Victoria Eleanor Jervis 05 Oct 2015 05 Oct 2015 Return Confirm 4 Click on the button to remove the document from consideration A processing and then confirmation message Is displayed Go to step 5 Document Removed Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 Female 05 October 2015 2015 16 Full time Application Active Programme College Start2. Details Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 Female 05 October 2015 2015 16 Full time Application Active Programme College Start term Original Submission Date Fee Application Requested Status Type Re Use RD_W1_TRI DPhil Economics Trinity Michaelmas 05 October 2015 Query Rhodes N A College Scholar newly selected Current Details The details currently recorded for this applicant are as follows Use the Edit buttons to change any details Home Address Correspondence Address C O The Registrar Rhodes House South Parks Road Oxford OX1 3RG UNITED KINGDOM Start Date 15 Oct 2015 End Date 31 Jul 2016 Change North Farm Fawley Ltd North Farm North Fawley Wantage Oxfordshire OX12 9NJ England Email Address vjervis dev com Alternative Email Address registrar rhodeshouse ox ac uk Telephone Number x Mobile Telephone Number 3 To update the Home Address details of the applicant click on the button underneath the details and the fields are displayed in an updatable format Fields marked with are mandatory Current Home Address Edit your Current Home Address Postcode 9x12 oN Get Address Address Line 1 NORTH FARM FAWLE LID rig dae yt areas A Recep Address Line 2 NORTH FARM Address Line 3 NORTH FAWLEY i Cit
3. Rhodes Trust Scholarship e Rhodes Scholar Newly Selected Rhodes Trust scholarship applicants that are new to Oxford can opt to leave this section blank or add new ones if they wish to If left blank their existing Rhodes Scholarship references will be added to their application after they have submitted the form e Rhodes Scholar Enrolled new taught application Rhodes Trust scholarship applicants already studying at Oxford are required to add at least one new reference in this section Guidance relating to references is displayed on the screen depending on the type of Rhodes Trust application selected Rhodes Scholar Newly Selected O course V contact detaits V About you J Referees J Qualifications J Languages J Funding C Supporting Materials OD vectaration Referees Details You may if you wish give contact details of up to three referees You should ensure the supervisor of your current or most recent academic study is included as your first referee family members friends and neighbours may not act as referees Each reference request will be automatically generated when you navigate away from the page if you have entered the referee s details and ticked the box indicating you are ready for the request to be sent Please ensure that all details are correct before doing so Once a reference request has been sent to your referee their details will be frozen and you will not be able to change th
4. the following link httos evision ox ac uk urd sits urd run siw i lon login process siw i a Crs Guidance on the graduate application process can be found using the following links e Admissions process and programmes of study general information regarding the application process and programmes of study http www ox ac uk admissions graduate applying to oxford application guide e Online Application Form technical guidance on how to complete the form http www ox ac uk sites files oxford TechnicalHelpv1 0 pdf When completing the application form Rhodes Trust applicants must identify their application type as either Rhodes Scholar newly selected or Rhodes Scholar enrolled at the start of the process and then enter a valid authorisation code as detailed below Rhodes Trust Graduate Admissions User Manual v0 2 Page 4 Rhodes Trust Graduate Admissions Sea UNIVERSITY OF oxrorp Graduate Application Form Logged In Victoria Jervis Logout User Details Application Form 1 Your current application Selected Course Mode of Attendance Academic Year DPhil in Mathematics Full time 2015 16 Help application type to be confirmed E a For question spedific help hold your mouse over the A symbol next to a question You must answer all questions which start with an asterisk Further help with completing the form is in our Technical Help and Application Guide Type of applicatio
5. Rhodes Trust Graduate Admissions User Manual Version 0 2 eVision Table of Contents Table of Contents 1 ITI OCI ION ea amas seatneis etamsdieceeil E E E Masaantuedenaae nas 2 1 1 Intended Audience icccscassassansdesazacenasnasncdenswadeanddavarcessaisausdeentngeedientawensietinedeantaGeaahauedaasuaarSededdasucdensasaiecsoastadecdoadeaedaien 2 L2 TPS IIS E a E N E E N E E E E 2 Lo ODE e E A eae E A A A EE 2 L CON NONS en E E T E E E 2 2 Application Processing OVErViCW ssccccccssssecccceeeecccsaeeeccesaaesecesesaueeceesseaseceesaenseceesseesecessaaasecessaeasecessuaaeeeessagneeeeees 4 2 1 Graduate Application Processing ccccssscccsssccccessecccenececaeneccsaueeccssueccesauecesaauecessueeeesauecessueessaaeeeeseuseessansessaas 4 2 1 1 Submitting a Rhodes Trust Graduate Application cccccccccssssccecceesecceeseeecceesseeeeesseeneeeessuaaeeeessaees 4 2 1 2 Viewing Rhodes Trust Graduate Applications ccccccsssccccssscccceeseccseseccceeesccssueccsseeeeseausesseeeessenseess 7 ZB PROP UCAUIOM DOC CINE S xeecateenrcaysucancecesatscecessucamasteyiietaaeaieer oasis ecco aae iE aa ES 12 214 VIEWING and Adding Referees sacciccnasnsnsscnedocsnsaancoseilsaadionganeseeaianscnaseonndeeooneationeoasyensuboegounenaeadseedaeeeeaneaneat 17 2 1 5 Changing College AllOCAHONS cs civixanmarsansnsenssnvenceedaurenesaseuranecessaunpsauestescoueeenesbeqnaieteetnavaxvounavysusnctaassemeeces 21 2 1 6 Viewing Other App
6. SITS The date of birth of the applicant The gender of the applicant Initially this is the date the application was submitted However this can be overridden to reflect the latest submission date of mandatory supporting materials The academic year the applicant has applied to start Full or part time attendance The status of the application e g Application Active or Application Withdrawn The title of the award programme the applicant has applied for The short name of the department UAB the award programme falls under The name of the college assigned to the application or Not Allocated if a college has yet to be assigned The name of the term in which the applicant has applied to commence study e g Michaelmas Hilary or Trinity The date the application was submitted Displays the calculated fee status At time of training this defaults to Query For Rhodes Trust this will display either Rhodes Scholar newly selected or Rhodes Scholar enrolled new taught application Not applicable for Rhodes Trust applications Decision Summary this section provides a summary of the UAB and College decision Possible options include Column Heading UAB Decision College Decision Rhodes Trust Graduate Admissions User Manual v0 2 Possible Values Decision pending Re evaluate Waitlist Conditional Offer Unconditional Offer No college decision is required for this progr
7. ameter Surname Forename 1 College Department Award Programme Date of Birth Email address Application Status Year of Entry Held for Pre Processing Description Enter full or part of the applicant s surname When entered the text is converted to upper case and returns applicants whose surname contains the text entered Any characters and Any single character wildcards are supported Enter full or part of the applicant s first name When entered the text is converted to upper case and returns applicants whose first name contains the text entered Any characters and Any single character wildcards are supported This defaults to Any college initially but it will then remember the last selection you made To search for applicants that are allocated to a specific college click on the drop down arrow and select it from the list To search for applicants who haven t stated a college preference or have yet to be allocated click on the drop down arrow and select No College from the list This defaults to Any department initially but it will then remember the last selection you made To search for applicants by the department their selected award programme is associated to click on the drop down arrow and select it from the list This defaults to Any award programme initially but it will then remember the last selection you made To search for applicants
8. amme Not Applicable Decision Pending Page 11 Rhodes Trust Graduate Admissions Column Heading Possible Values Conditional Offer Unconditional Offer e Task Selection different tasks are listed in the Task Selection Menu for Rhodes House users from which you can change the college allocation view any other applications for the scholar may have made view and amend the applicant s personal details such as their address and view an audit trail of updates that have been made to the application e Upload Document from here you can upload new documents to be considered with the application These may be additional or replace those uploaded with the original application They may also contain references supplied outside of the system e View Referees from here you can select to view details of the referees supplied with the application and add new ones In most circumstances Rhodes Trust applicants will select to re use their existing references and not complete this section on the application form except for returning scholars who are required to add an additional referee Typically references for Rhodes applicants will be uploaded using the Upload Document function above e Application Documents from here you can access all of the supporting materials to be considered as part of the application A PDF version of the application form can be accessed directly from this section via the View link Other supporting docum
9. ary UAB Decision College Decision Decision Pending Decision Pending Task Selection Upload Document View Referees 3 Application Documents Type Document Received Date Document Actions Return to Search Return to List e Application Details the status of the application is listed at the top of the screen Before this is released to GAF it will display Rhodes Application Pre Processing Once it has been released to GAF a number of different statuses could be listed including Not Processed Being Queried Application Incomplete and Application Complete Rhodes Trust Graduate Admissions User Manual v0 2 Page 10 Rhodes Trust Graduate Admissions If the application is assigned to a member of GAF for processing then their name is also listed in this section e Applicant Information basic information relating to the applicant and their application is displayed at the top of the screen in this section including Column Heading Applicant Name Student Number Date of Birth Sex Calculated Submission Date Year of entry Mode of attendance Application Status Programme UAB College Start Term Original Submission Date Fee Status Application Type Requested Re use Description The name of the applicant including their title first name and surname e g Mr Joe Bloggs Unique student number assigned to the individual when the application is created in
10. as odiacis vem pemeve Reference 1 Statement of pupose erearch proposal Vitoria Eleanor ers os oa anis Josioaenis Jye remove Tarse O O Viere tan sevis osioav20is losiowv2ois vem remove ap Note Upon successful upload the status of any related clearance checks will be set to Pending if its current status is Not Checked or Failed 2 1 3 3 Removing Documents Rhodes House users also have the ability to remove any supporting materials that have been uploaded as part of the application This does not delete them from the system but marks them as invalid and should therefore not be considered as part of the individual s application To remove a document 1 Follow steps 1 5 in To search for a Rhodes Trust application in eVision and view the application of interest The Application details page is displayed 2 Click on the Hist all documents ink in the Documents Action column of the Application Documents section towards the bottom of the page The Supporting Documents section is displayed Supporting Documents Uploaded by Received Date Uploaded Date Document Actions CV Victoria Eleanor Jervis 05 Oct 2015 05 Oct 2015 Statement of purpose research proposal Victoria Eleanor Jervis 05 Oct 2015 05 Oct 2015 Transcript Victoria Eleanor Jervis 05 Oct 2015 05 Oct 2015 Maths admissions exercise Victoria Eleanor Jervis 05 Oct 2015 05 Oct 2015 an 3 Click on the R amp
11. attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 05 October 2015 2015 16 Full time Application Active Programme College Start term Original Submission Date Fee Application Requested Status Type Re Use N A TM_EF1_CCH MSc Economics for Int Christ Michaelmas 05 October 2015 Query Rhodes Development Development Church Scholar enrolled new taught application Edit referee details and if required email referee with eVision link for submission of references Fields marked with are mandatory Referee Details Referee Number Reference Type Title Given Name Charles Family Name 25 St aldgates A Email Referee ddress Li untry Email referee with an eVision link for submission of references Yes No Return By 10 Oct 2015 Details relating to the type of reference is displayed personal and contact details of the referee and if a link has should be emailed to them for completion of the reference From here you can update the type of reference their email address and resend them an email link for them to complete a reference Click on the button or click on the button to cancel any updates and return to the Application details page 2 1 4 2 Adding Referees The majority of reference details will be added by the Rhodes House team once the application form has been submitted and before it is released to GAF for processing To add referee details 1 2 Follow s
12. be instructed to leave this part of the online application form blank Rhodes House users will upload this information for them before the application is released to GAF for normal processing However returning students with an enrolled new taught scholarship may add an additional reference or supply Rhodes House with the details and ask them to upload the details on their behalf 2 1 4 1 Viewing Referee Details To view the applicant s reference details 1 Follow steps 1 5 in To search for a Rhodes Trust application in eVision and view the application of interest The Application details page is displayed 2 Click on the HI View Referees 3 link just above the Application Documents section and a Referees section appears underneath the Application Documents section Upload Document Application Documents Type Application form Document Received Date Document Actions 05 Oct 2015 View List all documents Application Form with Supporting Documents Supporting Documents Referees Dr Charles Russell 3 Click on the button to the right of the reference of interest The Edit Referee Details page is displayed Rhodes Trust Graduate Admissions User Manual v0 2 Page 17 Rhodes Trust Graduate Admissions 4 Edit Referee Details Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry
13. by the award programme they have applied for click on the drop down arrow and select it from the list Manually enter the applicant s date of birth in DD MM YYYY format or click on the calendar icon navigate to the appropriate month and year and select it Enter the email address of the applicant This defaults to All Other options to search on include e A_AV Application Active e A WD Application Withdrawn e A CT Applicant transferred to enrolment e A AD Possible Duplicate unlikely to be displayed This defaults to the current academic year initially but it will then remember the last selection you made Click on the drop down list to select Any the previous academic year and the next three academic years Initially this defaults to No but it will remember the last selection you made Select Yes to view Rhodes Trust applications that have yet to be released to GAF for processing A search results page is displayed listing the Student Number name in last name first name format e g Bloggs Joe the award programme and college if allocated the calculated submission date their application status year of entry and a Process this Application link to view more details relating to the application Rhodes Trust Graduate Admissions User Manual v0 2 Page 9 Rhodes Trust Graduate Admissions Processing Individual Applications Total Number of Records Displayed 3 Process Applications Stud
14. cking and then review by University Admitting Bodies UAB and Colleges It aims to e Describe the different types of Rhodes Trust applications e Outline the key areas of the online graduate application form that have been specifically customised for Rhodes Trust applications e Demonstrate how to access Rhodes Trust eVision screens and navigate around key areas of an application e Provide guidance on how to update personal details add referees upload supporting documents and allocate colleges 1 1 Intended Audience It is aimed at Rhodes House users and members of the GAF team who require an overview of the functionality available to Rhodes House users 1 2 Pre requisites Prior to working through this guide it is assumed that you have read the Logging into eVision Quick Reference Guide 1 3 Objectives On completion of this guide you will be able to successfully e Access the eVision screens used to view Rhodes Trust graduate applications e Search for and view individual Rhodes Trust applications e Update the Personal Details section of a Rhodes Trust graduate application e Add a referee to a Rhodes Trust application e Upload and remove supporting documents attached to a Rhodes Trust graduate application e Allocate a college to a Rhodes Trust application e Release a Rhodes Trust application for processing by GAF 1 4 Conventions Indicates additional useful information A Indicates an important piece of information tak
15. d file here 6 Click on the button A Choose File to Upload dialogue box is displayed A 3 Upload file 7 Navigate to and select the file you wish to upload and then click on the button s 1 Choose File to Upload gt _ ka 2 E3 2 E a i Upload Documents lt t ee ry rganize New folder E a WW Favorites Name J Date modified Type IE Desktop a cy O510 20L5 1199 Wvcre a Drenload pe qv en ie idad DL Recemt Places E Reteversce l ENES TTET Micro TL Retererwe l AAA a Talee a Libraries El Research Proposal ORD IOLS LM Miciod g Datume Fesearch Proposal OM OOS 1L ee S Music Transnpt O1 10 2015 140 Kabcrens me Pictures SL Transcript OLLU OLS 142 Adobe E Videos E Written Werk 1 WUU 2015 12 07 Mia a Written Work 1 OSLO OLS 12 adobe d A Computer wl Written Werk 2 OSL 20L5 1200 Mio boats a T i Filtnam PFeference I Rhodes Trust Graduate Admissions User Manual v0 2 AN Files m P Open w Cancel Page 14 Rhodes Trust Graduate Admissions 8 Add any supporting notes and then click on the button A confirmation message is displayed at the top of the screen File Upload Add file here CON USERSVRO6 Hor Patel Supporting notes to be added here File Upload successful SIW_FILE UPLOAD 1 Your file has been successfully uploaded Supporting Documents o Victoria EeanorJenie as od acis
16. des Trust Graduate Admissions User Manual v0 2 Page 28 Rhodes Trust Graduate Admissions Confirm Release Application for GAF processing Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 Female 05 October 2015 2015 16 Full time Application Active Programme College Start term Original Submission Date Fee Application Type Requested Status Re Use RD_W1_CCH DPhil Economics Christ Michaelmas 05 October 2015 Query Rhodes Scholar N A Church newly selected Confirm you wish to release this application for GAF processing 3 Click on the button to cancel the process or click on the button to confirm the release to GAF The Completed Release of Application for GAF processing screen is displayed Completed Release of Application for GAF processing Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 Female 05 October 2015 2015 16 Full time Application Active College Start term Original Submission Date Fee Application Type Requested Status Re Use Co RD_W1_CCH DPhil Economics Christ 05 October 2015 Query Rhodes Scholar N A Church newly selected This application has been released for GAF processing Return to Application 4 Click on the but
17. duate Admissions Correspondence Address Select a country for UK addresses please use United Kingdom rather then England etc enter the postcode click Find Address and click on the required address If the address is not found type it below United Kingdom Postcode Zipcode OX1 3RG Correspondence address Line 1 c o The Registrar Correspondence address Line 2 Rhodes House Correspondence address Line 3 South Parks Road City Oxford Effective dates for correspondence address From 15 Oct 2015 To 31 Jul 2016 Nominated Third Party a nominated third party section also appears to ensure that the applicant is aware that the Rhodes Trust will be handling their application and will have the ability to amend and withdraw their application on their behalf Once the applicant proceeds onto the next stage screen the nominated third party details are also added Nominated Third Party The University of Oxford may discuss your application with the Rhodes Trust and accept the Trust s direction on the handling of your application Note that the Rhodes Trust will be able to amend or withdraw your application on your behalf Name of nominated third party Mary Eaton Registrar The Rhodes Trust Email address of nominated third party mary eaton rhodeshouse ox ac uk e References there are different rules relating to the completion of the references section depending on the type of
18. e particular care to read this information Indicates there is something that you should not do take particular care to read this information Bold Text Indicates menu names Rhodes Trust Graduate Admissions User Manual v0 2 Page 2 Introduction Italic Text Indicates window screen page or dialogue box titles F4 Keys on your keyboard are indicated in bold text enclosed in square brackets Moves through a navigation path are indicated with a gt In this case you would click on the File menu File gt He pen then select Open Rhodes Trust Graduate Admissions User Manual v0 2 Page 3 Rhodes Trust Graduate Admissions 2 Application Processing Overview Rhodes Trust Scholarships are awards given to exceptional students from 32 countries around the world The funding covers both tuition fees and a stipend for living expenses Once an applicant has applied for and has been provisionally offered a Rhodes Trust Scholarship their application to Oxford is overseen by the Registrar and Director of Scholar Affairs at the Rhodes Trust Once they have been offered a place in a department faculty and a college their scholarship is confirmed The majority of applications are for graduate level award programmes but scholarships are also awarded for undergraduate courses with senior status starting in year 2 e Graduate level programmes applicants apply to graduate programmes through Oxford s Online Application Form and are proc
19. em or nominate a replacement referee via your application form If you need to correct any details or nominate a replacement referee after this point please contact graduate admissions admin ox ac uk Please ensure you do not set a deadline for your referees later than the date of the deadline to which you are applying references must be received in time for the deadline for your application to be considered Your Rhodes references will be added to your application after you have submitted Only register referees here if you wish to obtain new references Rhodes Trust Graduate Admissions User Manual v0 2 Page 6 Rhodes Trust Graduate Admissions Rhodes Scholar Enrolled new taught application Referees Details Please give contact details of at least one referee You should ensure the supervisor of your current or most recent academic study is included as your first referee family members friends and neighbours may not act as referees Each reference request will be automatically generated when you navigate away from the page if you have entered the referee s details and ticked the box indicating you are ready for the request to be sent Please ensure that all details are correct before doing so Once a reference request has been sent to your referee their details will be frozen and you will not be able to change them or nominate a replacement referee via your application form If you need to correct any details or nominate a
20. ent Department Award Programme Calculated Application Year of Number Submission Date Status Entry 701438 Beadle Department for Continuing Cert Diplomatic Studies Not 26 August 2015 Application 2015 16 Process this Caroline Education EQ Allocated Active Application 1000104 Jervis Victoria Department of Economics DPhil Economics Christ 05 October 2015 Application 2015 16 Process this Eleanor CU Church Active Application 1000104 Jervis Victoria Department of International MSc Economics for 05 October 2015 Application 2015 16 Process this Eleanor Development VG Development Christ Church Active pplication Return to Admissions Process this 5 To view an application click on the Application link next to the appropriate application The Application details page is displayed Processing Individual Applications Application details The current status of this application is Rhodes Application Pre Processing Not assigned for processing Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 Female 05 October 2015 2015 16 Full time Application Active Programme College Start term Original Submission Date Fee Application Requested Status Type Re Use RD_W1_CCH DPhil Economics Economics Christ 05 October 2015 Query Rhodes N A Church Scholar newly selected Decision Summ
21. ents can be viewed by clicking on the List all documents link This lists the type of document e g CV who it is was uploaded by when it was uploaded or received by Rhodes GAF any notes added against the document and any actions the user can take regarding the document such as to view or remove it from consideration e Release this button is used by Rhodes to release an application for processing by GAF once all of their checks have been done and they are ready to hand it over When released the application will appear in GAF s Assign Applications list and will be allocated to a team member for checking and processing in the normal way 6 Click on the button to perform another search using different criteria or the button to view another application in the previous set of search results 2 1 3 Application Documents This section contains a PDF version of the individual s application form and any supporting information uploaded when it was submitted such as their CV Transcript and Research Proposal Rhodes House users also have the ability to add additional documents and remove existing ones from consideration 2 1 3 1 Viewing Documents To view existing documents 1 Follow steps 1 5 in To search for a Rhodes Trust application in eVision The Application Documents section is displayed towards the bottom of the Application details page Application Documents Type Document Received Date Document Acti
22. es Trust Graduate Admissions To search for a Rhodes Trust application in eVision 1 Login to eVision Admissi 2 Click on the link in the Main Menu on the left hand side of the screen The Admissions page is displayed Rhodes Trust Applications Processing Individual Applications Fees and Funding Student Records Visa Management Degree Ceremonies Dataviews Access and Support 3 Click on the Processing Individual Applications link in the Rhodes Trust Applications section on the Admissions page The Processing Individual Applications page is displayed Processing Individual Applications Processing Individual Applications Fees and Funding Please select the required criteria and click Search Student Records Visa Management Examinations Forename 1 Degree Ceremonies Dataviews Department Access and Support gt gt O z i EI z S Programme Date of Birth Email address Nesrofemy iw S YO Pre No x ng TE 5 Held for Processi 4 Leave blank or use one or more search parameters and then click on the button at the bottom of the page Search Parameter Description Student Number If known enter the Student Number allocated to the applicant This is created when the application is transferred to SITS Vision and eVision Rhodes Trust Graduate Admissions User Manual v0 2 Page 8 Rhodes Trust Graduate Admissions Search Par
23. essed by Graduate Admissions and Funding GAF team e Undergraduate courses the applications for a place on an undergraduate course are made through UCAS and are managed by the Undergraduate Admissions Office UAO Rhodes House will therefore need to work with both teams to oversee the processing of Rhodes Trust applications 2 1 Graduate Application Processing For graduate applications Rhodes House will screen incoming applications make any changes as required and then release them to the Graduate Admissions and Funding GAF team for checking and processing To do this Rhodes House users have access to a number of eVision screens from which they can view all Rhodes Trust applications and make any required adjustments including the upload of additional documentation updates to references personal details and college allocations For graduate applications there are two different types of Rhodes Trust scholarship e Rhodes Scholar newly selected for applicants who have been awarded a Rhodes Trust Scholarship and are not currently a student at Oxford e Rhodes Scholar enrolled new taught application for applicants who have been awarded a Rhodes Trust Scholarship and are currently a student at Oxford 2 1 1 Submitting a Rhodes Trust Graduate Application All graduate applications are submitted by the applicant via the University of Oxford s website using the Graduate Application Form which can be accessed using
24. f many aspects of teaching and learning Further information about the programme can be found at http www admin ox ac uk aad studentsystems programme 3 3 Data Protection You should familiarise yourself with the University s policy on Data Protection by reading the information available at http www admin ox ac uk councilsec dp policy shtml Further information about the Data Protection Act can be obtained from the website of the University s Data Protection Officer http www admin ox ac uk councilsec d All university members should adhere to the following regulations when using IT facilities http www admin ox ac uk statutes regulations 196 052 shtml 3 4 Document Information This document is subject to change please ensure you have the latest version Revision Date Version Summary of Changes Author 06 10 15 0 1 Initial version VJ 10 11 2015 0 2 Changed URL at Section 3 NBH1 Rhodes Trust Graduate Admissions User Manual v0 2 Page 31
25. for a Rhodes Trust application in eVision and view the application of interest The Application details page is displayed 2 Hover your mouse over the _Task Selection henu and select Task Selection Other Applications from the list Details relating to any other applications the individual may have made to Oxford are displayed in an Other Applications section This includes details of the programme college and key dates in the first row Other Applications 1 and then a row for each document attached to the application including any documents that may have been deleted x Personal Details College Change View Audit Trail 2 Rhodes Trust Graduate Admissions User Manual v0 2 Page 23 Rhodes Trust Graduate Admissions 3 4 5 Other Applications Programme College Start Term Original Year of Entry Mode of Submission Attendance Date TM_EF1_CCH MSc in Department Of International Development Christ Michaelmas 05 October 2015 16 Full time Economics for Development Vg Church 2015 Uploaded by Uploaded Document Date Link Transcript Victoria Eleanor Jervis 05 Oct 2015 Statement of Victoria Eleanor Jervis 05 Oct 2015 purpose research proposal Maths admissions exercise Victoria Eleanor Jervis 05 Oct 2015 Removed by Victoria Eleanor Jervis on the Vi 05 Oct 2015 iew View ew Application Form with 05 Oct 2015 Supporting Documents Reference 1 Victoria Eleanor Jervis 05 Oct 2015 Suppo
26. hodes N A College Scholar newly selected Email Address vjervis dev com registrar rhodeshouse ox ac uk Alternative Email Address Telephone Number Mobile Telephone Number The Alternative Email Address is automatically populated with the Rhodes House email address to ensure that automated correspondence relating to college allocations goes to the Rhodes House team in the first instance 6 Update the details as appropriate and then click on the button or click on the button to cancel any updates The Manage Personal Details page is displayed including the updated details 7 Click on the Mees ease eon button The Application details page is displayed Rhodes Trust Graduate Admissions User Manual v0 2 Page 26 Rhodes Trust Graduate Admissions 2 1 8 Viewing an Audit Trail The system also keeps an audit trail of any key changes made to an individual s application including changes to the programme they have applied to the college any offer made the year month and term of entry and whether their attendance will be on a part or full time basis Updates to the applicant s status are also recorded To view an audit trail of changes to an application 1 Follow steps 1 5 in To search for a Rhodes Trust application in eVision and view the application of interest The Application details page is displayed 2 Hover your mouse over the Task Selection displayed menu and select View Audit Trail from
27. lege Assigned to 2015 Decision College 05 October College College Victoria Original Christ Church Trinity college will be able to provide extensive support 2015 Decision Change Eleanor Jervis New Trinity College in the applicants chosen area of research System Audit Change Created By MCR Course Year of Term of Application Detailed Date Entry Entry Status Application 05 Oct Victoria Jervis VDR_SEQN DPhil 2015 16 Michaelmas Application 2015 Economics Active Not Allocated 05 Oct Victoria Jervis 1 MCR change DPhil 2015 16 Michaelmas Application 2015 prior to decision Economics Active Christ Church 05 Oct Victoria Jervis 1 MCR change DPhil 2015 16 Michaelmas Application 2015 prior to decision Economics Active Christ Church 05 Oct Shared USR 1 MCR change DPhil 2015 16 Michaelmas Application 2015 record used by prior to decision Economics Active all PRSs for login Trinity 2 1 9 Releasing an Application Once Rhodes House have viewed an application and made any required updates they can release it to GAF for normal checking and processing To release a Rhodes Trust application to GAF for processing 1 Follow steps 1 5 in To search for a Rhodes Trust application in eVision and view the application of interest The Application details page is displayed 2 Click on the button at the bottom of the page The Confirm Release Application for GAF processing page is displayed Rho
28. lications saccsscsisaccussdnsnisoassudicnoaadiussnmanswsramndavansacbeseanneiioonsdasiensisandundeagansecdansalienvsacounsitens 23 2 1 7 Viewing and Updating Personal Details ccccccsssecccccessecccccessececeaeeeeccesaeaeceeseeeeceesauaeeeessaeaeeeessages 24 ZAG NICWINS mAT Taero oer Rr E E E 27 29 ReleasiNe In ADPICI O eneore ETE ETE ETT 28 2 2 Undergraduate Application ProcesSing cccsssscccsssecccssecccssnscecseeccsseeccsauseessenecessaeseeseuecessaeeessaesessaaesessanseess 30 3 F rther Ael SIGS PON IHU OM anoscieagcarescteaeean dine Goessubawaeaadaedenessan meaaisaccuees teat onmsantaineacbageenmacedasenaneedenatendoeesancauecedaeiuressiancet 31 So SITS VISIOM and eVision GUIdaNCE ic canenceesnennwsacannabaaascnnaceoneannenyeranddqaman okenetanecannanasitasounaducupnateanacenseaqunan Gaaumneeas 31 32 Student Systems PhOPl AMG wcnssnssicnzvescrsanndentanssionestanmendanmatordinncsdecduestawnrdwasinssoneslananlemeinte iiendiennsinclawsinetdlewisnaendvatanne 31 3 gt Data PO CCE OU nsoni i ins te O O beat aneceucetes iaee OaE E E NE E E AE EE 31 234 D c umentInNornmati osre ika E E R ensuanendsoauneneas 31 Rhodes Trust Graduate Admissions User Manual v0 2 Page 1 Introduction 1 Introduction This guide has been developed to support the use of eVision to monitor and update incoming graduate applications from Rhodes Trust Scholars before they are released to the Graduate Admissions and Funding GAF team for normal che
29. m with Supporting Documents View Supporting Documents Victoria lenoriewie osroavzors _ as ociaeis view emoe View 4 To view any of the documents listed click on the link in the Document Actions columns to the right of the document you wish to view If prompted select to open the document and it is displayed in a new window 2 1 3 2 Uploading Documents To upload a new document 1 Follow steps 1 5 in To search for a Rhodes Trust application in eVision and view the application of interest 2 Click on the LUpload Document Iink just above the Application Documents section and an Upload Documents section is displayed Rhodes Trust Graduate Admissions User Manual v0 2 Page 13 Rhodes Trust Graduate Admissions View Referees 3 Application Documents Application Form with Supporting Documents 05 Oct 2015 Upload document Document Type Document Received Date Action 3 Click on the lal in the Document Type column and select the type of document from the list 4 Review the Document Received Date and update as appropriate This is automatically populated with the current date but you can amend this If left unchanged it will affect the Calculated Submission Date of the application Upload document z Upload Dace Reference 1 5 Click on the button The File Upload screen is displayed File Upload Screen Use this Page to upload documents File Upload Ad
30. n What type of application are you making Khodes ticholat newly selected Please enter your authorisation coda Table 1 Authorisation Codes Type of Scholarship Code Rhodes Scholar Newly accepted EEC8W6C1 EEK 09X8 EEP3N 7NO EEW9L1K5 Rhodes Scholar Enrolled new taught application DEC8W6C1 DEK709X8 DEP3N7NO DEW9L1K5 Once they have entered a valid authorisation code and clicked on the Save and Proceed button a number of sections in the application form are pre populated as the applicant progresses through the application e Email and Telephone Numbers applicants enter their own Email address and Telephone number but the Alternative email address and Alternative telephone number fields are pre populated with Rhodes House details Email and telephone Numbers When entering your telephone number please select your Country then divide the number into Area Code and Number Each part must contain at least 2 ji Se gie Alternative email registrar rhodeshouse ox ac uk Alternative 44 1865 270951 address telephone number e Correspondence Address applicants enter their Home Address details but the Correspondence Address section is pre populated with details of Rhodes House to ensure that all correspondence can be dealt with initially by the Rhodes House team Rhodes Trust Graduate Admissions User Manual v0 2 Page 5 Rhodes Trust Gra
31. new application is created in UCAS Web Link and the decision and response fields set to UF Unconditional Offer Firmly Accepted e ifan application exists for the current cycle but not to Oxford then the existing application is updated and an Oxford choice is added As above the decision and response fields are set to UF e ifan application exists for a previous cycle and the applicant has deferred this option covers a number of possible combinations of decision and response values In some circumstances in consultation with Rhodes House it may be more efficient for the UAO to withdraw the previous UCAS application and create a new one for the current cycle on behalf of Rhodes House and the applicant From that point on the processing of the application is not significantly different from any other UG applicant except that as a Rhodes Scholar there funding arrangements are not reviewed to the same extent Rhodes Trust Graduate Admissions User Manual v0 2 Page 30 Further Help and Information 3 Further Help and Information 3 1 SITS Vision and eVision Guidance Guidance and further information about SITS Vision and eVision can be found on the Student Systems Website http www admin ox ac uk studentsystems 3 2 Student Systems Programme The Student Systems Programme SSP is responsible for delivering the development of Oxford s IT based systems used by academic and administrative staff applicants and students in support o
32. onomics Christ 05 October 2015 Query Rhodes Church Scholar newly selected College Change Please select the college to change to 3 Click on the zl in the Please select the college to change to field and select the college the application should be assigned to Change of College Selection Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 Female 05 October 2015 2015 16 Full time Application Active Programme College Start term Original Submission Date Fee Application Requested Status Type Re Use RD_W1_CCH DPhil Economics Economics Christ Michaelmas 05 October 2015 Query Rhodes N A Church Scholar newly selected College Change Please select the college to change to Trinity college will be able to provide extensive support in the applicants chosen area of research 4 Enter any information outlining the reasons for the college change in the Note field as appropriate 5 Click on the button at the bottom of the page The Change of College Allocation page is displayed Confirm if you wish to proceed with this college change College Confirmation College Trinity College Rhodes Trust Graduate Admissions User Manual v0 2 Page 22 Rhodes Trust Graduate Admissions 6 Click on the button to process the change the application de
33. ons 7 Click on the button to save the reference or click on the button to cancel the process and return to the Application details page If saved a confirmation message is displayed Add New Referee Record details of new referee below and if required email referee with eVision link for submission of references Fields marked with are mandatory New Referee Details Reference Type Title Email Referee Email referee with an eVision link for submission of references Yes No Return By 10 Oct 2015 Referee details have been saved Email was not sent to the referee Return to Task Selection Referee Changes Saved Referee details have been saved Email was sent to the referee Return to Task Selection 8 Click on the button The Application details page is displayed 9 Click on the View Referees 4 link just above the Application Documents section and the new reference is now listed Rhodes Trust Graduate Admissions User Manual v0 2 Page 20 Rhodes Trust Graduate Admissions Upload Document Application Documents Application form 05 Oct 2015 View Application Form with Supporting Documents 05 Oct 2015 View Supporting Documents Various List all documents Referees 1 2 3 Prof Arnold Smith asmith portsmouthuni com Academic University Of Portsmouth i Note If submitted by another source either in hard c
34. ons Application form 05 Oct 2015 View Application Form with Supporting Documents 05 Oct 2015 View Supporting Documents Various List all documents Rhodes Trust Graduate Admissions User Manual v0 2 Page 12 Rhodes Trust Graduate Admissions 2 To view E AppicanonFonm pdt Adobe Reader J m m Lo Geni File Edit View Window Help C Open d2 bw 1 gs 577 RE Tools Fill amp Sign Comment e Application Form a PDF version of the applicant s submitted online application click on the View link to the right of the document type listed Depending on the type and version of the internet browser you are using you might be asked if you want to open or save the document Select to open the document and it is displayed in a new window e Application Form with Supporting Documents a PDF version of the applicant s submitted online application and supporting documents click on the View link to the right of the type of document listed As above if asked select to open the document and it is displayed in a new window Have pou UREN Cg rhe level CE AI key NLO a peu hee mut onae panja e Supporting Documents to view a list of supporting documents uploaded to support the application go to step 3 e 3 Click on the Hst all documents Iink at the end of the Supporting Documents row The Supporting Documents section is displayed Application Documents Application For
35. opy or via email the actual reference can then be uploaded as a document as described in Section 2 1 3 2 2 1 5 Changing College Allocations In addition to working with documents and referee details a number of other functions are also available to Rhodes House users from the Task Selection menu including the ability to assign and update college allocations To assign update a college to an application 1 Follow steps 1 5 in To search for a Rhodes Trust application in eVision and view the application of interest The Application details page is displayed 2 Hover your mouse over the _Task Selection henu and select College Change from the list The Change of Collection selection page is displayed listing general details about the applicant their application and their current college allocation Task Selection College Change Other Applications 1 Personal Details View Audit Trail 1 Rhodes Trust Graduate Admissions User Manual v0 2 Page 21 Rhodes Trust Graduate Admissions Change of College Selection Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 Female 05 October 2015 2015 16 Full time Application Active Programme College Start term Original Submission Date Fee Application Requested Status Type Re Use N A RD_W1_CCH DPhil Economics Ec
36. replacement referee after this point please contact graduate admissions admin ox ac uk Please ensure you do not set a deadline for your referees later than the date of the deadline to which you are applying references must be received in time for the deadline for your application to be considered You must register at least one new referee and up to three If you wish to re use two or more of your Rhodes references do not register more than one new referee here e Funding a description of the funding to be provided appears at the top of the screen The funding source and status are also automatically populated In addition applicants can enter the amount of funding they are going to receive each year and add additional sources of funding as appropriate J Application type 7 course 7 contact details 7 about you 7 Referees 7 qualifications 7 Languages J Funding C Supporting materials _ Declaration Proposed funding arrangements The Rhodes Trust will pay University and College fees plus a maintenance stipend For further details of Rhodes Trust funding for this applicant please contact Registrar rhodeshouse ox ac uk Tel 44 0 1865 2 70951 NB the Scholarship will be confirmed once an applicant has been accepted by a department and college of the University I have information on my alternative funding arrangements Yes Proposed funding source Rhodes Scholarship Amount of funding Period co
37. rting notes added here To view a document click on the link in the Document Link column relating to the document of interest Open Depending on the type of internet browser you are using click on the button to view the document It opens in a separate window Internet Explorer example Do you want to open or save Transcript pdf 27 4 KB from evision dev ox acuk Click on the to close the document Return to Task Selection Click on the displayed button at the bottom of the page The Application details page is 2 1 7 Viewing and Updating Personal Details Rhodes House users also have the ability to view and update the applicant s personal details including their home address and telephone numbers By default the correspondence address is populated with the details of Rhodes House to ensure that all correspondence relating to college allocations is sent to the Rhodes Team who will then inform the applicant as appropriate To view and update personal details 1 2 Follow steps 1 5 in To search for a Rhodes Trust application in eVision and view the application of interest The Application details page is displayed Hover your mouse over the 122k Selection _ Personal Details page is displayed menu and select Personal Details from the list The Manage Rhodes Trust Graduate Admissions User Manual v0 2 Page 24 Rhodes Trust Graduate Admissions Manage Personal
38. tails are updated and a confirmation message is displayed Go to Step 6 Change of College Complete Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 05 October 2015 2015 16 Full time Application Active Programme College Start term Original Submission Date Fee Application Requested Status Type Re Use RD_W1_TRI DPhil Economics Economics Trinity Michaelmas 05 October 2015 Query Rhodes N A newly The applicant s college has now been changed College College Trinity College Return to Task Selection Warning If you select a college that is not currently offering that programme then a warning will be displayed but you can still proceed with the selection if it has been agreed in advance by the UAB and College that it is appropriate to do so Alternatively click on the button to cancel the process and return to the Application details page Return to Task Selection 7 Click on the button The Application details page is displayed 2 1 6 Viewing Other Applications From the Task Menu Rhodes House users can also view the details of any other applications the individual may have made to Oxford and their associated documents To view any other applications the individual may have made 1 Follow steps 1 5 in To search
39. teps 1 5 in To search for a Rhodes Trust application in eVision and view the application of interest The Application details page is displayed Click on the lWiew Referees 3 link just above the Application Documents section and a Referees section appears underneath it Rhodes Trust Graduate Admissions User Manual v0 2 Page 18 Rhodes Trust Graduate Admissions Upload Document Application Documents Application Form with Supporting Documents 05 Oct 2015 Referees C a a a a C C gt 3 Click on the button underneath the list of existing referees if any The Add New Referee page is displayed Add New Referee Record details of new referee below and if required email referee with eVision link for submission of references Fields marked with are mandatory New Referee Details Postcode Address Line 3 State Province Email Referee Email referee with an eVision link for submission of references Return By 10 Oct 2015 4 Complete the personal and contact details 5 Click the No radio button if you do not wish for an automated email to be sent to the referee asking them to complete a reference for the individual The default is Yes 6 Review and update the Return By date field as appropriate for when the reference needs to be received by Rhodes Trust Graduate Admissions User Manual v0 2 Page 19 Rhodes Trust Graduate Admissi
40. term Original Submission Date Fee Application Requested Status Type Re Use N A TM_EF1_CCH MSc Economics for Int Christ 05 October 2015 Query Rhodes Development Development Church Scholar enrolled new taught application The document below was successfully removed Removed Document Tyee Uploaded by uploaded Date Maths admissions exercise Victoria Eleanor Jervis 05 Oct 2015 Removed by Victoria Eleanor Jervis on the 05 Oct 2015 Note The Notes section is updated with the name of the user who removed the document Alternatively to cancel the process and return to the Application details page click on the button 5 Click on the button to return to the Application details page The document is no longer listed in the Supporting Documents section accessed via H List all documents jnk Rhodes Trust Graduate Admissions User Manual v0 2 Page 16 Rhodes Trust Graduate Admissions Note The removed document has not been deleted from the system only removed from the Application details screen and for consideration as part of the application It can be viewed via SITS Vision through the Association Documents Tab on the ACD record 2 1 4 Viewing and Adding Referees From the Application details screen Rhodes House users are also able to view and update an individual s reference details In most cases Rhodes Trust applicants will opt to re use the references supplied when applying for the scholarship and will
41. the list The Audit Trail page is Task Selection College Change Other Applications 1 Personal Details The page is split into three main sections e Applicant Information detailing basic information about the individual and their application including the programme they have applied for and related UAB their current college allocation the year and term of entry and the application type e Task Audit displays any changes made to the applicant s application through eVision the type of action taken such as a change in college allocation the name of the user the change was actioned by and any supporting notes e System Audit details relating to any records that have been added or updated automatically by the system such as when the records are first created upon automatic transfer of the application record Rhodes Trust Graduate Admissions User Manual v0 2 Page 27 Rhodes Trust Graduate Admissions Audit Trail Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 Female 05 October 2015 2015 16 Full time Application Active Programme College Start term Original Submission Date Fee Application Requested Status Type Re Use RD_W1_TRI DPhil Economics Rhodes N A Scholar newly selected Task Audit Created Type Created By Details Date 05 October Col
42. ton to return to the Application details page The status of the application has now been updated to Not Processed and has yet to be assigned to a member of GAF for processing When it is assigned the user s name will appear and show the total number of applications they are currently processing It will also no longer appear in the search results list when you search for any applications that are Held for Rhodes Application Pre Processing Application details The current status of this application is Not Processed Not assigned for processing The current status of this application is Not Processed This application has been assigned to Anthony Pardoe 1 of 1 Rhodes Trust Graduate Admissions User Manual v0 2 Page 29 Rhodes Trust Graduate Admissions 2 2 Undergraduate Application Processing The vast majority of Rhodes scholars opt for post graduate study but some scholarships are awarded for senior status undergraduate study starting in year 2 In terms of process Rhodes House will notify the Undergraduate Admissions Office UAO of any Rhodes scholars who have chosen undergraduate study Rhodes House will then organise the completion of a Record of Prior Acceptance RPA form which is then sent to the UAO to either create or update an application on UCAS Web Link In UCAS Web Link the UAO needs to determine if the candidate has an active application in the current UCAS cycle e If no application exists then a
43. vered years Please select per year if known Status Firmly secured documentary evidence required Add Source of Funding e Email Notifications emails are automatically sent by the system at key points in the applications process All notifications go to the applicant s email address except any that relate to their college allocation College related emails are directed to Rhodes House Example email notifications include 2 1 2 When a new application is started When an application has been submitted When a new reference has been submitted by a nominated referee When the application has been processed by GAF and found to be complete When the application is identified as incomplete and further documents need to be supplied If the application is not complete before the final deadline has passed If the applicant is rejected by their preferred or allocated college This email is sent to Rhodes House using the Alternative email address Viewing Rhodes Trust Graduate Applications When successfully submitted online all Rhodes Trust graduate applications will appear in a Rhodes Trust Applications section of eVision that Rhodes House users have access to Once they have been reviewed and released by Rhodes House they will appear in the Graduate Applications and Funding section for checking and processing by GAF Rhodes Trust Graduate Admissions User Manual v0 2 Page 7 Rhod
44. y WANTAGE County State Province OXFORDSHIRE ee a E sor To update the address details you can either make the amendments manually or use the Get Address function which will work for most UK addresses and some North American and European countries To use this enter the post zip code and click on the button Select the address from the options presented and then click on the button Rhodes Trust Graduate Admissions User Manual v0 2 Page 25 Rhodes Trust Graduate Admissions if your address is mot listed above please re enter the postcode and search again 0x12 HU 4 Update the details as appropriate and then click on the button The Manage Personal Details page is displayed including the updated details 5 To update the applicant s email address or telephone number then click on the button underneath the fields The Edit Email Address Telephone Numbers page is displayed and the fields are listed in an updateable format Edit Email Address Telephone Numbers Applicant Information Applicant Name Student Date of birth Calculated Submission date Year of Mode of Application Number entry attendance Status Mrs Victoria Jervis 1000104 26 Aug 1971 Female 05 October 2015 2015 16 Full time Application Active Programme College Start term Original Submission Date Fee Application Requested Status Type Re Use RD_W1_TRI DPhil Economics Economics Trinity Michaelmas 05 October 2015 Query R
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