Admissions FastTrack User Guide<>

Getting started — viewing incoming applications

If you are processing applications, the Applications tab, Summary View is a good place to start. This gives you an overview of the state of all incoming applications. You can then go to a particular stage in the workflow and process all, or some, of the applications that are waiting at that stage.

To process an incoming application

1From the opening screen of Quercus, click the Admissions button.

The Admissions summary screen opens at the Applications tab, showing a summary of all applications categorized according to workflow status such as ‘Age Check’, ‘Interview’ or ‘Conditional Offer’.

2Click on one of the workflow bars to see a list of applications at this stage in the workflow. In the example below we have clicked on the New bar. Note the mixture of applications types (UCAS and Direct) in the example:

Note that the View Type has defaulted to Choices.

3To check which workflow is being used to process a specific application, hover you mouse over the entry in the Stage column.

4Use the filter options to restrict the listing to applications for a particular course. In the example below we are restricting the listing to applications for the Prehistory course.

5Choose an application to process and click on the Edit button.

The Application screen opens at the Workflow tab.

6Move the application through the workflow by selecting the appropriate option. If you wish to review the application before doing so you can click the various tabs to do so.

In the example below we choose the Pass to the next stage option. We can see from the text to the right of the option that this is a criminal conviction check.

7After you have made you choice, click Apply.

The application is moved on in the workflow. A confirmation message is displayed and a summary of the move is added to the Workflow History log at the foot of the screen.

Note: In the example above choosing ‘Pass to the Criminal Conviction Check stage’ has actually moved the application all the way through to the ‘Approve Fee Status stage’. This is because the criminal conviction check is automated: if the applicant has confirmed they have no criminal conviction the application is moved on to the next stage in the workflow. The next stage after the criminal conviction check is an age check. This too can be automated. Since automated steps can be chained together the application has moved through to the next non-automated stage which is the Fee Status Check.

In the Workflow History list automated stages are shown preceded by *AUTO*

You can, of course, elect to perform random checks on automated steps or change them from automated to non-automated.

8Continue to move your applicant through the workflow until you reach the Decision stage (we’ll skip the Interview stage for now).

The Decision stage allows you to make an offer to the applicant. In the example below we have chosen to make an unconditional offer.

If we return the Choices list now by clicking the main Applications tab and select:

View Type — Choices

Stage — All

Course — as appropriate (Prehistory in the example)

we will see that the D/R (Decision Reply) icon has changed to a yellow U and the stage to Unconditional Offer.