Applicant Form #
This includes steps for creating admission forms, processing applications, communicating with applicants, and finalizing enrollments.
Go to Admissions ‣ Admissions Tab ‣ Pre-Admission ‣ Create
The admissions process begins with ‘Create’ at the Applicant stage.
- Academic Year: From the drop-down menu, select an Academic Year. This can be configured in Configure Academic Year.
- Year: From the drop-down menu, select a Year. This can be configured in Configure Academic Year. Go to EDUGATE ‣ Configuration ‣ Academic Years ‣ Select an Academic Year ‣ Class Admission ‣ Set Study Duty Dates and Admission Status must be open.
- Is UAE Residence? Tick this box if the student is a UAE Resident.
Basic Information #
- Student First Name: Provide the Student First Name.
- Full Name as Passport: Provide the Full Name of the student as written on their Passport.
- Full Name Arabic: Provide the Full Name of the student in Arabic.
- Birth Date: Select the student birth date from the calendar.
- Country of Birth: Select the Country of Birth from the drop-down menu. These options can be configured in the Contacts module.
- Gender: Select the Gender of the student from the drop-down menu.
- Visa Number: Type the Visa Number of the student.
- Visa Date of Issue: Select the Visa Date of Issue from the calendar.
- Visa Expiry Date: Select the Visa Expiry Date from the calendar.
- Emirates ID Number: Provide the Student Emirates ID Number.
- Emirates Expiry Date: Select the Emirates Expiry Date from the calendar.
- Emirate: Select the Emirate from the drop-down menu.
- Student Email: Provide the Student Email.
- Have Second Language: Click this if the student has a second language.
- Student Last Name: Provide the Student’s Last Name.
- Full Name As EID: Provide the student’s Full Name as it is on EID.
- Passport Number: Provide the student’s Passport Number.
- Passport Date of Issue: Select the Passport Date of Issue from the calendar.
- Passport Expiry Date: Select the Passport Expiry Date from the calendar.
- Passport Issue Place: Provide the Passport Issue Place.
- Nationality: Select the Student’s Nationality from the drop-down menu. These options can be configured in the Contacts module.
- Religion: Select the Student’s Religion from the drop-down menu.
- Student Mobile No: Provide the Student Mobile Number.
- Residential Address: Provide the Student Residential Address.
- Street Name: Provide the Student Street Name.
- Home Tel No: Provide the Student Home Tel Number.
- Personal Email: Provide the Student’s Personal Email.
- Cancel Reason: Select the Cancel Reason from the drop-down menu.
- Is Attend NURSERY/SCHOOL?: Tick this box if this student has previously attended nursery or school. If Nursery is selected: Fill in the details such as Nursery name, configured in Nurseries, select the Start Date, and Country. If School is selected: Fill in the details such as: School name configured in Schools, School type, Country and Curriculum configured in Curriculums.
- How did you hear about us?: From the drop-down menu select how the parent heard of the school. This can be configured in Hear About School.
- Reason for choosing School: From the drop-down menu select the reason for choosing this school. This can be configured in Why This School.
- Require Transport?: Tick this box if the student requires transportation. If selected, fill the details such as Area Name configured in Transport ‣ Area, Route Name, and Nearest Landmark.
- Assessment Copy: Attach a required document.
Parents #
- Is One Of The Parents is School Employee?: Tick this box if the parent is an employee at the school. If selected: Select ‘Who’s the employee’ from the drop-down menu and provide the Employee code.
- Parent code: Select the Parent code from the drop-down menu if the parent has a sibling in the school. Once selected, the rest of the information will be automatically generated. This can be configured in the Parents
Siblings #
- Do you have any siblings? Tick this box if the student has siblings in this school.
- Once Parents is configured, the sibling’s info will be automatically generated.
Blocks #
Based on your configuration, if a student is above Year 10 for example, this student will have Blocks appear in the bottom tabs of the Pre-Admissions page.
- To add Blocks, Add A Line then: Select a Block from the drop down menu which can be configured in Admissions ‣ Blocks, then select Subjects from the drop-down menu which can be configured in Configure Subjects.
Online interview Details #
This tab will only be available if the Year configuration ticked off the online interview box. The parent can then tick off the boxes next to the interview questions.
CRM #
When a student is in the registration process but hasn’t fully been admitted into your institution, they will automatically have a code for marketing and sales purposes. This is considered as an admission opportunity and it will be followed by the marketing team to encourage the student to complete the admission process.
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- Customer: This field will include the Student name.
- Email: This field will include the contact Email.
- Phone: This field will include the contact Phone Number.
- Enquiry Type: Select the Enquiry Type from the drop-down menu.
- Academic Year: This field will include the current Academic Year to which the student is admitted to.
- Year: This field will include the class Year the student will enroll in
- Extra Information: This field will allow you to provide more information regarding the student such as Address, Company, Marketing, Campaign, etc.
Shortlist #
After all the basic information is complete, click on ‘SHORTLISTED’ to move on to further steps. This includes reviewing applications, evaluating eligibility, shortlisting candidates, and communicating with shortlisted applicants.
- Steps to Communicate with Shortlisted Applicants
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- Draft Shortlist Notification:
- Create an email template for shortlisted candidates Admission Email Template.
- Include Details: Include details about the next steps, such as interviews, additional assessments, or document submissions.
- Send Notifications:
- Send the shortlist notification to the email addresses of the shortlisted candidates.
- Follow-Up:
- Set reminders to follow up with shortlisted candidates who do not respond within a specified timeframe Schedule activities.
- Draft Shortlist Notification:
Health Information #
The Health Information will be automatically generated after shortlisting candidates
- All the candidate’s information automatically comes
- Illness history: Next to each illness click on Yes/No and provide the date.
- Conditions history: Next to each Condition click on Yes/No and provide the date.
- Tick the provided boxes if any conditions apply to the student.
Medical Consent #
The Health Information will be automatically generated after shortlisting candidates, and the user must configure the Medical Consent content in the Clinics module first.
Go to Clinic ‣ Setting ‣ Medical Consent Master ‣ Create
- Name: Provide the Medical consent letter.
- All the candidate’s information automatically comes
- Select either Consent or Do Not Consent.
- Parent Full Name: Provide the Full Name of the Parent.
Schedule Exam #
This includes setting up exam schedules, notifying applicants, managing exam logistics, and tracking exam results. In this stage, if the Year configuration requires an exam, a ‘SCHEDULE EXAM’ button will appear. Click the button and fill the information under Schedule Exam Date:
- Date: From the calendar, select the date of the exam. You cannot choose today for the exam as this is a limitation.
- Duration: Set the exam duration in hours.
- Examiner: Select the Examiner from the drop-down menu.
Exam Details Tab (Part 1: Exam Info Set Up) #
After the exam is scheduled, the admission will enter the ‘ADMISSION TEST SCHEDULED’ phase
- To edit the exam information, go to the Exam Details tab at the bottom of the page
Send Email Template #
After the exam information is ready, click on ‘SEND EMAIL TEMPLATE’.
To configure an email template for candidates Admission Email Template.
- The template is autogenerated and will inform the parent about the exam information.
- To send the email click ‘SEND’
Assessment Invoice #
- After the email is sent, the Pre-admissions form will generate an Assessment Invoice field. This can be set up in Academic Fees Setup.
- Click on the Assessment Invoice to view the details, then ‘CONFIRM’.
Register Payment #
- After the Invoice is confirmed click on ‘REGISTER PAYMENT’, fill in the information required and click ‘CREATE PAYMENT’ to finalize the payment process.
Evaluate and Enter Scores (Part 2: Grading) #
After the payment process head again to the Exams tab at the bottom of the page and open the exam date info. From here, the teacher can write the grade of the exam on Total Mark and the approval status, then save.
Reschedule Exam #
- If the user would like to reschedule the exam, click ‘RESCHEDULE EXAM’ and fill in the details such as the Date from the calendar, the duration, and the examiner.
Schedule Interview #
This includes setting up interview schedules, notifying applicants, managing interview logistics, and tracking interview outcomes. if the Year configuration requires an exam, click ‘DONE AND SCHEDULE INTERVIEW,’ then provide the interview details such as the Date from the calendar, the duration, and the interviewer. Click Schedule.
Interview Details #
- After the interview is complete, head to the Interview Details tab at the bottom of the page and edit the interview information. From here, the interviewer can write the approval status, then Save.
- If the parent would like to reschedule the interview, click ‘RESCHEDULE INTERVIEW and fill in the details such as the Date from the calendar, the duration, and the interviewer.
- After the exam and interview process is finished, click ‘DONE’ to start the document verification process.
Documents #
This includes the steps for collecting, reviewing, and verifying the authenticity of applicant documents. Head to the Documents Tab at the bottom of the page and fill the required info such as Document Type which can be configured in Documents Type, select a Category, attach a document through ‘UPLOAD YOUR FILE’, and select the Status. Finally, click on ‘DONE’.
Finalizing the Registration #
This includes steps for collecting applicant information, verifying data, and finalizing the registration.
Steps to Finalize Registration
- Approve Registration:
- Once all information and documents are verified, assign divisions for the student. Select a division from the drop-down menu, and a student house. Click Done.
- Update Status: the system will automatically change the applicant’s status to “Registration Done”.
- Assign Student ID:
- autogenerate and assign a unique student ID to the newly registered student.
- Record ID: Record the student ID in the system and communicate it to the applicant.
- Class Assignment:
- Automatically Assign the student to a class based on their grade level and any special considerations.
- Class List: Automatically Add the student to the appropriate class list in the system.
Invoices #
- Invoice Details: Include the student’s name, grade level, and detailed fee breakdown.
- Payment Terms: Specify the payment terms and due dates.
- To check the invoices created throughout the process, click ‘Invoices’. You will see the auto-generated invoices for terms 1, 2, and 3.
Student Profile #
To view and edit the student profile information, head to ‘Student Profile’. The Student Profile will contain all of the data entered regarding the student such as Courses, Personal Information, Family Data, Educational, Academic Registration, Transportation Data, Invoice Details, Library, Documents, Skills, etc.
for more details go to Student Details
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