To manage applications for course intakes, navigate to Course > Course intake configuration. On the Course intake configuration page, click the course intake No. of the course intake to view the applications. On the bottom of the Application management page, administrators can see the applications with different application statuses in different tabs.
There are two kinds of application evaluation processes: PUO (pay-upon-offer) process and PUA (pay-upon application) process. Based on different application statuses or approval statuses of these application evaluation processes, the applications are classified into several tabs.
Refer to the tables below for more details.
PUO (pay-upon-offer) process
|
Tab name |
Description |
|
Draft |
Draft applications added by staff are pending submission or the applicant’s completion of the declaration form. *Note: The application will be pending module selection when the status is changed to Offer. |
|
Pending evaluation |
Applications are pending evaluation. |
|
Evaluated applications |
Applications have been evaluated. |
|
Internal applications |
Applications from internal learners. |
|
Waitlist |
Applications are under the waitlist. *Note: This tab is available when the waitlist is enabled for the course intake. |
|
Pending sponsorship approval |
Company-sponsored applications are pending verification by the sponsoring company. |
|
Pending approval |
Applications are pending approval. |
|
All applications |
All applications with different statuses. |
PUA (pay-upon application)
|
Tab name |
Description |
|
Draft |
Applications are draft and pending submission. |
|
Internal applications |
Applications from internal learners. |
|
Pending verification |
Applications are pending verification. |
|
Verified applications |
Applications have been verified. |
|
Waitlist |
Applications are under the waitlist. *Note: This tab is available when the waitlist is enabled for the course intake. |
|
Pending sponsorship approval |
Company-sponsored applications are pending verification by the sponsoring company. |
|
All applications |
All applications with different statuses. |
On the Application management page, by clicking the number of PUO applications/PUA applications and the number of Applications not counted into the total number, you can check the detailed application numbers of this course in each status.
If the course allows companies to reserve seats without learner registration or payments, the reserved seat number will also be displayed under the PUO applications or PUA applications details.
In the Pending evaluation tab, click the ID of an application to go to the Application evaluation page, where administrators can check the application information and historical records, as well as evaluate the application.
1. In the Applicant details section, you can check whether the learner profiles have been verified in L3AP. If the learner profiles are not verified, click the Edit button to open the Verify personal particulars panel and select Verified. Then click OK.
Note the following:
•The learner whose profiles are not verified cannot be given an offer.
•If the learner is sponsored by a company, the company information can also be checked here.
•If the course is a PUA course and has a Lifelong Learner discount applied, in the Discount section, select whether the learner is eligible for the discount.
o If the learner has learning records in the system, this field will by default be Yes and not editable.
o If no system records are found, you can check whether the learner has uploaded any supporting documents during the registration and make the decision.
2. In the Request evaluation section, you can view the system-generated MER (Minimum entry requirement) check result based on the previous verification MER details.
3. When the applicant has no verified minimum entry requirements before, if necessary, edit the verified MER for the corresponding condition in the Minimum entry requirements section.
4. Locate the corresponding area and click the Edit button. Complete the manual check result in the edit panel and click OK.
5. The system-generated MER result will be displayed in the Final check field.
*Note: When all conditions are checked, the final MER result will be displayed as Met.
6. If necessary, enter the internal remarks.
7. In the Evaluation details section, select a new status and provide the required information.
8. Click Submit. Or you can click Save to save your edits first before the final submission.
9. When finishing submitting the application evaluation result, the application status will be published to applicants.
Administrators can perform the following actions on the applications when processing the application evaluation.
•Edit discount – To edit the discount of an application pending evaluation, select the application in the Pending evaluation tab and click Edit discount. In the Edit discount panel, select the discount to update to, upload supporting document and enter your remarks.
•Approve internal applications –Internal applications are displayed under Internal applications tab. To approve an internal application, select it and click Approve.
Note the following:
o Two approval stages are required for internal applications. The approval process is configured in Admin > Service management > Admin services > Internal charge (by System Admin only)
o The approval process for internal applications must consists of minimally two stages. The final stage requires the department's finance team to validate and correct the WBS as needed.
Approvers will receive an email notification with a direct link to the application awaiting their review. Ensuring the WBS is accurate at this stage is essential to avoid payment processing delays. The final stage approver is authorized to update the WBS element directly if any discrepancies are found.
•Reject internal applications – To reject an internal application, select it under the Internal applications tab and click Reject. Upon the application rejection, the approver and leave the reason for the rejection. This reason will be sent to the applicant via a notification email. Once rejected, the application will be unsuccessful.
•Copy – To copy an application to another course intake, select the application, click Copy, and then select a course intake.
•Transfer – To transfer an application to another course intake, select the application, click Transfer, and then select a course intake.
•Update status – To update the status of an application, select the application and click Update status. Select a new status of the application and provide the required information.
•Revert status – To revert the status of an application, select the application, and click Revert status. Select a new status and provide the required information.
•Seek for help – To reassign the application evaluation task to another user, select an application, click Seek for help, and then select a user.
•Bulk submit applicants – To bulk submit applicants for company-sponsored courses, click Bulk submit applicants in the Bulk submit sponsorship tab. Select a company, and then choose one of the following methods to add applicants in bulk:
o Add applicant – Click Add applicant and fill in the information of an applicant. Course administrators can add multiple applicants.
o Import – Click Import and download the template file in the Import window. After completing the required information in the template, upload the file to import the applicants.
•Agree or disagree pending approval applications – In the Pending approval tab, course administrators can select the applications and click Agree or Disagree to process the applications.
•Fill in PO No. – Select an application and enter the PO number.
•Issue invoice – Select one or more applications and click Issue invoice to issue invoice to the companies for all learners who have finished the registration process.