Training Courses & Schedules

The eVision training courses for college undergraduate admissions, graduate admissions, on-course student record functionality, assessment review and dataviews are being delivered by the Student Systems Support Centre.

For details of possible training for other systems within student systems, please click here.

 

To access the eVision Training Schedule please click the link below.

 Training Schedule

 

Please contact Students Systems Training if you have any queries or would like to be added to a training course waiting list.

 

College: Undergraduate Admissions - Single Certificate Verification

Course College: Undergraduate Admissions - Single Certificate Verification
Duration 3.5 hours
Description This course introduces College Admissions Officers to the procedure and process steps to enable them to manage undergraduate admissions in eVision once an offer has been made.  
Objectives

By the end of this course delegates will be able to:

  • Successfully search for undergraduate applications
  • Confidently navigate the different areas of the application tabbed view
  • Accurately amend the fields for: admissions programme, point of entry, year of entry, offer type and / or college offer
  • Effectively manage declared qualifications Including: mark as not required; adding new qualification; updating a declared qualification; update and verifying qualification
  • Successfully verify an English language qualification or International Baccalaureate (IB)
  • Effectively manage verified qualifications including: view and update verified qualifications, delete verified qualifications; update other UCAS conditions
  • Successfully upload scanned versions of the verified qualification for reference purposes
Intended audience College Admissions Officers  
Pre-requisites N/A
Format Hands-on IT session, with practical exercises.  
Documentation Undergraduate Admissions Manual (colleges) (11,997kb)  

College: Undergraduate Admissions - Results Matching and Confirmation of Offer

Course College: Undergraduate Admissions - Results Matching and Confirmation of Offer
Duration 3.5 hours
Description

This course introduces College Admissions Officers to the procedure and process steps to enable them to carry out results matching on individual applications and manage the confirmation or rejection of applicants.

Content:

  • Accessing eVision and Searching for Applications
  • Run the results matching process on individual applications
  • Manage post offer functionality on individual applications
Objectives

By the end of this course delegates will be able to:

  • Retrieve a list of applicants
  • Run the results matching process for individual applicants
  • Confirm successful applicants (inc. in bulk)
  • Request a change: college, year or point of entry
  • Record a manual decision for non-UCAS provided qualifications
  • Confirm unqualified applicants or transfer unqualified applicants to a departmental unqualified pool
  • Receive transferred applicants and either confirm or return to the pool
  • Confirm or reject unqualified applicants returned by departments
  • Manage Open Offer Unconditional Applicants
  • Run Release to Card Office
  • Run associated reports
Intended audience College Admissions Officers  
Assumed knowlegde
Able to navigate the standard eVision screens. Understand the process for verifying qualifications.
Format Hands-on IT session, with practical exercises.  

Documentation

Undergraduate Admissions Manual (colleges) (11,997kb)

College: Fee Calculation

Course College: Fee Calculation
Duration  2.5 hours
Description This course introduces college Undergraduate and/or Graduate Admissions users how to populate Financial Declaration Forms (FDFs) using Mail Merge Report in eVision.
Objectives

 By the end of this course delegates will be able to:

  • Understand the rationale behind the project and the key benefits of the new functionality
  • Correctly run and export the mail merge report from eVision
  • Correctly merge fields from the exported report from Excel into the FDF in Word
  • Correctly record that the FDF has been sent
Intended Audience  College Undergraduate and/or Graduate Admissions users
Pre-requisites  College: Graduate Admissions
Format  Hands-on IT session, with practical exercises
Documentation  Graduate Admissions Manual - Colleges (5,588kb)

College: Graduate Admissions

Course College: Graduate Admissions
Duration 1/2 day
Description

This course will enable college administrators to manage graduate admissions activities accurately using eVision.

Objectives

By the end of this course you will be able to:

  • Retrieve and review applications
  • Maintain applicant contact details
  • Manage college decisions and offers
  • Record applicant responses
  • Upload documents including offer letters and financial declarations
  • Record college condition outcomes
  • Maintain scholarship and award details for applications including recording, editing and deleting scholarship information
  • Review dataviews for key graduate admissions information for colleges

Optional element:

  • Record college allocation decisions against PGCE applications
Intended Audience College adminstrative staff who are required to use eVision to support the graduate admissions process.
Pre-requisites
  • Basic web browser knowledge
  • Basic knowledge of using a computer, keyboard and mouse
Format  Hands-on IT session, with practical exercises.
Documentation
Course Dates Course dates can be found on the Schedule page.

College: Student Administration

Course College: Student Administration
Duration 3.5 hours
Description This course will provide the skills on how to complete college student administration for on-course students in eVision, including enrolment of freshers, visa management, assigning College Advisors and supporting degree ceremonies. It will also provide an overview of the Student Self Service functionality in eVision, and how to view student data using dataviews and read-only screens.  
Objectives

By the end of this course you will be able to:

  • Understand the functionality students will access in Student Self Service
  • Enrol students
  • Assign College Advisors to students
  • Assign students to College Advisors
  • Record student passport and visa details
  • Create student CAS requests for visa extensions
  • View read-only screens, such as emergency contact and alternative exam arrangements
  • View student data using dataviews
Intended Audience College administrative staff who undertake college administration of student records.  
Pre-requisites
  • Knowledge of University processes for enrolling students, visa management and supporting degree ceremonies.
  • Basic web browser knowledge
  • Basic knowledge of using a computer, keyboard and mouse
Format Hands-on IT session, with practical exercises.
Documentation

College: College Records: Members, Groups and Collections

Course College: College Records: Members, Groups and Collections
Duration

3.5 hours

Note: Collections will be covered at the end of the course and anyone attending the training who does not have Collections access, will be given the opportunity to leave at this point.

Description

The purpose of this course is to introduce those responsible for Academic Administration to the concepts and process steps to enable them to manage their members, create and groups and record collection details using eVision.

Content:

  • Accessing eVision and searching for student records
  • Record student resources, needs and notes
  • Create other member’s record
  • Update existing other member’s record
  • Create college privileges
  • Create and update college groups

If applicable (users with Collections access)

  • Create college sites, buildings and rooms
  • Create collections
  • Record student’s collection results
Objectives

By the end of this course delegates will be able to:

  • Confidently search for student and other member (e.g. college only / college and university staff) records
  • Correctly update member’s records with resources, notes and needs
  • Accurately create and update other member’s records
  • Successfully create groups and create associated college privileges

 If applicable (users with Collections access)

  • Successfully create college sites, buildings and rooms records
  • Effectively create and manage collection records including: adding students, adding invigilators, assigning rooms and recording student results 
Intended audience College Academic Administrative staff.
Assumed knowlegde
N/A.
Format Hands-on IT session, with practical exercises.  

Documentation

See College Records Documentation
Course Dates  Course dates can be found on the College Records page.

College: Fee Schedule

Course College: Fee Schedule
Duration 2.5 hours
Description This course will provide the skills on how to raise student fee schedule queries in eVision and view query responses from the Fees Team. It will also cover how to view student and funding information, and fee schedule snapshots.  
Objectives

By the end of this course you will be able to:

  • Describe the online fee schedule process
  • Search for specific students
  • Export, print and copy search results
  • Raise a fee schedule query
  • View amended information
  • View additional student information
  • View central funding information
  • View fee schedule snapshots
Intended audience College bursary, treasury, fee, finance or accounts staff who use the fee schedule.  
Pre-requisites
  • Knowledge of fee schedule processes at the University
  • Basic web browser knowledge
  • Basic knowledge of using a computer, keyboard and mouse
Format Hands-on IT session, with practical exercises.  
Documentation 

Department: Undergraduate Admissions

Course Department
Duration 3 hours
Description

The purpose of this course is to introduce Departmental Admissions Officers to the procedure and process steps required to enable them to manage undergraduate applications.

Objectives

By the end of this course you will be able to: 

  • Retrieve and view an application
  • Manage a Qualified Pool and an Unqualified Pool
    • Transfer an applicant to another college
    • Return an applicant to the offering/underwriting college
  • View Pre-pool unqualified applicants
  • Manage Open Offer Unconditional Applicants
  • View an Overview of Confirmation Applicants
  • Run associated reports
Intended Audience Departmental admissions officers.
Assumed knowledge
Be able to navigate standard eVision screens.
Format Hands on IT session, with practical exercises.
Documentation Undergraduate Admissions Manual (departments) (2,661kb)

Department/Division: Graduate Admissions

Course Department/Division
Duration 1 day
Description

This course will provide the skills required to enable the University Admitting Body (UABs) to manage graduate admissions activities in eVision.

Objectives

By the end of this course you will be able to: 

  • Manage decisions and conditions of entry for an applicant
  • Request a change to a submitted application
  • Process reject should a college condition fail
  • Manage a specific college allocation if not previously requested by the applicant
  • Record applicant response after conditions have been set
  • Edit research details such as thesis title and add supervisor/s
  • Manage scholarships that the applicant is being considered for
  • Upload documents that have been received from an applicant or created during the admissions phase
  • Edit applicant contact details
  • Add new applicant passport
  • Record issue of card form to applicant
  • Withdraw applications
  • Manage qualifications
  • Add new test scores when received

Optional element:

  • Create a new CAS request for an applicant
Intended Audience Department/Faculty (UAB) Administrators who are responsible for updating Graduate Applications.
Pre-requisites
  • Basic web browser knowledge
  • Basic knowledge of using a computer, keyboard and mouse
Format Hands on IT-session, with practical exercises.
Documentation
Course Dates Course dates can be found on the Schedule page.

Department/Division: Assessment Review

Course Department/Division: Assessment Review
Duration
2.5 hours
Description

Each examinations structure will be reviewed annually in preparation for the forthcoming academic year. This course will provide the skills required to review the examination structures for your department/division in eVision and request the required changes to ensure the Examination Regulations are met.

Objectives

By the end of this course you will be able to:

  • Review examination structures within eVision
  • Request amendment to existing assessment units
  • Request amendment to the examination rules
  • Define new assessments

Submit amendments and new definitions to the Academic Records Office.

Intended Audience Department and divisional staff who will check exam entry criteria for award programmes.
Pre-requisites
  • Knowledge of the components that comprise award programmes, assessments and examination structures for your department/division
  • Basic web browser knowledge
  • Basic knowledge of using a computer, keyboard and mouse
Format Hands-on IT session, with practical exercises.
Documentation  Assessment Review Manual (1,234kb)

Department / Division: Graduate Admissions Read Only

Course Department / Division: Graduate Admissions Read Only
Duration  1/2 day 
Description

This course will introduce UAB Administrators with read only access to the eVision admissions screens, dataviews, and Application PDF Bulk Download function, designed to support the graduate admissions process.

Objectives 

By the end of this course you will:

  • Know how to login and navigate around eVision
  • Successfully search for graduate applications in the Admissions area of eVision using a variety of search parameters 
  • Be familiar with the different areas of the Application Tabbed View and know where to go to view key information
  • Be aware of the dataviews and reports that have been developed to support the graduate admissions process including the Submitted Graduate Applications Dataview and Data for Mail Merge report
  • Use the available parameters and drill downs to access the information you need  and export it for offline review
  • Be aware of how the Application PDF Bulk Download function can be used to generate multiple application forms with supporting materials
Intended Audience  UAB Administrators who have been given read only access to graduate applications in eVision.  
Pre-Requisites  None 
Format 

Hands-on IT session, with practical exercises.

Documentation

Department/Division: Graduate Student Administration

Course Department/Division: Graduate Student Administration
Duration 1 day
Description

This course will provide the skills required to enable departmental users to manage graduate taught and research student records.

Objectives

By the end of this course you will be able to:

  • Search for a student
  • Manage personal details
  • Record notes: dispensations, ante-dated admissions
  • Process a programme transfer
  • Manage suspensions
  • Withdraw a student
  • Manage DTC student records
  • Add, amend and remove supervisors
  • Add and amend thesis titles
  • Manage extensions
  • Manage submissions and minor corrections
  • Enrol students
  • Visa: create and submit CAS requests for visa extensions
  • Locate and run dataviews
Intended audience

Graduate Studies Administrators and Graduate Studies Officers - who manage graduate student records for both research courses and taught courses.

Pre-requisites
  • Knowledge of the existing processes of managing graduate student records for both research and taught courses
  • Basic web browser knowledge
  • Basic knowledge of using a computer, keyboard and mouse
Format Hands-on IT session, with practical exercises.  
Documentation 

Dataviews and Read-Only

Course Dataviews and Read-Only
Duration 2.5 hours
Description

This course will provide you with the skills on how to log in to, navigate and search for students eVision.  It will cover how to use and view student details using dataviews and locate read only information such as students emergency contact details and alternative arrangements.

Objectives

By the end of this course you will be able to:

  • Log in to, navigate and search for students in eVision
  • Locate and run dataviews
  • Access student emergency contact details
  • Access student alternative arrangements
Intended audience

Any collegiate University staff who require dataview and read-only access to eVision. This will include tutors, Directors of Graduate Studies, Proctors, Examiners, UAS staff and administrative staff who don't require update access to eVision.

Pre-requisites
  • Basic web browser knowledge
  • Basic knowledge of using a computer, keyboard and mouse
Format Hands-on IT session, with practical exercises.
Documentation 

Graduate Admission and Funding: Quick Application Processing

Course GAF: Quick Application Processing
Duration 1/2 day
Description

This course will provide skills on how to process the graduate applications completeness check and supporting materials in eVision.

Objectives

By the end of this course you will be able to:

  • Resolve duplication issues (deduplication)
  • Assign applications to GAF members for processing
  • Check the supporting materials submitted by the applicant, and check for validity (eg is the document submitted as a CV really a CV)
  • Mark the materials as having failed the check
  • Record that there is a query about the application
  • Set to submitted
  • Upload documents received by the applicant
  • Amend submission date
Intended Audience

Graduate Admissions and Funding staff involved with the graduate admissions process.

Pre-requisite Attendance at the SITS:Vision Navigation and Overview course. 
Format Hands-on IT session, with practical exercises. 
Documentation GAF:Graduate Admissions Application Processing (6,086kb)  

Graduate Admissions and Funding: Individual Application Processing

Course GAF: Individual Application Processing
Duration 1/2 day
Description

This course will provide skills on how to search for a particular graduate application, complete clearance checks and supporting materials in eVision.

Objectives

By the end of this course you will be able to:

  • Search for individual application
  • Interrogate application details
  • Waiver
  • Make mandatory
  • Add / edit referees
  • Work with task selection entities
  • Handle applications queried
  • Work with the Submitted Graduate Application Dataview
Intended Audience Graduate Admissions and Funding staff involved with the graduate admissions process. 
Pre-Requisite Attendance at the GAF Quick Application Processing Course. 
Format

Hands-on IT session, with practical exercises.

Documentation  GAF:Graduate Admissions Application Processing (6,086kb)

Graduate Admissions and Funding: Managing Central Scholarships for GAF Funding Team

Course GAF: Managing Central Scholarships for Student Fees and Funding Team
Duration 1/2 day
Description

This course will provide information and process steps to enable you to manage applications for centrally maintained scholarships using eVision.

Objectives

By the end of this course you will be able to:  

  • Describe the process of managing applications for centrally managed scholarships
  • Utilise the eVision scholarship reports to create shortlists of appropriate applications
  • Record updates to application eligibility status e.g. Eligible, Ineligible, Sent to Panel
  • Open/Close scholarship schemes
  • Utilise the Bulk PDF download functionality to produce application dossiers for panel assessment
  • Record the details of scholarship awards for appropriate applications
Intended Audience

Members of the Student Fees and Funding Office who will be assessing graduate applications for their eligibility for centrally managed scholarships.  Scholarships will be managed by Scholarship Managers, (i.e.: members of the Funding Team), each Scholarship Manager being responsible for one or more scholarships. 

Pre-Requisite
  • Basic web browser knowledge
  • Basic knowledge of using a computer, keyboard and mouse
Format

Hands-on IT session, with practical exercises.

Documentation  GAF: Managing Central Scholarships for GAF Funding Team Manual (2,259kb)

PGCE Admissions: PGCE Office

Course PGCE Admissions for PGCE Office
Duration Full day 
Description

The purpose of this course is to provide an overview of how SITS:Vision and eVision support PGCE admissions from the import of applications from GTTR through to the issuing of conditional and unconditional offers.

Participants will utilise both SITS:Vision and eVision to perform annual/ad hoc maintenance activities on admissions standing data, and administer applications, interviews, applicant documentation, college allocations and bursaries, conditional/unconditional offers, condition checks, offer acceptances, rejections, and withdrawals. 

Objectives

By the end of this course you will be able to:

  • Describe the new ways of working in the eVision PGCE Applications process
  • Navigate the SITS:Vision and eVision applications to retrieve and view key PGCE application data
  • Maintain PGCE course contact lists to ensure applications are routed to the correct Departmental Tutors
  • Process PGCE applications including recording decisions and monitoring withdrawals
  • Administer the interview process, record outcomes and upload documents
  • Allocate applicants to colleges and record bursary details
  • Review applicant decisions and record achievement of offer conditions
  • Produce reports and dataviews for key PGCE admissions information
Intended Audience

Members of the Department of Education PGCE Office who are required to use SITS:Vision and eVision to support the graduate admissions process.

Pre-Requisites None 
Format Hands on IT-session, with practical exercises 
Documentation PGCE Admissions for PGCE Office Manual (6,521kb)  

Rhodes Trust: Graduate Admissions

Course Rhodes Trust: Graduate Admissions
Duration 1/2 day 
Description

This course introduces you to the eVision screens, dataviews and reports Rhodes House Administrators have access to in order to support the processing of Rhodes Trust Scholarship graduate applications.

Objectives

By the end of this course you will:

  • Be aware of the different types of Rhodes Trust applications supported in eVision and how they are processed by the University
  • Be familiar with specific functionality and text relating to Rhodes Trust Scholarship applications on the graduate application form
  • Be able to search for and view Rhodes Trust Graduate Applications in the Admissions area of eVision using a number of different search parameters
  • Be familiar with the different sections on the Application details screen and how to view 'Audit Trail' information, detailing key updates to the application such as college allocations and decisions
  • Know how to update an applicant's personal details, add and remove documents such as references
  • Be able to view, allocate and re-assign applications to colleges as required
  • Release an application to Graduate Admissions and Funding for checking and processing
Intended Audience Rhodes House Administrators 
Pre-Requisites None 
Format

Hands-on IT session, with practical exercises.

Documentation  Rhodes Trust: Graduate Admissions (3,081kb)