eVision Running the Submitted Graduate Applications Dataview QRG v3.0
This document provides guidance on running the eVision Submitted
Graduate Applications dataview. The Submitted Graduate Applications
dataview provides full details of any graduate applications, both
complete and incomplete.
It does not include undergraduate
applications.
In addition to providing key application details in a report format (which
can be exported to MS Excel), users can download separate PDF files
containing the individual’s application form and supporting documents
such as CVs, references and written work, or download a single
Application File containing all of the documentation relating to an
individual application.
This dataview is only available to users with access to the Dataviews
area of eVision. To request access, please contact your local Information
Custodian.
b.
If multiple values are supported, untick ‘All’ or click ‘Uncheck All’
and then tick the checkboxes next to one or more value(s).
Running the Graduate Admissions Dataview
The steps shown are generic to running any dataview, only the available
parameters will differ between dataviews.
1.
Login to eVision.
2.
Click on
link on the left hand side of the page.
The Reporting for staff -Dataviews page is displayed listing all available
dataviews.
A description of all the parameters for the Submitted
Graduate Applications dataview is available at the end of this
document.
6.
Click on the Run Report button.
The results will appear in a new Report Viewer tab in your internet
browser.
3.
Click on the Submitted Graduate Applications link.
The Microsoft Reports Screen is displayed for entering relevant
parameter to return the required information.
The results consist of a row for each application, student or other types
of record depending on the nature of the dataview. A maximum of 35
records are displayed on each page.
Navigate through the pages of the dataview by using the navigation tool
bar at the top of the page.
4.
Enter appropriate parameters for the dataview
5.
Enter relevant parameters to return only required records.
a.
To select a value from a parameter drop down list, you can either
scroll down the list or use the filter box to find the value of interest.
Drill-down to Application Details
The Submitted Graduate Applications dataview provides functionality to
drill down from the initial results to view detailed application
information.
1.
A new window opens listing all of the documents supporting the
application. The first document in the list is the Application File, which
includes the application form and any other documents submitted
including references.
Click on the Application Number link for the required application.
The application details are displayed across a number of tabs.
2.
3.
4.
Click on the View Document link next to the required document.
Click on the Open button to view the document.
When finished with the Supporting Material screen click on the
Close button.
To Return to the Results Screen
Personal
Details
– containing personal, contact, nationality, visa and
accommodation details and requirements
Application
Details
– including general details relating to the application
such as the application type, status, programme
applied for and term, as well as details of any changes
made or requested.
Research
Details
– only applicable/visible to applications for research
programmes. This provides thesis title, supervisor and
milestone information.
Language
Tests
– indicates whether English is the applicant’s first
language and details of any English language tests
they may have taken. Knowledge of any other
languages are listed here.
Qualifications
– including details of any qualifications and whether
they are, for example, claimed or verified.
UAB Decision
– detailing any UAB decisions that have been made
and, if applicable, any conditions set, the applicant’s
response, copies of offer letters and details relating
to the issue of the University Card Form
1.
click the Go back to the parent report button (arrow) at the top of
the screen.
View Application PDF
The full application file containing the individual’s application details
and latest supporting documents can be viewed and downloaded as a
PDF file from the dataview results screen.
1.
Find the application of interest on the results screen.
2.
Hold down the [Shift] key on your keyboard and click on the Shift +
Click link
A new window opens displaying all of the documentation as a single PDF
file. From here, you can view and or print the file.
Where application documents are being updated, a new
window will open displaying the following message.
College
History,
Decisions
– including a history of college decisions, any offers
made and the applicant’s response.
Funding
– listing details of any scholarships and their
scholarship flag status.
Submitted Graduate Applications Dataview Parameters
Other
Applications
– providing details of any previous or current
applications to Oxford or any current applications to
other institutions as declared on their application.
The following provides a brief description of the parameters available
for the Submitted Graduate Applications dataview. Wildcards and
operators cannot be used with dataview parameters.
Supporting
Documents
– containing details of supporting documents and
their status including references.
View Application Supporting Documents
View Application Documents links are available to view the documents
submitted as part of the application. This link appears underneath
every tab.
1.
Academic
Year of
Entry +
Term
Defaults to the current admissions cycle entry year and
term.
Application
Deadline
Options include ‘November Deadline’, ‘Open Field’.
Select to report on one or more deadline(s).
Student
Number
Enter a student number if you only want to view the
application details of a single applicant.
Application
ID
Used as a unique identifier provided to the applicant
when they submitted their application form.
External ID
Used as a unique identifier applicable to SAID Business
School and Software Engineering applicants only.
Surname
Used to restrict results to one or more applications
with a specified family name. It is a free text field and
is not case sensitive.
Hold the [Shift] key down on your keyboard and click on the View
Application Documents (Shift + Click) link.
eVision Running the Submitted Graduate Applications Dataview QRG v3.0
Page 2
Forename(s)
Used to restrict results to one or more applications
with a specified forename. It is a free text field and is
not case sensitive.
Exclude
Applications
Rejected by
the Selected
College?
Defaults to ‘Yes’ but if no college is selected then this
is ignored. To include applications that have been
rejected by the College, change this to ‘No’.
Date
Birth
Restrict results to only applications with a specified
date of birth. Defaults to 01/01/1900 - unless you are
looking for a specific date do not change the default
value.
Rhodes Flag
Defaults to ‘All’ - to report only on Rhodes Scholars
select ‘Yes’. To exclude Rhodes Scholars, select ‘No’.
Defaults to ‘All’ – use this parameter is used to view
‘Home’, ‘Overseas’, or ‘Query’ applicants for funding
purposes.
Application
Submitted
After
Relating to the date an application was submitted.
Application
Type
Defaults to ‘All’ - use this parameter to restrict the
results to only applications of a specified application
type, e.g. ‘Standard’ or ‘Readmission’ applicants. .
Application
Submitted
Before
Relating to the date an application was submitted.
Division
Defaults to ‘All’ - use this parameter to restrict the
results to only applications to a specified Division.
Application
Completed
After
Relating to the date an application passes all
completion checks and is deemed ‘complete’.
Application
Completed
Before
Relating to the date an application passes all
completion checks and is deemed ‘complete’.
of
Fee Status
Once selected only those Departments that relate to
the selected Division will be displayed in the
Department (UAB) parameter list for selection.
Department
(UAB)
Defaults to the user’s UAB where applicable - use this
parameter to restrict the results to only applications to
one or more specified UABs e.g. Faculty of Music.
The available list options will vary according to the
Division parameter value entered (see above).
Programme
Type
Defaults to ‘All’- use this parameter to restrict the
results to only applications to one or more specified
programme types e.g. ‘Research’, ‘Taught’, etc.
Programme
Defaults to ‘All’- use this parameter to restrict the
results to only applications to one or more specified
award programmes) e.g. DPhil Clinical Medicine.
Attendance
Mode
Defaults to ‘All’- use this parameter to restrict the
results to only applications with a specified attendance
mode e.g. ‘Full’ or ‘Part-time’.
College
Defaults to ‘All’, or the user’s college where applicable
- use this parameter to restrict the results to only
applications to one or more specified colleges e.g.
Balliol
Studentship
Application
Defaults to ‘All’- use this parameter to restrict results
to include or exclude studentship applications by
selecting ‘Yes’ or ‘No’ as appropriate.
Scholarship
Flag
Defaults to ‘All’ - use this parameter to restrict results
to include or exclude applications that have been
flagged as possible candidates for scholarship awards
by selecting ‘Yes’ or ‘No’ as appropriate.
UAB
Decision
Defaults to ‘All’ - use this parameter to restrict the
results to only applications with one or more specified
UAB decisions such as ‘Decision Outstanding’, ‘Offer’
or ‘Reject’.
Defaults to 01/01/1900. Unless you are looking for a
specific date do not change the default value.
Defaults to 01/01/1900. Unless you are looking for a
specific date do not change the default value.
Defaults to 01/01/1900. Unless you are looking for a
specific date do not change the default value.
Defaults to 01/01/1900. Unless you are looking for a
specific date do not change the default value.
Further Information and Support
Further details relating to the Submitted Graduate Applications
Dataview can be found in the Graduate Admissions and Funding
Handbook https://www1.admin.ox.ac.uk/gaf/handbook/.
If you have further queries about running the dataview then please
contact the Student Systems Support Centre in the first instance by
email: student.systems@admin.ox.ac.uk or phone Tel: 01865 (2)84848.
The value selected here will filter the available list
options in the UAB Decision Detail parameter field
below.
UAB
Decision
Detail
Defaults to ‘All’ or the user’s college where applicable use this parameter to restrict the results to one or
more UAB decision details e.g. ‘UAB Decision
Outstanding’ (pending), ‘UAB Re-evaluate’ and ‘UAB
Waiting list’.
The options listed will vary according to the overall
category selected in the UAB Decision field above.
Current
College
Decision
Defaults to ‘All’ - use this parameter to restrict the
results to only applications with specified college
decisions e.g. ‘College Offer’, ‘Pending’ or ‘To be
Assigned’.
Application
Status
Defaults to ‘All’- use this parameter to view only those
applications with a status of e.g. ‘Withdrawn’, or
‘Active’.
eVision Running the Submitted Graduate Applications Dataview QRG v3.0
Page 3