Work Instructions
Work Instruction No.:
WI REG 01
Task Title:
Student Recruitment, Application & Admission
Associated Job Title:
Head of Academic Support - Registration staff
Date approved by Manager:
Date of Implementation:
#
Draft 1
Activity
After the start of the new Academic year/semester the Head of Academic
Support will receive the approved admission programs and criteria and
dates to open admission for the following academic year/semester from the
Senior Management Committee.
On receipt of the final admissions criteria the Head of Academic Support
and Registration staff will liaise with the Marketing department to ensure
that materials are suitably amended:
 Recruitment literature, including Catalog/Prospectus, student
handbook, brochures, etc.
 FAQs
 Presentation materials
 ECAE website
 Admission Banner
Updated FAQs will be submitted/uploaded to relevant stakeholders,
including but not limited to the call center (TAMM).
The registration staff will open the admission in the admissions system and
make sure the application is viewable to the applicants.
Admissions banner will be placed into TAMM platform and will be send to
list of prospective candidates by email Alumni, ADEC teachers, associated
organizations etc...
Immediately prior to admissions opening, Concerned ECAE staff (Reception
Desk and security will be briefed to direct all potential applicants to the
Registration’s Office. The IT department will activate the telephone call
forwarding facility as applicable.
When a potential applicant contacts the Registration Office, their details will
be entered onto the Inquiry database. ECAE Recruitment staff will also pass
to the Admissions Office the names and contact numbers of inquirers who
have contacted them through exhibitions, school visits, etc. These details
will also be entered into the database.
Person
Head of
Academic
Support
Head of
Academic
Support &
Registration
Staff
Admissions
Staff
Registration
Staff
Recruitment
Staff
Head of
Academic
Support
Registration
&
Recruitment
Staff
Prior to the advertised start of the Admissions process the Registration and
Recruitment staff will periodically contact the inquirers via email or SMS. All
inquirers will be advised on how to access the ECAE website.
Registration
&
Recruitment
Staff
The Incomplete applications will be checked at the end of each week and
where an application form has not been completed, applicant will be
contacted via email, SMS .
Registration
Staff
www.ecae.ac.a :‫ الموقع اإللكتروني‬+9712 5099888 :‫ الفاكس‬+9712 5099999 :‫ أبوظبي اإلمارات العربية المتحدة الهاتف‬126662 :‫صندوق البريد‬
P.O. Box 126662 Abu Dhabi United Arab Emirates Telephone: +9712 5099999 Fax: +9712 5099888 Website: www.ecae.ac.ae
#
Activity
The received application will be screened to ensure that it has been
completed correctly and that all required documentation is included and in
order. Where information or documentation is missing the application will
be returned to the applicant. In certain circumstances, and at the discretion
of the Registration Officer, incomplete applications can be accepted. (E.g. if
the applicant is waiting for a new passport, IELTS certificate, etc.)
Required documents and excel sheets for Security clearance will be
prepared by Registration staff and sent to the PRO
The Admissions Staff will organize and administer the EmSAT Test.
Concerned applicants are notified of the test information few days prior to
the test set date and are sent reminders one day prior to the test date. The
results will be processed and will be sent to Applicants by email, and the
Received Applications database will be updated accordingly.
Upon receipt of the completed Application form the Registration’s Office or
Applicant may add extra documents to the online application such as the
following documents to:
 a scanned original IELTS Academic or TOEFL iBT or EmSAT
 original Bachelor/Master Certificate (with attestation)
The received application will be logged in the admission database. Data will
be verified and updated as per the supporting documents and the complete
record is then copied to the Applications Received database.
R\Admissions and student Recruitment - Current\AY 20XX\XXXX – XXXX
Applications Received
The admissions panel will review the completed applications data base.
Registration staff will organize a meeting with admissions panel to review
submitted applications and documents, upon review the panel will decide
successful applicants for interviews. Registration Staff will communicate
with applicants if the panel requested more documents /data.
The Admissions Staff organize for the interviews administered by the
Admissions Interview Panel. A record of the date will be placed in the
completed application database.
The Program Chair will review the Applications Received database on and
enter a provisional decision against the applicant’s record.
The Head of Academic Support will prepare a report for the Academic Board
if there are any issues with a potential Applicants or group of Applicants
being considered for admission.
At regular intervals after the date when provisional decisions are made the
Academic Board will review the Received Applications database. A final
decision will be made based on the approved admissions criteria and
entered into the Application Received database .
Successful applicants are sent a letter of acceptance via admission system
and/or an SMS notification asking them to accept our offer. The
Registrations office will contact the student if the student does not contact
the College within 5 working days.
Person
Registration
Staff
Registration
Staff and
Assistant Government
Relations
Admissions
Staff
Registration
Staff
Registration
Staff
Registration
Staff
Registration
Staff
Program
Chair
Head of
Academic
Support
Academic
Board
Registration
Staff
www.ecae.ac.a :‫ الموقع اإللكتروني‬+9712 5099888 :‫ الفاكس‬+9712 5099999 :‫ أبوظبي اإلمارات العربية المتحدة الهاتف‬126662 :‫صندوق البريد‬
P.O. Box 126662 Abu Dhabi United Arab Emirates Telephone: +9712 5099999 Fax: +9712 5099888 Website: www.ecae.ac.ae
#
Activity
Rejected students are sent an SMS and/or emailed a letter of rejection
should they have provided a personal email address in their application.
A notification entered in the completed applications database of the
applicants who confirm their place
Non-national Applicants will be reminded about fees methods and
procedures via email. When payment receipts received The Registration
staff will forwarded to finance with the names and Ids of applicants.
Student section allocation is decided by Registration staff and disseminated
to the Registrar’s Office. A spreadsheet is created showing the student
name and allocated section. Timetables are prepared.
Attendance will be taken at orientation and the Registration Office will
contact the students did not attend. Students who have changed their mind
and no longer wish to attend ECAE are marked No Show (NS) in the Student
Record System and their registration is deleted. Their name is also removed
from the section list spreadsheet.
The Registrar will forward the section lists to:
 The Program Chair
 The Head of Information Technology
 The Manager Library.
 Assets
Changes to the list are disseminated to the above on a regular basis.
The Registration Office will ensure that any outstanding or missing
documentation is submitted before the deadline stated in the conditional
acceptance letter.
A copy of the scanned student photos file is sent to the Assets Dept along
with a list of new students. The Assets Dept prepares the ID cards and
returns them to the Registration office for distribution to the students.
A previous applicants can re-apply to the same program or different
program by submitting a new on line application - Interview requirement
may be vailed depending on admission panel decision
Person
Registration
Staff
Registration
Staff
Registration
Staff
Registration
Staff
Registration
Staff
Registration
Staff
Assets Dept
&
Registration
Staff
Registration
Staff &
Registration
Staff
www.ecae.ac.a :‫ الموقع اإللكتروني‬+9712 5099888 :‫ الفاكس‬+9712 5099999 :‫ أبوظبي اإلمارات العربية المتحدة الهاتف‬126662 :‫صندوق البريد‬
P.O. Box 126662 Abu Dhabi United Arab Emirates Telephone: +9712 5099999 Fax: +9712 5099888 Website: www.ecae.ac.ae