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Standard Procedure for handling application documents received by the program office electronically or by mail.

How do I view documents stored on an application?
How do I handle applicant documents? 
How do I upload applicant documents? 
How do I verify applicant documents? 

 

Policy: The Wisconsin School of Business requires certain documents to be uploaded to the "Documents" section of the applicant's Application Record in LRM. Hard copy and electronic documents received by the program office may need to be scanned and uploaded to the Application Record or stored as a secure document on the Person Record if no Application Record exists in LRM. Official documents are required to be stored on the Application Record when the applicant accepts admission to the Wisconsin School of Business.  

View Application Documents

To view an applicant's related application documents, open the Application Record and select "Documents" on the left hand navigation. 

  

Documents uploaded to Application Record by the applicant include:
  • Transcripts (optional for some programs) - most often classified as "unofficial" transcripts
  • Resume (optional for some programs)
Documents uploaded to the Application Record by the recommender include:
  • Letter of Recommendation (optional at time of online recommendation form submission)

Handling Application Documents Received by Program Office

Typical applicant documents received by the program office:  

  • Official GMAT Scores
  • TOEFL or IELTS Scores 
  • Recommendation Letters
  • Official Transcripts
Standard Procedure for handling applicant documents received by the Program Office 
  1. Documents received by WSB Program Offices may include official GMAT Scores, TOEFL or IELTS scores, Recommendation Letters and Official Transcripts.
  2. Log in to LRM system.
  3. Search for the person named (Last Name, First Name) in the document to see if they have a Application Record or Person Record.
    1. Search under Application Entity and/or Person Entity
  4. If a current Application Record exists, then upload the document to the Application Record. 
    1. Standard Document Upload Process. 
    2. See related processes below on how to upload and verify the applicant documents based on document type. 
  5. If a Person Record is found and no current Application Record exists, this indicates the Prospective Student has not yet started an application for this term.   
    1. Follow these instructions to store the document securely on the Person Record.
    2. If the record is not flagged as a Prospective Student, use the Lead Management buttons to update this person's lead information appropriately. (KB reference: Update Prospective Student Record)
  6. If no Person Record exists, create a prospective student Person Record. 
    1. An EMAIL ADDRESS IS REQUIRED to create a Person Record. 
    2. Create a Person Record flagged as a Prospective Student record (KB reference: Create prospective student record)
 
Standard Document Upload Process
  1. Scan or save the document according to your unit's file storage policy using the following naming conventions: 
    1. Official GMAT_[Test Date]
    2. Official TOEFL_[Test Date] or Official IELTS_[Test Date]
    3. Recommendation_[Recommender Name]
    4. Official Transcripts_[Institution Name]
       
  1. Attach the document to the Application Record in LRM
    1. Open the Application Record
    2. Open "Documents"
    3. Choose "Add" and browse to locate the document on your computer
    4. Select the document and click OK. 
    5. Follow related instructions to Verify the information provided in the newly uploaded document
 

Process for Verifying Official Documents to an Application Record

  1. Official Test Scores (GMAT) - Stored and Verified on Application Record
    1. Official GMAT score reports are obtained by authorized program office staff who download the report from GMAT website. 
    2. The GMAT report is downloaded electronically, saved and then uploaded to the Application Record in LRM using the Standard Document Upload Process. 
    3. The Test Score is recorded and verified in LRM. 
      1. Within the Application Record, click on Test Scores, choose or create the appropriate Test Score Record. 
      2. Check the “Official” check box. 
      3. Save and Close.

  2. TOEFL or IELTS Test Score Reports - Stored and Verified on Application Record
    1. TOEFL or IELTS score reports are received hard copy via USPS from the testing services. Within 3 days of receipt, each report should be stamped with the received date.
    2. The TOEFL or IELTS report is scanned electronically, saved and then uploaded to the Application Record in LRM using the Standard Document Upload Process. 
    3. The Test Score in recorded and verified in LRM
      1. Within the Application Record, click on Test Scores, choose or create the appropriate Test Score Record.
      2. Check the “Official” check box. 
      3. Save and Close.

  3. Recommendation Letters - Stored and Verified on Application Record
    1. Emailed recommendations or hard copy letter recommendations may be received by the program office.  
    2. The electronic recommendations are saved electronically and hardcopy recommendations are scanned and saved electronically using the Standard Document Upload Process.
    3. The Recommendation is recorded and verified in LRM. 
      1. Within the Application Record, click on Recommendations, choose or create the appropriate Recommendation Record.
      2. Mark Submitted = Yes and enter Submitted Date.
      3. Save and Close.

  4. Official Transcripts - Stored on Application Record and Verified on Person Record
    1. Official Transcripts are typically received via USPS will come directly from the applicant's academic institution in a sealed envelope. Upon receipt, all pages should be stamped with the received date. 
    2. The Official Transcript is scanned electronically, saved and then uploaded to the Application Record in LRM using the Standard Document Upload Process. 
    3. The Official Transcript is recorded and verified in LRM. 
      1. Within the Person Record, click on Academic History, choose or create the appropriate Academic History Record. 
      2. Check the "Received" and "Official" check box. 
      3. Save and Close. 
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