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Training Video #5: Making an Application (UploadOnce)

We’re all about the paperless life here at Sofiri. That’s why we’ve partnered with Sofiri to make document collection really easy.

Copies of passports, visas, Overseas Student Health Cover, Statements of Purpose – these can all be uploaded via UploadOnce.com.au and shared between you and your student on a secure server. Watch the video to find out how this works.

Video: Making an Application: Step 2 – UploadOnce

You’re minutes away from submitting your student’s application! Click here to watch the next video in this series.

Glossary: Documents required by your student

Passport: This is required by all education providers when submitting an application. Please ensure your student’s passport is valid for at least 6 months.

Student Visa: This is required by all education providers when submitting an application for any course.

Overseas Student Health Cover: This is required by all education providers when submitting an application for any course. Please ensure your student’s OSHC is valid for the total duration of the new course. If not, your student must renew their OSHC directly with their provider.

Academic Graduation Certificate/Diploma: This is required for VET, postgraduate and undergraduate applications. Students must provide their academic transcripts for the highest academic level they have achieved. This is not required for ELICOS applications.

Academic Transcript: This is required for VET, postgraduate and undergraduate applications. Students must provide their academic transcripts for the highest academic level they have achieved.

English Language Proficiency:  This is certainly required for university applications! However, it is not required for ELICOS applications. It is required in some circumstances for VET providers. Please check the education provider’s dedicated webpage on this topic (the link is provided in your Sofiri dashboard) for further detail on whether your student is required to provide this.

Recognition of Prior Learning: This document will only be required if your student is seeking credit for prior studies.

Curriculum Vitae: Whether this is required will depend on the type of course your student is applying for. It is certainly required for a number of postgraduate applications. Check the education provider’s dedicated webpage on this topic (link in your Sofiri dashboard) for more detail on whether your student is required to provide this.

Statement of Purpose: This is required for university and VET applications. For more on how you can instruct your student to write their Statement of Purpose, see here.

Importantly – please note that all academic documents must be provided in the original language as well as its official English Translation. An official list of official translation services can be found on NAATI website.

 

Transcript

To submit an application for your student, you need them to provide you with relevant documents.

For example, when you’re making an application on their behalf, you’ll need to submit copies of their visas, passports, overseas student health cover, and academic transcripts – to name a few.
We’ll be using the website, uploadonce.com.au to request these documents from students, via a secure server.

Create the ‘new document request’

Navigate to uploadonce.com.au, and login with the details you’ve been provided with by your National Experts Manager. Once you’ve logged in, you’ll be shown this dashboard. Now, select, ‘new client’.
Add in their name, email, and phone numbers…
Confirm that you’ve typed in their email correctly…
And navigate forward.
Then, ‘create a new document request’ for your student.
Is your student applying for an ELICOS, VET, Undergraduate, or Postgraduate course? Make the appropriate selection. Then, click ‘new document request’.
Type in the educational provider in the ‘reference’ field. In this case, the University of Tasmania. Now, to find your student’s internal reference number, navigate back to Sofiri, and find your student via the ‘students’ menu heading on the left hand side. The internal reference number for your student, is this process ID number. Here, you can see the process ID number is ‘1’.
Navigate back to UploadOnce.com.au, and type this in.
As your National Experts Manager will be helping process some of these applications, please include them in the ‘collaborators’ field.

The documents you need to request

As we scroll down, we see the documents that we will be requesting of our students. Now – some of these may not be necessary for your student to provide, so you will simply click this blue cross here on the right to remove it.
For more information about what your student does and does not need to provide, check out the information provided underneath this video window. It provides a glossary of what each of these items are, and whether you need to request it of your student depending on their particular context and situation.
Click to the next page, and you’ll be displayed with the template email that will be delivered to your student, requesting them to upload their documents. Edit the subject line and the text to personalise the email. When you hit ‘sent’ here, your email will be delivered to your student.
Go back to the ‘dashboard’ via the left-hand menu here. Under ‘awaiting documents’, you can see when your student has uploaded the documents you have requested.

Changing the application status in Sofiri

Now – go back to the Sofiri platform where you left off, and change the status of your student’s application to ‘incomplete’, by clicking the ‘add next action’ button.
It’s crucial to change the application action from ‘new’ to ‘incomplete’ in this table once you have requested documents from your student. This is so that you can understand where you are up to in the process with each student as your workload continues to grow.
In the next video, we’ll discuss best practice in following up with your student.

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