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Graduate International Workflow

Graduate International Workflow

  1. Go to Reader

  2. Select International

    1. The Home will show some information about the applicants in the International Workflow.

  3. Select Browse to view the different Bins.

Bins, Descriptions of Who is in Them, and Flow

All are International Students who have an Intent to Matriculate Decision on their file.

There are only three instances where you would manually move an application to a bin.

  1. The application is in the deferred bin and you have processed their documents as needed. You would move them to the Pending VISA Documents bin and then the rules will process them to where they should go to next based on the documents on the application.
  2. They are in the Review for Waiver, you have reviewed their file and need the bank statement in order to review their file again. You would move them to the Reviewed - Need Bank Statement bin.
  3. They are in the Pending VISA Documents, Review for Waiver, or Ready for Review bin and you think they should be moved to the Special Cases bin.

  • Deferred

    • These applications need to be reviewed and documents removed from their application or adjusted as needed.

    • Once the adjustments have been made, move them to the Pending VISA Documents Bin and the rules will process them appropriately.

    • All applications, the day their Term Deferring to Field is added or changed, will move to this bin.

  • Pending VISA Documents

    • These applications are here to be in the workflow to start. No processing is needed by users in this bin. They are here for reference.

      • Once the appropriate documents are added to the application the rules will automatically place them in either the Review for Waiver or Ready for Review Bins.

      • If their Term Deferring to Field is added or changed they will be moved to the Deferred Bin.

    • The three documents (Certificate of Finance, Passport Copy, and Bank Statement) or two documents (Certificate of Finance and Passport Copy) and one possible waiver (Financial Aid Decision: Research Assistantship or Teaching Assistantship or Scholarship Letter) are still needed on the application.

  • Review for Waiver

    • These applications are ready to be reviewed if the waiver is enough to process an I20 or DS2019.

      • If an application is in this bin and we receive their Bank Statement, they will be moved to the Ready for Review Bin.

      • If they should have one added, add it to their application and then the rules will process and move the application to the Processed Bin.

      • If you think the application still needs the Bank Statement move it to the Reviewed - Bank Statement Needed bin.

      • If their Term Deferring to Field is added or changed they will be moved to the Deferred Bin.

    • The two documents (Certificate of Finance and Passport Copy) and one possible waiver (Financial Aid Decision: Research Assistantship or Teaching Assistantship or Scholarship Letter Decision Letter) exist on the application.

  • Reviewed - Need Bank Statement

    • The applications will not be moved from this bin unless:

      • The Bank Statement material has been added to their file and they are moved to the Ready to Review bin.

      • If their Term Deferring to Field is added or changed they will be moved to the Deferred Bin. 

      • If they have an I20 or DS2019 added to their application they will be moved to the Processed Bin.

    • These are applications manually moved to this bin.

  • Ready for Review

    • These applications are ready to be reviewed if the waiver is enough to process an I20 or DS2019.

      • If they should have one added, add it to their application and then the rules will process and move the application to the Processed Bin.

      • If you think the application should be moved to the Special Cases Bin for any reason, move them there.

      • If their Term Deferring to Field is added or changed they will be moved to the Deferred Bin.

    • The three documents (Certificate of Finance, Passport Copy, and Bank Statement) exist on the application.

  • Special Cases

    • The applications will not be moved from this bin unless:

      • If their Term Deferring to Field is added or changed they will be moved to the Deferred Bin. 

      • If they have an I20 or DS2019 added to their application they will be moved to the Processed Bin.

    • These are applications manually moved to this bin.

  • Processed

    • If, after they have been moved to the Processed bin, their Term Deferring to Field is added or changed they will be moved to the Deferred Bin. 

    • These applications have an I20 or DS2019 on their application.



To view an application in the workflow:

  1. Click on the Bin you want to look at files in. 

  2. Select the paper icon to the far right on the line of the student name (when you hover over it it will say Display Copy).


To view a record:

  1. Click on the Bin you want to look at files in. 

  2. Select the paper icon to the far right on the line of the student name (when you hover over it it will say Display Copy).

  3. Click on their name in the top left, displayed next to Slate.

  4. Select Lookup Record.


To move an application to a different bin:

  1. Click on the Bin you want to look at files in. 

  2. Select the paper icon to the far right on the line of the student name (when you hover over it it will say Display Copy).

  3. Select Add to Queue on the bottom left.

  4. Select Ok to Do you want to add this application to your queue.

  5. Select Review Form/Send to Bin on the bottom right.

  6. Select the appropriate bin from the Next Bin (required) drop down list.

  7. Select Send.


To add an International Comments Interaction Code from the workflow:

  1. Click on the Bin you want to look at files in. 

  2. Select the paper icon to the far right on the line of the student name (when you hover over it it will say Display Copy).

  3. Select Add to Queue on the bottom left.

  4. Select Ok to Do you want to add this application to your queue.

  5. Select the International Reader Form checkbox at the top right.

    • The Date, Interaction, and User are automatically added.

  6. Add in a subject for the interaction.

  7. Add in comments.

  8. Select the appropriate bin from the Next Bin (required) drop down list.

    • If you would like it to stay in the current bin and to just make the note you must have the selection be the same as what the current bin is.

  9. Select Send.


Internal Documentation

https://bookstack.clarkson.edu/link/128


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