Otago University: eVision for Info, Applications, and Management, Slides of Network Analysis

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Agent Handbook

Your guide to successfully placing an international

student application at the University of Otago.

Note: this handbook does not include guidance for placing students in Pathway and English Language Centre programmes.

SECTION 1:

Where to find relevant information

1. Prospectus

The Otago International Prospectus is a summary of everything you need to know about international students at Otago. The back section provides a detailed summary of programmes available to international students, including tuition fees and semester intakes. We recommend this as the first place to look when researching programme options for your students. otago.ac.nz/study/publications.html#international

2. Otago website: otago.ac.nz

Otago’s website is the most comprehensive and up to date source of information.

A. Structure of the University Website

Depending on what you need and how you like to search for information, there are various ways you might want to use the website:

Academic Divisions & Pathway programmes

• Business otago.ac.nz/business/index.html
• Health Sciences otago.ac.nz/healthsciences/index.html
• Humanities otago.ac.nz/humanities/index.html
• Science otago.ac.nz/sciences/index.html Pathway and English Language Centre otago.ac.nz/uolcfy/index.html

Departments Within each Division are a number of academic Departments. You can find these in the Divisional websites above, or access them all here: otago.ac.nz/departments/ The Department webpages may have more detailed, or different, information to the Subject pages (as below).

International Office Start here for any international-specific information, eg visas, insurance, student support, as well as information about Dunedin and New Zealand otago.ac.nz/international/

B. Subjects and programmes

Subjects Each subject at Otago has a dedicated page with all programme options for that subject. Undergraduate subjects: otago.ac.nz/subjects/ Postgraduate subjects: otago.ac.nz/postgraduate/subjects/ You can then click on Programme Requirements (as per image below) to see all the qualifications under which that subject can be studied – both undergraduate and postgraduate.

If you click on Papers, you will get information about all the papers (individual courses) available under that subject.

Programmes A full list of all Otago’s programmes: otago.ac.nz/courses/qualifications/

C. COVID-19 information, including online

programmes

For new international students offshore (not in New Zealand) otago.ac.nz/coronavirus/information-for-international-students/currently- offshore/

For new international students in New Zealand otago.ac.nz/coronavirus/information-for-international-students/currently-in-nz

Online study options for 2022 otago.ac.nz/coronavirus/otago743194.html

D. PhD and Research Master’s programmes

Otago’s Graduate Research School provides comprehensive information otago.ac.nz/graduate-research/study/phddoctoral/index.html

Department-specific information about PhD, including potential supervisors, can be found on each of the department’s webpages. otago.ac.nz/departments/

E. Entry and English language requirements

The International Office website contains this information. This information is not located on the subject or the Department websites.

Entry requirements, by country otago.ac.nz/international/future-students/entrance-requirements/international- entrance-requirements/index.html

English language requirements otago.ac.nz/international/future-students/entrance-requirements/english- language-requirements/

F. Documentation required

All applicants will be required to submit some documentation in support of their application. This varies by programme and level of study.

It is important that agents verify all documentation submitted.

English language requirements Most international students must show that they meet Otago’s English language requirements. Otago accepts a large number of English tests. otago.ac.nz/international/future-students/entrance-requirements/english- language-requirements/index.html

Official Academic Transcript Applicants must provide scanned copies of previous official academic transcripts (awards gained, marks, grades) – certified by you as their agent. Remember to scan the back of the transcript if it includes details of the grading scale.

Certified translations from an official translation service are required if the original document is not in English.

Undergraduate study = scanned copy of your official high school or foundation transcript is required. Post graduate study = scanned copy of your official tertiary (university) education transcript is required. Your high school results are not necessary.

Identity documentation Evidence of the applicant’s full name, date of birth, and nationality. This must be an agent-certified copy of a passport or birth certificate (in English).

CV (Curriculum Vitae)/Resume Some programmes may require a CV/Resume. This document should include your work experience, education, interests and skills. Visit our Career Development Centre website for assistance (otago.ac.nz/careers/jobs/cv/index. html). Postgraduate applicants may be required to submit an academic CV, which should focus on academic achievements.

References Some programmes may require details of a referee to speak to about the applicant’s skills, work experience or academic background, or a confidential written reference. Postgraduate applicants may be required to provide academic referees who can speak specifically about academic achievements (eg a previous professor).

Personal Statement

Some programmes may require a personal statement, which should include information such as study and career goals, skills and achievements, personal characteristics/strengths that will support the application, what are the reasons the applicants chose that programme, or chose Otago, or chose New Zealand?

Postgraduate documentation This varies by programme, but applicants may be required to submit a detailed research proposal (required for most research programmes), confirmation from an academic staff member agreeing to supervise the student (usually just for research programmes, and an approximate start date (may be required for research Masters/PHD).

G. Tuition fees

Note: this information is not located on the subject, programme or the Department webpages.

The Fees page contains this information, with the fees displayed by Division:

otago.ac.nz/study/fees/#international

• Division of Health Sciences
• Division of Humanities
• Division of Sciences
• School of Business

H. Scholarships

This information is located on the International pages:

otago.ac.nz/international/future-students/international-scholarships/

I. Accommodation

Accommodation website: otago.ac.nz/accommodation/index.html Accommodation information for international students: otago.ac.nz/accommodation/international-students/index.html

J. Information for students with offers

(including fees and fees receipts)

Prepare for Otago pages outline everything students need to know to complete their enrolment and get ready to study at Otago. otago.ac.nz/international/future-students/prepare-for-otago/

Paying fees and requesting a receipt The eVision fees receipt is not applicable for our student’s visa application. You will need to request a fees receipt from out student finance team. Email [email protected] See Step 4 on the Prepare for Otago pages for more information: otago.ac.nz/international/future-students/otago748651.html

K. Publications

Find our International Prospectus, Study Abroad and Exchange Guide and Chinese-language publications for viewing and download: otago.ac.nz/study/publications.html#international

3. Key contacts

Before submitting an application If you have questions about the suitability of a student for a particular programme, contact AskOtago: Email: [email protected]

After submitting an application If you have questions about a specific application, check your eVision portal for alerts. If you still have questions about an application, contact International Marketing: Email: [email protected].

Technical support If you are having problems with eVision, contact the International Marketing team. Email: [email protected].

Agreement questions If you have any questions regarding your agent agreement with Otago, contact your Regional Market Manager.

4. Other resources

A. Otago Videos

International Student Videos youtube.com/playlist?list=PLC0982FB020CDE55B

All Otago videos youtube.com/channel/UCPVjZXotZ5oX9jyXlFFRj2w

Otago videos in Chinese For Youku, Tencent and Weibo search our account name: 新西兰奥塔哥大学 (Uni of Otago, New Zealand)

B. Social Media Channels

International Office facebook facebook.com/OtagoInternationalOffice

University of Otago facebook facebook.com/otagouniversity

International Office instagram instagram.com/otago.international/

China platforms Otago website universityofotago.cn/ Weibo m.weibo.cn/u/ WeChat mp.weixin.qq.com/s/PPryYywn4KFcN8VPUcl2tQ

C. Information Sheets

We have a range of information sheets for our programmes, such as Health Science First Year or Postgraduate Business. Contact your Regional Market Manager who will be able to provide the relevant information.

D. Student Profiles

We have a range of student profiles, across different programmes and nationalities, which may assist you in presenting Otago’s programmes to your applicants. Contact your Regional Market Manager who will be able to provide the relevant information.

SECTION 2:

Student management system, eVision

Overviews

Otago’s student management system, where online applications are submitted, is called eVision. Otago does not accept paper applications.

Applications can be submitted by:

• Applicants themselves, who can then select their agent
• By agents, on behalf of applicants.

Agents have their own eVision portal where they can login in and:

• Submit applications
• Monitor the status of applications.

Applications status: Offer of place

• Applicant is emailed their portal login details.
• Agent can view the offer of place in the agent portal, but doesn’t receive alert. Conditional offer of place
• Agent receives an alert advising of the programme decision. Conditional offer appears as an alert in the tasks to complete.
• Applicant is not emailed and is unable to access their portal. Rejected application
• Agent receives alert advising of the programme decision. This appears as an alert in the tasks to complete.
• Applicant is not emailed and remains unable to access their portal.
• Agent has opportunity to apply for another programme on behalf of the applicant.

Accessing eVision

Login to eVision here: evision.otago.ac.nz The Department webpages may have more detailed, or different, information to the Subject pages (as below). Note that these pages vary both visually and in level of content.

International Office Start here for any international-specific information, eg visas, insurance, student support, as well as information about Dunedin and New Zealand. otago.ac.nz/international/

Before you begin

Where to start an application

Start new applications in your eVision portal: evision.otago.ac.nz Click on the ‘New Application’ button. Do not start a new application by going to a specific programme page on the Otago website – it is designed for applicant-initiated applications.

Applications for Foundation Year Certificate and English language programmes are not accepted via eVision.

Application process – a two step process

There are two steps to the Application process:

1. Create a new application Agent: complete the applicant’s name and contact details and click submit. Otago: checks that no duplicate applications exist. If we find a duplicate your application will not show in your agent portal. Please email [email protected] 2. Submit the application If there are no duplicate applications, you will be able to complete and submit the application. Locate the new application and complete the rest of it by clicking the ‘Application Form’ link.

Important notes:

• Always use the applicant’s own email in the application form, do not use an agency email address.
• Note: unfortunately there are issues around communicating via Hotmail addresses, so ensure your applicant’s address is not Hotmail.
• Ensure your applicant’s name is entered exactly as it appears on their passport. If the student has changed their name or married, documents must be provided to support the change.
• If you are submitting an application for ‘Study Abroad’, choose ‘Certificate of Proficiency - Incoming Study Abroad’ as programme selection.
• You will see various messages addressed to your student as you complete their application process. Ignore these messages as all information is sent to you only. Access for your applicant is enabled when they accept an unconditional offer of place.
• If there is no back button in the browser window, you need to close that window (tab) and go back to the main agent portal window.
• Make sure you submit the application on the ‘Declaration and Legal Statement’ page. If you don’t do this all of your application will be lost.

Avoiding duplicate applications As soon as applicants start an application they are creating an eVision account. They don’t have to submit an application to have a student ID number. We strongly encourage you to directly ask your applicant if they have already created an eVision record by starting an application or submitted an online application themselves. If they have, you will not be able to submit their application in your agent portal. You have three options:

1. Ask the applicant for their login details and complete the application in the student portal. You can select yourself as the agent, so the application will appear in your agent portal once submitted.
2. Ask the applicant to complete the application and they can select you as their agent when completing the programme part of the application.
3. If the applicant has submitted the application please contact International Marketing for further information: [email protected]

Supporting documents You may be required to provide documentation for your applicant. It is best to organise this before you begin the application. Please see section 1:2.F of this handbook for the types of documentation you may be required to provide.

Important notes: Undergraduate study - all supporting documents should be submitted together into one PDF document up to 5MB. If your file exceeds 5MB please email it to [email protected]. These can be uploaded in the Educational background, High school details section of the application. If you need to send any additional documentation please use the email above.

Academic transcripts - if the mark sheet or grading sheet is in the back or reverse of your academic transcript, ensure that it is scanned and sent through.

eVision alerts and updates Each Agency only has one email address to which alerts will be sent. You should check your eVision agent portal regularly, for updates on the current status of your applications.

Programme opening and closing dates

The majority of programmes offered open for applications on 1 May. For programmes that do not have a start date of 1 May, the opening and closing dates listed in the table below apply.

PROGRAMME OPENING DATE CLOSING DATE

Health Sciences Undergraduate Professional Programmes: Bachelors of: Dental Surgery (BDS) Dental Technology (BDentTech) Medical Laboratory Science (BMLSc) Medicine and Bachelor of Surgery (MB ChB) Oral Health (BOH) Pharmacy (BPharm) Physiotherapy (BPhty)

1 August (Medicine via HSFY & Graduate categories opens on 1 August)

15 September (Medicine via HSFY & Graduate categories closes on 15 September)

Bachelor of Medicine and Bachelor of Surgery (MB ChB) "Alternative" category 1 April^ 1 May Bachelor of Teaching (BTchg) 1 May 31 August Postgraduate Certificate in Pharmacy (PGCertPharm) 1 May^

15 July (following year) Postgraduate Diplomas in: Clinical Dental Technology (PGDipCDTech) Clinical Dentistry (PGDipClinDent) Community Dentistry (PGDipComDent)

1 April 31 May

Postgraduate Diploma in Dental Technology (PGDipDentTech) 1 April 31 July

Postgraduate Certificate in Science Communication (PGCertSciComm) Postgraduate Diploma in Science Communication (PGDipSciComm)

1 May 15 July

Master of Business Administration (MBA) refer to website refer to website Master of Community Dentistry (MComDent) Master of Dentistry (MDent) Master of Dental Technology (MDentTech)

1 April 31 July

Master of Oral Health (MOH) 1 April 31 May

PROGRAMME OPENING DATE CLOSING DATE

Master of Marketing (MMart) 1 April 1 February (following year) Master of Nursing Science (MNSc) 1 July 31 January Postgraduate Diploma in Wildlife Management (PGDipWLM) Master in Wildlife Management (MWLM

1 May 1 October

Master of Teaching and Learning (MTchgLn) 1 May 31 July Master of Science Communication (MSciComm) 1 May^ 1 October Doctor of Business Administration (DBA) 1 January 10 May Doctor of Business Administration (DBA) (For Shanghai based students only) 1 January^ 10 May Doctor of Clinical Dentistry (DClinDent) 1 April 31 May

Doctor of Education (EdD) 30 June 31 March

eVision User Guide

eVision is your administration tool for submitting online

applications to the University of Otago

eVision User Guide

• Section 1: Where to find relevant information Contents
• 1 Prospectus
• 2 Otago website
  • A. Structure of the University Website
  • B. Subjects and programmes
  • C. COVID-19 information, including online programmes
  • D. PhD and Research Master’s programmes
  • E. Entry and English language requirements
  • F. Documentation required
  • G. Tuition fees
  • H. Scholarships
  • I. Accommodation
  • J. Information for students with offers
  • K. Publications (including fees and fees receipts)
• 3 Key contacts
• 4 Other resources
  • A. Otago Videos
  • B. Social Media Channels
  • C. Information Sheets
  • D. Student Profiles
• Section 2: Student Management System, eVision - Overviews - Accessing eVision - Before you begin - Programme opening and closing dates
• eVision User Guide
• Agent portal navigation and overview Contents
• Application – Initiated by agent
  • 1 Login as an agent
  • 2 Initiate a new application
  • 3 Create an eVision account (for your applicant)
  • 4 Complete the application
  • 5 Application form
    • Override address
    • Uploading high school transcripts
    • Language competency
    • Uploading tertiary academic documents
    • Student safety check
  • 6 Programme specific questions
  • 7 Submit the application
  • 8 Application status
  • 9 Tasks to complete
• Application – Initiated by applicant
  • 1 Select a programme
  • 2 Create a login
    • programme specific information) 3 Complete the application (personal details and
  • 4 Programme specific questions-nominate agent
  • 5 Submit the application
• Application status actions
• Application process exceptions
• Agent maintenance – create counsellor logins

Log in to your agent portal using the username created for you by International Marketing and the password you created (or the login details created for you by the branch manager or head office).

Click on the Agent tab or select the link See more.

In the Agent box click New application to start an application.

Application search* to search for existing applications in your agent portal. * In the Application search fields enter the applicant ID if you know it. If not, enter applicant’s name. IMPORTANT - leave the Year search field blank and click Search.

Agent portal navigation and overview

Navigation

otago.ac.nz/evision

TIPS

1. The year field defaults to the current year (e.g., 2021). If your application is for study in 2022 when you click Search the application will not show up in the results.
2. If you leave all fields blank and click Search you will see a list of all applications you have in your agent portal.

Year Refers to programme intake, not the year when the application was placed.

Logged by student / agent manager The student -logged applications have been started by applicants, then transferred into the agent portal by selecting the agent in their application form before they submit.

The Agent Manager logged applications have been started by the agent on behalf of the applicant.

Filter Useful when there are multiple applications. This is a quick way to find an application if you are unsure of the ID number or the intake year, for example.

Page links open new pages (or tabs in your browser): Application form Sections on required personal information, academic background, programme specific information, declaration and submit.

Application status Indicates where the application is in the process towards gaining University Admission.

Tasks to complete When an eVision alert is issued a “Yes” shows in the Tasks column. This indicates there is a task to complete. Tasks can include important information for applicants, requests for further information, or programme decisions.

Agent portal overview

Application – Initiated by agent

The agent places an online application on behalf

of the applicant*.

This section will cover:

1 Login as an agent

2 Initiate a new application

3 Create an eVision account (for your applicant)

4 Complete the application

5 Application form uploading academic documents programme specific questions

6 Submit the application

7 Application status

8 Tasks to complete

9 Application status and completed programmes

*IMPORTANT

Please ask the applicant if they have created an eVision record by starting an application or submitted an online application themselves.

If the applicant starts an application but does not submit it they have created an eVision record. If an agent tries to place an application on behalf of the applicant it will be held by eVision as a duplicate application and the application will not show in the agent portal.

If you start an application for an applicant and the application is not showing in your agent portal please contact: [email protected]

1 Login as an agent

otago.ac.nz/evision To begin the application process log in to your agent portal using the username created for you by International Marketing (eg, ABC0001) and the password you created (or the login details created for you by the branch manager or head office).

Select the Agent option.

2 Initiate a new application

On the Apply for a programme page start typing the first few characters of the Programme name, eg phd, health sci Or you can type a subject name such as chemistry and a list of possible programmes you can apply for will come up.

Select the programme from the list. Select Continue.

This opens page two of the Apply for a programme process where you select the Year and location and confirm the programme you have selected.

NOTE

1. If the Year and location box is blank this indicates that applications have not opened yet or they have closed for that programme.
2. Multiple locations will be available for selection if the programme is taught at campuses other than Dunedin (this does not include PhDs).

3 Create an eVision account (for your applicant)

On the Create account (step 1 of 3) page: Enter the Personal details (full name and date of birth) ***** Enter the Account details (applicant email address and password) Select Continue to open the Create portal login (step 2 of 3) page.

***** Please ensure that the legal names entered match the names displayed in the applicant’s passport. The offer letter will be issued according to the names entered here. When you enter the Preferred given name please make sure you have also entered the Given/first name.

The Account details are to be entered as the applicant’s email address and a password you create.

Always enter an applicant’s email address, never the agency address. Never create an email address for the applicant.

eVision automatically checks for possible duplicate applicant records. If there is a duplicate record, the application is flagged for the University to investigate. The application will not show in your agent portal.

If you place an application and it is not showing in your agent portal please contact [email protected].

If after you select Continue an alert pops up with the warning:

“An account exists with this email address...”.

• Please contact [email protected] for help
• Don’t use the applicant’s alternate email address
• Don’t enter an agency email address instead
• Don’t create an email address for the applicant

On the Create account (step 2 of 3) page complete the information requested.

Confirm the applicant’s name details ensuring that the legal names entered match the names displayed in the applicant’s passport.

Make sure that the Citizenship / residency status is correct. This information cannot be changed after the application is submitted.

If your applicant has previously studied in New Zealand enter their NSN (National Student Number).

If the applicant has a New Zealand mobile number please enter it. Otherwise enter the applicant’s home mobile number if you know it.

A message will state that portal login details will be sent to the applicant - please ignore this message. All correspondence is sent to your eVision agent portal email address until a programme decision has been made (and the applicant accepts an offer of place).

Tick the I agree tick box and select Continue.

Create account (step 3 of 3) can be ignored. All correspondence is forwarded to the Agent until a programme decision is made.

You have initiated a new application and created an eVision account (for your applicant).

You can now close the browser tab and log in to your Agent portal to complete the application.

Always log in to your agent portal using the username assigned to you.

Never log in to eVision using the applicant’s email address.

4 Complete the application

To complete the application for your applicant log in to the agent portal. Remember - you are always logging in with the agency username and password not the applicant’s email address.

This opens the agent portal page. Select the Agent option, then select Application search to search for the applicant.

In the Application search fields enter the applicant’s name. Leave the Year search field blank and click Search.

TIPS

1. The Year field defaults to the current year. After 1 September the year changes to the following year. If the application is for study in a different year when you click Search the application will not show in the results.
2. If you leave all fields blank and click Search you will see a list of all applications in your agent portal. You can then filter the results of your search.

Select the link to the applicant’s Application form. This opens the Application form page and enables you to complete the rest of the application for submission.

5 Application form

Complete each section of the page as indicated by the gold buttons.

When all the mandatory questions (questions with a ***** beside them) have been answered, and each section has been completed, you can move on to the next section. The grey buttons switch to gold.

As you complete each step the gold circle will go green and will have a tick inside.

The Educational background section is where you can upload academic documents and English language competency test results. The maximum file size you may upload is 5MB. Please combine all academic documentation and upload as one PDF document.

You may add an additional two qualifications after the first qualification step is complete.

The applicant will appear in the agent portal list once for each qualification. You may remove qualifications.

You submit the application by completing this step. If the Declarations section is grey this indicates that you haven’t completed previous sections.

PLEASE NOTE: clicking the Cancel application button will not work.

To cancel the application please email: [email protected].

Override address (temporary address)

In the Contact details section of the application form a prompt has been added to enter a temporary Override address if the applicant is not in the same country as their home address. For example, if the applicant is currently in New Zealand.

This change is intended to help us identify exactly where an international applicant is located. This will allow us to be more responsive to COVID-19 border changes.

Click on Edit home address and enter the applicant’s Permanent home address.

If your applicant is currently located in a different country than their home address please click on Edit override address to enter their current address.

First select the country, then the Get Address button appears. You have two options: Manually enter the address, town, and postcode, or

Click on Get Address to search for the address. Start typing the address in the Address Search Criteria field and click the correct address. Then click Select.

If the address does not show in the options click Manual Address Entry and enter the details as in step 3 (a) above

Enter the Start date and End date of the temporary override address.

Click Save

PLEASE NOTE: You can edit the override address at any time by going

back into the Contact details section of the application form and clicking on Edit override address (step 2).

b

a

1 2 3 b a b 4

Uploading high school transcripts

Answer the questions in the High school details section.

If your qualification is not in the list select Other overseas qualification and specify the achievement type.

Upload the high school results if they are available

PLEASE NOTE

You can only upload one document for your high school results. Please combine all documentation and upload as one PDF document. The maximum file size is 5MB.

Language competency

If English is your first or native language select Yes and click Continue.

If English is not your first or native language select No.

If you have completed an English language proficiency test select Yes and click on Choose File to upload the test results. Click Continue.

If you haven’t completed an English language proficiency test select No. Enter the name of the test you will be taking (TOEFL, IELTS, or Other) and when the results will be available, if you know the details.

Click Continue.

Uploading tertiary academic documents

The upload of University tertiary transcripts and other documents for an application occurs after the tertiary study section in Prior activity details.

Select “Yes” to the question “ Have you studied at any tertiary institution other than Otago” and select Continue.

This launches the Prior tertiary study details section where you can upload the academic documents.

Please add multiple (University) qualifications and transcripts separately. Click on Add Another to upload additional qualifications. You can always come back to this section to add or edit additional tertiary qualifications.

Select Continue.

PLEASE NOTE

You can only upload one document per tertiary (University) qualification. Please combine all documentation and upload as one PDF document. The maximum file size is 5MB.

Student safety check

Applicants enrolling in a programme working with children need to be safety checked under the Children’s Act. The Student safety check appears as a separate section on the application form. Previously, the Student safety check was part of the additional Programme-specific questions. If applicants are enrolling in a programme and/or papers that requires safety checking, they will normally need to:

• provide identity confirmation via original copies of specified primary, secondary and evidence of name change identity documents (please note that expired passports cannot be accepted)
• provide a history of your employment, if any, over the last five years
• provide the names of any relevant professional bodies, licencing authorities and/or registration authorities to which you belong or through which you are licenced or registered (such organisations may be contacted by the University)
• provide details of referee(s) who are not relations, who may be contacted by the University about your suitability to work with children
• provide any other information considered to be relevant by the University, and
• be interviewed by University representative(s) on your suitability to work with children On the basis of the information you provide, the University will then conduct a risk assessment.

Applicants need to be residing in New Zealand in order to complete the Student safety checks section of the application form. If the applicant is not residing in New Zealand you need to provide a date when the applicant is expected to be in New Zealand.

Selecting “No” to the question “Are you currently residing in New Zealand” prompts the question “When are you returning to New Zealand?” The date entered will prompt an alert in the applicant’s student portal reminding them to complete the Student safety checks section. This needs to be completed before the applicant is allowed to work with any children, eg their teaching placement or treating children in a clinic.

You don’t need to complete the Student safety check in full. However, there are some mandatory questions that need to be answered so you can move past this section and submit the application. Answer all the mandatory questions in each tab of the Student safety check , then select Save & Continue until you can complete the Declaration / complete tab by selecting Complete.