Managing Departmental Exchange Applications

• Your departmental exchange programs have been added to the study abroad site.
• You have been given access to view online applications to your departmental exchange programs.
• Go to https://www.washington.edu/studyabroad/
• Select “UW login” from MYGLOBAL in the upper-right-hand corner of this page or any page on the UW Study Abroad website and log in using your UW NetID and password.
• If you have difficulties logging in, email studyabroad@uw.edu.
• After you log in, you will see your administrative homepage.

From your administrative homepage you can:

• Access student applications
• Access shared queries and reports
• Create/save your own searches (queries)
• Send emails to students
• Export program/application information
• View and complete student recommendations

• There are a few features on your administrative homepage that you will not need.
• Customizing your display is a quick step that will simplify your display and make your homepage easier to read.

Take the following steps

1. In the top right of your admin homepage, next to your name, click on the cog for your list of settings and select “Admin settings.”
2. In the “Customize Display” box, un-check the following options:
   • Terra Dotta Support
   • My Notes
   • Updates to Sponsored Programs
   • Applications without Itineraries or Locations
3. Leave the following boxes checked:
   • My Queries & Reports: Allows you to save and easily access searches.
   • My Recommendations: Allows you to manage recommendation requests from students (for any study abroad program).
4. In the “Administrative Settings” box you should select “Admin Home” as your landing page and you have the option of creating an email signature to use in the system.
5. Click the “Update” box at the bottom to save your changes.

Pending (Automatic Status assigned by system): A student has started an application and no decision has been made. This includes complete and incomplete applications.

Conduct Review In Progress (UW Study Abroad alters): A student has started an application and has been forward to UW Community Standards and Student Conduct for review. This includes complete and incomplete applications.

Conduct Review Complete (UW Community Standards and Student Conduct alters): A student has started an application and UW Community Standards and Student Conduct has reviewed it. This includes complete and incomplete applications.

Accepted (Departmental Exchange Coordinator alters): The application is complete and has been reviewed by the Departmental Exchange Coordinator (you). You assign this status after the conduct review has been completed and when you are ready to notify a student that they have been accepted into the program.

Waitlist (Departmental Exchange Coordinator alters): The application is complete and has been reviewed by the Departmental Exchange Coordinator. You assign this status when you are ready to notify a student that they have been waitlisted. The applicant meets the requirements and space allowing, you would like to accept the student into the program. The applicant is notified that they have been waitlisted with a possibility to attend the program if space becomes available.

Not Accepted (Departmental Exchange Coordinator alters): The applicant does not meet the basic requirements for the exchange, does not complete their application, or you determine the applicant is not a good match for the program.

Committed (Student alters): The applicant has been accepted by the Departmental Exchange Coordinator and decides to commit to the spot offered to them on the exchange. Students can only commit to one program per quarter. After committing to a program, a payment contract is available to the student through their application.

Withdrawn (Student/UW Study Abroad selects): Applicants may withdraw their application at any time before they commit to the program. After they have committed to a program, students must submit withdrawal paperwork to UW Study Abroad and a study abroad program manager will change the student’s status to “Withdrawn” once the paperwork has been received and processed.

1. Select the application for the student that you want to accept, waitlist or not accept for your program.
2. From the student’s overview page, click on the “Status” tab.
3. Select the appropriate option from the drop down menu.
4. Click “Update.”

If you have enough qualified applicants, we recommend that you maintain a healthy waitlist. Not all of the students that you accept will choose to participate. Once you are done reviewing student applications, all applicants should be moved from pending to either accepted, waitlisted, or not accepted.

Decision letters

• After their status has been changed and the decision date has arrived, applicants will receive an automatic email from the online system notifying them that their application status has been changed and instructing them to log into their application to view the admission decision.
• When students login to their application after their status has been updated, the first page that they see will be their decision letter.
• You may also choose to send out more personalized acceptance letters via email.
• Students will be prompted to change their status to either commit or decline.
• Students will be able to see their pre-departure requirements as soon as they are accepted.
• Payment contract: students will be prompted to electronically sign their payment contract within two weeks of committing to the program.
• See the Committed student query in the table above to view students who have signed their payments contracts.

Using the study abroad site to email students is a handy feature because it creates a record of all emails sent to each student through the site, which can be viewed by you, UW Study Abroad and the student to refer back to. When you send an email through the study abroad site a copy will also be sent to your UW email account.

Individual Email

1. Select the application for the student that you want to email.
2. From the student’s “Overview” screen click on the “Email” tab.
3. Send the student an email using the option “Use system e-mail form.”

Batch email

• Use this function to email a group of students, such as your entire applicant pool or all accepted students.
• To send batch emails to a group of applicants, you must first click on the query in the table above for the group you wish to communicate with.
• When sending an email to multiple recipients, each recipient receives a separate email. The distribution list will not be known to the recipient. In other words, they will not see the names or email addresses of the other recipients.

Sending a batch email from the list of applications:

1. Find the box labeled “Options” at the top of the page.
2. Click on the drop down arrow and select “Send Email.”
3. A window will open in which you can type and send your message.

From this screen you can also de-select some of the students if you do not want the email to go to all of the students listed in the query. Here’s how:

1. Click on the arrow next to “Email Recipients” and you will see a list of all of the students who will receive your message.
2. De-select any students that you do not want to receive your email

• A progress audit is a useful tool to get a quick snapshot of your students’ progress through the application or pre-departure phases. For example, if you want to check on your students’ progress with the application, select the query that you saved for “All Applications” (see above instructions in Reviewing Applications).
• From the Progress Audit results page, you have the option of selecting students to email, exporting the list to excel or printing a copy of the report (PDF or paper). For example, if you see that several of your students have not completed the application you may want to select those students and send them a quick reminder about the upcoming application deadline.

Running a progress audit from the query results page:

1. Find the box labeled “Progress Audit” towards the top of the page.
2. From the drop down menu select “Pre-Decision.”
3. From the next page, select “Check Everything” in the upper right hand portion of the page.
4. Click “Next.”
5. This will direct you to list of all of your applicants with a check box for each step of the application that has been completed.

To check on your students’ progress through their pre-departure requirements, follow the same steps, but select “Post-Decision” from the Progress Audit drop down menu.

• Uploading documents to your students’ study abroad account is a useful way to share information that also creates a record.
• Once a document has been uploaded to an account, the student can refer back to it throughout the program life cycle.
• UW Study Abroad uses this feature to upload payment contracts for students.
• You can use this feature to upload a course syllabus, behavioral contract, housing questionnaire or other program documents you want the students to have access to throughout the program.
• Students will still be able to access their study abroad account via the web while they are abroad.
• When the students log into their study abroad account, the document that you uploaded for them will appear in the “Attached Documents” section of their application.

Attaching a document to an individual student application:

1. Select the application for the student that you want to attach a document to.
2. From the student’s “Overview” screen click on the “Documents” tab.
3. You will be directed to a list of all documents currently attached to this student application. Click on “Attach New Document to Application” in the bottom right-hand portion of the page.
4. Click on “Choose File” and select the document that you want to attach.
5. Click the box next to “Send email notification to applicant” so that your students will receive an email alerting them that a new document has been uploaded to their study abroad account.
6. Click “Attach.”

To batch attach a document to a group student applications:

1. Go to the list of students that you want to communicate with (the query results page).
2. From the “Options” drop down menu, select “Batch Attach File.”
3. Click “Choose File” and select the document that you want to attach.
4. Click the box next to “Send email notification to applicant” so that your students will receive an email alerting them that a new document has been uploaded to their study abroad account.
5. Click “Update.”

• Exporting information from the study abroad site into an Excel document will allow you to easily create reports or lists for use outside of the system.
• As you use this option please be aware that the study abroad site includes a lot of private student information.
• Be careful how you save and use this information.

Exporting information to Excel:

1. Go to the list of students that you want to export information for (the query results page).
2. From the “Options” drop down menu, select “Excel Export.”
3. It may take your computer a moment to process your request, but an excel file with your requested student information should automatically open.
4. You can then save a copy of the file and customize the list for your needs by deleting columns that you do not need.
5. Remember to handle student data in compliance with FERPA.