How to set up the referee portal

Set up the referee portal to enable referees to submit references as requested by applicants and agents, and to enable admissions officers to manage the reference requests and review the submitted references.

Set up the referee portal

Set up the referee portal as follows:

1. Set up the groups permissions for the following

   Admissions officers

   Ensure admissions officer are assigned to roles with the following permissions:

   • Admissions >and then Applications > and then Desk access > and then Statement and references- Edit to edit references on the Statement and reference tab, for the required desks.

   • People > and then Actions > and then  Referee portal - Cancel invite to cancel requests

   • People > and then Actions> and then Referee portal - Resend invite to resend the invitations to the referee portal.

   Applicants

   Ensure that applicant groups are assigned to a role with the permission Admissions > and then Applicant portal > and then Application - Submit referee details selected.

   Agents

   Ensure that agent groups are assigned to a role with the permission Admissions > and then Agent portal > and then Application - Submit referee details selected.

   Referees

   Ensure that referee groups are assigned to a role with the permission Admissions > and then Referee portal > and then Referee portal - View selected.

2. Set up the document type. On Admissions settings, go to Reference data > and then Documents >and then Document type. Then, for the document type Applicant reference, go to Edit and define the following:

   Document category

   Select the category of documents with this document type, such as the category Other evidence or Education.

   Description

   Enter the description used to select the document type, such as Reference.

   Maximum size (MB)

   Enter the maximum file size accepted for upload, such as 5 MB.

   File types

   Add the accepted file types for upload, such as PDF document. To add a file type, select . Values are defined in reference data for File types.

   After adding a file type, you can:

   • Duplicate or delete the file type: go to vertical ellipsis ⋮ and then select Duplicate or Delete.
   • Add more file types: select .

   To remove a file type, on the file type, go to vertical ellipsis ⋮ and then select Delete. Existing documents with the file type are kept. However, no more documents with the file type can be uploaded for the document type.

3. Optional. Set up document intelligence. For more information, go to How to set up document intelligence.

4. Optional. Customise the clearance checks as follows:

   Clearance check type

   If needed, edit the Description, Full description, and Applicant instructions to suit your requirements. Other settings that do not change how the clearance check is used with references can also be edited, such as Days to respond.

   Clearance check task template

   If needed, edit the Description and Applicant instructions to suit your requirements.

5. Customise the following communication templates to suit your requirements. For more information, go to What are communication templates and What are the fields used in communication templates?

   • Referee portal registration email and subject

   • Referee portal expired invitation email and subject

   • Referee portal acknowledgement email and subject

   • Referee portal reference status updated email and subject

   • Referee portal document virus found email and subject