19 August 2024

What are desks?

Desks define the processing streams for applications. Each desk has a structure with sections and folders that define the application process for the programme. For example, the audition stages for performing arts programme. Desk-based processing ensures that admissions staff can be assigned to specific desks to process applications. The health of the desk and folders shows admissions staff the applications that are at risk of breaching the healthy processing times. Desk folders are mapped to phases of the applicant portal timeline so that applicants can track the progress of their application.

Desks

Applications created in Admissions or transferred from SITS:Vision or UCAS are allocated to desks by entry points for programmes. For example, applications to the Nursing BSc (Hons) programme are allocated to the Undergraduate health desk by the entry point.

However, applications may also be allocated to the Pending applications or Unallocated applications desks. Optionally, applications can be allocated to the Pending duplicate match desk if the duplicate match process is enabled.

Pending and unallocated applications

The pending and unallocated applications desks are required for processing applications. Applications are allocated to the desks as follows:

Unallocated applications

Applications to programmes that do not have an entry point defined are allocated to the Unallocated applications desk.

Pending applications

Applications that are transferred from external systems other than SITS:Vision or UCAS are allocated to the Pending applications desk if the applications are not ready to be processed. For example, an application that is missing information such as references or statements. For more information on pending applications, go to What are pending applications?

The create default desks and folders option in the reference data for Desks creates the Unallocated applications and Pending applications desks.

The diagram Applications flow for desks shows how applications are allocated to desks by the entry point of the programme. For example, applications to the Nursing programme are allocated to the Undergraduate health desk by the Health BSc entry point. Incomplete applications are allocated to the Pending applications desk.

Applications flow for desks
Diagram showing how applications from SITS:Vision or third-party systems are allocated to desks based on entry points and received status.

Duplicate matching

Duplicate matching is an optional feature. Enabling the duplicate matching feature creates the Pending duplicate match desk. Then, all new applications that are fully received, with the completion state Received, are allocated to the Pending duplicate match desk. For more information on duplicate matching, go to What is duplicate matching?

Desk structures

Desks have structures with sections for the stages of the applications process, and each section has folders. Desk structures should accurately represent the applications process for the streams. For example, the desk structure for performing arts programmes should have a section and folders for an audition stage.

Applications should be allocated to desks with a relevant structure for the programme. For example, applications to nursing programmes should not be allocated to desks with an audition stage.

Each desk structure must have the folder New (EDGE_NEW_APPLICATIONS). Desks for academic reviews also require the following folders:

  • Academic review in-progress (EDGE_ACADEMIC_REVIEWddIN_PROGRESS)

  • Academic review complete (EDGE_ACADEMIC_REVIEW_COMPLETE)

The create default desks and folders button on the reference data Desk creates the above folders together with the folder Archive (EDGE_ARCHIVED). The folder Archive (EDGE_ARCHIVED) is used for applications that have been sent to enrolment or closed for a previous academic year. Applications are typically moved to the folder Archive (EDGE_ARCHIVED) with workflows.

The applications in the folder Archive (EDGE_ARCHIVED) are not included in the view of applications at a desk and are not included in the desk's health calculations. Applications cannot be moved to the folder Archive (EDGE_ARCHIVED) with the action Move to folder.

The diagram Desk structure for undergraduate applications shows a typical structure for applications to undergraduate programmes delivered at Hesslewood campus. The desk structure has sections for new applications, academic review, interview, and decision. Each section has folders, such as ready for review and review complete for the academic review section, and ready for interview and interview accepted for the interview section.

Desk structure for undergraduate applications
Diagram illustrating a desk with sections for new applications, academic review, interview, and decision, with associated folders

Processing applications

Desk-based processing ensures that admissions staff can process only the applications at their assigned desks. For example, staff assigned to the humanities desk can process applications at the humanities desk only. Admissions staff can only search for applications at their assigned desks. However, admissions staff such as application managers can use the Application queries to search for applications across all desks.

Admissions staff move applications to folders as the applications progress through the applications process. Applications can be moved to folders individually or collectively using bulk actions. Care should be taken to ensure that there are enough applications at desks to perform bulk actions.

Applications can also be moved to desks. When moving applications to desks, applications are moved to the folder at the desk with the same name as the application's current folder. If the desk does not have a folder with the same name, applications are moved to the desk's default folder for new applications.

You can move up to 20 applications to a folder or desk using bulk actions.

  • On completing the academic review of an application, move the application to the ready for interview folder.
  • On viewing the desk of unallocated applications, filter the applications list to show the applications from overseas and then use the bulk action to move all the applications in the filter to the desk for overseas applications.

Workflows can automatically move applications to folders. For example, an application in the Review complete folder is made an unconditional offer. Therefore, a workflow moves the application directly to the Ready for decision folder, bypassing the folders in the Interview section.

Applicant portal timeline

The applicant portal has a timeline that enables applicants to track the progress of their applications. For example, the diagram Applicant portal timeline shows that an application is in the timeline phase Application received and is waiting to move to the next phase In review.

Applicant portal timeline
Diagram showing an applicant in the phase application received on the timeline of n the applicant portal

Phases of the timeline are mapped to folders. For example, the phase Application received is mapped to the folder New applications. Phases are mapped to folders so that applicants have sufficient information to track applications only. That is, phases are not usually mapped to folders that applicants do not need to be aware of, such as On hold and Ready for interview.

For example, the diagram Phases on the applicant portal mapped to folders shows how phases of the applicant portal timeline are mapped to folders, which enables applicants to track the progress of applications without being aware of all the stages in the admissions process.

Phases on the applicant portal mapped to folders
Diagram showing phases on the applicant portal mapped to desk folders

Health

Folders are configured with processing time thresholds, which determine the health of desks and folders. The desk health indicates the performance of all the applications process, whereas the folder health indicates the performance at stages in the process. The health alerts admissions staff to folders that need attention. For example, to focus on processing the applications in folders that have breached the healthy processing time.

For example, in the diagram Desk with sections, folders and health the desk health is At risk due to the ready for review and review in progress folders having breached the healthy processing time.

Desk with sections, folders, and health
Diagram illustrating a desk with sections for new applications, academic review, interview, and decision, with associated folders and folder health

Dashboard

The dashboard gives a global view of applications at all desks. The dashboard shows the desk health, the number of new applications, and total number of applications at the desk. A single bar shows the number of applications and distribution of the applications that are healthy, at risk, and breached. The dashboard also shows the number of pending and unallocated applications.

From the dashboard, you can drill down to view the following:

  • The health of the desk's folders and the number of applications in each folder.
  • The applications list of the desk, which details all the applications at the desk.
  • The default desk for unallocated applications and then, for example, move the applications to the appropriate desks.

On noticing a desk with breach health, drill down to view the health of the desk folders. You can then focus on processing the applications in folders with Breached and At risk health to improve the overall desk health.

The video Desks demo shows the dashboard, the overall health of the desk and the health of the folders at each section, together with the number of applications at each section and in each folder. The desk dashboard shows the number of applications and health of all desks and enables you to drill down to individual desks, folders, and applications.

Desks demo