[Optional] Scheduling Interviews

Overview

Interviews or auditions can be configured as an entry requirement of your Scheduled Program as an optional workflow of your Online Applicant Portal.

The Online Applicant Portal was originally coded such that all interview and audition sessions would be chargeable and would require online payment.

However, a recent update now offers a method that allows you to bypass the credit card payment section of the application process and progress the applicant directly to the session selection screen by setting the Scheduled Unit Fee for the Online Sessions to zero. Refer to the instructions below, or you can contact our Support Team for more details.

Workflow

NOTE:

If you are a TCSI-reporting Provider, create a Provider record that is not TCSI reporting by not setting the Parent Report Provider field. Also, assign the roles of "Educational Program Provider" and "Educational Unit Provider", see Add a Provider Record

Step (1) Add a Scheduled Unit to Hold the Interview Sessions and Fees in Paradigm

1. Create a Base Unit

1. Choose Units > Unit Details > Add New menus on the side. Enter the required fields listed in the article Add a Base Unit to create a minimally viable base unit record in Paradigm, and then click the SAVE UNIT button.

2. Set the Home Institution or Unit Provider to the non-TCSI reporting Provider record that you just created.

3. You can set the Credit Point Statement to 0 and set the Unit Status to Active.

In the sample screenshot below, provided that this scheduled unit BITS_AU is intended for use with the BITS (Bachelor of Information Technology) Course/Program, it’s base unit name is “Bachelor of Information Technology Systems Application”

creating a Base Unit record as an application Unit

2. Add a Scheduled Unit with the Base Unit

1. While the Base Unit record that you just created is loaded in the system, choose Units > Scheduled Unit Details > Add Scheduled from the menu options on the side.

2. Enter the required fields listed in the article Add a Scheduled Unit to create a viable scheduled unit record in Paradigm, and then click the SAVE SCHEDULED UNIT button.

In the sample screenshot below, note the unit code and scheduled unit name, indicating that this scheduled unit is designed to record the interview sessions and fees specifically for the Course / Program named BITS (Bachelor of Information Technology).

adding a Scheduled Unit that holds the applications' Sessions/Interviews

3. Add the Interview Sessions to the Scheduled Unit

NOTE:

For more details on adding interview/audition sessions/schedules in Paradigm refer to the instructions in this article: How to Add a Session(s) to a Scheduled Unit. If you prefer to import your sessions/schedules via Rapla, refer to our Rapla Knowledge Base articles.

1. While the Scheduled Unit record you just created is loaded in the system, scroll down to the SESSIONS section and click the NEW SESSION button.

2. Fill in the SESSION DETAILS required details (for your interview session) and click the SAVE SESSION button.

3. Repeat the steps if you want to add more interview sessions, click the NEW SESSION button.

In the sample screenshot below, there are two interview sessions added for the Course / Program

adding sessions for the interview/auditions to the Applicant Scheduled Unit

4. Add an Application Fee for the Interview/Audition Session to the Scheduled Unit

NOTE:

For more details on how to add fees to scheduled units in Paradigm, see Adding Fees to Scheduled Units.

BE ADVISED:

A recent update on the Applicant Portal now offers you the option to set applications to be free of charge by setting the application fee (scheduled unit fee) amount to $0. This will bypass the credit card payment section of the application process, and progress the applicant directly to the session selection screen.

1. While the Scheduled Unit record you just created is loaded in the system, scroll down to the ASSOCIATED FEES section and click the NEW FEES button.

2. Fill in the form, set the fee amount required for the application, or set the fee amount to 0 if you want the program to be free of charge, and then click the SAVE UNIT FEE button.

3. When adding a Fee to the Interview/Audition Scheduled Unit, it is very important to take note of the following:

   • If the Course Offer/Scheduled Program Fee Type is set, make sure that the Scheduled Fee Type is set the same, e.g. a Course Offer or scheduled Program with a Local Postgraduate fee type should have it set the same on the Scheduled Unit associated fee type.

   • If you are using Fee Rules, make sure that the Scheduled Unit Fee Details will have the criteria that will best meet the Interview/Audition sessions fee.

In the screenshot below, the application fee is set to $70.00, set/edit this fee to $0.00 to bypass the payment section and take the applicant instead to the interview sessions section

associating fees to the Scheduled Unit that holds the interview/audition sessions

Step (2) Add the Scheduled Unit to the Course Plan with an Application Unit Constraint

NOTE:

Refer to this article for a comprehensive discussion on how to create a Course Outline in Paradigm: Manage Course Outlines

1. With the scheduled unit and interview/audition sessions having been created, and the fee having been set, you can now add the scheduled unit as one of the constraints in your Course Outline. Refer to the Adding Core and Elective Units workflow for further details.
2. On the Adding Core and Elective Unit workflow, proceed to STEP 2 of the instructions and follow the steps until step 6, where you should select Application Unit as the Constraint Type instead.
3. After saving, the scheduled unit that you just added with the interview/audition sessions – should appear in your Course Outline table with an Application Unit constraint type, see sample screenshot below.

In the screenshot below, the scheduled unit which holds the interview sessions and application fee is now added to the Course Outline of the Course / Program called BITS. Take note of the Constraint Type: Application Unit

the Application Unit that holds the sessions added in the Course Outline with the Application Unit constraint