How to manage intakes?

An intake specifies the start date and deadline of application period. Additionally, an intake also specifies the deadline policy of how the deadlines will be enforced – whether strictly or allow a certain level of flexibility.

Intakes are centrally managed – intakes have to be attached to the programmes/mobilities in order to take effect and enable student applications for this programme/mobility.

Each intake is connected with an Academic Term. Intake specifies the policy and application dates and acts as if it was a “channel”, pointing to a specific term, channeling applications to the designated term.

1) The list of all the intakes can be seen and managed when you go to the My institution menu and the Intakes submenu.

2) To edit or delete an intake, click on the wrench sign behind the details of an intake, and select either “Edit details” or “Delete”. You’ll only be able to delete an intake if there are no programmes connected to it.

3) To assign Intake to multiple programmes click on Assign to courses  and move the sliders next to programmes to add or remove intake.

4) To add a new intake, click on the + New intake button at the bottom of the list of intakes. This will take you to the same place as “Edit details”, only you’ll get to create a new intake.

 

Name of the intake

The intake name is meant for your own reference and is not visible to the applicant. Applicant will be shown the name of Academic term next to the “Apply now!” button.

It is advisable not to include the academic year in the name of the intake, as the intakes roll over to the new, relevant academic year automatically (see below).

Start date

The start date stands for the begin date, then applicants can start applying. It is advised that you advertise the application date for the next intake period during the time when the application is not open for the applicants.

Pre-deadline

Pre-deadline may be employed, if you want to motivate your applicants to apply well in advance. You have two options:

  1. Apply a pre-deadline, but show the actual final deadline to applicants as well
  2. Apply a pre-deadline and hide the actual final deadline from the applicants (1)

Either way, you will be able to explain the pre-deadline to your applicants (2).

Deadlines

The deadline is the final end date for the application period. It is possible to set different deadlines across different regions/countries.

(1) By default, the deadline is set to “World”. If you just have a general deadline at your institution, you can just set up one deadline for “World” as a region – that means it will apply to everyone.

(2) If you wish to have a separate deadline for another region, e.g. European Union, then you can continue by clicking “Add a deadline”.

(3) Insert the region by typing or scrolling through regions and confirm – you will have a new deadline for another region. Continue by modifying the deadline for this region.

Deadline policy

You have the chance to decide, whether the application deadline(s) are forced strictly or whether they enable a level of flexibility.

Please find more about the deadline policies HERE.

Final decision

You may decide, whether the applicant is required to make a decision after getting an offer from the admission office. There are three options:

  1. No decision required
  2. Advised to decide in (number) days – you may edit the number of days
  3. Required to decide in (number) days – you may edit the number of days

Any applicant that has an active application (not in Closed status) as well as some confirmed accepted offers (Accepted, Conditionally accepted, Other) that require or advise a decision (as set by the administrator when making the offer) will be subject to periodic reminders urging the applicant to consider making the final decision as soon as possible.

Find out more about reminders and notifications HERE.

The intake settings help setting a default regarding the number of days the applicant has to make the final decision (if advised/required). These default settings will apply to the applicants of the programme, which have this intake attached to it. However, each offer letter enables to override these settings.

Below, you can see, that you are able to override the final decision settings in the offer window, which opens, when you click to give an offer to the application.

Arrival and commence

You will be able to set the expected arrival and studies commence dates.

You should pay careful attention that the Studies commence date is set to later than the latest deadline you have specified.

Important! Deadlines and Studies commence date are connected!

Make sure that all deadlines of the intake are earlier than the “Studies commence” date (see section “Arrival and commence” in this article). Otherwise, the system will consider that this intake will open next year from now.

Two examples:

  • The start of intake is 1st of February, deadline for applications is 31st of August and the Studies commence date is 1st of September, then the first upcoming academic term is considered to be relevant.
  • The start of intake is 1st of February, last deadline for applications is 15th of September and the Studies commence date is 1st of September, then the system will consider not the upcoming, but the next academic term relevant and show this next to “Apply now!” button.

Intake is connected with an Academic Term

Once you have created an Intake, you should select, which Academic Term this intake is pointing to. You can choose which type of academic term (semester, trimester etc.) you want the applications to be filed under. Think of the intake as a “pipeline” to process a specific type of applicant and the academic term as the “target” for an intake. Only by doing so, you can be assured that the intake will take effect on the programme/mobility and the application is truly open.

To connect the intake to a term, you first need to activate a Term under My institution-Terms, if it has not yet been created.

For example, if I have a Fall intake, which is open from 1st of February until 1st of August and studies start in September, I will most likely want this intake to point to an intake such as “Fall semester”.

What are Terms?

An academic term (or term for short) is a portion of an academic year, the time during which an educational institution holds classes.

Your applications are also placed under the various terms, according to the preferences you have set in the intakes. You may later easily transfer applications from one term to another.

  • More about creating Academic terms HERE.
  • You may also find this article HERE useful to understand the core logic of terms.

What about years?

You don’t need to create the same intakes each year, as intakes are intelligent in the way that they switch to next years’ semester after the start of this year’s semester has arrived.

In order to avoid confusion, we recommend not to add year numbers to the name of the intake, as this year will soon become irrelevant and create confusion in your colleagues, when gathering statistics. The years are generated automatically by the system, taking into account the synergy between Intake and the Term, which intake is connected to.

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