ONLINE APPLICATION MANAGER - DEPARTMENT OF STATEFREQUENTLY ASKED QUESTIONS (FAQs) Questions
Answers How do I get to the online application management system? The online application management system is located at https://admissions.embark.com
I forgot my userID and/or my password for the online application management system. What do I do?
Contact Marsha Frith at mfrith@iie.org who will email you both your userID and password. Please provide the following information:
- first and last name
- email address
I am in the Application Manager but which screen do I need to access?
You need to access the Manage screen. On this screen, you will want to make sure that you are in the FLTA_DOS view. You select the view in upper left-hand corner “saved view” area. From the drop down menu, - highlight FLTA_DOS, and
- click on the ‘select view’ button.
You have two view options:- All Manage is a general default view which provides limited information
- FLTA_DOS is your main view and gives you all applications
How can I view a listing for just one country?
- Click on the drop down menu in the first box and select “citizenship.”
- Keep the "=" sign in the second box.
- In the third box, type the name of the country that you want to view. Type the country name exactly as it appears in the column listing. Or, you can click on the magnifying glass which will bring you to a drop down menu from which to select the country and then click on the return button. This will populate the third box.
- From the drop down menu immediately below the boxes, highlight "search current view."
- Click on “search.”
Note:
- You can always return to your original FLTA_DOS view by returning to the “saved view” area and selecting "FLTA_DOS."
- Remember to highlight the "search current view" box. If you just click on the "search" button, the listing of applications for one country will appear, but the view will be different. You will be in the default view, ALL MANAGE, rather than the FLTA_DOS view, where the DOS and FSB columns will not appear.
Some of the countries that I need to view are missing? What should I do?
Contact Marsha Frith at mfrith@iie.org who will be able to give you "rights" to view specific countries. Please provide a complete listing of countries to which you will need access.
How do I view and/or print an application?
You view the application by clicking on the printer icon that precedes the citizenship column. A PDF view of the candidate’s application will display. The first page of the application, the Grant Cover Sheet, provides you with an overview of important information. However, you also have access to the candidate’s complete application. You can review the information online or you can print it.
If you want to print the application, you can choose to print only the Grant Cover Sheet or you can print the entire application. Just click on the printer icon on the tool bar and select all pages or just the current page for printing.
When exiting the PDF view, remember to click on the "BACK" browser button (on the top left of your screen). You will return to the Manage screen. If you close out of this view by clicking on the "X" button (on the upper right-hand corner of your screen), you will exit from the online application system and will need to log back on.
Tips on navigating through the application
Often you will only want to view the Grant Cover Sheet (first page of the application) and the Selection Committee Advice form (the last two pages of the application). The best way to navigate quickly through the PDF application view is to use the toolbar located at the bottom of the PDF document. The toolbar allows you to:
- resize the document (make it larger or smaller) and
- quickly move from page to page.
The page navigation will look something like this | < < 1 of 18 > > |
- The “<” button will move you to the first page.
- The “>” will move you to the last page of the PDF file (regardless of what page you are currently viewing).
- The “< and >” buttons will move you one page forward or backwards.
Also, you can move directly to any page by typing the number of the page you wish to view in the “1 of 18” space. The easiest way to do this is to: - use the cursor to highlight the whole area “1 of 18”
- simply type the page number
- hit enter
Now that I am on the MANAGE screen what do I need to do?
You need to go to the DOS column and select which students should be released for FSB review. To do this you need to do the following:
- Select "yes" or "no" from the drop down menu.
- Click on the gray "update status" button to save your work.
I made my selections but my work did not save? What happened?
Most likely you did not save your changes. You need to make sure that you click on the gray “update status” button to save your work. You can either "update status" for each individual student or you can "update status" for all the updates that you made on a screen. (Each screen defaults to 50 applications; however, you can change this so that you can view and update up to 200. You just need to "change the paper size" on the right hand side of the screen in the gray area). Make sure to click the "update status" button before you move to the next screen.
The applications that I was working on disappeared. What happened? How can I get them back to the Manage screen?
Most likely, you accidentally clicked on the gray "Archive Apps" button rather than the “Update Status" button. This moved the applications from the Manage screen to the Archive screen. This is easy to fix. Just go into the Archive screen by clicking on the Archive tab at the top of the screen and do the following: - Check the box preceding each applicant’s name.
- Click on the gray "unarchive user" button. The applications will move back to Manage.
I hear that I can get some quick statistics. How do I do that?
That is correct. You can run statistics on anything that appears on the screen that you might be on. You just need to: - Click on the green "view statistics" button
- On the next screen that displays, in the "select display data" field select from the drop down the one value on which you would like to generate statistics. (Ignore the "select date range" field.)
- Click the gray "generate statistics" button.
- After generating your stats, use the back browser button to return to select data display screen and then click the back browser button again to return to the Manage screen.
Note: You will be able to access the most data fields on the ALL DATA screen.
What is on the Archive screen?
When you enter the Archive screen you will default to general view which displays all applications that have been archived. You also have a number of other views—applications by cycle and an ALL DATA view. Given that the actual PDF views of the applications are only active for 18 months, many of the older applications will not be viewable in total. However, the ALL DATA view provides you with most of the key information you might need—field, gender, prior colleges attended, address, city of birth, etc. If there is other date you might need, just let us know.
If you should have any additional questions, please do not hesitate to contact Marsha Frith at mfrith@iie.org |
