What is EDM?

From the 1st September 2011, the graduate admissions process will be paper free. Using the new EDM (electronic document management) system, all application materials can be viewed in CamSIS.

Applicants will be able to apply online and upload supporting documents such as transcripts or research proposals. References can be submitted directly into CamSIS by referees themselves, via the new e-refs system.

The Student Registry Admissions team will no longer be sending hard copies of applications to departments, degree committees and Colleges; instead notification of an application's arrival will be via worklists in CamSIS.

How do I register new users or update existing users' access so they can view/action applications?

Complete a 'CamSIS user registration for Graduate Admissions' form at the link below and return to CamSIS.

Further information
CamSIS Self Service User Registration Form

The relevant CamSIS role descriptions for those dealing with graduate admissions are:

College Graduate Admissions Administrator with 360 Degree View
College 360 Degree View for Academic staff
Department Graduate Admissions Administrator with 360 Degree View
Department 360 Degree View for Academic staff

Please select the relevant option for the user. The form will need the approval of your head of institution/line manager.

Note: When Staff members leave:
For security purposes it is very important that CamSIS are notified when members of staff move/leave departments/facultys/degree committees/colleges. CamSIS will need to remove user access to view the accounts of students within the department.

How can I filter lists of applications?

CamSIS search will be very helpful for filtering lists of applications. Training on how to use CamSIS search is available from the CamSIS team. See ' CamSIS Course Training Timetable'.

Further information
CamSIS Course Training Timetable

What training is available?

Online training on how to process applications for admission is available on the CamSIS website. See 'CamSIS Online Training'.

There are also training sessions at CamSIS available until the end of September which you may book on via the CamSIS Course Training Timetable.

Further information
CamSIS Course Training Timetable
CamSIS Online Training

How do I manage my work-list items and email notifications?

Items that require action in CamSIS Self Service should appear in the work-list and we recommend they are removed when the required CamSIS action has been taken.

Items that are for information only and that do not require action in CamSIS should not appear in your work-list; the notification should only be received by email. In this way colleges, departments, and degree committee users can choose which notifications they wish to receive, and delete the notifications without impacting on other users.

What work-list items and email notifications have I been set-up to receive?

You can find out which work-list items & email notifications have been set up for you by entering your CRSID on the following CamSIS page:

Main Menu> People Tools> Utilities> CamSIS Utilities> EDM Workflow> EDM Worklist User Set up

If there is a tick under 'Recipient' will receive this work-list item in your CamSIS work-list.
If there is a tick under 'Email' you will receive an email notification about this item. The email will be sent to the email address listed at the top of the user set-up page.

If you would like either your EDM work-list user set-up to be amended please email: edmhelp@admin.cam.ac.uk

CamSIS is unable to limit the work-list items received by Degree Committee users who are also departmental administrators; this will be raised as a project change request, in the meantime degree committee users should use CamSIS Search to filter the work-list items.

Why did the work-list item disappear from my work-list?

Users with the same EDM Work-list User set-up will share the same work list items.

If one user deletes the item, the item will be removed from the work-list for all users who were able to view that item.

The item could also disappear as it was reassigned to another user. If an item is re-assigned, it will only appear in the work-list of the users it has been assigned to.

My worklist is not showing me the items that I would expect - what do I do?

Please contact edmhelp@admin.cam.ac.uk to ensure that you have received the security settings that you requested.

I am leaving and would like my replacement to have access to the relevant areas of EDM

For security purposes it is very important that CamSIS are notified when members of staff move/leave departments/facultys/degree committees/colleges. CamSIS will need to remove user access to view the accounts of students within the department.

Complete a 'CamSIS user registration for Graduate Admissions' form at the link below and return to CamSIS.

Further information
CamSIS Self Service User Registration Form