STUDENT APPLICATION MANAGEMENT SYSTEM

Transcription

1 STUDENT APPLICATION MANAGEMENT SYSTEM USER GUIDE

2 CONTENTS Registering your school... 1 Completing an online application... 7 Measuring for shoes and clothing Frequently Asked Questions STUDENT APPLICATION MANAGEMENT SYSTEM

3 REGISTERING YOUR SCHOOL Before you can place an online order, you need to register your school through our website. Step 1: Visit the website Go to and click Login for schools. STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 1

4 Step 2: Log in FIRST TIME LOGGING IN? Please contact our office on (03) for the password when you log in for the first time. Complete your school and password. After logging in for the first time, the password will need to be changed to prevent unauthorised access to the applications system. Ensure that the welfare coordinator and any other people involved in the applications process are aware of the password. Each person who will create applications will also need to be added as a contact see step 3c. Step 3: Confirm contact details a. From the Management tab, select Contacts. STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 2

5 b. Check the school details are correct, including address and phone numbers. By clicking on the school name, you can edit any incorrect details, add any missing details and change the password. c. Student welfare coordinators, Principals, Business Managers and other staff specifically assigned to make applications on behalf of students can be added by clicking the New Contact button. Step 4: Confirm school profile From the Management tab, select School Profile. Update or edit any missing details. STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 3

6 Step 5: Set retailer profile When setting up your school s profile, we need to know who will invoice State Schools Relief. From the Management tab, select Retailer Profile. The options are: School Profile School run uniform shop (school will invoice State Schools Relief) Retailer Profile Your school directs students to a specific retailer OR a retailer runs your school shop (retailer will invoice State Schools Relief) choose retailer from the drop down list STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 4

7 Step 6: Create uniform profile Your school s uniform profile needs to include all products you may require when making an application for students. BEFORE YOU BEGIN! For this step, it is useful to have a uniform price list in front of you. Once completed, this task will not need to be done again, so we encourage you to take the time to set this up accurately. SOME IMPORTANT NOTES ABOUT ENTERING PRODUCTS: Please ensure that items that vary in price based on size are entered individually. If there is no change in price based on size enter size as All Sizes. Stock provided by State Schools Relief does not require a retail price to be added. From the Management tab, select Uniform Profile. a b c a. Select a product from the list You will need to differentiate between items e.g. black ankle socks, black knee socks, white ankle socks, white knee socks. STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 5

8 b. Select a fulfiller options: School Shops School run uniform shop. State Schools Relief When choosing items such as shoes, socks, briefs, singlets and any plain stock such as windcheaters and trackpants. A list of State Schools Relief stock can be found at Retailer Where items are to be provided by a retailer, including where a retailer runs a school shop (retailer invoices State Schools Relief) OR purchases made external to the school shop or retailer e.g. shoes unable to be provided from State Schools Relief stock. Select the name of the retailer from the retailer drop down menu. c. Press Save Product after each item to save what you have entered. d. Once the product has been saved, the pricing button can be selected and the retail price added from the uniform price list. Still stuck? If you have any further questions related to the set-up of your school account please do not hesitate to contact us on (03) STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 6

9 COMPLETING AN ONLINE APPLICATION Step 1: Log in Log in using the and password set up in the school profile contacts list (for help on this, see section on setting up your contacts list). Step 2: Make an application Click on the Make Application tab. a. Complete the relevant student details (asterisk denotes required fields) Campus will need to be selected even for single campus schools. Comments box to provide any information regarding further assistance to students. b. Click Next. STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 7

10 Step 3: Add products a. From the Product drop down menu, select your item. b. Type required quantity. c. Select from the Fulfilment Organisation drop down menu. Options are: School Shops School run uniform shop. State Schools Relief When choosing items such as shoes, socks, briefs, singlets and any plain stock such as windcheaters and trackpants. Retailer Where items are to be provided by a retailer, including where a retailer runs a school shop (retailer invoices State Schools Relief) OR purchases made external to the school shop or retailer e.g. shoes unable to be provided from State Schools Relief stock. Select the name of the retailer from the retailer drop down menu. a c b d. Select Add Product to continue adding items as required. e. Click Save to complete. STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 8

11 Step 4: Add sizing a. Insert sizing where required. No size is required for applications from a retailer. b. Click Next. HANDY HINT! EITHER size OR measurement is required. If the order is from a retailer, no size is required. If you have a measurement, leave the size blank and you will be prompted later for the measurements. STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 9

12 Step 5: Finalise application a. From the Summary page, check to ensure all details of your application are correct. This page can be printed for your records. b. Click Submit Application. A green confirmation bar will show your application has been submitted successfully. Something not quite right? If you have any further questions related to the set-up of your school account please do not hesitate to contact us on (03) STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 10

13 MEASURING FOR SHOES AND CLOTHING As we are unable to personally fit shoes and clothes, we have supplied the following guide to assist you when requesting items from State Schools Relief stock. Input this information when requested on your online application. SHOES An accurate foot tracing is required for both feet: Ask the student to stand on a piece of paper, with their feet apart. The student can be bare-foot or wearing socks. With a dark pen or pencil, carefully trace each foot as closely to the outline as possible. Record the measurement in cm s. Measurements: Foot length: Measure each foot length from the tracing by drawing a line from the middle of the heel to the tip of the longest toe, see diagram. Record only one measurement from the longest foot. Foot width: Measure the widest part of each foot. Record only one measurement from the widest foot. STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 11

14 CLOTHING BEFORE YOU BEGIN! Even if you know the size of the student s clothing, unfortunately as manufacturers do not all use consistent standard sizing, we respectfully ask you to take the student s measurements and record on your online application. We make an allowance for some growth by the student. Record the measurement in cm s. In the case of trousers, shorts, track pants and underpants, the waist measurement provided to us should be taken from where the garment is actually worn e.g. if the trousers are worn sitting low around this hips, the measurement should be taken around this position. Input this information when requested on your online application. Female Bust: Measure around the fullest part and around the shoulder blades. Waist: Measure around the natural waistline, keeping the tape comfortably firm. Hips: Measure around the fullest part of the hips. Male Chest: Measure around the fullest part without pulling the tape too tight or expanding the chest. Waist: Measure around the natural waistline, keeping the tape comfortably firm. STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 12

15 FREQUENTLY ASKED QUESTIONS What is my address the first time I log in? What is my initial password for the first time I log in? What is my address after the first time I ve logged in? Does my school operate as a Retailer or a School Shop? What is a VSN and how do I get one? Do I need a size or measurement? I ve completed an application but the order is blank. What do I do? What is my address the first time I log in? The first time you log in, you will need to use your school s address e.g. sample.ps@edumail.vic.gov.au back to top What is my initial password for the first time I log in? The first time you log in, the password is: password! back to top What is my address after the first time I ve logged in? The first time you log in, you will need to set up the profile. Your address and password set up in this section is the and password to use when you next log in. back to top Need help? If you have any further questions related to the set-up of your school account please do not hesitate to contact us on (03) STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 13

16 Does my school operate as a Retailer or a School Shop? When setting up your school s profile, we need to know who will invoice State Schools Relief. The options are: School Profile School-run school shop Retailer Profile your school directs students to a specific retailer OR a retailer runs your school shop (pick retailer from the drop down list) back to top What is a VSN and how do I get one? A VSN is a Victorian Student Number. Every Victorian student will have one EXCEPT newly arrived refugee students or a new Prep student. If the student does not have a VSN, please use the first 3 letters of their surname followed by 001 e.g. Jane Smith SMI001. If there is more than one family member, increase the number by one e.g. Jane Smith SMI001, Joe Smith SMI002, Frank Smith SMI003. back to top Do I need a size or measurement? EITHER size OR measurement is required. If the order is from a retailer, no size is required. If you have a measurement, leave the size blank and you will be prompted later in the application. back to top I ve completed an application but the order is blank. What do I do? If you complete your order ensure you click on the Submit Application button, otherwise the information will be lost and the application will be blank. If this happens, you will need to fill in the details again and click on Submit Application. back to top STUDENT APPLICATION MANAGEMENT SYSTEM PAGE 14