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How to use web-link
Once you have logged into web-link, you will be taken to the 'link menu' where two options are available, depending on your login permissions:
- Applicant Data
- Course and Institution Data (net.update)
If you only have permission to access the Course and Institution Data (net.update) section, you will by-pass the link menu and go straight into the main course menu. If you wish to change your permissions, please see your existing net.update administrator at your institution.
Applicant Data
Clicking through to this section of web-link allows you to view and process applicants that have applied to your institution. If you are in more than one admissions system (e.g. UCAS, GTTR, UKPASS, CUKAS), you will first be taken to the system menu, where you can select any of the schemes available to you. If you are in only one admissions system, you will be taken direct to the main applicant menu.
By selecting the search criteria 'This Inst' (found at the top right of the screen) and clicking 'Find', you will be presented with a list of your applicants. If the search returns a large number of applicants, the first 200 applicants will be displayed. From the search results, you can then click on an applicant name to retrieve full details of that applicant.
Using the search criteria 'All' and clicking on 'Find' you will be presented with a list of applicants who have applied to that admissions system. If the search returns a large number of applicants, the first 200 applicants will be displayed. Your applicants will be 'clickable'. Those who have not applied to you will only show minimal information on the search results screen. During Extra and Clearing, these applicants, too, will become 'clickable' if they become eligible during the entry cycle.
Clicking on an applicant name takes you through to the applicant overview screen, which not only allows you to navigate through the applicant's complete details, but also allows you to submit decisions / transactions to UCAS (by clicking on ± within the choice information box). Please refer to the admissions explained section for guidance on decision making.
Please note that the interaction between web-link, the UCAS database and Track (used by applicants to view their applications) is real-time. This means that it will be possible for applicants to view decisions made by yourselves as soon as the decision has been submitted. It is therefore vitally important that decisions are made correctly and accurately.
Course and Institution Data (net.update)
Clicking through to this section of web-link allows you to update your course and institution data. Please note the following important changes to this section:
Change 1 (administrator section)
If you previously had Hercules Client logins, we have transferred these across to web-link as 'Read Only', with a default password of 'abc123'. Your current net.update administrator will need to allocate relevant access permissions, a new password, and supply an email address before each transferred login can be unlocked.
The 'Unlock Account' button will not work (and will display a suitable pop-up message) if the stored password is still "abc123". Adding an email address will generate the usual confirmation code email.
Change 2 (administrator section)
Due to the procedure implemented in Change 1, the administrator 'Change Details' page reloads itself with updated information after an update or account unlock (previously the user was taken back to the Administrators' Menu).
Change 3 (institution menu)
Institution contacts - this section allows you to view a full list of your own institution's contacts. Note that these are the UCAS contacts, and not those shown on Course Search. You are able to update the current details, add a new contact or delete an existing one. This is now the primary method for maintaining these details and should be used by yourself or an assigned colleague to keep the details for communication to your institution up-to-date. Any changes made will be used immediately for further communication.
Change 4 (institution menu)
Institution details (internal) - this section allows you to view details currently recorded at UCAS for your own institution, such as abbreviated, short and full name. You are also able to update your switchboard number.
Change 5 (institution menu)
Institution requirements - this section allows you to view your current settings for your institution requirements, such as your required sequence for ODL listings etc.
Please note that this section is held at institution level. If you are in more than one admissions scheme, these settings will be reflected across each scheme. This is the primary method for maintaining this information. It is recommended that changes are made at the start of the cycle.