Site Coordinator rosters during application period

Site Coordinator rosters during application period

Thank you for your work to bring our course to your site group!
The following is a FAQ regarding your access to applicant lists for your site during the application process.
As always, if you have questions, please direct them to edgh@uw.edu and we would be glad to assist you.

First, please remember that all applicant contact information is to be kept confidential, and communication should be limited only to site and course matters.

Q: Is this a final list of applications for my site?
A: This list shows applications received for the course to date. This report will show your final list of applications ONLY after applications for this course have closed.

Q: How should I use this list while applications are open?
A: Up until applications close, we encourage you to use this list to keep track of prospective participants during the application process. Our goal is that this tool will help you ensure that all expected participants apply on time and that you have sufficient opportunity to communicate with your applicants in order to prepare them for the course. You can check this list to see real-time updates of who has applied to your site.

Q: Will I need to confirm a final roster with eDGH after applications close?
A: Yes, after applications close, eDGH will ask you to download your final list of applicants and confirm who will be moving forward with your site for the course. We will send you instructions for confirming your roster shortly after applications close.

Q: There are prospective applicants missing from my list; what should I do?
A: Contact the individual(s) to ensure they applied for the course and selected your site on the application.
If they have not applied (and applications are still open), direct them to the application to complete it. If they need to edit their application to select your site (and applications are still open), they can log in to their eDGH user account to “edit their submission.” They should confirm they’ve selected the correct course, indicated “site-based participant” under enrollment type, selected your site group, and submitted any changes by clicking “save.”

If someone who confirms they’ve submitted an application still is not showing on your list, you may also email edgh@uw.edu and provide us with their name and email address so that we can search for their application.

Q: There are duplicates on my application list. Do they need to be removed? Will duplicate submissions by the same person affect my site total? 
A: Duplicate application submissions that were made in error by the same person will not impact your site total. They will be disregarded. After applications close, you'll have the opportunity to indicate duplicate submissions on the roster you confirm, as well as let us know if there are any others who won't be moving forward with your group for the course. 

Q: There are applicants on my site list that are not part of my group; what should I do?
A: Please email eDGH the names and emails of these individuals so that we may contact the applicant(s). We'll advise them to edit their application to select a site group they're connected with or to apply to take the course independently. For anyone who applied with your group who is not part of your site (and who is still showing on your final list after applications close), you'll be able to specify that they should be removed/not added to the course for your site.

Q: Is it okay to accept applicants who applied to our group that aren’t affiliated with us?
A: eDGH advises that all site-based applicants be affiliated with the group they apply with. We defer to you, as site coordinator, to decide whether to include additional applicants who may have applied to your group.

Q: I have very few applicants; can I merge with another site group?
A: Successful site groups can have as few as 5 people. If you have fewer applicants than you had hoped, you can either cancel your site or discuss with those that did apply whether they prefer to move forward. EDGH is unable to merge site groups.

Q: An applicant on my list has errors in their application; what should I do?
A: Please encourage the applicant to log in to their eDGH user account and “edit their submission.” Edits can take place until the application period ends.

Q: My site is over the EDGH site limit for this course; what should I do?
A: eDGH has a site limit of 40 or 60 participants, depending on the course. However, in most cases, eDGH does allow sites to host more than one site group (site fee applies for each). As an example, if the site limit is 40 but you have 67 applicants, you are welcome to host two sites to accommodate the full number of applicants. Reminder: It is common that some applicants who apply will not be able to move forward with the course. Therefore, eDGH will communicate with you to help determine the number of sites that is appropriate for your group after applications close and you are confirming your final roster.

Q: A participant’s certificate name is incorrect; what should I do?
A: During the period when the applications are open, the can applicant log in to their eDGH user account and “edit their submission” to update/correct their certificate name. After the applications close, the participant will need to email edgh@uw.edu to request a correction. After the certificate is mailed, a replacement or correction is subject to a $10-$55 USD fee.

Once again, additional questions or concerns can be directed to our team at edgh@uw.edu.
THanks,
eDGH Team


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