There are a couple of different ways to find sending applicants. This article will demonstrate one method in Global Link as well as how to use the Sending Pipeline Report. We will also outline the various Portal and OA (Online Application) statuses to help decipher how far the student has gone in the sending journey.
Finding Sending Applicants in Global Link
Sending applicants can be found via a Service Case search or under Participant Application. This article demonstrates a Participant Application search. The Participant Application option is found under "Incoming Info From Customer" here:
The default view will show students in your team who are in the process of applying for AFS. You can narrow your search by adding a year and/or cycle of interest under Program Code or a specific Portal Status or OA Status. The Portal and OA statuses are defined below. You could even add a Filter to search for students in a particular city or zip code range. Once you have added any additional criteria to narrow your search, select Search.
The Sending Pipeline Report
The Sending Pipeline Report is available to all AFS volunteers in the Reports section of Global Link. This report includes all students with open files (service cases) with AFS. That means, it includes both leads (those who are interested in learning more) and applicants (those who have started their journey). To access this report, find the Reports option on the left-hand side of Global Link and then look for Sending Pipeline under the Sending Reports here:
On the screen, you will enter the following information:
- Program Year - enter the current year
- Program Cycle - you can look for applicants and leads by program cycle (NH = summer departure, SH = winter departure)
- Output - choose between an Excel spreadsheet or a PDF version of the report.
Click view report and the report will be downloaded.
The report reflects whether or not an applicant has completed the “About Participant” portion of their application and a time/date stamp of when this section was completed. This will indicate to you that the applicant will now appear on the “Say Hello” widget on MyAFS. This way, you can pull the report as an excel file and sort through those applicants who are also appearing in “Say Hello.”
Portal and OA Statuses Defined
The following table is meant to help you understand where in the sending process an individual applicant is. If you have questions, please contact your Sending Coordinator, TDS, or a Study Abroad Specialist at any time! Be sure to visit the Understanding the Student Application Process section to learn more about the various stages of the application process.
|Portal Status||OA Status||Meaning|
|Registered||n/a||Account created, no program selected, little info provided by the applicant|
|Get Started||Preparing||Applicant is working on initial at-home tasks such as writing a host family letter.|
|Applied||Preparing||Applicant completed the at-home tasks and is waiting for a Study Abroad Specialist to be in touch and determine eligibility. Student needs to pay a $200 non-refundable application fee to move forward.|
|Next Steps||Preparing||The applicant is eligible for the program and is working on supporting documents. Volunteers are asked to do a Sending Interview.|
|Review||Submitted||Applicant submitted supporting documents and is now waiting for a Study Abroad Specialist to review everything|
|Next Steps||Returned||The Study Abroad Specialist reviewed and returned the application for editing with instructions about what was needed. Review the student's contact log for details.|
|Review||Reviewed||The application is complete|
|Review||Transferred||Transferred to the partner country|
|Accepted||Transferred||Accepted by the partner country|
To understand where the student is interested in going, please see this list of Country Codes.