CRM Recruit

How do I get Access to CRM Recruit?

If you require access to CRM, please request user access with the CRM project team by emailing crmrecruit@universityofgalway.ie providing the below information.

Name:

Email address with staff Id number: [i.e.0019989s@universityofgalway.ie]

NUI Galway email address:

College/School: [i.e. Business, Public Policy & Law/School of Business & Economics]

Programmes you need access to: [i.e. 1AY1 – Master of Accounting]

Once this is provided, access can be organised. You will receive a CRM user set up email confirmation as well as a how-to login guide to assist you with logging into the system.

How do I login?

See the How to Log onto CRM Recruit guide

What browser should I use?

For Microsoft users we recommend using Google Chrome Or Internet Explorer. For MAC users, Safari is the only supported browser.

The login does not appear to be working correctly for me. Certain error messages keep appearing, what should I do?

For Microsoft users we recommend using Google Chrome Or Internet Explorer. For MAC users, Safari is the only supported browser.

Having an issue signing into CRM, we first recommend clearing browser history, cookies and cache, along with allowing the new url in your browser (if you have 3rd party cookies blocked).  

If the steps above do not resolve your issue, please reply to crmrecruit@universityofgalway.ie  with your specific browser, version, and whether it is 32 bit or 64 bit.  Please include print screens which will help us troubleshoot your issue.

How can I add a new program to CRM once approved?

In order to add a new approved program to CRM, a request needs to be provided to the CRM project team crmrecruit@universityofgalway.ie by email attaching a completed New Programme Form

How do I search for an application?

The applications relevant to your area of responsibility and Department will be visible from your reviewers Dashboard. To access your Dashboard, ensure you select NUIG – Application Review from the drop-down menu.

• To open an application, double click in the white space of any of the fields on the line of the application you wish to open.
• If you need to search for a specific application, you can use the quick search functionality (magnifying glass on the top Navigation bar)     
• You can search for applicants by first name, last name, email or application number.

Please refer to our How to guide on How to Search for an Applicant

What types of application status does an application include?

There are 3 application status for the applicant

Started is when an applicant has started to fill in an application form but has not fully submitted their application, nor have they completed their application. These students cannot be considered as applicants because they have not paid an applications fee or agreed to be contacted with regards to their application.

Submitted is when an applicant has filled in their application form, paid their application fee and agreed to be contacted with regards their application. They have not uploaded all the required documentation so are therefore not complete. When an applicant submits, they are prompted to upload the required documents by email. They are then reminded twice over an 8-day period to upload. If you wish you could contact these students again and ask them to upload their documentation.  They will not be visible on the reviewer dashboard until they are complete.

Marked Completed is when an application has submitted and then uploaded all the required documents and are considered a completed application. These will be visible on the reviewer dashboard.

Can one department see applications for another department?

Reviewer Dashboards will be tailored to only show applications relating to your area of responsibility and Department. If your Department wishes to share an application with another Department, you can either email it, send a link to it or share some of the unique identifiers for the other Department to search for it

Will applicants be informed of each status change?

Applicants will get some application folder status updates as their application progresses through the admissions process (e.g. Application marked as complete, Application put forward for review, offer of your place). Reviewer status updates are not visible to applicants.

How do I print an application to PDF?

• Once you are in an application, ensure you are on the Applicant or Application Review tab 
• Click on Print application folder at the top of the page.
• Click on Print ensuring to select include application, supplemental item information, completed recommendations and cover page
• You can open or save the application as a PDF to your computer

If you want to generate a PDF document (rather than just opening it in the browser): 

• Select the Print icon, rather than right clicking and save as. In the Printer field select:
• PageManager PDF Writer – to save as a PDF.
• Microsoft Print to PDF – to save as PDF.
• You will then be asked to Save Print Output and a file name will be required. 

 Once you are in an application, ensure you are on the Applicant or Application Review tab 

• Click on Print application folder at the top of the page.
• Click on Print
• Change Open with to Other, then Firefox, using the dropdown menu.
• Click on Ok and then OK again. 
• This will open the PDF in a browser 

If you want to generate a PDF document (rather than just opening it in the browser): 

• Select the Print icon, rather than right clicking and save as. In the Printer field select:
• PageManager PDF Writer – to save as a PDF.
• Microsoft Print to PDF – to save as PDF.
• You will then be asked to Save Print Output and a file name will be required. 

How do I save an application?

Once you have opened it, select the Print icon (Printer image) rather than right clicking and save as. In the Printer field select:

• Microsoft XPS Document Writer – to save as an XPS Document
• PageManager PDF Writer – to save as a PDF
• Microsoft Print to PDF – to save as PDF

You will then be asked to Save Print Output and a file name will be required.

How do I create and customise my own personal views?

See the guide on How to View your Programme Applications

Can I add my review notes to the system?

In the Reviewers Shared Notes section of your reviewer’s screen, any notes that you wish to add or share with other reviewers can be recorded here.  The How to Review an Application and Make an Offer guide provides you with a section on how to do this.

Is it possible to run a report for all applicant decision statuses?

Yes, go to Operations, Application Folders, use filter and select your specific Academic Programme and you will see all applications, then filter by proposed decision (i.e. Firm Offer), you can then export to excel to run the report.This has been added to the interview report for Departments and can be reviewed or exported directly from there. 

On the NUIG – Application Review – on the reviewer’s dashboard – there is a section called ‘My completed Reviews’ which show all the decisions they have made for their courses

How to defer an accepted offer place to next year?

If an applicant no longer wishes to take up their place after acceptance and paying their deposit in the term for which they have received the offer, then a deferral request for one year ONLY can be applied for and approved at the discretion of their programme co-ordinator (course director). All Postgraduate applicants must have accepted their place and paid the minimum deposit in order for a deferral to be processed.

The request for deferral should be made in writing to your programme co-ordinator (course director) by email and they will decide if the deferral will be granted.

The programme co-ordinator (course director) will communicate the decision on their deferral (by email) within 2 weeks of the submitting their request copying the Postgraduate Admissions Office  team postgradadmissions@nuigalway.ie so that they will organise the necessary on the Postgraduate Application System.

Please note that the applicant will still have the option to take up their offered/accepted place if the deferral request is not approved/granted. If they are not granted a deferral, they can re-apply for the programme for the following academic year and we can carry forward their deposit to the year of re-entry to the programme (applicants who defer are not eligible for refund of deposits paid).

In order to take up the deferred place the following year they do not need to re-apply again online through the Postgraduate Application System. The Postgraduate Admissions Office will be in contact with them to confirm they still wish to take up your place. International applicants will be issued with an up-to-date offer letter and receipt which may be required for visa purposes.

Where can I view my deferred applications?

All deferred applications will be migrated across to the new academic cycle application management system on 1^st November.  Each Department will be able to view a list of their deferred applications. The Postgraduate Admissions Office will be in contact with the deferred applicants to confirm if they still wish to take up their place. International applicants will be issued with an up-to-date offer letter and receipt which may be required for visa purposes.

How do I make an applicant a firm offer?

See the guide on How to make a Firm Offer

How do I make an applicant a conditional offer?

See the guide on How to add Conditions to a Conditional Offer

How do I waitlist/decline and make a referral application?

See the guide on How to Decline/Waitlist or make a Referral Application

How do I change an offer status?

You can only change an offer if the decision has not been released to an applicant.  Please check the offer is correct, before you send it back to Postgraduate Admissions for processing. Please contact the Postgraduate Admissions team, if you need to make any changes after you have released your decision.

How quickly will applicants be told of their offer?

NUI Galway is committed to turning around decisions on completed PGT applications within 10 working days. The applicants are advised to allow up to four weeks from the date we received their completed application before they expect a decision.

Can I send an email communication to an applicant through the system?

Yes, click on the application from the reviewer screen and you will see a section called Send Message to Applicant, under the heading send message to applicant you will see a blank box titled message, this is where you can type the message you wish to send to the applicant. In the Send Email field select Send Message and click Save and Close to send the message.

Can I see email communications that have been sent to applicants?

Yes, to view if an email has been sent to applicants, you need to navigate to the Inquiry page, clicking Operations, Applications, Active Applications, search for the application, double click on the application to bring you to the Applicant Tab. Emails that were sent within the system can be seen on the Inquiry tab by scrolling to the Related Information.

How do I know what communications have been sent to applicants?

From the reviewer’s screen, search the applicant, double click on the white space, scroll to Application details and double click across from App reference on the read sheet, open the inquiry tab, you will then see emails that have been sent on the right hand side under Related Information.

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