Welcome the WAAV portal system! We believe that this system should be much easier to use for everyone than our old system. We are excited to enter our second cycle using this system and hope that you will find the enhancements helpful to you
What’s really great about this new system:
- No more WesNet login or password necessary – this was our number one problem with our old system
- The ability to control, for WAAV, when they do interviews on a timeline that is most convenient for them, as opposed to just responding to requests from students as they come
- Access to information about the student, such as what round they are applying (transfer, early decision, regular)
- The ability to sign up for and manage college fairs
- The ability to update your contact information and availability at any time
Below are step by step instructions on how to use your WAAV portal. We would highly encourage you to read through these instructions and the rest of the FAQ carefully before calling or e-mailing us for help. To see the images larger (and far more clearly!) just click on them. We hope this will be helpful as you move through the rest of the interview cycle.
First, go to your WAAV portal via your secure link. This link has been sent to you via e-mail, and will be sent to you also in our weekly reminder e-mails. We highly encourage you to bookmark this link on your computer, smartphone, etc….wherever you might find yourself able to check your portal! If you need your portal link, please let us know at email@example.com and we can resend it.
On this page you will see your name, currently location information we have on file for you (if this is not accurate, please let us know via e-mail ASAP!) and a list of students who have requested interviews. These students have filled out a form via the Admission website saying that they wish to have an alumni interview. The portal is set to display students who live within 50 miles of your location, although it is also limited to 15 students, so if you see students much closer to you than 50 miles only, then there are a number of outstanding requests in your area that are limiting your list. This is generally only an issue in larger, metropolitan areas.
Quick tip: If you want the information on the screen to be bigger, so that you can see it better, click Control and + until it is the size you want it. Control – will make it smaller.
To select a student, click on their name. You will then see the box below pop up on your screen. Next to “Round” will be information about whether or not the student is applying through Questbridge, Early Decision 1 or 2, Regular Decision, or Transfer. If this is blank, the student is not yet an applicant. This information will be helpful to you as the deadlines for early decision rounds arrive.
If you wish to claim this student, please click ‘Claim.” The student’s name will then move to your list of “My Interview Assignments” in your portal, as shown below.
The student will receive an automatically generated e-mail within 24 hours of your claim, with your contact information and instructions to be in touch to set up the interview. You will be CCed on this e-mail as well. You may reach out to the student on your own but there is no need to initially. You can access their contact information by clicking on their name in your portal.
Once you have met with the student and completed the interview, click on their name under “My Interview Assignments” in your portal. The window below will pop up. Please click on “File Report”. You will the navigate away from your portal. Quick tip: if you want to be able to leave your portal open while filling out the evaluation form, please right click on the “File Report” link and the evaluation form will open in a new tab. This may be helpful as you will need the student’s birthdate, full legal name, and e-mail to complete the form.
The interview evaluation form is shown below. Please click the “This student did not show up for their interview/we were not able to successfully schedule an appointment” box for those students who never followed up on initial requests after trying to follow up with them, or didn’t show up for your appointment. You will still need to fill out the lower portion of the form as well.
For more information about what we want in an interview evaluation, please go here: http://www.wesleyan.edu/admission/volunteers/interviewing.html.
It is critical that all of the information on the form be accurate, as that is how the evaluation is matched up with the student’s record in our system. Failure to do so will cause you not to see the student’s evaluation as completed in your portal, and create duplicate records in our system. Please take a couple of minutes to make sure that you have completed this part of the form accurately.
Once you complete and submit the form, you should receive confirmation that your form has been submitted. The student’s status should change from “Pending” to “Completed.” If it does not, then you have not filled out the form properly. Please contact us at firstname.lastname@example.org if this occurs.
When the evaluation is completed, that’s it!