Table of Contents

• Settings for concurrent entrance examination
  • ①Applicable programs/majors
  • ②Settings of combinations of programs for which concurrent applications are not allowed
  • ③Examination timetable
  • ④Set required examination subjects
  • ⑤External exams
  • ⑥Set required external exams
• Set fields for examinee slip
  • Items included in the concurrent application slip:
• Set the photoalbums
• Set Concurrent Application Data
• Manage applicants

You can create an admission category that allows applicants to apply to multiple departments or programs within the same university.
Only users with university administrator privileges can create this type of admission category, as access to multiple programs is required.

Departments and programs designated for concurrent applications should be created in the same way as regular ones.

If you want certain departments or programs to be available only for concurrent applications, set their visibility to “Private”.

To create a concurrent entrance examination category, check the option “Create an admission category for concurrent applications” on the creation screen.

※ Program/Major, Maximum quota, and Examination fee cannot be set on the Create Admission Category screen as they will be configured later.

・After saving the admission category, the "Settings for concurrent entrance examination" button will appear on the admission category details screen.

・Additionally, "Set the photoalbums" and "Set Concurrent Application Data" will be added to the action menu.

Settings for concurrent entrance examination

The settings screen for concurrent entrance examination appears as follows.

＜Settings for Concurrent Entrance Examination menu＞

①Applicable programs/majors

You can click the Edit button to configure each setting. However, changes cannot be made after the Beginning of the admission category.

(example)

＜Settings for Concurrent Programs / Majors＞

②Settings of combinations of programs for which concurrent applications are not allowed

You can configure combinations of programs that cannot be applied to concurrently.

・Click the Add non-concurrent combination button to add restricted combinations.

③Examination timetable

You can set the examination timetable. It cannot be edited after the Beginning of the admission category.

You can add multiple periods, and assign subjects to each period.

＜Timetable configuration items＞

If examination subjects have management codes, please enter them. They will not be displayed on the applicant’s screen.

Upon CSV export, the selected codes will be concatenated per period as a subject group code.

Example: If Period 1 = Japanese (A1), Period 2 = Math (B2), Period 3 = Social Studies (XX4), 

output will be A1B2XX4.

④Set required examination subjects

＜Required Subject Settings＞

Required subjects can be configured per Department / Program under the conditions of “Required,” “One among subjects in the same time slot,” or “One among subjects in different time slots.”

If these required subjects are configured, applicants will not be able to submit their application (an error will be displayed) if any of the following conditions are met:

• When Departments / Programs with different required subjects scheduled in the same time slot are selected simultaneously.
• When Departments / Programs are selected simultaneously where subjects set as “One among subjects in the same time slot” and those set as “Required” do not overlap at all.
• When Departments / Programs are selected simultaneously and there is no overlap with any “Required” subjects in all the time slots that can be selected as “One among subjects in different time slots.”
• When Departments / Programs are selected simultaneously where there is no overlap between subjects set as “One among subjects in the same time slot” and “One among subjects in different time slots.”

⑤External exams

If external exams such as TOEFL, IELTS, or the JLPT are required for application, you can configure those required exams here. They cannot be edited after the admission scheme has started.

The configuration of external exams follows the same process and settings as when creating application documents and forms.

※The item names differ between standard application documents and external exam settings, as shown below.

•  Application document name → External exam document name
•  Add form → Add exam
•  Form name → Exam name
•  Allow form duplication → Allow exam duplication
•  Display form name on entry screen → Display exam name on entry screen
•  Add form → Add exam
•  Copy form → Copy exam
  
  

⑥Set required external exams

For the exams configured in the External Exam Settings, you can specify for each Department / Program whether the submission is Required or One or more. These settings cannot be edited after the admission scheme has started.

On the applicant’s screen, the exam input fields will be displayed based on the condition settings of the selected Departments / Programs, as follows:

• All exams set as Required will be displayed.
• If there are overlapping exams set as both Required and One or more, only the Required exams will be shown.
• If there are no Required exams, and only One or more exams are set, all of those exams will be displayed.

In addition, applicants will not be able to proceed with the application (an error will be shown) if the submitted exams meet the following conditions:

• No exam has been submitted for a Program / Major where the exam is set as Required.
• None of the exams have been submitted for a Program / Major where the condition is One or more.

Set fields for examinee slip

By entering the name of the examinee slip in Set fields for examinee slip, you can configure a concurrent application slip containing the following items. Settings and edits can be made even after the start of the admission scheme.

Items included in the concurrent application slip:

• Full name (as registered by the applicant when creating their account)
• Kana name (as registered by the applicant when creating their account)
• Examinee number (issued by the university)
• Examination date and time (as registered by the university when creating the admission scheme)
• Test venue (as registered by the university when creating the admission scheme)
• Photo (as uploaded by the applicant in the photo form)
• Selected Departments / Programs (as selected by the applicant)
• Examination subjects and time (as selected by the applicant)

Examination subjects and time (as selected by the applicant)

・Get value from information of applicants / decision plans

Select and configure necessary items from the university’s admission data or the applicant’s TAO account information.

・Copy information from application from

Select necessary items from the application documents configured by the university.

・textbox

You can enter custom text using a free-text field.

The examinee slip will be displayed to applicants in the following format.

The applicant’s name on the examinee slip is retrieved by default from the application documents and follows a fixed format. The display position cannot be changed.

Set the photoalbums

You can configure a photo list of applicants, which will be used by proctors during on-site examinations. Only applicants who have completed their applications (Application completed) are included. Once a photoalbum is set up, a Photo input field will appear on the applicant’s submission screen for uploading their facial image.

In Set the photoalbums, you can choose which information will be displayed on the photo sheet from the following:

・Get value from information of applicants / decision plans

Select and configure necessary items from the university’s admission data or the applicant’s TAO account information.

・Copy information from application form

　 Select necessary items from the application documents configured by the university.

・Textbox

You can enter custom text using a free-text field.

Set Concurrent Application Data

You can configure the "Concurrent Application Data" that applicants will submit to the university.

You can select and register the required documents from among the application documents configured by the university.

※All documents are selected by default.

Once the Application Sheet is configured, applicants can download a single PDF containing both the concurrent application slip and the application documents configured by the university.

Universities can also download the Application Sheets either individually or in bulk.

Manage applicants

If a concurrent application-enabled scheme is created, the applicant detail screen will include additional information entered by the applicant such as "Selected Departments / Programs", "Examination Subjects", and "External Exams".

Additionally, if a concurrent application-enabled scheme is created, the following options will appear under Bulk Operations for Search Results in Applicant Management:

    •    Download Application Sheet PDF

    •    Download Photo Sheet PDF

・Download Application Sheet PDF

You can download a single PDF for each applicant containing the concurrent application slip and the documents configured in Set Concurrent Application Data.

・Download Photo Sheet PDF

You can download a photo list PDF that includes the registered photos, Kana names, and any additional information configured in Set the photoalbums for all applicants matching your search criteria.

If the search is filtered by Examinee Number (from–to) or Department / Program name, that filter information will also be reflected in the photo sheet.

Please note: This button will not appear if no examinee numbers have been assigned or if no applicants have uploaded a photo.