STEP 5-5 Admission Schemes - Return this application

Modified on Fri, Jun 13 at 5:26 PM

Table of Contents
Table of Contents
Conditions for Returning an Application
■ Conditions required to return an application (all conditions must be met):
■ Conditions under which an application cannot be returned
How to return an application
Return Notification for Application
■ Notification format
■ Notification Content (Japanese)
■ Notification Content (English)
Steps for Applicants After Application Is Returned
■ Items Editable After Application Is Returned
■ Change of Application Status in the List of Applications
Checking the Return Status from the Admin Panel
■ Checking the Status from the [Manage Applicants] Screen
■ Checking the Status from the Applicant List Screen
■ Checking the Return History from the Applicant Detail Screen
Relationship Between Document Editing and Application Return
Important Notes on Bulk Setting of COE Information for Applicants
■ Scope Where Application Return Becomes Unavailable
■ Notes When Using the CSV Template
Other Notes for Use

The Return this application function allows you to return applications with the status Submitted and request resubmission from the applicant. This can be used when there are errors or omissions in the entered information or submitted documents.

Conditions for Returning an Application

To return an application, the university administrator must meet all of the following conditions:

■ Conditions required to return an application (all conditions must be met):

You must be before the application deadline.
You cannot return applications after the deadline has passed.
The application status must be “Submitted”.
You can only return applications that are in the “Submitted” status.
The application status must not be “Canceled”.
Applications that have already been canceled cannot be returned. The application must be in a valid state.
The application documents must not have been edited by the university administrator (*1).
If the university administrator has edited the application documents, the application cannot be returned.
The documents must remain unchanged.
The applicant must not have withdrawn from TAO.
If the applicant has withdrawn from TAO, the application cannot be returned.

■ Conditions under which an application cannot be returned

After the application deadline
Application documents have been edited by the university administrator
Applicant has withdrawn
Application status is “Returned”
Application status is “Canceled”

(*1) If the university administrator attempts to edit the application documents, a warning message will be displayed indicating that returning the application will no longer be possible after editing.

How to return an application

Follow the steps below to return an application.

On the applicant detail screen, check the application content.
If the application meets all the conditions for return, the "Return this application” button will be displayed.
When you click the button, a dialog box will appear. To execute the return process, enter "return".
After entering the word, click “Yes” to complete the return process.

The application status of the relevant applicant will change from “Submitted” to “In progress”.
In addition, the status “Returned” will appear in the return status field.
A notification will be sent to the applicant whose application has been returned.

Note: The reason for returning the application is not managed within this function. Please be sure to inform the applicant of the reason and details in advance via the in-system messaging feature or by email.

Return Notification for Application

When an application is returned, a notification is automatically sent to the relevant applicant based on their language settings.

■ Notification format

The notification will be sent to both the email address linked to the account and the in-system message inbox on TAO (*).A “New Message Notification Email” will also be sent regarding the message.

Return Notification Email for Application
Return Notification Message for Application

(*) Notifications will still be sent even if the messaging feature is disabled for the admission scheme.

■ Notification Content (Japanese)

件名: [The Admissions Office] {大学名学部名学科名募集名} の出願差し戻しのお知らせ
本文:

■ Notification Content (English)

Subject:[The Admissions Office] Notification: Your application to {University / Department / Program / Admission Scheme Name} has been returned
本文:

※ The subject line applies to email notifications only.

Steps for Applicants After Application Is Returned

Applicants whose applications have been returned should follow the steps below to resubmit.

Check the return notification.
Click the link in the notification to open the relevant application screen.
Once you have made the necessary edits, follow the steps to complete and resubmit your application.

Note: The input forms will be reactivated, but the data entered before the return will remain saved. You do not need to re-save all documents—only correct and save the relevant ones.

■ Items Editable After Application Is Returned

When an application is returned, the applicant will be able to edit the following items:

Application documents (including external test documents and Certificate of Eligibility documents)
Requested documents (only if not yet submitted)
Mailed documents (only if not yet submitted)
Additional documents

Note: Requested documents and mailed documents can only be edited if they have not yet been submitted. If they have already been submitted, they cannot be modified even after the application is returned. In such cases, please remind the applicant to confirm their submissions again.

■ Change of Application Status in the List of Applications

On the List of Applications screen, the returned application will move from the Completed tab back to the Incomplete tab.

Checking the Return Status from the Admin Panel

University administrators can check the status of returned applications using the following steps:

■ Checking the Status from the [Manage Applicants] Screen

Open the [Manage Applicants] screen for the relevant admission category.
Check the box labeled "Returned” in the search filter options.
Clicking [Search with these conditions] will display applications that are currently in returned status.

■ Checking the Status from the Applicant List Screen

The following items are added to the applicant list:

Return Status: Indicates whether the application has been returned.
- If returned: Returned
- If not returned: Blank
Return count: Displays how many times the application has been returned.
Last return date: Displays the date and time of the most recent return.

■ Checking the Return History from the Applicant Detail Screen

The return history of the application is displayed on the applicant detail screen.

Displayed Information:
- Return date : The date and time when the application was returned
- Returned by: The name of the university administrator who returned the application
  - If the university administrator has been deleted, “Deleted Administrator” will be displayed.
Display Order: Applications are listed in descending order of completion date.

Relationship Between Document Editing and Application Return

If any application documents are edited from the admin screen, that application can no longer be returned.
Please be aware of this in advance.

When you attempt to update documents, a warning will be displayed indicating that returning the application will no longer be possible after the update.

This warning dialog will appear in the following cases:

When attempting to update application documents
When attempting to update external exam documents
When attempting to edit COE (Certificate of Eligibility) documents
(Batch settings using a CSV file will be explained later)

Important Notes on Bulk Setting of COE Information for Applicants

The COE document information of applicants can be edited individually from the Manage Applicants detail screen, or updated in bulk using a CSV file.

Bulk setting is useful when updating information for many applicants at once, but please be aware of the following points when using this feature.

※ This bulk setting feature is typically used after the application deadline. Please exercise extra caution if using it during the application period.

■ Scope Where Application Return Becomes Unavailable

If COE documents are updated in bulk, all applications that were affected by the update will become ineligible for return.

Even if you intend to update only some applicants’ COE documents, uploading the unedited CSV template as-is will result in all included applications becoming ineligible for return.

Once the bulk setting is completed, the action cannot be undone under any circumstances.

Please proceed with caution.

■ Notes When Using the CSV Template

The CSV template contains COE document information for all applicants included in the relevant admission scheme.

Therefore, when using the CSV template for bulk updates, please note the following:

You can avoid affecting non-targeted applications by manually deleting the rows of applicants who should not be updated from the CSV file.
However, this can be burdensome if the number of applicants is large.
If you must use the CSV template for bulk updates, it is recommended that you clearly identify the target applicants before proceeding.

Other Notes for Use

Notifying the Reason for Returning an Application
The reason for returning an application is not managed within this function.
Please communicate with the applicant in advance via the in-system message or email to avoid any misunderstanding before performing the return process.
Managing Deadlines After Returning an Application
After returning an application, you must clearly inform the applicant of the deadline for resubmission.
If the application deadline passes, resubmission will no longer be accepted, so please instruct applicants to resubmit as early as possible.
Handling of Requested and Mailed Documents
Requested and mailed documents can only be resubmitted if they have not yet been submitted.
If the documents have already been submitted, they cannot be submitted again even after returning the application. Please encourage the applicant to confirm this again.
User Permissions for Returning Applications
The return function can be performed by users who have editing permissions for the relevant admission scheme.
Specifically, users with the following roles can return applications:

・Super user
・University administrator
・Department administrator
・Program administrator
・Admission scheme administrator
・Admission assistant (availability depends on settings)

Details on operation permissions follow the same conditions as the “Edit” and “Delete” permissions listed in the “List of Actions Available by Account Type” section on the relevant page.

STEP8-1: Account Setting - Admission: Department/Course, Program/Major Admissions Administrator