User:Iousyd/Applications email

Emailed applications (applications@io.usyd.edu.au)
We are now accepting applications and supporting material from agents as email attachments via applications@io.usyd.edu.au which is accessed on the EAT computer, using the Mail application (from the Dock, launch icon shown to the right).

Advantages:
 * It will give us an extra tracking possibility.
 * We can easily reprint anything that goes astray.
 * Easier to process supporting information that comes later.

Here is the process:


 * 1) Open Mail application and new mail will be in Inbox.
 * 2) You can quickly see emails with attachments. Often these will be split over several emails (as the attachments can be many and large).
 * 3) There’s three important steps for each emailed application:
 * 4) PRINT. Open and Print all attachments (PDF files should open in Adobe Reader, JPG & TIF files in Preview, DOC files should open in Word). At the moment we have to print to the printer in the Customer Service area, but we will hopefully get a new printer in the office for this purpose. Also print the covering email. Collect printed material and confirm that it’s all there (compare with screen).
 * 5) REPLY. Hit Reply, and simply choose the Acknowledge Receipt signature from the drop down menu on the Reply message. Send.
 * 6) MOVE. Move the email into the  mailbox. (so we don’t print and process twice)
 * 7) Process application/documentation as though it were regular mail.

Notes:
 * It’s really important to check all attachments are printed, and that things don’t get mixed up once printed. This will be easier when we have a dedicated EAT printer.
 * The attachments may be full applications, or just bits of supporting material, just like regular mail. In both cases, print the email and attach behind the documents.
 * Don’t delete these emails or their attachments. Our response says that we’ll hold onto them for two months at least (I’ll do regular clear-outs).
 * Any problem ones can be flagged (click the Flag icon in Mail when the message is selected) for the attention of a Coordinator.
 * There will be a few issues to iron out while we get this running, so please document (or tell a Coordinator) any and every issue that comes up so we can resolve it quickly and come up with a clear, smooth procedure.
 * EAT computer needs to be left on 24/7, with Mail application open, so that it continually downloads mail and the server doesn’t get full and start rejecting mail.

Potential Problems:
 * Difficulties with attachments not opening, etc.
 * A new email address for agents (and others) to bug us with. There are signatures already set up to deflect inappropriate emails such as agents making status enquiries. Meanwhile, anything that would normally be dealt with through bounceback can be redirected there.
 * Unclear scans. This is only a problem where it affects our ability to process an APF and direct the application to Admissions. We do not need to worry about the quality of supporting documentation.
 * Email overload. Please do not shut down EAT computer, and leave Mail application open so it can constantly download received mail. That way it shouldn’t get full on the server.
 * Slightly more time consuming than regular mail. This should improve as we refine the system (and possibly automate it more). Also, remember that every emailed application is one that we won’t be processing by regular mail.