iApply Agent User FAQs

You can find answers to frequently asked questions below. Select the appropriate section and browse the information provided.

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Login issues

I cannot log in to iApply as it says my username and password are incorrect. What should I do?

Please check that you are using the correct login details as provided by RMIT University You will not be able to login with your old AI credentials and you should not be logging in as a student.

Ensure that you are entering your 5 digit username in the ‘email address’ field.

If you have forgotten your password – follow the Change Password instructions carefully. They can be found on the Representative website.

If you still cannot login please contact clientrelations@rmit.edu.au

I cannot log in to iApply as it says “This account has expired, please contact the administrator”. What should I do?

Please contact the clientrelations@rmit.edu.au email account.

When I log in to iApply there is no content available (there is a message about ‘packaged contents’). What should I do?

When iApply was launched some incorrect usernames were distributed by mistake. You may have received a username which is your agent office ID (ie. 20-4) and another username beginning with 10***. You should also have received around five consecutive 5-digit usernames. These are the correct usernames so please disregard the others.

If you need assistance in finding the correct login details please contact clientrelations@rmit.edu.au

I know that there is one user per iApply login. How can I get more logins for counsellors in my office?

You should already have received five usernames and passwords for your office. If you require more logins to be set up please contact clientrelations@rmit.edu.au

Making applications

Why is the application screen not opening when I click on “Create New Applicant”?

Sometimes your browser blocks the new application screen from opening. You should enable pop-ups in your browser by clicking on a message which will appear in the top right of the screen (near you login details).

Tick the option to enable pop-ups from iApply and then start entering the application again. This time a small browser box should open with the application form. Maximise this box and you can now enter the student’s application.

You will only need to do this once on your computer.

I am entering an application and I get a message saying that a username is already in use. Why is this?

Please ensure that you are entering the student’s email address and not your agent office or your own personal email address. Provided that you enter the application through the agent portal, you do not need to enter your agent email address separately as all information about the application will be sent to the linked agent.

If you are entering the student’s email address this may mean that the student has already made an application to RMIT either directly or through another agent. Please check with the student and if this is the case please submit a Change of Representative Form (PDF).

If you have previously lodged an application for the student you need to look them up in the Applicant Lookup screen under ‘Submitted Applications’, enter the Applicant Portal and then add another application for the student.

I have already submitted an application in iApply. How do I edit information and/or upload more documents?

Once an application has been entered and submitted in iApply you will not be able to amend any details. If you need to change the student’s personal details or provide additional information please email the relevant Regional Team.

If further documents are required for assessment the Case Manager will submit a document request through iApply and you will then have the chance to upload the necessary documents to the application. If you want to submit documents without receiving a request please email them to the relevant Regional Team.

Why do I have to upload documents individually in iApply?

The single document upload means that Case Managers and School Selection Officers can easily see the type of document uploaded in iApply (ie. Academic Transcripts or Passport) which enables an easier and quicker assessment process. This should result in a better service from RMIT International.

How do I find VCE programs when I complete the program search?

The VCE options will only appear when you do not select anything in program level field. Use the keyword as "vce" but do not select anything on the drop down for “program level”.

Does RMIT still require High School information for all applicants?

High School results will be required if this is the highest complete qualification that the student has achieved. High School results should also be entered whenever it is available to offer RMIT program selection officers a more complete picture of the student's achievements.

However, High School details are no longer compulsory for postgraduate and research applications.

Change of Preference, Packages and Deferrals

How do I make an application for a packaged offer?

If you wish to apply for a packaged offer please enter the main program first and then create a “New Application” in the Applicant Portal for the pathway programs.

NB. You will only have to enter the Program Information in the new application as all other fields will be pre-populated in the application form. You can click continue for each screen until you submit the new application.

Eg. If an applicant wishes to apply for ELICOS + Foundation + Bachelor, enter the Bachelor program first and then add the ELICOS and Foundation Studies programs afterwards.

How do I make an application for more than one preference?

If you wish to apply for multiple preferences please enter the first preference program first and then create a “New Application” in the Applicant Portal for each of the other preferences in order. When the Case Manager assesses the application they will look at the time stamp for the applications to establish the order of preference.

NB. You will only have to enter the Program Information in the new application as all other fields will be pre-populated in the application form. You can click continue for each screen until you submit the new application.

How do I apply for a change of preference?

A change of preference should be submitted as a new application. Create a “New Application” in the Applicant Portal for the Case Manager to assess.

NB. You will only have to enter the Program Information in the new application as all other fields will be pre-populated in the application form. You can click continue for each screen until you submit the new application.

How do I apply for a deferral of offer/acceptance?

A deferral should be submitted as a new application. Create a “New Application” in the Applicant Portal and then upload the completed Deferral of Offer/Acceptance form for processing.

NB. You will only have to enter the Program Information in the new application as all other fields will be pre-populated in the application form. You can click continue for each screen until you submit the new application.

More information about the deferral process and deadlines can be found at: http://www.rmit.edu.au/international/defer

Representative/Agent details

What does the “Representative” refer to in the application form? Do I need to enter the details of my company here?

The personal representative section on the RMIT online application form refers to any other persons that the student wishes RMIT to provide personal information to on request. For example, the student wishes his uncle, who lives in Australia, to follow up on his behalf about his RMIT application. The uncle should then be listed as the student's personal representative. Listing the uncle does not mean that RMIT will not provide information to you, the student's nominated agent.

If you lodge the application through the Agent Portal (logging in with your 5 digit username and password) the application will automatically be linked to your company as the agent and notifications will be sent to the registered agent office email address.

If I don’t enter the agent office contact details in the application form how will RMIT know that the application is linked to my office?

See above. If you lodge the application through the Agent Portal (logging in with your 5 digit username and password) the application will automatically be linked to your company as the agent and notifications will be sent to the registered agent office email address.

Do not get the applicant to register and apply by themselves, the application will not be linked to the agent and will be as if the applicant has applied directly to RMIT.

Searching and viewing applications/documents

Searching and viewing applications/documents

I made an application through Apply International and I have found the application in iApply but there is no offer letter or COE available. How do I get copies of these documents?

Due to issues with the migration of data from Apply International to iApply some documents may be missing from the Applicant Portal.

If you are unable to find a document after you have looked up the applicant and entered their Applicant Portal (by clicking on View) please contact the relevant Regional Team stating the Applicant ID, Student Name and Date of Birth in the subject header.

How can I view all of the applications for my agent office?

Submitted Applications:

If you want to view lists of applications already submitted to RMIT International you need to use the Applicant Lookup search in the “submitted applications” menu. You can leave all fields blank and choose “Any status” in the status drop down.

Alternatively, you can choose a particular status or intake to narrow the search.

Please see a screen shot below:

Contact us

Is there a way for me to export the search results to a report?

At the moment this is not possible but we are looking into solutions for agents to receive necessary information.

Is there a way for my company head office to view all applications for all branch offices?

At the moment this is not possible but we are looking into solutions for agents to receive necessary information.

Change of Representative/Office

Change of Representative/Office

How does the change of representative process work and how long will this process take?

The Change of Representative process is the same as in Apply International. If a student wishes to appoint your agency because they applied directly or with another agent, they need to complete the Change of Representative form and submit to the Regional Team for processing.

Reasons for the change need to be outlined in the form and necessary documents attached. The time taken to process the form will depend on the reason provided for the change. If the change is from one agent to another an investigation may need to take place.

Communication

Why do both the agent and the student get email notifications?

RMIT International now sends automated notifications and copies of offers and eCOEs to both the applicant and any linked agent or other representative by email. This ensures that the information is received in a timely manner and reduces the need for agents to continually check the portal for outcomes, download documents and then send them on to the student.

Students can also access the Applicant Portal with their email login and password (and agents can access the Applicant Portal on their behalf through the agent portal).