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HDR PR eForms are used to manage the HDR progress review process.
The eForm listing page is used to create or find eForms used for HDR progress reviews.
For RME administrators and office staff with relevant permissions, this page is also used to search for and manage eForms. Additional tabs display for Advanced (search) and Results.
Also see eForm guides:
eForm layout and tools Use an eForm
Default labels for options, fields and buttons are used in this help content;
these may be different if they have been personalised for your institution.
Menu path: RME > HDR Students > Progress Review eForms
The eForms shown on the eForm listing page will depend on your role, access and permissions. If you don't see an eForm that you expect to see, contact your RME administrator.
Tab # |
Tab |
eForms displayed |
Intended audience |
1 |
My Applications |
All your contract eForms currently in progress If you want to include completed eForm applications as well, tick the Show all applications checkbox.
If you are a supervisor or RME administrator with the ability to create eForms on behalf of others, it may list all the eForms you created if the System Preference for eForm Settings is set to Show all eForms created by the user, for themselves or others. |
Students / applicants / researchers
Supervisors and RME Administrators |
2 |
For Review |
All the current eForms that have been designated for you to review and/or enter comments It shows eForms for which are you an assigned reviewer when the eForm is in a review state in the associated workflow. |
Reviewers But also other granted access to view eForms, such as: • Administrative teams • Managers, heads of department, Deans |
3 |
For Assessment Review |
All the current eForms you must formally review and provide an outcome It shows eForms for which you have been either specifically assigned as a reviewer, or are in a custom review group. |
Reviewers But also other granted access to view eForms, such as: • Administrative teams • Managers, heads of department, Deans • Expert advisors |
eForms only display for a reviewer if the user is in a participant group
that has been given either Review Comments or Manage Review workflow
permissions. If the user's participant group is an RME role, RME data
security access is also applied so ensure that the role has access to
the core records used in the eForm as well. For more, see: Access
and permissions.
All users or roles with the Allow Create Application permission for the HDR PR eForm listing Page View will be able to create a new eForm. RME Administrators and supervisors with this permission will also be able to create new eForms on behalf of students with this permission.
There can only be one active eForm application for each student in the HDR PR domain.
If you have an administrator or supervisor role, you may be able to create a new eForm on behalf of students, based on your access and permissions.
1. To create
a new eForm, go to the toolbar
and select the Create Progress Review
option. If this is not available, it may mean that you already
have an HDR PR eForm application in progress, or that you do not have
permission to create a form. If in doubt, contact your RME administrator.
You may also be able to create a new eForm from an eForm
Templates widget if one is set up for the HDR PR eForm domain on your
dashboard.
2. Decision point:
• If you are a student creating your own eForm application, continue to step 3 below.
• If you are an administrator or supervisor creating an eForm application for a student, select the student from the list.
• If
you are a student and also have a role as an administrator or supervisor,
a prompt will appear to determine who the new eForm is for: "Do you
want to create the application for your candidature?"
Select Yes to create your own eForm
application, or select No to select
from a list of students for which you can create an eForm.
3. From the panel listing eForm templates, select the one you want to use and select OK.
4. The eForm opens and you can start completing the fields. For more, see: For more, see: eForm layout and tools and Use an eForm. Once you create a new eForm, it will follow the associated workflow process until completion.
A new progress review application will be assigned to the earliest Significant Event for the student. Once you create a new eForm, it will follow the associated workflow process until completion.
View the lists on the tabs for My Applications, For Review, and For Assessment Review, depending on your role. To open an eForm, click the Open icon next to it in the grid. The eForm will open in a new browser tab.
The grid in each tab displays selected details by default, such as Student ID, Full Name, Primary Supervisor, eForm Template Name, State Due Date, Number of Days and Workflow State. This may vary based on how your RME administrator configured this page.
If you have Allow Manage Applications permission for the HDR PR eForm listing page, you can also search using the Advanced tab. Enter your search criteria and press the <Enter> key.
Search results display in the Results tab. The eForms that display in the list will depend on your access and permissions.
To open an eForm, you can either:
• Select the Open icon next to the record in the grid.
• Tick the checkbox to the left of the record and click Open in the toolbar.
For more, see: Open (toolbar)
If you have been assigned with the Allow Bulk Navigation page action for the page, you will be able to view each record from search results in succession by using the Previous/Next or Previous eForm/Next eForm options. You will be able to view all records or eForms related to the displayed page or from search results.
The toolbar offers different actions based on your role, access and permissions. Some of these buttons may display:
• Columns to change the grid layout
• Copy to copy an existing eForm and reuse some details
• Delete to delete one or more eForms
• Export to export eForm details from a grid
• New to create a new eForm (see above)
• Reports to open reports for eForms
You can set certain roles or users to be able to create HDR eForms on behalf of students. For example, supervisors could create new eForm applications on behalf of their students, or process owners could create and submit candidature variation applications. Users must also have access to the relevant eForm templates for the domain. When configured, users will be able to use the New button on main eForm listing pages to create an eForm application on behalf of students they can access in RME, based on their data access security. For example, a supervisor will only be able to create eForm applications for the students they supervise.
If using dashboards, you can also use the eForm Template widget, configured for each HDR domain, to allow administrators or supervisors to more easily create new HDR eForms. See: Dashboards - widget list
In addition, to allow these users to edit the eForm in workflow states after creation, you can use the Creator virtual group in RME Designer - Workflow to assign permissions to individual states within the workflow. For more, refer to the RME eForm Administrators Guide, Create HDR eForms on behalf of students; RME Workflow Designer User Guide, Virtual groups; and Configure State security permissions.
To keep the supervisor list in an eForm up to date and reflect the latest data from the main database tables, you can reload supervisor data:
Display the HDRCM or Progress Review eForm listing page.
Search for and select the eForm/s you want to update.
In the toolbar, select Actions > Reload Supervisors. A popup displays with the eForm/s you selected in a grid.
Click the Start Action button. The eForm/s will be updated with the latest supervisor data, one by one. The Action Successful? column indicates if the reload was successful, or if there was a problem.
When managing HDR eForms, administrators can send reminder emails using pre-configured email templates. These notifications can be used to remind users of any actions required to progress the eForm in the workflow, such as submission due.
To send reminder notifications to eForm users:
Display the HDRCM or Progress Review eForm listing page.
Search for and select the eForm/s for which you want to send an email reminder.
In the toolbar, select Actions > Reminder Notification. A popup displays with the eForm/s you selected in a grid.
In the Email Template dropdown below the grid, select the email template you want to use for the email you want to send to recipients of all selected eForms.
Click the Start Action button. Email notifications will be sent for each eForm, one by one. The Action Successful? column indicates if the reload was successful, or if there was a problem.
When designing eForm workflows, administrators can choose to set a due date for each workflow state of an eForm. This due date can be used to manage the progress of the eForm. However, sometimes the form user may need extra time to complete the activities required in that state. To extend the date dates, use the Update State Due Date function.
To update the state due date:
Display the HDRCM or Progress Review eForm listing page.
Search for and select the eForm/s you want to update. You can select more than one.
In the toolbar, select Actions > Update State Due Date. A popup displays with the eForm/s you selected in a grid.
In the New State Due Date field, enter the new date. It cannot be before today's date.
In the Comments field, add a note to explain why you are changing the date (mandatory).
Click the Start Action button. The eForm/s will be updated one by one. The Progress field indicates the number of eForms successfully processed, or if there was a problem. If a specific email template is defined in the workflow associated to the eForm for this action, an email will be sent automatically to eForm applicants.
Click the Close button to close the popup.
An overall due date for a progress review is set outside the workflow, but you can update it through the Update Overall Due Date action.
To update the overall due date:
Display the Progress Review eForms listing page.
Search for and select the eForm/s you want to update.
In the toolbar, select Actions > Update Due Date. A popup displays with the eForm/s you selected in a grid.
In the New overall due date field, enter the new date. It cannot be before today's date.
In the Comments field, add a note to explain why you are changing the date (mandatory).
If you want to send email notifications to notify eForm applicants about the new date, select an email template (optional). You can only select one email template for all selected eForms.
Click the Start Action button. The eForm/s will be updated one by one. The Action Successful? column indicates if the update was successfully processed, or if there was a problem.
To coordinate the progress review process, you can use Significant Event related items in the RME HDR PR module together with the RME eForms and workflows, as follows:
Process stage |
Description |
Open a new progress review round (RME) |
To open a new progress review round for eligible students, create a Significant Event with the following settings and link it to the student record of all eligible students: • Type = Progress Review • Set the Estimated Completion Date of the event to a future date when you expect the progress review to close. • Link the event to the course enrolment that it relates to. The Create Progress Review menu option in RME eForms will be available to these students. |
Notify all eligible students (RME) |
To notify students about the start of a progress review round, attach a scheduled email and batch the Progress Review Significant Event for the selected students. |
Change the due date |
An overall due date for a progress review is set outside the workflow, but you can update it through the Update Overall Due Date action. |
Close off a progress review round (eForm workflow) |
To close off a progress review round for a student, use the Mark Progress Review Complete workflow activity at the desired stage of the progress review. For details, refer to the RME Workflow Designer User Guide. Only one progress review can be created at a given time. If there is more than one active Progress Review Significant Event, the online progress review is linked to the earliest due progress review based on the estimated completion date. The Create Progress Review option will no longer available if there is an active online progress review. |
Record Progress Plan (eForm) |
In an HDR PR eForm, a progress plan created through the Progress Plan RIC in will be transferred to the Significant Events related items of an HDR student record. A history record for an event is created if it is moved from one progress review to another. The Progress Plan RIC can be configured to include only selected event types. For details, refer to the RME Workflow Designer User Guide. |
Product Key: eForms - HDR Progress Reviews
Page ID: HDR003M.htm