AMS develop online submission portal for Brasenose College of Oxford University

Published on February 20, 2018

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AMS have worked in collaboration with Brasenose College to develop a submission portal that is assisting HR, Admissions and the College office to reduce time spent collating, organising and receiving information from multiple external contacts.

The portal minimises the number of files staff need to open via email from unknown sources (e.g. Job application files, student applicant written work, references). All files uploaded are actively scanned by multiple AV wrappers, can be converted to a single combined PDF file, renamed to something useful and then put into a specified local network location.

A friendly web front end allows Brasenose staff members to create their own forms when a requirement is identified using drag and drop tools.

Multiple features can be easily added to any process for example:

  • Image submission (including controls allowing the submitter to crop and rotate submitted images during submission process).
  • Multiple document upload: multiple file types can be merged, in the order files are uploaded to a single pdf after AV scanning and then automatically renamed (e.g. lastname_firstname) before being moved to local network storage.
  • Submitters can be checked against controls if required – in the case of undergraduate written work submission we ask for their UCAS ID on the form; unless their UCAS ID is on a list uploaded in the back end, the submission will not go through.
  • Email notifications for internal and external users on successful or failed submissions.
  • Fully Brandable.

Use cases so far include:

HR Team

Academic Fellowship Applications
Reference Submissions & Recruitment Monitoring Collection
Administrative Post Applications & Recruitment Monitoring Collection

College Office

Academic Applications & Recruitment Monitoring Collection
Tutor Feedback Questionnaires
Various Graduate Processes (Proof of funding etc.)
Accident Reporting


Undergraduate Written Work Submissions
Undergraduate Pre-Arrival collection

John Kinsey (Brasenose ICT Manager) states:

‘‘ Whilst we had seen similar systems elsewhere, they did not quite do what our departments needed in order to save them time and resource, or satisfy our security goals. We have therefore developed it from scratch with AMS and the solution is working really well ‘‘

AMS offer bespoke development and portal solutions through our in-house development team. Rather than be limited by an off the shelf solution, our interfaces are developed to your specific requirements to create the most efficient and impressive experience for anyone submitting a document. Please contact us on 01202 652070 or  [email protected].

Author: John Ruda
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