Pre-Arrival Documentation Configuration
Details of the Pre-Arrival Documentation configuration, last updated August 2024.
Registration Form
Pre-Course Questionnaire
Online Test
Form Content
Previously LSE used a single PCQ form, but this has now been split into two forms:
Registration Form - to cover administrative information
https://londonschool.lightning.force.com/lightning/r/SWKS__Test__c/a1xQ5000000UzdxIAC/view
The questions on the Registration Form are linked to the Student Account, so if the data (such as Student Date of Birth) is already populated on the Student Account, it will be displayed on the form to avoid the student having to re-enter this.
Two sections (London Details and Emergency Contact Details) are displayed only if a student books a Service with HPG as the Default School.
They can amend any incorrect data, and complete any blank fields.
When they Submit the form, this data updates the Student Account automatically, avoiding the need to manually input/update this data.
Pre-Course Questionnaire - to cover academic information
https://londonschool.lightning.force.com/lightning/r/SWKS__Test__c/a1xQ5000000akYzIAI/view
The PCQ consists of 3 sections that are displayed for all students, then additional questions/writing tasks that display dependent on the course the student has booked.
The display of these course-related questions is controlled by a field on the Service called “PCQ Additional Questions” (see 1 in screenshot below)
The results of the form are saved on the Test Result record where the Academic Management can click through to review
Previously LSE directed the students to complete the Online Test through the “front door” at https://londonschool.my.site.com/testportal
This relied on the student using the same email address as their Student Account in order to match the test with the student.
The student also had to enter their name and other details.
Form Generation
Incomplete Test Result records for each of these forms are generated by the system automatically overnight after the Enrolment has been created.
This record generation is based on Triggers:
The Enrolment is in the future
The Enrolment is not Cancelled, Expired or Deleted
The Enrolment has either a Course or IT booking
The Course/IT Service that the student has booked has “Online” as the “PCQ Type” (see 2 in screenshot above)
As soon as the Incomplete Test Result records are created, they are available to complete through the Learner Portal
They are also visible on the Student Account under the “Tests & Surveys” tab:
The public link for the student to use can be found in the Public URL HTML field
This can be copied and sent to the student if necessary.
Form Completion - Internal Email Notifications
On submission of each form, an internal email notification is sent to alert the team:
Reg Form - sent to coursesteam@londonschool.com and accommodation@londonschool.com
PCQ - sent to coursesteam@londonschool.com and trainer@londonschool.com
Online Test - sent to coursesteam@londonschool.com and trainer@londonschool.com
Email Requests
There are 7 different email templates configured to be sent at different points to ask the students to complete the pre-arrival documentation.
Enrolment Confirmation >7w | 1w Post Enrolment Confirmation
Enrolment Confirmation >7w | 6w Pre Enrolment Start Date
Enrolment Confirmation >7w | 4w Pre Enrolment Start Date
Enrolment Confirmation >7w | 2w Pre Enrolment Start Date
Enrolment Confirmation <7w | 1w Post Enrolment Confirmation
Enrolment Confirmation <7w | 2w Pre Enrolment Start Date
Enrolment Confirmation <1w | 3d Post Enrolment Confirmation
The emails are only sent if there is at least one incomplete Test Result record (out of the three expected)
The emails are sent to the following email address in order: Student Account Email > Agent Contact Email> Agent Account Email > Company Contact Email > Company Account Email
The emails are sent daily at 10am to those who meet the criteria.
The emails are sent from clients@londonschool.com
A task is created on the Student Account to record the email being sent.
The enrolments are not sent to any students where the Enrolment Status is Cancelled, Provisional or Enquiry.
Including where the status may have changed after previously being confirmed
The content of each email varies slightly, but this is one example: