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SayPro Pre-Event Preparation Tasks Verify and confirm student applications.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
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📋 SayPro Pre-Event Preparation Task
Task Name: Verify and Confirm Student Applications
Objective: Ensure all student participants are correctly selected, eligible, and confirmed for event attendance.
Step-by-Step Process:
- Collect All Applications
- Gather all student applications submitted via online forms, email, or in-person submissions.
- Ensure each application is properly received and logged in the central tracking system.
- Review for Completeness
- Check that each application includes all required fields (e.g., full name, contact information, ID number, education details, consent forms).
- Flag incomplete applications and contact applicants for missing information.
- Verify Eligibility
- Confirm students meet the specified criteria (e.g., age group, academic status, location).
- Cross-reference supporting documents like student IDs, transcripts, or recommendation letters if applicable.
- Conduct Background Checks (if applicable)
- Perform any necessary checks such as identity verification, prior participation history, or behavioral records.
- Shortlist and Approve Candidates
- Review all verified applications and compile a shortlist of eligible candidates.
- Have the selection reviewed and approved by the program coordinator or relevant team members.
- Send Confirmation Messages
- Notify selected students via email, SMS, or phone call.
- Include event details, required documentation, and confirmation instructions.
- Set a deadline for confirmation replies.
- Record Confirmations
- Log confirmed attendees in the database or event management system.
- Track responses and follow up with non-respondents before the deadline.
- Prepare Final Attendance List
- Compile the final list of confirmed participants.
- Share this list with logistics, security, registration, and other relevant teams.
- Issue Event Passes or Identification
- Generate and distribute event passes, badges, or QR codes for confirmed attendees.
- Backup List Management
- Maintain a waitlist or backup list in case of cancellations or no-shows.
- Notify waitlisted students as spots become available.
Responsible Teams:
- Student Liaison Officer
- Event Coordination Team
- Admin/Data Entry Team
Deadline:
- All applications must be confirmed at least [X days] before the event date.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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