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ADMF0900 - Maintain Applicant Portal Configuration

Purpose

To allow the configuration of the Applicant Portal

Subsystem Admissions
Normally Run By Admissions/Administration Specialist
Anticipated Frequency As required
Structure Block Applicant Portal Configuration
Tabs Correspondence Address
Email Address
Course Applications
Scholarship Applications
Miscellaneous

 

Use this form to configure the domestic and international correspondence address types which will be used by the Record Applicant Details portal application. It also allows you to set up the maximum number of preferences that an applicant can have while selecting the courses in an admission course application via the Applicant Portal.

When an applicant registers their address details using the Applicant Portal, these details will be stored as the address type specified in this form, according to whether they are a Domestic or International student. The format of the Address lines displayed for Domestic and International students in the Applicant Portal will be determined by the corresponding Address Types recorded in this form.

This form also controls a number of other functions, such as Email Address Type (even Reminder Emails), Default Alternative Person ID Type to link a Person ID to an Applicant ID, and various other settings. See the Field Types table below for further information.

This form is directly accessible via the Callista menu.

 

The Applicant Portal Configuration block contains:

Correspondence Address Tab

  • Domestic Correspondence Address Type (LOV)
  • Domestic Correspondence Address Type Email Line (LOV)
  • International Correspondence Address Type (LOV)
  • International Correspondence Address Type Email Line (LOV)

Email Address Tab

  • Email Address Type (LOV)
  • Email Address Type Line 1 (LOV)
  • Email Address Type Line 2 (LOV)
  • Email Address Type Line 3 (LOV)
  • Record Email against the Person check box
  • Record Email against the Person Delivery Type Destination check box

Course Applications Tab

  • Minimum Number of Preferences:
  • Max Number of Preferences for Course Transfer:
  • Submit Application Email Type:
  • Other Admission Period Transfer Status:
  • Display Application End Date Alias:
  • Non-submitted Application Expiry Period:

Scholarship Applications Tab

  • Application Start Date Alias:
  • Application End Date Alias:
  • Display Application End Date Alias:
  • Non-submitted Application Expiry Period:

Miscellaneous Tab

  • Registration Email Type (LOV)
  • Reminder Email Type (LOV)
  • Default Alternate Person ID Type (LOV)
  • Display Password Security Question check box

Rules/Notes:

Validations include:

  • Email Address Type must not be closed
  • Registration Email Type must not be closed
  • Reminder Email Type must not be closed
  • Person ID Type must have a system value of APPLCNT_ID
  • Applicant Portal Transfer Status must not be closed
  • Email Address Lines must have the display indicator set to ‘Y’ for the Domestic Address Type, International Address Type and Email Address Type
  • Cannot define a domestic email address line if the Domestic Address Type, International Address Type or Email Address Type has not been defined
  • Must define an email address email line if the email address type has been defined
  • Warn if the domestic and international address type are defined in address groups and they are not a part of the same group
  • Other Admission Period Transfer Status must have a system value of ERROR or NO-TRNSFR
  • Email Address Lines can not be the same value
  • Email Address Line 2 can only be populated if Email Address Line 1 is populated
  • Email Address Line 3 can only be populated if Email Address Line 1 and Email Address Line 2 are populated
  • Date Alias must have a System Calendar Category of ‘ADMISSION’
  • Date Alias must not be closed
  • Submit Application Email Type must not be closed
  • If the Application Start Date Alias or Application End Date Alias fields are changed, a message is displayed advising that existing Scholarship Offering Instances will not be affected and that these dates will need to be adjusted individually for each Scholarship Offering Instance, if required.

Processing

When an Address Type field is changed, the associated Email Address Type Lines will be made NULL. For example, if the Domestic Correspondence Address Type field is altered to a different Address Type, the Domestic Correspondence Address Type Email Line will be made NULL.

Rules/Notes:

Only Address Types that are Correspondence Address Types and are not closed are available for selection/can be recorded in this form.

Applicants with an Australian Postal Address will not be able to record their Address Details using the Applicant Portal unless a Domestic Correspondence Address Type is recorded in this form.

Applicants with an Overseas Postal Address will not be able to record their Address Details using the Applicant Portal unless an International Correspondence Address Type is recorded in this form.

If neither a Domestic or International Correspondence Address Type is recorded in this form then the Applicant Portal will not be available.

The Maximum Number of Preferences is a compulsory field and defaults to its maximum value of 99.

 

Field Types

Label Explanation Comments

Domestic Correspondence Address Type Email Line

This option will be used to specify the address line of the configured Domestic Address Type in which to insert the email address if the applicant has a domestic address

If these address lines are specified, the transfer process will insert the applicant’s email address into the relevant address line of their correspondence address, depending on whether a domestic or international address

International Correspondence Address Type Email Line

This option will be used to specify the address line of the configured International Address Type in which to insert the email address if the applicant has an international address

Email Address Type

This option will be used to specify the Email Address Type in which to insert the email address of the applicant

If the email address type is specified, the transfer process will create an address of the specified type and insert the applicant’s email address into the specified line. If the length of the email address is greater than 40 characters the remaining characters will be recorded against Email Address Type Line 2 and 3

Email Address Type Line 1

This option will be used to specify the address line of the configured Email Address Type in which to insert the email address

Email Address Type Line 2

This option will be used to specify the second address line of the configured Email Address Type in which to insert any remaining characters of an email address that has a greater length than 40 characters

Email Address Type Line 3

This option will be used to specify the third address line of the configured Email Address Type in which to insert any remaining characters of an email address that has a greater length than 80 characters

Person Delivery Type Destination Email Indicator

This option will be used to specify if applicant email addresses should be stored in the Person Delivery Type Destination (messaging) table

If this option is selected, the transfer process will insert the applicant’s email address into an EMAIL Person Delivery Type Destination record

Person Email Indicator

This option will be used to specify if applicant email addresses should be stored in the Person table

The email address will only be recorded against the Person if the transfer process creates a new person record; it will not be recorded if the Person record already exists in SMS

Registration Email Type

This option will be used to specify the Email Type to be used for account confirmation email messages sent to applicants when they successfully create an applicant account

 

Reminder Email type

This option will be used to specify the Email Type to be used for username/password reminder email messages sent to applicants when they successfully request reminder details

 
Submit Application Email Type This field defines the Email Type to be used when sending an email to applicants confirming their applications have been submitted

 

 

Default Person ID Type

This option will be used to specify the Person ID Type to be used as the default Person ID Type for all Alternate Person ID records created by the system to link a Person ID to an Applicant ID

 

Other Admission Period Transfer Status

This option will be used to specify the institution-defined transfer status to update a course preference record to if it contains an ‘Other Period’ course preference and the application contains other preferences with actual admission periods

 

Security Question Display Indicator

This option will define if the user has to enter the security question / answer in the Create Applicant Account and Request Account Details Applications

 
Maximum Number of Preferences Allows institutions to determine the maximum number of preferences allowed for the Applicant Portal  
Max Number of Preferences for Course Transfer Allows institutions to determine the maximum number of preferences that can be defined for a course transfer  
Display Application End Date Alias:(Course tab) Is used to determine which Course applications should be displayed to the applicant in Applicant Portal  
Non-submitted Application Expiry Period: (Course tab) Allows administrators to define the maximum number of days that a Course application can remain un-submitted  
Application Start Date Alias Allows administrators to define the Date Alias whose value is used to determine the Start date for Scholarship Applications  
Application End Date Alias: Allows administrators to define the Date Alias whose value is used to determine the End date for Scholarship Applications  
Display Application End Date Alias:(Scholarship tab) Is used to determine which Scholarship applications should be displayed to the applicant in Applicant Portal  
Non -Submitted Application Expiry Period:(Scholarship tab) Allows administrators to define the maximum number of days a scholarship application can remain un-submitted  

 

Field Details

Label Field Source Field Type Format Comments

Domestic Correspondence Address Type Email Line:

S_APPLICANT_PORTAL_CONF.DOM_ADDR_EMAIL_LINE

Text (with LOV)

NUMBER (2) Format 99

 

International Correspondence Address Type Email Line:

S_APPLICANT_PORTAL_CONF.INT_ADDR_EMAIL_LINE

Text (with LOV)

NUMBER (2) Format 99

 

Email Address Type:

S_APPLICANT_PORTAL_CONF.EMAIL_ADDR_TYPE

Text (with LOV)

VARCHAR2 (10)

 

N/A

ADDR_TYPE.DESCRIPTION

Display Field

VARCHAR2 (60)

Not Updateable. Email Address Type Description

Email Address Type Line 1:

S_APPLICANT_PORTAL_CONF.EMAIL_ADDR_EMAIL_LINE_1

Text (with LOV)

NUMBER (2) Format 99

 

Email Address Type Line 2:

S_APPLICANT_PORTAL_CONF.EMAIL_ADDR_EMAIL_LINE_2

Text (with LOV)

NUMBER (2) Format 99

 

Email Address Type Line 3:

S_APPLICANT_PORTAL_CONF.EMAIL_ADDR_EMAIL_LINE_3

Text (with LOV)

NUMBER (2) Format 99

 

Record Email against the Person

S_APPLICANT_PORTAL_CONF.PERSON_EMAIL_IND

Check box

VARCHAR2 (1)

 

Record Email against the Person Delivery Type Destination

S_APPLICANT_PORTAL_CONF.PRSN_DLVRY_TYPE_DSTNTN_EML_IND

Checkbox

VARCHAR2 (1)

 

Registration Email Type:

S_APPLICANT_PORTAL_CONF.REGISTRATION_EMAIL_TYPE

Text (with LOV)

VARCHAR2 (10)

 

N/A

EMAIL_TYPE.DESCRIPTION

Display Field

VARCHAR2 (60)

Not Updateable. Registration Email Type Description

Reminder Email Type:

S_APPLICANT_PORTAL_CONF.REMINDER_EMAIL_TYPE

Text (with LOV)

VARCHAR2 (10)

 

N/A

EMAIL_TYPE.DESCRIPTION

Display Field

VARCHAR2 (60)

Not Updateable. Reminder Email Type Description

Submit Application Email Type

SAPC.SUBMIT_APPL_EMAIL_TYPE

Text (with LOV)

 VARCHAR2 (10) Updateable
N/A

ETY.DESCRIPTION

Text

 Varchar2(60) Not Updateable

Default Alternate Person ID Type:

S_APPLICANT_PORTAL_CONF.DEFAULT_PERSON_ID_TYPE

Text (with LOV)

VARCHAR2 (10)

 

N/A

PERSON_ID_TYPE.DESCRIPTION

Display Field

VARCHAR2 (60)

Not Updateable. Default Alternate Person ID Type Description

Other Admission Period Transfer Status:

S_APPLICANT_PORTAL_CONF.OTHER_PERIOD_AP_TRNFR_STS

Text (with LOV)

VARCHAR2 (10)

 

N/A

AP_TRASNFER_STATUS.DESCRIPTION

Display Field

VARCHAR2 (60)

Not Updateable. Other Admission Period Transfer Status Description

Display Password Security Question

S_APPLICANT_PORTAL_CONF.SECURITY_QUESTION_DISPLAY_IND

Check box

VARCHAR2 (1)

 
Max Number of Preferences for Course Transfer SAPC .MAX_PREF_CRS_TRNSFR Text Number 99 Updateable. Min 0 Max 99

Display Application End Date Alias:

SAPC. APPL_END_DT_ALIAS

Text (with LOV)

 Varchar2(10) Updateable
 

DA.DESCRIPTION

Text

 Varchar2(60) Not updateable

Non-submitted Application Expiry Period:

SAPC. APPL_EXPIRY_PRD

Text

 Number 999 Updateable Min 0 Max 999

Application Start Date Alias:

 SAPC.SCH_APPL_START_DT_ALIAS Text (with LOV) Varchar2(10) Updateable
N/A DA.DESCRIPTION Text Varchar2(60) Not updateable
Application End Date Alias: SAPC.SCH_APPL_END_DT_ALIAS Text (with LOV) Varchar2(10) Updateable
N/A DA.DESCRIPTION Text Varchar2(60) Not updateable
Display Application End Date Alias:(Scholarship tab) SAPC.SCH_APPL_SBMTD_EXP_DT_ALIAS Text (with LOV) Varchar2(10) Updateable
N/A DA.DESCRIPTION Text Varchar2(60) Not updateable
Non -Submitted Application Expiry Period:(Scholarship tab) SAPC.SCH_APPL_UNSBMTD_EXP_DAYS Text

Number(3)
Format 999

 Updateable

 

 

Last modified on 30 October, 2007 3:06 PM

History Information

Release Version Project Change to Document
10.1.0.0.0.0 1411 - Scholarships Added the changes re the new Scholarship Applications tab and reformatting of Course Applications tab.
10.0.0.0.0.0 1231 - eAmissions - Applicant Portal 3 Added the following fields, information and validations to: Maximum Number of Preferences for Course Transfer, Display Application End Date Alias and Non-submitted Application Expiry Period
9.1.0.0.0.0 1221 - eAdmissions - Applicant Portal 2 New tabs, Field Types and descriptions
9.0.0.0.0.0 1194 - eAdmissions - Applicant Portal New form