Purpose

To allow the recording of Admission Process Category details

Callista can be configured to support the varied Admission Processes of an institution. An Admission Process in Callista is represented by an 'Admission Process Category'. Admission Process Categories are created by assigning System Admission Process Types to an Admission Category.

There are five System Admission Process Types, each with specific System functionality (described in Understanding Admissions). These are:

• COURSE - Course Admission
• NON-AWARD - Non-award Studies
• RE-ADMIT - Course Re-admission
• SHORT-ADM - Short Admission
• TRANSFER - Course Transfer

An Admission Process Category is described by institution defined steps selected from the System's list of available steps. The Admission Process Category Steps are the database tasks carried out during the process of recording an application for admission. Defining Admissions Processes and Setting Up Admission Process Categories and Their Steps describe this more fully. A list of all admission steps and information about each is also provided.

The Admission Category block contains:

• Admission Category
• Description
• Citizenship Type
• Closed check box

The Admission Process Category block contains:

• System Admission Process Type (LOV)
• Description
• Admission Method Type (LOV)
• Offer Date Response Offset

The Admission Process Category Step block contains:

• Step Type (LOV)
• Description
• Mandatory Step check box
• Mandatory Confirm check box
• Number Restriction
• Step Order

  Buttons

  • Default Steps
  • Step Elements (ADMF2M31)

Rules/Notes:

The Citizenship Type field shows the institution-defined Citizenship Type(s) mapped to an Admission Category.

If the user operating this Form has not been granted access to the Maintain Admission Process Category Step Element (ADMF2M31), then the ‘Step Elements’ button should be disabled.

The following Validations are enforced:

• Cannot add a closed Admission Method Type to an admission process category
• Cannot link a System Admission Step Type to an Admission Process Category Step that has not be predefined in the system Admission Method Type step for the appropriate Admission Method Type
• Cannot link a System Admission Step Type to an Admission Process Category Step that has not be predefined in the system Admission Method Type step for the appropriate Admission Method Type
• Cannot delete Admission Process Category Step while dependent Admission Process Category Step element exists
• Cannot delete System Admission Step Type while dependent Admission application Admission Step exists
• Cannot delete System Admission Step Type while dependent System Admission Method Type Step exists
• Cannot delete system Admission Method Type while dependent Admission Method Type exists
• Cannot delete Admission Method Type while dependent Admission Process Category exists
• Cannot delete system Admission Method Type while dependent System Admission Method Type Step exists.

Use this form to describe the institution's Admission Processes in Callista.

Perform a query to locate the Admission Category for which one or more Admission Procedures are to be recorded. (Admission categories are created and maintained in ADMF2M20.)

Assign a System Admission Process Type to the Admission Category and save. The combination of Admission Category and System Admission Process Type represents a unique Admission Process.

Optionally, specify an Offer Date Response Offset. This is the number of days after an offer is made to an applicant for which the offer remains available. If the applicant has not responded by the resulting date, the offer lapses.

Specify the steps associated with the Admission Process. Steps are grouped according to the type of admission information being dealt with.

For example, Session control, Person Data, Person Validation, Application Validation, Course Data - Button, Course Data - Item, Course Validation, Unit Validation, Application Outcome, Application Offer Response and Correspondence.

Steps can be selected in two ways:

• Select the Default Steps button to insert all steps, for all step groups. This is used where all steps or a majority will be selected. Delete any steps not required.
• If only a few steps are required, select the required Step Groups individually and insert the required steps from each group one at a time.

A list of all available steps can be seen in Admission Step Types.

Selecting the Mandatory check box for a step indicates the step must be performed in order to complete the Admission Application.

The Step Order is inserted automatically as each step is added. The order may be changed by highlighting the step and using the up and down arrows to move the step. Certain Process Steps cannot have their order changed. For example, Unit Validations. In these cases the arrows to move the step are inactive and the Step Order field is empty.

The Number Restriction is used to limit certain Admission Process Category Steps. For example, placing a number restriction on the step MULTI-OFF limits the number of offers which can be made to an applicant within that Admission Process Category , during a particular Admission Period. The Number Restriction field is inaccessible for steps to which it does not apply.

Rules/Notes:

It is recommended that an Offer Date Response Offset be recorded for each Admission Process Category. It is used to default an Offer Response Date when a course is offered to an applicant in ADMF3240.

The Admission Method Type LOV's are:

• Admission Method Type
• Description
• Closed

Steps are set as Mandatory by default. It is important that all steps are checked to ensure that the Mandatory attribute is removed from those which you do not wish to be Mandatory. The Mandatory Step/Confirm allows a restriction to determine which Admission Step Types can be assigned to each Admission Method Type within the Admission Process Category Step section.

The process (in ADMF3240) which checks that an Admission Application is complete ignores the PERENCUMB and CRSENCUMB steps even if they are set as Mandatory.

The Step Elements button takes the user to the Maintain Admission Process Category Step Element Form (ADMF2M31). This link should be in context of the Admission Process Category Step.