Maintain Admission International Agent

ADMF32S0 - Maintain Admission International Agent

Purpose	To allow the recording of International Agent details for an Overseas Admission Applicant
Subsystem	Admissions
Normally Run By	Administration Specialist
Anticipated Frequency	As required
Structure	Blocks	Admission Application
		Admission International Agent

This form is accessed through (ADMF3000), via the Application button (bottom block), then through ADMF3240, via the Agent button (bottom block).

The Direct Admissions Course form ( ADMF3240), only when the Agent button is enabled (refer ADMF2M30). Directly from menus.

Primary Agency Function

In conjunction with this form a user can define an applicant’s current Primary Agency. This is utilised by a number of functions to identify the Primary Agency, including the rules and the search functions within OLA. The required input parameters are;

Applicant’s Person ID
Admission Application Number
Admission Cal Type
Admission Cal Instance Sequence Number

The required output parameters are:

Org Unit Code
Org Unit Start Date

This function needs to return the Primary Agency for the Admission Period, taking into consideration the ‘CURR-AGENT’ Date Alias for past or current Admission Periods.

For example the student may have had an Admission Application in ADM-PER 1 2003 (01/09/2002 – 31/03/2003) with an Agency of Smith and Co (Org Unit 01 with a Start Date of 01/01/2002). The CURR-AGENT Date Alias for this Admission Period is 31/08/2003.

If the applicant had an application for ADM-PER 2 2003 (01/06/2003 – 31/08/2003) then this function should return the Agency of Smith and Co as the Primary Agency (as the Date Alias has not passed at the Start Date of the admission international agent record).

If the applicant had the application in ADM-PER 1 2004 (and not in ADM-PER 2 2003) then there is no Primary Agency for the applicant (as the Date Alias has passed by the Start Date of the admission international agent record) unless a new Primary Agency had been defined.

If the Date Alias is not specified, then the Admission Period End Date should be utilised.

If the End Date has been specified on the Admission International Agent record then this date should be used over the Date Alias, irrespective of what the date is set to.

If multiple CURR-AGENT Date Aliases have been set for the same Admission Period, then this function should utilise the Date Alias whose instance would occur first.

For example if one Date Alias is set to 01/09/2004 and the second one is set to 01/08/2004, then the one set to 01/08/2004 should be utilised as it would occur first.

Related Forms, Jobs and Reports

Direct Admissions ADMF3000
Maintain Organisational Units (ORGF0141)

The Admission Application block contains:

Person ID
Sex
Date of Birth
Commencement Period
Admission Process Category
Course Version

The Admission International Agent block contains:

Start Date
End Date
Agency Org Unit Code
Org Unit Start Date
Description
Contact check box
%
Person ID
Primary Agent check box
Email Address
Contact Details

Rules/Notes

A ‘Primary Agency’ check box is used to indicate if the context Agency is the Primary Agency for the Admission Course Application. It will be possible to have more than one ‘current’ Agency through this form, however only one Agency must have the Primary Agency check box set.

The form can also record/display the Agent’s Person ID, name, email address and Contact Details.

The following Validations are:

Must insert an Agency before an Agent
Cannot insert a relationship if the aia.start_dt is before the Agency Start Date
Cannot insert a relationship if the aia.end_dt is before the Agency End Date
Cannot insert an Organisational Unit Code that is not an Agency Organisational Unit
Can only have one Agency defined as the Primary Agency for each Admission Course Application
Cannot have overlapping Start and End Dates for the same Agency
Cannot insert an Agency that is not an ACTIVE Organisational Unit
Cannot insert an Agency where the Agency End Date has passed
Cannot insert an Agent that does not have a current relationship with the Agency
Cannot insert a Deceased person
Only Agencies with the primary_agency_ind = ‘Y’ can have the Correspondence contact check box set to ‘Y’
Only Agencies with a current Agent relationship can be inserted
Cannot set the Primary Agency check box if the applicant already has a Primary Agency for that point in time

The form may be entered either in the context of a particular Admission Course Application or, where course preferences are recorded and the appropriate Admission Process step is enabled, in the context of a particular Admission Course Application. The block label indicates the context. Agent details will apply at one or other level depending on the context.

International Agents are recorded in Callista as Organisational Units.

Detail recorded in this form includes:

The Start Date and End Date of the Agency arrangement
The Org Unit Code of the Agency
Whether or not this agent is the applicant's Contact
Where an applicant has more than one agent, the % details are proportioned to each. A single agent is recorded as 100%
Contact Person information as required

Rules/Notes:

When accessed directly from menus, new records cannot be added as it is impossible to determine the correct context. Existing records can be modified as their context has already been established.

Only one agent at any point of time can be recorded as a Contact for an application.

Where an agent function is enabled for an Admission Application, and the applicant has accepted an offer, at least one open-dated Agent detail record must exist and its Start Date must be prior to the other Response Date.

The total percentage (%) of all open-dated agent details must be 100.

Last Modified on 6 March, 2004