ADMF5400 - Maintain Applicant Portal Course Preference Details

Purpose

This form allows an administrator to view individual Application Course Preference details and Transfer Log details after the application transfer process has run, and to edit details as required

Subsystem Admissions
Normally Run By Admissions Specialist

Anticipated Frequency

As required

Structure

Blocks

Applicant

Course Preference Details
Transfer Log

Button

Find Applicant (ADMF5010)

 

This form enables an administrator to view individual Application Course Preference details submitted by an applicant and Transfer Log details, and to edit details as required.

This function is accessed from ADMF5000 in Application Course Preference context from the View Applicant Application Summary function or from the main menu.

Details displayed in this function will include:

  • The context Applicant and Application details
  • The context Course Preference details and the current Transfer Status of the Course Preference record
  • Transfer log details for the context course preference record, showing details of all errors, warnings and information messages generated during all application transfer processes, and
  • The relevant ‘message type’ icon (ERROR, WARNING or INFORMATION) next to each log entry.

This form also includes a link to the Find Applicant function, to enable the administrator to search for an applicant if the Applicant ID is unknown.

Administrators are able to use this function to modify Applicant Portal data that has caused an error during the transfer process and other data as required. However, only records that have an institution-defined Transfer Status mapped to a System Transfer Status of PENDING, ERROR, or NO-TRNSFR can be modified, but not if the parent Application record has already been transferred. (N.B. a record with a status of TRANSFERRD has a valid corresponding record in Callista Admissions and cannot be edited in this screen). A record that has a status of NOT-APPLIC indicates that the applicant has not yet submitted the application).

The Transfer Status of a Course Preference record can only be modified when the current status is mapped to a system value of PENDING, ERROR or NO-TRNSFR. However, a NO-TRNSFR status cannot be changed if the parent Application record has been transferred. The Transfer Status may be changed to a value mapped to the System Transfer Status of PENDING, ERROR or NO-TRNSFR. The Transfer Status cannot be changed to a system status of TRANSFERRD, NOT-APPLIC, PRE-EXIST or NO-STEP.

If multiple possible Admission Categories for the Course Preference were derived by the transfer process, a Transfer Log entry will indicate the nature of the error. In these cases, the Administrator will be required to nominate the required Admission Category to enable successful transfer.

 

The Applicant block contains (does not change between STANDARD, CRS-TRNSFR and NON-AWARD):

  • Applicant ID
  • Sex
  • Date Of Birth
  • Citizenship Type
  • Application Number
  • Submission Date
  • Applicant Transfer Status (LOV)
  • System Application Type (LOV)

Button

The Course Preference Details block contains:

STANDARD

  • Pref Number
  • Transfer Status (LOV)
  • Course (LOV)
  • Location (LOV)
  • Att Mode (LOV)
  • Att Type (LOV)
  • Title
  • Academic Calendar (LOV)
  • Admission Calendar (LOV)
  • Other Period
  • Type of Place (LOV)
  • Nominated Adm Category (LOV)

CRS-TRNSFR

  • Transfer From Course block
    • Course
  • Transfer To Course
    • Pref Number
    • Transfer Status (LOV)
    • Course (LOV)
    • Location (LOV)
    • Att Mode (LOV)
    • Att Type (LOV)
    • Title
    • Academic Calendar (LOV)
    • Admission Calendar (LOV)
    • Type of Place (LOV)
    • Nominated Adm Category (LOV)

NON-AWARD

  • Pref Number
  • Transfer Status (LOV)
  • Course (LOV)
  • Location (LOV)
  • Att Mode (LOV)
  • Att Type (LOV)
  • Title
  • Academic Calendar (LOV)
  • Admission Calendar (LOV)
  • Other Period
  • Type of Place (LOV)
  • Unit Details
  • Nominated Adm Category (LOV)

The Transfer Log block contains (does not change between STANDARD, CRS-TRNSFR and NON-AWARD):

  • Result Type Display (Pop)
  • Creation Date
  • Message Number
  • Message Text

Icons

  • E = ERROR (Display )
  • W = WARNING (Display )
  • I = INFORMATION (Display

Rules/Notes:

The Applicant Block

The Find Applicant button is only enabled in Query mode.

The Course Preference Details Block

A lamp will display the number of course preference records returned for the Applicant ID. It will only display when the form is accessed from the menu.

Validations include:

  • None of the applicant’s details can be modified when the System Transfer Status is TRANSFERRD, NOT-APPLIC or PRE-EXIST
  • Cannot change the Applicant Portal Transfer Status to the System Transfer Statuses of TRANSFERRD, NOT-APPLIC, PRE-EXIST or NO-STEP
  • Transfer Status must be open
  • If Academic Period is not null, then Admission Period must be not null as well. If Admission Period is not null, then Academic Period must be not null as well
  • Course Preference details cannot be changed when the parent application has been transferred
  • Other Period cannot be specified when Academic and Admission Calendar are populated
  • Can only select open Type of Place Codes
  • Entering an Other Period value when the Transfer Status is not NO-TRNSFR will cause an error next time the transfer job is run
  • Course Status must be ACTIVE or PLANNED
  • Course Offering Option is not available in Applicant Portal
  • Preference Number must be unique for the Applicant Portal Course Application
  • Warn user when changing Course Preference if the Unit Set is now not valid for the COO
  • Location must have a location type of CAMPUS
  • Academic Calendar must be Planned or Active
  • Academic Period is not available for selection in Applicant Portal
  • Admission Calendar must be Planned or Active
  • Check that the Course Preference is a valid combination
  • Determine if the Course Code belongs to the same Course Group Code as the From Course Code
  • Cannot specify Other Period when System Application Type is CRS-TRNSFR
  • When the System Application Type is NON-AWARD, the Course Version must have Course Type Applicant Portal Non-Award Indicator set

Preference Numbers

When the Preference Number is changed by the user, the existing Preference Numbers should change so that the ordering is sequential. For example,

1

M300

2

B400

3

A200

User changes preference to 2

4

X900

New Order:

1

M300

Stays as is

2

A200

This is now pref 2

3

B400

Pref 2 is now 3

4

X900

Stays as pref 4

Rules/Notes:

Admission Categories are derived by:

  1. Getting the Admission Categories defined for the Course Offering Option
  2. Restrict these by the Citizenship Types mapped to each Admission Category, based on the Applicant’s Citizenship type.
  3. Further restrict the categories by the Types of Place mapped to each category, based on Type of Place nominated for the course preference
  4. Further restrict the categories by Admission Period / Admission Process Category definitions, based on the Admission Period nominated for the course preference, and
  5. If one single Admission Category is left after this process then the function will use that category for the preference. Otherwise,
  6. If multiple Admission Categories remain (SELECT should appear in the field), then use the Admission Category Hierarchy to determine the Admission Category to use. This is determined by the Admission Category with the rank value closest to zero.

Is the Course Offering Option Available for Selection?

A Course Offering Option (COO) is available for a Domestic Citizenship Type when:

COO ‘Applicant Portal Domestic Availability’ Indicator =

COO Admission Calendar Type Applicant Portal Override Availability (Domestic) =

COP for the COO exists

 

COO is Available for Selection?

Y

Doesn’t exist or DEFAULT, AVAIL, NOT AVAIL

Y, N

Y

N

AVAIL

Y

Y

N

AVAIL

N

N

N

DEFAULT or NOT AVAIL

Y

N

N

DEFAULT or NOT AVAIL

N

N

A Course Offering Option (COO) is available for an International Citizenship Type when:

COO ‘Applicant Portal International Availability’ Indicator =

COO Admission Calendar Type Applicant Portal Override Availability (International) =

COP for the COO exists

 

COO Available for Selection?

Y

Doesn’t exist or DEFAULT, AVAIL, NOT AVAIL

Y, N

Y

N

AVAIL

Y

Y

N

AVAIL

N

N

N

DEFAULT or NOT AVAIL

Y

N

N

DEFAULT or NOT AVAIL

N

N

The Academic and Admissions Period for a Domestic Citizenship Type when:

Admission Period Related to the COO where COO ‘Applicant Portal Domestic Availability’ Indicator =

Related COO Admission Calendar Type Restriction Override Portal Availability (Domestic) =

 

Admission Period Selectable?

Y

DEFAULT

Y

Y

AVAILABLE

Y

Y

NOT AVAIL

N

Y

Record doesn’t exist

Y

N

AVAILABLE

Y

N

DEFAULT

N

N

NOT AVAIL

N

N

Record doesn’t exist

N

The Academic and Admissions Period for an International Citizenship Type when:

Admission Period Related to the COO where COO ‘Applicant Portal International Availability’ Indicator =

Related COO Admission Calendar Type Restriction Override Portal Availability (International) =

 

Admission Period Selectable?

Y

DEFAULT

Y

Y

AVAILABLE

Y

Y

NOT AVAIL

N

Y

Record doesn’t exist

Y

N

AVAILABLE

Y

N

DEFAULT

N

N

NOT AVAIL

N

N

Record doesn’t exist

N

Field Details

Label Field Source Field Type Format Comments

Applicant ID:

APAPAAV.APPLICANT_ID

Text (with Find Applicant button)

Number 9999999990

Not Updateable

APAPAAV.APPLICANT_NAME

Display Field

Varchar2(100)

Not Updateable. When there is no Title and NVL(APA.PREFERRED_GIVEN_NAME, APA.FIRST_NAME), then the comma is not shown. e.g. if only the Applicants Surname of ‘Smith’ is recorded, then only this should display

Sex:

APAPAAV.SEX

Poplist

Varchar2(10)

Not updateable

Date of Birth:

APAPAAV.BIRTH_DT

Text

Date DD/MM/YYYY

Not Updateable

Citizenship Type:

APAPAAV.CITIZENSHIP_TYPE

Text

Varchar2(10)

Not Updateable

Application Number:

APAPAAV.APPLICATION_NUMBER

Text

Number 9999999990

Not Updateable

Submission Date:

APAPAAV.SUBMISSION_DT

Text

Date DD/MM/YYYY

Not Updateable

Application Transfer Status:

APAPAAV.AP_TRANSFER_STATUS

Text (with LOV)

Varchar2(10)

Not Updateable

System Application Type

APAPAAV.S_APPLICATION_TYPE

Text (with LOV)

Varchar2(10)  

Pref Number:

APCA.PREFERENCE_NUMBER

Text

Number 99

Updateable

Transfer Status:

APCA.AP_TRANSFER_STATUS

Text (with LOV)

Varchar2(10)

Updateable

Course:

APCA.COURSE_CD

Text (with LOV)

Cross and VET

Varchar2(20)

HE only

Varchar2(6)

Updateable. Dynamic Code Length (applib_utility.genp_hide_sector)

APCA.VERSION_NUMBER

Text

Number 999

Not Updateable

Location:

APCA.LOCATION_CD

Text (with LOV)

Varchar2(10)

Updateable

Att Mode:

APCA.ATTENDANCE_MODE

Text (with LOV)

Varchar2(10)

Updateable

Att Type:

APCA.ATTENDANCE_TYPE

Text (with LOV)

Varchar2(10)

Updateable

Title:

CRV.TITLE

Display Field

Varchar2(100)

Not Updateable

Academic Calendar:

APCA.ACAD_ALTERNATE_CODE

Text (with LOV)

Varchar2(10)

Updateable. Where s_cal_cat = ‘ACADEMIC’.

See LOV.

Admission Calendar:

APCA.ADM_ALTERNATE_CODE

Text (with LOV)

Varchar2(10)

Updateable. Where s_cal_cat = ‘ADMISSION’.

See LOV.

Other Period:

APCA.ALTERNATE_PERIOD

Text

Varchar2(100)

Updateable

Type of Place:

APCA.TYPE_OF_PLACE_CD

Text (with LOV)

Varchar2(10)

Updateable. Disable field when APA.CITIZENSHIP_TYPE = CTZNT.CITIZENSHIP_TYPE AND S_CITIZENSHIP_TYPE = ‘INTERNATIONAL’

TOP.DESCRIPTION

Display Field

Varchar2(60)

Not Updateable

Nominated Adm Category:

APCA.ADMISSION_CAT_OVERRIDE

Text (with LOV)

Varchar2(10)

Updateable

AC.DESCRIPTION

Display Field

Varchar2(60)

Not Updateable

Creation Date

APTRV.CREATION_DT

Text

Date DD/MM/YYYY HH24:MI:SS

Not updateable

Message Number

APTRV.MESSAGE_NUMBER

Text

Number 99990

Not updateable

Message Text

APTRV.MESSAGE_TEXT

Text

Varchar2(200)

Not updateable

Result Type Display

Poplist

Varchar2(25)

System Application Type = 'CRS-TRNSFR'

Label Field Source Field Type Format Comments

Course:

APCA.FROM_COURSE_CD

Text

Varchar2(20)

SCA.VERSION_NUMBER

Text

Number 999

CRV.TITLE

Text

Varchar2(100)

 

Unit Details:

APCA.UNIT_DETAILS

Text

Varchar2(4000)  

 

Last Modified on 11 April, 2007 3:48 PM

History Information

Release Information Project Change to Document
10.0.0.0.0.0 1231 - eAdmissions - Applicant Portal - Part 3 Added 'System Application Type' field and the different Course Preference Details fields
9.1.0.0.0.0 1221 - eAdmissions - Applicant Portal - Part 2 New form