Purpose

To move applicants and applications from one agent to another.

Applicants (on second block)

Move Right Arrow

This form is used to move applicants and/or applications from one agent to another agent. This includes:

• applicants (with or without an application), and
• applications that have not been transferred from Applicant Portal to Admissions (i.e. applications with an institution-defined Transfer Status mapped to a System Transfer Status of NOT-APPLC, PENDING or ERROR).

Note: An applicant can belong to more than one agent at any one point in time. However, an agent cannot belong to more than one agency.

When an applicant is moved to another agent, the applicant's relationship with the previous agent is automatically end-dated, and a new Agent-Applicant relationship is automatically created between the applicant and the new agent.
However, when an application is moved to another agent, a new Agent-Applicant relationship is automatically created between the applicant to whom the application belongs and the new agent. The applicant's relationship with the previous ('from') agent is not closed - this must be done manually via ADMF0520. Consequently, until this occurs, the applicant has a relationship with both agents.

This form is accessed from the main menu, or from the Maintain Agency Agent Applicant Application Details form (ADMF0520) form via the Agent Applicant Relationships button.

Agent 1 and 2 blocks:

• Org Unit Code (LOV)
• OU Start Date
• Agency Start Date
• Agency Person ID
• Start Date
• End Date

Applicant Selection1 and 2 blocks:

• Applicant ID
• Name
• Select All checkbox
• Start Date
• End Date
• Read Only Access checkbox

Buttons:

• Applications
• Move Left Arrow
• Move Right Arrow
• Exceptions

Applications blocks: (accessed via Applications button)

Applicant block

• Applicant ID (LOV)
• Sex
• Date of Birth

Application Selection 1 and 2 blocks

• Application Number
• Application Details
• Select check box
• Date of Birth

Buttons:

• Applicants
• Move Left Arrow
• Move Right Arrow
• Exceptions

Rules/Notes

All fields are display - only.

The following lamps may be displayed:

• ACENT INACTIVE
• AGENCY INACTIVE
• ORG UNIT INACTIVE

Agent 1 and 2 Blocks

Agent 1 block: - If this form is invoked from the Maintain Agency Agent Applicant Application Details (ADMF0520) form, it is entered in context of the selected agent whose details are displayed in the Agent 1 block.
If the form is entered from the main menu, users will need to perform a query in the Agent 1 block to find the required agent.

Agent 2 block: - Perform a query in the Agent 2 block to find the required agent.

Single or multiple applicants and/or applications can be selected and moved to/from either block.

Applicant Selection 1 and 2 Blocks

This block is accessed via the Applicants button when using the Application Selection 1 and 2 blocks (see 'Applications Selection 1and 2 blocks' below).

Applicants with or without applications can be moved to another agent.

When an applicant is moved from one agent to another agent, the following occurs:

• The Agent-Applicant relationship of the originial ('from') agent is automatically end-dated (with an end-date of today's date).
• A new Agent-Applicant relationship record is created with a Start Date of today's date, for the applicant and their new ('to') agent.
• All open applications belonging to the applicant are automatically moved across to the new ('to') agent. Closed (end-dated) applications remain with the previous ('from') agent.

Note: Applications that have been successfully transferred from Applicant Portal to Admissions (i.e. those with a Transfer Status of TRNSCMPLT) are not available for transferring and therefore cannot be transferred to another agent.

Any errors that are encountered when attempting to move applicants/applications between agents are recorded as exceptions and can be viewed via the Exceptions button.

Application Selection 1 and 2 Blocks

These blocks are are used to move applications to a new agent. They are accessed via the Applications button above the Applicant Selection 1 and 2 blocks.

Both the selected application(s) and the applicant to whom they belong, are moved to the new agent.

When an application is moved to another agent:

• A new Agent-Applicant relationship is automatically created between the applicant to whom the application(s) belongs and the new agent.
• A new Agent-Application relationship is automatically created for each application that is moved to the new agent.
• The Agent-Application relationship between the previous ('from') agent and the application that has been moved, is automatically end-dated.

When an application is moved to another agent, the applicant's relationship with the previous ('from') agent is not closed - this must be done manually via ADMF0520. Consequently, until this occurs, the applicant has a relationship with both agents.

Validations:

• Before moving applicants/applications, both Agent 1 and Agent 2 must be selected.
• Agent 1 and Agent 2 cannot be identical.
• Cannot move the applicant/application to an inactive agent.
• The same current applicant application cannot belong to two Agents.
• When pressing the Applications button both Agent 1 and Agent 2 must be selected.

To Move Applicants:

1. Perform queries in the Agent 1 and Agent 2 blocks to find the required Agents (if the Agent is not already displayed). All applicants belonging to the Agents are then automatically displayed.

2. In either the Applicant Selection 1 block or Applicant Selection 2 block, select the Applicants that you want to transfer to the Agent in the opposite block. Click on the Move arrow to move the selected Applicants (and their applications) to the other Agent.
You can select Applicants in either block and move them across to the Agent in the opposite block.

3. If any errors are encounted in the applicants or their applications, the moving of the applicant together with their applicaitons, will fail. In this case, the applicants that were not successfully transferred are listed in an Exceptions block (accessed via the Exceptions button) along with the errors.

To Move Applications:

1. From the Applicant Selection block, click on the Applications button.

2. Perform a query in one or more fields in the Applicant block to find the required applicant whose application(s) you want to move.

A list of applications belonging to the applicant are then displayed in the Application Selection 1 and/or 2 block depending on whether the applicant-application belongs to Agent 1 and/or 2 respectively.

Application Selection 1 block displays applications belonging to Agent 1. Application Selection 2 block displays applications belonging to Agent 2.

Applications may be displayed in both blocks if the applicant has belonged to both Agents for a period of time.

3. Select the application(s) that you want to transfer, then click on the Move arrow. The application(s) is automatically transferred to the other Agent and appears in the opposite block.

Note: You can transfer applications from Agent 1 to Agent 2 or vice versa.

4. Applications that are not successfully transferred are listed in the Exceptions block which is accessed via the Exceptions button.

5. Click on the Applicants button to return to the Applicant blocks.