Purpose

To allow configuration of the Applicant Portal.

Scholarship Applications

Use this form to:

• Configure the domestic and international correspondence Address Types that will be used by the Record Applicant Details Portal application.
• Set up the maximum number of Preferences that an applicant can have while selecting courses in an Admission course application via the Applicant Portal.
• Define the Communication Type to be used when emailing Applicant Portal account details and submitted application details to an agent and their applicants.
• Define the Start and End dates on which Scholarship applications will be displayed in Applicant Portal.
• Define the Communication Type to be used when emailing a Scholarship Applicant confirmation of their submission.

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,
• various other settings. See the fields described 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)
• Warn if Applicant Email differs from Person Email check box
• Record Email against the Person check box
• Transfer Type for Email mismatch when Record Email selected (poplist)
• Record Email against the Person Delivery Type Destination check box

Communication Tab

To Agent Email Communication Type

• Account Registration
• Applicant Account Registration
• Submission

To Applicant Email Communication Type - (initiated by Agent)

• Account Registration
• Submission

Course Applications Tab

• Maximum Number of Preferences
• Max Number of Preferences for Course Transfer
• Submit Application Email Type
• Display Application End Date Alias
• Non-submitted Application Expiry Period
• Domestic Applicant Start Date Alias
• Domestic Applicant End Date Alias
• International Applicant Start Date Alias
• International Applicant End Date Alias
• Transfer Applicant Start Date Alias
• Transfer Applicant End Date Alias
• Include Unavailable COOs in Course Search Results (checkbox)

Scholarship Applications Tab

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

Miscellaneous Tab

To Applicant Email Type block

• Registration Email Type (LOV)
• Reminder Email Type (LOV)

• Default Alternate Person ID Type (LOV)
• Display Password Security Question check box
• Max Total Document Size

Rules/Notes:

Correspondence Address Tab:

• If a 'Domestic Correspondence Address Type Email Line' and/or 'International Correspondence Address Type Email Line' are specified, the Transfer process inserts the applicant’s email address into the relevant address line of their correspondence address, depending on whether a domestic and/or international address is specified.

Email Address Tab:

• The 'Warn if Applicant Email differs from Person Email' check box is used to determine if a warning message is written to the Run Log of ADMJ5000 when the email address specified by the applicant differs to the email address of the Person record to which the applicant has been matched.
• The Applicant Portal 'Transfer Type' pop list determines if applicant data is transferred (by ADMJ5000) when the email address specified by the applicant differs to the email address of the Person record that the applicant has been matched to. This parameter is only considered if the 'Record Email against the Person' check box is selected.
• If an Email Address Type is specified, the Transfer process creates an address of the specified type and inserts the applicant’s email address into the specified line. If the length of the email address is greater than 40 characters the remaining characters are recorded against Email Address Type Line 2 and 3.
• If the 'Record Email Against the Person Delivery Type Destination' checkbox is selected, the Transfer process inserts the applicant’s email address into an EMAIL Person Delivery Type Destination record.
• If the 'Record Email against Person' checkbox is selected, 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.

Communication Tab:

To Agent Email Communication Type:

• 'Account Registration' - This Communication Type (set up in CORW0500) is used when the agent's account is created by the institution.
• 'Applicant Account Registration' - This Communication Type (set up in CORW0500) is used when the agent creates an account for an applicant (the account details are sent to the agent).
• 'Submission' - This Communication Type (set up in CORW0500) is used when an application is submitted by an agent (the submission details are sent to the agent).

To Applicant Email Communication Type:

• 'Account Registration' - This Communication Type (set up in CORW0500) is used when the an agent creates an account for the applicant (the account details are sent to applicant).
• 'Submission' - This Communication Type (set up in CORW0500) is used when an application is submitted by an agent (the submission details are sent to applicant).

Also, see SSFF2600 for other email set-up requirements.

Course Applications Tab:

• The Domestic/International/Transfer Applicant Start and End Date Alias options are used to define the start and end dates of the availability of courses within Applicant Portal for the Applicant Type, and the particular Admission Calendar for which they are defined.
• If the 'Include Unavailable COOs in Course Search Results' check box is selected both available and unavailable Course Offering Options (COOs) are included in the Search Results list displayed in APAPPLCRS and APCRSTRNFR in Applicant Portal. If the checkbox is deselected, only available COOs are displayed.
• 'Display Application End Date Alias' is used to determine which Course applications should be displayed to the Applicant in Applicant Portal.
• 'Non-submitted Application Expiry Period' allows administrators to define the maximum number of days that a Course application can remain unsubmitted.

Scholarship Applications Tab:

• 'Display Application End Date Alias' is used to determine which Scholarship applications should be displayed to the applicant in Applicant Portal.
• 'Non-submitted Application Expiry Period' allows administrators to define the maximum number of days a scholarship application can remain unsubmitted.
• The Communication Type must be ACTIVE with a Delivery Type of EMAIL and a System Communication Type Context of APPLICANT.

Miscellaneous Tab:

• 'Registration Email Type' is used to specify the Email Type to be used for account confirmation email messages sent to applicants when they successfully create an Applicant account.
• 'Default Person ID Type' is 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.
• The 'Max Total Document Size' field is used to specify the total maximum size (MB) of all documents that can be uploaded for an applicant in Applicant Portal (APEDUPLD). Once the size limit is reached no further documents can be uploaded. (Note: This is an accumulative total and includes all previously uploaded documents for the applicant.)

Validations for this form 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.
• 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.
• Domestic, International and Transfer Start and End Date Aliases must not be closed and must have a System Calendar Category of ADMISSION.
• 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.
• Communication Type must be ACTIVE, have a Delivery Type of EMAIL, and a System Communication Type Context of APAGENT (i.e. Agent Person ID re: Agent-Applicant Portal).
• Communication Type must be ACTIVE, have a Delivery Type of EMAIL, and a System Communication Type Context of APPLCNTAG (i.e. Applicant ID re: Agent-Applicant Portal).

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.