Purpose

To allow the direct recording of Admission applications and maintenance of existing applications. In particular, to record personal details of the applicant and to access forms for the recording of Course and Unit application details.

Direct Admission Applications are those where applicants apply directly to the institution for Admission to a Course or Units. Precisely how these details are recorded in Callista is determined by the institution. The institution's specialist user(s) are able to configure the Admission process to suit the specific Admission practices of the institution. Admissions for the Subsystem Specialist provides details of this setup. The information provided here and for related forms is for a 'typical' setup.

This form is dynamic, depending whether a HE, VET or VET-HE Callista version is installed. For example, the VET Statistics button (and its appropriate link) would not be seen in 'HE'.

New Applications

Typically, Admission applications are received for an Admission Period and are sorted according to type of application. For example, they may be sorted into Award/Non-award, Postgraduate /Undergraduate, Fee paying /Student Contribution Amount, Domestic/International, or similar groupings to match the Admission process categories used by the institution. The applications are processed in these groups.

This form is the starting point in processing the applications. Personal details of applicants are recorded here and in forms accessed via the displayed buttons. Which buttons are displayed depends on how the specialist users have setup each of the Admission process categories specified in the session details.

Note: Some buttons may have bold labels indicating that the entry of that data is mandatory. A Direct Admission Application is not complete, and a place cannot be offered, until all mandatory items contain data.

The session details are set, for each group of sorted Admission applications, by the user.

Note: Callista validates Course Application Data against the Admission Category specified in the session details so that, for example, only courses associated with the Admission Category can be recorded for the application.

The New Application button invokes ADMF3240, where course details of the application are recorded. Where applicable, a button in ADMF3240 provides access to the Maintain Admission Unit Application form (ADMF3250) in which details of units applied for can be recorded.

Existing Applications

This form is also the starting point for updating existing applications. Existing applications may require addition or modification of details. In particular, existing applications are accessed in order to change the various statuses associated with an application (in ADMF3240 and ADMF3250).

Features of this Form

Buttons with a plus sign in their label [+] indicate that data has been recorded in the associated form. Those with a minus sign [-] in their label indicate that no data is recorded in the related form.

Information LAMPS are displayed in particular circumstances:

• An Administrative Encumbrance lamp displays when the applicant has an administrative encumbrance of SUS_SERV or RVK_SERV.
• An Admission Process Category (APC) lamp displays the APC of an existing course application which has been selected in the Admission Application Summary block, where its recorded APC differs from that of the session details.
• An Override Commencement Period lamp displays an existing application instance that has been deferred or requested reconsideration. An '*' appears next to each application instance that has been overridden and the new commencement period is displayed in the right-hand corner of the Admission Application Summary block.
• Values derived from the Admissions Student Indicator View. It will display up to 18 characters. It will truncate the result when 18 characters are exceeded. When truncated, select the lamp with the cursor will display the full data.
• If any entitlement warnings exist for the student or if their CHESSN is not yet available, then a lamp may display.
  If a CHESSN is required for the person and it hasn't been allocated, then the LAMP_TXT value recorded in the PERSON_ENTLMNT_POSITION_LAMP_V for OUTCOME equal to CHESSN_TODO will be displayed.
• If the student has an Entitlement Status with a System Outcome Type of WARNING or CRITICAL (as defined in ADMF0390), then the related LAMP_TXT value from PERSON_ENTLMNT_POSITION_LAMP_V is displayed. If OUTCOME values of WARNING and CRITICAL both exist for the person then the CRITICAL LAMP_TXT value will display.
  If the lamp has more than 30 characters, then only the first 30 will display and ' ...' will indicate that the lamp is truncated. Clicking on a truncated lamp causes the whole lamp to display.

Note that the column names specified in the PERSON_ENTLMNT_POSITION_LAMP_V view and the length of the column ‘OUTCOME’ and ‘LAMP_TEXT’, should not be changed as they are used in the forms to display the lamp. The value of the column OUTCOME is hardcoded to identify the relevant lamp text.

This form is accessed from the main menu.

The Session Details block contains:

• Session Details

  Button

  • Alter Session

The Person block contains:

• Person ID
• Find Person button (ADMF1211)
• Title (LOV)
• Surname
• Given Names
• Preferred Name
• Sex (Poplist)
• Name Format
• Date Of Birth
• Deceased check box
• Email Address

The Person Image sub block contains:

• Person Image icon (ENRF3510)
• Documents icon (GENF0150)
• Staff check box
• Archived check box
• Encumbered check box

  Buttons

• Addresses (ENRF3030)
• Employment (ADMF32H0)
• Tertiary Ed (ADMF32B0)
• Notes (ENRF3070)
• Aliases (ENRF3020)
• HE Statistics (ENRF3060)
• Alternate ID's (ENRF3010)
• Sec Ed-O/Seas (ADMF32D0)
• Disabilities (ENRF3040)
• Sec Ed-Aust (ADMF32C0)
• Encumbrances (ENRF6310)
• Visa (ENRF3050)
• Prev Instn (ADMF32J0)
• Adm Test (ADMF3518)
• Other Quals (ADMF32I0)
• Duplicate (ADMF1214)
• CHESSN (ADMF32W0)
• Health Provider (ADMF32U0)
• VET Statistics (ENRF3090)
• Prior Ed'n (ENRF30A0)
• Concessions (ENRF32Y0)
• New Application (ADMF3240)

The Admission Application Summary block contains:

• App. #
• Commence Period
• Admission Process Category
• Pref. #
• Course
• Application Status
• Outcome Status
• Response Status
• AP. App. #
• Title

  Button

  • Application (ADMF3240)

Rules/Notes:

A user cannot delete a person if:

• It is utilised by an Agency Agent (ADMF0510)
• An Admission test result exists (ADMF3518)
• It is utilised by a Previous Person Institution (ADMF32J0)
• A person other qualification exists (ADMF32I0)
• A duplicate Person record exists (ADMF1214)
• They are recorded against an application as an Agent (ADMF32S0)

The Documents icon opens the View Electronic Documents (GENF0150) form in context of the selected Person record, from where you can upload documents for the Person. A plus sign (+) on the icon indicates that one or more documents exist for the Person record.

Security Restrictions

If a user or a user’s security role has the ‘Person Name Update Restriction’ Advanced Function (SECF0062, SECF0063), they will be prevented from updating a person’s:

• Surname
• Given Names
• Preferred Name
• Title

The fields are disabled after a query when the update restriction has been applied. The fields can still be queried.

If a Person name change restriction does not apply to the user, the user will be able to perform functions in this form as currently allowed.

A restricted user can change a person’s name details on the day the record was created, if the user was the creator of the person record. The Person History details are used to determine the Creation Date and creator of the person record.

A warning is displayed if the user is trying to commit a Person name (Surname, Given Names or Preferred Name) that contains special characters (such as %, @, #) or numbers. The allowable characters are all alpha characters and apostrophe (‘) and hyphen (-).

Name Format
If the Name Format for the current person is different to the default Callista name format, then the required Name Format should be selected in the Name Format field. These Name Format values are defined in ADMF0620.
Only Name Formats with a System Name Format Type of PERSON, in ADMF0620, can be selected.
Only Name Formats that are not closed in ADMF0620, can be selected in the Name Format field.

The field ‘AP # ’ (Receipt Number) is sourced from the Application Number from the Applicant Portal.

A.P. App #

If the application was submitted via Applicant Portal, the 'A.P. App #' field displays the Applicant Portal application number.

If the application was submitted by an Agent via Applicant Portal, the application number displayed in the 'A.P. App #' field is prefixed by an 'A', for example, A1803.

Use this form to record/maintain personal details of applicants for admission and to access other forms for the recording/maintenance of additional application details.

Select the Alter Session button (top right), to set the Session Details for the group of new admission applications being processed.

The Admission Process Category specified in the session details is recorded against each application and will override the then current session details should the application be accessed again in a later session.

Where an existing application is being modified, the Admission Process Category associated with that application is used rather than that specified in the session details.

Rules/Notes:

The Admission Process Category, set in the Session Details, determines the configuration of buttons in this form and which buttons appear, T-list items and validation processes in ADMF3240 and ADMF3250. Refer also to Defining Admission Processes.

Setting the session details affects the data displayed in lists of values, and the data validations performed, in ADMF3240 and ADMF3250. Details are provided in the documentation for those forms.

Displays a ‘Potential Duplicate Person’ lamp if a record exists in the duplicate Person ID function with the duplicate status of POTENTIAL for the person’s record.

Displays a ‘Confirmed Duplicate Person’ lamp if a record exists in the duplicate Person ID function with the duplicate status of CONFIRMED for the person’s record.

Record personal details for the new applicant and Save. An ID Number is automatically assigned to the applicant. This number remains with the applicant throughout their relationship with the institution. If a person with matching details already exists in Callista, the user receives a warning prior to the record being saved.

Records for people already known to Callista can be queried and displayed by either executing a query using ID Number or Name or using the Find Person icon and form.

Select the buttons, in turn, to record other person related data in the displayed forms. Images of people existing in the system can be viewed by selecting the Person Image button which navigates to Person Image form (ENRF3510).

For a new application, select the New Application button to invoke ADMF3240, where Course Application Details can be recorded.

To update an existing application, select its record in the Admission Application Summary block and select the Application button. ADMF3240 is invoked with the relevant record displayed.

Applicants can apply for several courses and place preferences on each course indicating the order of preference for an offer. These applications are displayed in the Application Summary block with the preference number listed in the # field. They are displayed together according to commencement period and Admission Process Category.

Rules/Notes:

Where buttons have bold labels, entry of data in their corresponding forms is mandatory and must be completed prior to an offer being made.