Maintain Admission Agent

ADMF32S0 - Maintain Admission International Agent

Purpose	To view Agents associated with an Admission application.
Subsystem	Admissions
Normally Run By	Administration Specialist
Anticipated Frequency	As required
Structure	Blocks	Admission Course Application
		Admission International Agent

This form is used to view Agents associated with an Admission application (or course application) where data is transferred from Agent Connect and Applicant Portal to SMS Admissions. This form is used to find which Agent created the application.

All associated Agents and their Agencies (both current and end-dated) are listed for a particular Admission period.

Note: Applicant-Agent/Agency details are also displayed in the Maintain Applicant Agent Application Relationship (ADMF5800) form.

For more information, also see Agents in Applicant Portal and Agent Connect.

Primary Agency Function

This function returns the applicant's 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 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 Agent record) unless a new Primary Agency had been defined.

If the Date Alias is not specified, then the Admission Period End Date is used.

If the End Date has been specified on the Admission Agent record then this date is 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 utilises 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.

Note: ADMF02R0 is used to set up a Primary Agency End Date Alias.

Access:

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

Admission Application block:

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

Admission International Agent block:

Start Date
End Date
Agency Org Unit Code
Org Unit Start Date
Description
Contact check box
%

Admission International Agent sub-block:

Person ID
Primary Agent check box
Email Address (read-only)
Contact Details

Rules/Notes:

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

Where an Agent function is enabled for an Admission application, and the Applicant has accepted an offer, at least one open-dated Agency record must exist.

For a selected Agent/Agency, the Agent’s Person ID, name, email address and Contact Details may be displayed.

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

Use the Person ID field to specify or change the Agent for the selected Agent/Agency. Add/update the Agent's contact details, if required.

The ‘Primary Agency’ check box is used to indicate if the context Agency is the Primary Agency for the Admission Course Application.
It is possible to have more than one ‘current’ Agency, however only one Agency can have the Primary Agency check box set.

Validations:

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.

This 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 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.

Details recorded in this form include:

The Start Date and End Date of the Agent's 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 open-dated Agent is recorded as 100%.
Contact Person information, as required.

Rules/Notes:

When accessed directly from the menu, 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.

Agencies are set up in Callista as Organisational Units (see ORGF0141).

Last Modified on 16-Dec-2010 9:28 AM

History Information

Release Version	Project	Change to Document
13.1	1664 - Agents lodging apps. via Applicant Portal	Updated introduction, added links to ORGF014, ADMF5800 and ADMF02R0.