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.

Anticipated Frequency

As required

Structure

Blocks

Applicant

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 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.
• 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 transfer process considers the Government Type of the course version. If the course version for a Non-Award application does not have a Government Type of 50, the application is treated as a 'standard' application and the System Admissision Process Type is set to COURSE. However, if a Course Attempt matches the criteria for a RE-ADMIT for the person, then the Non-Award course is processed as a RE-ADMIT, not as a Non-Award, even if it is mapped to a Government Course Type of 50. The list of available options in the Admission Category LOVs may change depending on the derived system Admission Process Type.

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

• Find Applicant (ADMF5010)

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,

New Order:

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.

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

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

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

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