This job is run when the institution receives advice that the VTAC offer round file has been provided. Full details of the Tertiary Admission Centre Admission process are provided in the Admissions for the Subsystem Specialist section.

 The process can (depending on data supplied):

• Validate the file format
• Validate the selected element values
• Check for possible matching person records already in Callista
• Create a new person ID (or utilise an existing one) and attempt to insert a new alternate person ID record using the VTAC ID
• Insert or update a person's address details according to the Address Type parameters supplied
• Retrieve the Admission Code and basis for Admission Type for a VTAC Admission Code and insert these against the application
• Validate and insert Admission Application, Admission Course Application and Admission Course Application Instance details. The Admission Course Application Instance is created with an outcome status of OFFER
• Create a Student Course Attempt (if required)
• Insert an Australian Secondary Education, an Australian Secondary Education subject and/or a Tertiary Education record for an application
• Offer Letter

This Job is accessed via the main menu.

The Process VTAC Offer File Load block contains:

Parameters Tab

• Offer File Name
• Academic Period (LOV)
• Admission Period (LOV)
• Offer Round
• Australian Address Type (LOV)
• Overseas Address Type (LOV)

More Tab

• Alternate Person ID Type (LOV)
• Override Admission Category (LOV)
• Fee Paying Student Status (LOV)
• Pre-enrol Indicator check box
• Offer Letter Required check box
• E-mail Address Type (LOV)
• Include phone with E-mail address type check box
• Load E-mail against person details check box

Rules/Notes:

This form enables the upload of VTAC details into Callista.

The file must be a flat file in the format supplied by VTAC for the 2004/05 offer file.

All fields are mandatory except the Override Admission Category and E-mail Address Type fields.

Validations include:

• Mandatory input parameters must not be blank
• School Code; Aboriginal/Torres Strait Islander code; Birth Country code; Language Code; Base Category or Offered Course Code does not exist in Callista
• An enrolled Student Course Attempt record already exists for this student
• Admission Course Application instance exists for this person
• Include phone with E-mail address type check box cannot be checked if the Email Address Type is null
  

When a field is not correctly completed, the tab heading will have an '**' after its title, and the field in question will have its title in red. 

Parameters tab fields are used to:

• Offer File Name
  Nominate the full Offer File Name
• Academic/Admission Period
  Nominate the Academic and Admission Periods into which the applications are to be placed. These default to the current periods
• Offer Round
  Nominate the particular Offer Round being processed. This field must match the value contained in the Offer File Name
• Australian/Overseas Address Type
  Nominate the Address Type against which the applicant addresses supplied by the TAC are to be recorded. An Address Type should be nominated for both Australian and Overseas addresses as local applicants may still provide an Overseas Address

• Alternate Person ID Type
  Nominate an Alternate Person ID Type against which the TAC identification numbers of applicants are to be recorded
• Override Admission Category
  Normally the System would use the default Admission Category from the Course Offering Option. Institutions may wish to use Admission Categories specifically created for TAC Admissions. One of these categories would be recorded as a parameter
• Fee Paying Student Status
  Identify which Student Statuses applies to the fee paying applicants.
• Pre-enrol Indicator check box
  Indicate whether or not the application should be Pre-enrolled at the time of recording the application. Applications not Pre-enrolled as part of this process are Pre-enrolled by the batch Pre-enrolment process (ENRJ3100) when it is run (Admission Process Category Steps permitting)
• Offer Letter Required check box
  Indicate whether or not an Offer Letter should be produced by the batch Admission Letter Production process (ADMJ5300). Offer letters may have been produced by some TACs
• E-mail address type
  Use e-mail address from LOV. Selected from ORGF0116 - Maintain Address Type. Loads E-mail details to an Address Type record
• Include phone with E-mail address type check box
  Default value is set to N. Cannot be Y if Email address type is null. Loads from to the E-mail Add Type.See ORGF0116
• Load E-mail against person details check box
  Default value is set to N. Cannot be Y if E-mail address type is not null.

Rules/Notes:

The job produces an error log of the action performed for each record processed.

Only Admission Periods with a Calendar Type of ADMISSION and that are ACTIVE and are in context of the displayed Academic Period are displayed.

Only Australia/Overseas Address Types that have the Correspondence check box set to 'Y' and the Closed check box set to 'N' are displayed. See ORGF0116 - Maintain Address Types.

Only Alternate Person ID Types with a System Alternate Person ID Type of TAC and a Closed check box set to 'N' are displayed.

Only Fee Paying Student Statuses with a Closed check box set to 'N' are displayed. See ENRF0162 - Maintain Student Status.

When the Override Admission Category parameter is not NULL, the Fee Paying Student Status must map to the Admission Category value. Values mapped within ADMF2M20 - Maintain Admission Category.