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Understanding Prizes

In this section:

• Prizes Overview
• Key Terms
• Using the Prizes Subsystem
• Prize Calendar Configuration

Users should:

• Understand the System-wide features of Callista (particularly navigation & querying methods)
• Understand the purpose & basic functioning of the Calendar Subsystem
• Understand how to use job scheduler to schedule jobs

Prizes Overview

The Prizes Subsystem is used to administer the award of prizes for an institution. Key features of this management process are:

• Recording and maintaining of Prize Details (including name, type, status, governance type, value, etc)
• Recording and maintaining of Prize Calendar configurations
• Recording, maintaining and correspondence of prize criteria
• Recording and maintaining Prize Responsibility details
• Recording and maintaining Person Prize statuses
• Recording and maintaining Donor details
• Recording and maintaining Person Prize details
• Generation of recipient prize notification letters
• Generation of donor prize notification letters
• Generation of prize details reports
• Generation of person prize reports

Key Terms

To understand the Prizes Subsystem it is necessary to understand the following key terms.

Using the Prizes Subsystem

The Prizes subsystem functionality can be divided into three distinct areas. These functional groups are comprised of:

• Institution definitions for prize characteristics
• Administration of prizes, prize donors and people associated with prizes
• The reporting of prize and person prize information and the generation of prize related correspondence.

Institution Definitions for Prize Characteristics

The first group (PRZF0010, PRZF0020, PRZF0030, PRZF0040, PRZF0050, PRZF0060) is concerned with defining and maintaining institution defined prize characteristics that are mapped to the system defined characteristics. The following prize characteristics are defined and maintained by these forms:

• Donor Status
• Prize Type
• Prize Status
• Governance Type
• Person Prize Status
• Prize Calendar configuration

These forms allow the institution to customise the Prizes subsystem to their specific business practices. The listed prize characteristics should be defined before specific prizes are entered in the system.

Administration of Prizes, Prize Donors and People Associated With Prizes

The second group revolves around prizes (PRZF0100, PRZF0110, PRZF0120, PRZF0130, PRZF0140, PRZF0150), prize donors (PRZF0160 and PRZF0170) and people associated with a prize (PRZF0200). The process of creating a new prize in the system begins with PRZF0100 (Maintain Prize Detail). In this form, the basic information pertaining to a prize is recorded. When creating a new prize, the Prize Status must be set to PLANNED. Once all the required details (criteria, donor, etc) have been defined, it can be set to ACTIVE. Navigation buttons in PRZF0100 lead to the other prize detail forms, which record the following information:

• Prize Criteria
• Prize Reference Code
• Prize Detail Type
• Prize Value
• Prize Responsibility details

Together, these forms define the type of prize, its status, its value (if a monetary prize), its criteria for being awarded (for the purpose of determining recipients), the organisational unit(s) responsible for administering the prize, and a reference code that allows prizes to be easily categorised.

Information about prize donors is recorded in PRZF0160 (Maintain Donor Details). Once a donor has been entered into the system, it can be assigned to a specific prize in PRZF0170 (Maintain Prize Donor Details). The final form in this functional group is PRZF0200 (Maintain Person Prize). This form is used to record and administer information about people associated with a prize (generally a recipient or potential recipient). Characteristics recorded include person prize status, prize authorisation details, award received information, prize value, and correspondence criteria. There is also a facility to record comments pertaining to the person.

Reporting of Person and Person Prize Information and Generation of Prize Related Correspondence

The third functional group is concerned with reporting and correspondence. PRZR0010 (Prize Details Report) displays details of prizes, grouped by primary responsible organisation groups. PRZR0020 (Person Prize Report) displays details of any person associated with a prize.

PRZJ0030 (Recipient Prize Notification Letter) and PRZJ0040 (Donor Prize Notification Letter) are automated processes for generating prize details to recipients and donors respectively.

Note: Correspondence generated from the Prizes Subsystem does not follow the standard eligibility checking that applies to other correspondence from Callista SMS. Most correspondence has the following checks performed:

• If the student is deceased
• If the student has a correspondence category for their student course attempt
• If the correspondence type is included in the student's correspondence category
• If the Block When Encumbered check box has been set for the correspondence type in the correspondence category.

If any of these checks are failed, no correspondence is generated. For the Prizes subsystem, the only check that is performed is whether the student or donor is deceased. This is because a prize is related to a person and not to a course attempt.

Prize Calendar Configuration

The purpose of prize calendar configuration is to record date aliases that have been chosen by the institution to determine the prize details, prize donors, prize criteria, prize value and prize detail type that will be in effect for a particular academic calendar. This is required because prize recipients may be determined after the prize year that they are applicable for. At this time there may be new prize details (value, criteria, etc) in place for the new prize year and these details should not be associated with recipients for the previous prize year. To overcome this, the effective prize details date alias defined for the relevant prize year will be used to target the correct details.

Refer to the following example:

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