The purpose of this job is to extract relevant details of recipients, prizes and donors (regardless of whether anonymity was requested by the donor or not) in order to generate a letter to the prize recipients informing them of their success.

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.

The following information is included in the notification letter generated by this job:

• Recipient Details
• Recipient Address
• Prize Details
• Donor Details (if anonymity has not been requested by the donor)

This job is run in Job Scheduler Mode, through the Job Control & Scheduling Subsystem.

For further information on how the extract process works, see Extract Creation Process. For further information on details of individual system extract records (S_EXTRACT and S_EXTRACT_RECORDS), see Extract Prize Letters.

This job is accessed from the main menu.

The Recipient Prize Notification Letter block contains:

Parameters tab

• Correspondence Type (LOV)
• Person ID (ADMF1211)
• Person ID Group (LOV)
• Prize Year (LOV)
• Prize Code (LOV)
• Person Prize Status (LOV)
• Donor Code (LOV)
• Donor Address Type (LOV)
• Primary Responsible Organisational Unit (LOV)

More tab

• Institution (LOV)
• Institution Address Type (LOV)

Rules/Notes:

Validations include:

• A Person ID and a Person ID Group cannot both be specified
• If a Person ID does not exist, or they have deceased
• The recipient or donor doesn't have a current correspondence address type
• No correspondence type or item found (checking that the correspondence type they entered exists)
• If no Person Prize records are found for the job run, then error

Use this job to generate a letter to prize recipients to notify them of their success. The following job parameters can be specified:

• Correspondence Type - The type of correspondence to be generated. This is a mandatory parameter
• Person ID - The person id of the recipient
• Person ID Group - The person id group of the recipients
• Prize Year - The academic year for the prizes to be run in the job. This is a mandatory parameter
• Prize Code - A prize code for a prize that was awarded. This is a mandatory parameter, though using a 'wildcard' (%) is acceptable
• Person Prize Status - A prize status that is mapped to a system person prize status of Recipient. This is a mandatory parameter, though using a 'wildcard' (%) is acceptable
• Donor Code - The code by which a donor is identified. This is a mandatory parameter, though using a 'wildcard' (%) is acceptable
• Donor Address Type - The address type for a donor. This is a mandatory parameter
• Primary Responsible Organisation Unit - the organisational unit responsible for a prize. This is a mandatory parameter, though using a 'wildcard' (%) is acceptable
• Institution - The code by which an institution is identified
• Institution Address Type - The address type for the institution

Rules/Notes:

You cannot select both the Person ID and Person ID Group parameters for the same job.

If a person has multiple prize records with statuses that are mapped to a system prize status of RECIPIENT, a separate letter is generated for each person prize record.

The override correspondence criteria (if it exists) will override the correspondence criteria recorded for the prize.

The override prize values (if it exists) will override the prize value recorded for the prize.

The donor details will be included for all effective prize donors associated with a prize if their respective anonymity indicators are set to N.

The issue of correspondence to the prize recipient will be recorded against the recipient's record to indicate that the correspondence was issued.