The purpose of this job is to extract the relevant donor details, recipient details and prize details to be able to generate a letter to prize donors informing them of the recipients.

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:

• Donor Details
• Donor Address
• Prize Details
• Recipient Details

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 Donor Prize Notification Letter block contains:

Parameters tab

• Correspondence Type
• Donor Code
• Donor Address Type
• Prize Year
• Prize Code
• Prize Status
• Person ID
• Person ID Group
• Primary Responsible Organisation Unit

More tab

• Institution
• Institution Address Type

Rules/Notes:

Validations include:

• The Person ID does not exist
• A Person ID and a Person ID Group cannot both be specified
• If the recipient or donor of the prize is deceased, then error
• No correspondence item found
• If the donor's suppressed correspondence indicator is set to 'Y', then error
• The recipient or donor do not have a current correspondence address type
• IF no person prize records are found for the job run then error

Use this job to generate a letter to donors informing them of the recipients. The following job parameters can be specified:

• Correspondence Type - The type of correspondence to be generated. This is a mandatory parameter
• Donor Code - The code by which a donor is identified
• Donor Address Type - The address type for a donor
• 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
• Prize Status - A prize status for the job to be run
• Person ID - The person id of the recipient
• Person ID Group - The person id group of the recipients
• Primary Responsible Organisation Unit - the organisational unit responsible for a prize
• 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.

Only one prize may appear per letter (i.e. if the donor has donated several prizes, a separate letter will be generated for each of these prizes and collated according to donor).

The letter should not be generated for donors where the Suppress Correspondence indicator has been set to Y for the donor.

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

If multiple prize donors exist for a given prize, a separate letter will be generated for each prize donor.