Purpose

This form is used to maintain details for a Scholarship Version

SubSystem

Scholarships

This form is used to maintain details for a Scholarship Version.

This form can be accessed directly via the Callista menu.

After saving details for the Scholarship Version record, Offerings of the Scholarship Version can be defined in SCHF0510, by clicking on the Scholarship Offering button.

The Scholarship Version block contains:

• Scholarship Code:
• Version Number
• Description:
• Start Date:
• End Date:
• Review Date:
• Scholarship Category:
• Status:
• Government Scholarship Type
• Responsible OU
• Payment Source
• Scholarship Value
• Scholarship Duration
• Intermission Allowed check box
• Maximum Intermission Period Length
• Part-time Allowed check box
• Maximum Part-time Period Length
• Appear on Transcript check box
• Appear on ARTS Extract check box
• Appear on AHEGS
• Archive Reference

Buttons

• More
• Scholarship Offering

Rules/Notes:

As a new scholarship record is created the version number field should be left blank, as the version number is maintained by the system. Subsequently, each time a new version of this scholarship is developed, the version number will be incremented by one.

Scholarship Start and End Dates are recorded here to indicate the expected active life span of the Scholarship Version. Only the Start Date is a mandatory field.

The Review Date is recorded to flag a date at which the details for the Scholarship Version should be reviewed. These dates can be updated at any time, as required.

The Scholarship End Date, if specified, must be greater than the scholarship Start Date.

If the scholarship version has a Government Scholarship Type with a Commonwealth Scholarship Indicator of Y (seen in the LOV) then the COMMONWEALTH SCHOLARSHIP lamp is displayed. 

The system statuses of the Scholarship Version are INACTIVE, ACTIVE, and PLANNED.

You cannot set the Scholarship Version status to ACTIVE if a Payment Source has not been specified.

There are no restrictions on the number of versions of a Scholarship which may be ACTIVE.

Details of an INACTIVE scholarship cannot be changed.

Closed Payment Source and Government Scholarship Type values cannot be selected.

A Government Scholarship of type 7, which has the Commonwealth Scholarship indicator selected (defined in STAF1130), is a once-only payment and therefore cannot be intermitted or taken with part-time study. An error occurs if the Intermission Allowed or Part-Time Allowed checkboxes are selected for a Scholarship that is Govt Scholarship Type = 7 and for which the commonwealth scholarship indicator is Y, but does not occur otherwise.

The More button opens a pop up box that displays the Payment Source Format and the name of the Payment Source for the Scholarship Version.

If the Payment Source field is blank then the More button is not available.Government Scholarship Types are defined in STAF1130.

Codes for Payment Source and their associated formats are defined in SCHF0315.

Scholarship Duration is a text field for a descriptive information. e.g. 2 years

Select the 'Appear in AHEGS' check box, if this Scholarship is to included in the Australian Higher Education Graduation Statement.

To create a new Scholarship:

• Go to SCHF0500
• Enter details for new Scholarship
• Save

Rules/Notes:

Scholarship Code, Description, Start Date, Scholarship Category and Status fields are mandatory.

New Scholarship has a version number of 1.

To create a new version of the Scholarship :

• Go to SCHF0500
• Query for Scholarship Version upon which to base the new Scholarship version
• In the SMS tool bar select New Record
• In the Edit pull down menu, select Duplicate record above
• Change new Scholarship Version details as required
• Save.

Rules/Notes:

Values for Scholarship Code, Offerings and instances, SOI Eligibility Criteria, SOI Eligibility Criteria Response Options, SOI Verification Criteria,SOI rules, SOI Payment schedules, SOI Payment Methods and SOI Defer-to Periods will be copied into the new Scholarship version.

The version number will be incremented by one.

If all data is not successfully copied across into the new version then a message to this effect is displayed.

To update a Scholarship Version's details:

• Go to SCHF0500
• Query for Scholarship Version to be updated
• Change Scholarship Version details as required
• Save.

Rules/Notes:

Changes to Scholarship Code and Version number cannot be saved. - A new Scholarship or Scholarship Version would need to be created.

To create a new Scholarship based on another Scholarship Version using copy:

• Go to SCHF0500
• Query for Scholarship Version upon which to base the new Scholarship version
• In the SMS tool bar select New Record
• In the Edit pull down menu, select Duplicate record above
• Type the code for new Scholarship.
• Change other details as required
• Save.

Rules/Notes:

Values for Scholarship Code, Offerings and instances, Scholarship Offering Instance (SOI) Eligibility Criteria, SOI Eligibility Criteria Response Options, SOI Verification Criteria,SOI rules, SOI Payment schedules, SOI Payment Methods and SOI Defer-to Periods will be copied into the new Scholarship.

The version number for the new scholarship will be one.

If all data is not successfully copied across into the new version then a message to this effect is displayed.

To delete a Scholarship Version:

• Go to SCHF0500
• Query for Scholarship Version to be deleted
• Click on Delete button
• Save.

Rules/Notes:

If a Scholarship Version has Scholarship Offerings recorded for it, then these will need to be deleted before the Scholarship Version can be deleted.

Mandatory fields in this form clarified.
Additional line to instructions for creating new scholarship versions