Purpose

This form is used to maintain a Scholarship Applicant's Scholarship applications.

SubSystem

Scholarships

This form enables a user to perform high level processing of Scholarship Applications for an applicant.  The user is able to view a list of Scholarship Applications for an applicant, both current and completed. They can also process the status of the Scholarship Application and create a new Scholarship Application record. The user can accept an offered scholarship on behalf of an applicant (if their Person ID is saved). Saving ACCEPTED will create a Person Scholarship for the applicant.

The form may be accessed directly from the Callista menu (in query mode) or via navigation button in the Maintain Scholarship Applicant (SCHF1010), in context of that applicant.

This form enables the user to search for an applicant or person in Callista. When creating a new Scholarship Application for the applicant, the user can search for and select from a list of currently available scholarships. 

This form also enables the user to navigate to Maintain Scholarship Application Applicant Eligibility Response (SCHF1030) and Assess Scholarship Application Eligibility (SCHF1040) in the context of the applicant and the Scholarship Offering Instance. 

The Defer button enables the user to select a future Offering Instance of this Scholarship into which an application can be deferred. 

The user can also navigate to Applicant Details (SCHF1010) from this form.

The Applicant block contains:

• Applicant ID:
• Sex:
• Date of Birth:
• Person ID:

Buttons

• Find Applicant
• Find Person
• Application Details
• Applicant Details

Rules/Notes:

The Find Applicant and Find Person buttons are available to assist in querying for the applicant if this form is accessed directly from the menu.

Click on the Application Details button to open the Scholarship Application Inquiry form (INQF1020) with the current applicant in context.

The Applicant Details button opens SCHF1010 for the student currently displayed.

An APPLICANT RECEIVED PREVIOUS SCHOLARSHIP lamp is displayed when an applicant is matched to a person who has previously received a scholarship.

The Scholarship Applications block contains:

• Scholarship Code:
• Period:
• Application Status:
• Outcome:
• Offer Response:
• Submission Date:
• Total Eligibility Score:
• Application Rank:
• Source:
• Offered Round:
• Offered Date:

Buttons

• Applicant Eligibility Response :
• Assess Eligibility:
• Defer:

Tabs

• Scholarship Offering
• Offering Summary

Rules/Notes:

When a Scholarship Application is selected, details for the Scholarship Offering Instance that are displayed, but which are not updateable include:

• Scholarship Offering identification details such as category, and comments
• Current Scholarship Offering Instance application statistics such as the application close dates, total number of scholarship offers available, the current round of offer, the number of scholarship offers already offered and accepted, the number of scholarship offers deferred from a previous instance and the number of scholarships offered but waiting for the response
• Scholarship offering eligibility criteria, including an indication if it is mandatory criteria.

The Source value is ONLINE for applications created via Applicant Portal, ADMIN for applications created by a user and DEFERRAL for a new application created by deferring from a previous period.

The Outcome and Offer Response values change as a Scholarship Application is processed.

The Applicant Eligibility Response button allows the user to navigate to Maintain Scholarship Application Applicant Eligibility Response form (SCHF1030) where Applicant Eligibility Responses for this application can be viewed and updated.

The Assess Eligibility button allows the user to navigate to the Assess Scholarship Application Eligibility form (SCHF1040) where Applicant Eligibility Response Scores can be viewed and updated. 

The Defer button opens the Deferral Period Selection popup and allows the user to select a future Offering Instance of this Scholarship into which this application can be deferred. 

The Scholarship Offering tab contains:

• Scholarship Category:
• Version:
• Scholarship Description:
• Comments:
• Start Date
• End Date

Rules/Notes:

This tab displays further information about the selected Scholarship Application. All fields contain information defined for the Scholarship Version in SCHF0500, except Comments field defined in SCHF0510.

The Offering Summary tab contains:

• Application Close Date:
• Current Offer Round:
• Total on Offer:
• Accepted:
• Deferred:
• Awaiting Response:

Rules/Notes:

This tab displays further information about the Offering Instance of the selected Scholarship Application. These fields cannot be updated on this form. The Application Close Date is defined in SCHF0300 (and may be overridden in SCHF0510), and the other fields are updated automatically as applications for this Scholarship Offering Instance are processed.

The Deferral Period Selection popup contains:

• Calendar Type:
• Start Date:
• End Date:
• Select check box:

Buttons

• Continue:
• Cancel:

Rules/Notes:

This pop-up displays Scholarship Offering Instances that have been listed for 'deferral into' from the selected Scholarship Offering Instance. These are defined for the Scholarship Offering Instance in SCHF0395. The Calendar Type, Start Date and End Date are inherited from the Scholarship Offering Instance and cannot be updated. The Select checkbox allows the user to nominate an Offering Instance for 'deferral into'.

When the Offer Response Status is updated to DEFERRED, this list of permitted ‘defer to’ periods for the Scholarship Offering Instance will be available for the user to select a ‘defer to’ period. 

The Continue button allows the user to continue processing the deferral after selecting an Offering Instance.

The Back button closes the popup without deferring the Scholarship.

To Create a new Application for an Applicant

• Go to SCHF1020.
• Query for the Applicant.
• Click on the LOV for Scholarship Code and select the Scholarship Offering Instance.
• Save.

Rules/Notes:

Scholarship Offering Instances are available for selection if the current date is within the Application Start Date and Administrative End Dates determined for the Offering Instance, they are offered (in SCHF0510), and if the Scholarship Version Status is ACTIVE (in SCHF500). 

The list displayed by the Scholarship Code LOV includes Scholarship Period details and is not restricted by any Eligibility Details.

When a user creates a scholarship application, it is created with a system Application Status of SUBMITTED. The Submission Date will equal the current date and the default value for Offered Round is set to the current Offer Round value for the Scholarship Offering Instance.

Validations

• A Scholarship Version must be ACTIVE to create a Scholarship Application.
• When the application is created with Application Source of ADMIN, the application status must be mapped to system application status of SUBMITTED.
• Application, Outcome and Offer Response statuses that are closed cannot be selected.

To Process an Applicant's Application:

• Go to SCHF1010.
• Go into Query mode.
• Query using known field(s).
• Modify status values as required.
• Save.

Rules/Notes:

The user can maintain an application's statuses through various stages of the application process:

• The Application Status indicates the current stage of processing for the application. 
• The Outcome value reflects whether an offer of the scholarship was made, whether the application was rejected, or whether the application is still being considered in future rounds. 
• The Offer Response is the response from the applicant to an offer of a scholarship. This is not updateable for applications with a COMPLETED Application Status or if the outcome status is not OFFERED. 

When the Outcome Status of OFFERED is recorded, the current date will be used to populate the Offered Date.  This Offered Date can be updated by the user.  The round in which the successful offer occurred will also be recorded for the application.

When the Offer Response Status is changed to ACCEPTED, for an OFFERED  Scholarship Application then a Person Scholarship record is created for that person with a status of PENDING. See SCHF1200.

The Person Scholarship record is created using the applicant’s Person ID and the Scholarship Offering Instance of the successful application. 

Application Statuses may also be affected by activities in other forms e.g. SCHF1050.

Validations:

• You cannot change any other details when the Application Status for the application is mapped to a system application status of COMPLETED.
• The Offer Response status can only be changed when Outcome Status is mapped to a system status of OFFERED.
• The Application Status must be mapped to a system application status of COMPLETED when system Outcome is OFFERED and system Offer Response not PENDING or system Outcome is REJECTED.
• The Offered Date cannot be set when the Outcome Status for the application is not mapped to a system outcome status of OFFERED.
• The Offered Date cannot be NULL when the Outcome Status for the application is mapped to a system outcome status of OFFERED.
• The Scholarship Application Offer Response Status can only be changed to ACCEPTED if the applicant has a Person ID.
• If a Scholarship Application has the Offer Response Status is changed to ACCEPTED when a corresponding Person Scholarship record already exists, then the user will be informed that a Person Scholarship already exists and another will not be created. 
• If a Scholarship Application has the Offer Response Status changed to ACCEPTED when a corresponding Person Scholarship record does not already exist, then a message is displayed stating that a Person Scholarship record has been created for this successful Scholarship Application.
• When a DEFERRED or ACCEPTED scholarship is reversed for a Scholarship Application, the user will be warned that there may be a related Person Scholarship record to consider.
• If the Government Scholarship Type is 1, 2, 3, 4, 5, 6, A or B and the System Scholarship status is ACTIVE, INTERMIT or PROBATION, then the termination code must be null.

To Defer an Applicant's Application:

• Go to SCHF1010.
• Query for applicant.
• Select Application.
• Change the Offer Response status to DEFERRED.
• Click on the Defer button.
• Select the desired Scholarship Offering Option.
• Click on the Continue button.

Rules/Notes:

For some scholarships, the applicant is permitted to defer the uptake of the offer into a future scholarship period. The system Offer Response Status of DEFERRED is used to record this intention.  When the Defer button is pressed, the user needs to nominate which future period the applicant is going to take the scholarship offer in. 

When the Defer button is pressed, a list of permitted ‘defer to’ periods for the Scholarship Offering Instance will be displayed for the user to select from. Deferral periods for a Scholarship Offering Instance are defined in SCHF0395. When the user makes a selection, a process is executed that creates a new application for the 'deferred to' Scholarship Offering Instance.  This new scholarship application will be created with:

• An Application Source of DEFERRAL.
• An Application Status of COMPLETED.
• An Outcome Response Status of OFFERED.
• An Offer Response Status of ACCEPTED.
• A successful offer round of 0 (zero).
• No rank.  
• The same total eligibility score.

Validations:

• If no permitted ‘defer to’ periods have been defined for the Scholarship Offering Instance, an error message is displayed informing the user that deferrals are not permitted for this Scholarship or that ‘defer to’ periods have not been defined for this Scholarship.  The Offer Response Status will then revert to the previously saved status.
• One and only one deferral period can be selected to create the Deferral scholarship application.
• If a DEFERRED Application Status is reversed, a warning will be displayed to the user informing them that they will need to consider the new application that was created for the applicant when the status was set to DEFERRED.

To Delete an Applicant's Application:

• Go to SCHF1010.
• Go into Query mode.
• Query using known field(s).
• Click on the Delete button.

Rules/Notes: