Purpose

This form is used to rank and maintain application outcomes for scholarship applications from applicants for a specific offering

SubSystem

Scholarships

This form is used to rank Applications for a particular Scholarship Offering Instance. It is also used to maintain the Application Outcome Statuses for Scholarship Applicants.

It breaks down the ranking and outcomes into different rounds of offer, iIncluding the ability to make bulk offers. This form also enables an extract of applications to be produced that can be used by assessors to determine outcomes for applications.

This form may be accessed from the Callista Menu in Query mode.

The Scholarship Offering Instance block contains:

• Scholarship Code:
• Version Number:
• Scholarship Status:
• Current Offer Round:
• Description:
• Admin Application End Date:
• Period:
• Application Start Date:
• Application End Date:
• Number For Offer:
• Accepted Scholarships:
• Awaiting Response:
• Deferred From Scholarships:
• Deferred Into Scholarships:

Rules/Notes:

Values for Accepted Scholarships, Deferred From Scholarship, Deferred into Scholarship and Awaiting Response are derived and displayed for the context Scholarship Offering Instance.

Number For Offer displays the total number of scholarships offering for this Scholarship Offering Instance.

Accepted Scholarships displays the number of scholarships for this Scholarship Offering Instance which have been accepted this includes those deferred to this offering instance from a previous one.

Awaiting Response displays the number of scholarships for this Scholarship Offering Instance that have an Application Outcome Status of OFFERED. i.e. the applicant has been made an offer but has not responded.

Deferred From Scholarships displays the number of scholarships for this Scholarship Offering Instance that have been made an offer but have deferred into a future offering instance of this Scholarship.

Deferred Into Scholarships displays the number of scholarships deferred into this Scholarship Offering Instance from a previous one. Their records will not appear in the Scholarship Applications block.

If the Application Outcome Status of a Scholarship Application is changed from PENDING to OFFERED, then the Awaiting Response value will be increased by one.

If the Application Status of a Scholarship Application is changed from PROCESSING to COMPLETED in SCHF1020 (i.e. a student accepts a scholarship offer), then the Awaiting Response value will be decreased by one and the Accepted Scholarships will be increased by one.

If the Application Status of a Scholarship Application is changed from PROCESSING to COMPLETED in SCHF1020 (i.e. a student defers a scholarship offer), then the Awaiting Response value will be decreased by one and the Accepted Scholarships will be unaffected.

The Current Offer Round displays the round number.

The Scholarship Application block contains:

• Offer Round Displayed:
• Applicant ID
• Name
• Admission Score
• Total Eligibility Score
• Rank
• Application Outcome Status
• Application Status
• Offer Date
• Rank By:
• Bulk Offer
• Change Rank

Buttons:

• Sort
• Reset for New Round:
• Eligibility Responses
• Download
• Upload
• Bulk Offer
• Change Rank
• Move up/Move down

Rules/Notes:

Validations when setting the Application Outcome Status:
If the Application Outcome Status of a Scholarship Application is changed from OFFERED to PENDING, then the Offer Round and Offer Date are set back to NULL and the block is re-queried. The ‘Awaiting Response’ field in the top block may be updated.

An error is generated if the Application Outcome Status of an Application record is changed to a value that is closed.

If the Offer Response Status is not PENDING and the Application Status is COMPLETED, then an error is generated if the user attempts to update the Application Outcome Status.

If the Application Outcome Status is set to a value other than OFFERED the Offer Date value is cleared.

Ranking by Score
Application Records can be ranked either by Admission Score or by Total Eligibility Score. Select the score to be used in the 'Rank By' field and records will be ranked accordingly.

Changing the Rank order
The rank value for a particular Scholarship Application record cannot be altered directly. It can be changed by using the Up/Down buttons or the Change Rank button. The records in the Scholarship Applications block on the right hand side of the form will always settle in ascending order by rank.

Using the Up and Down buttons:
The Up and Down arrows are not available if the Current Round is not selected.
When the user highlights a record and uses the up or down arrow buttons, the record should swap with either the record above or below it. The rank number on the screen stays stationary but would be against the swapped record.

Using the Change Rank field and button:
When the user uses the Change Rank button and field, the currently selected application should be re-ranked with this number. If it takes the place of an application with a lower number, then those applications in between should be incremented by one. If it takes the place of an application with a higher number, then those applications in between should be decreased by one.
i.e. if an application with a rank of 50 is moved to a rank of 10, then applications 10 through 49 should each be incremented by one and the altered application be given the new rank of 10.
If a number less than one or greater than the number of applications is entered then a message is displayed, requiring this to be corrected.

Automatic Query:
When a new Scholarship Offering Instance is queried on; only Scholarship Applications which have a status that is COMPLETED or PROCESSING for the current offer round should be returned.
The returned records should be ordered by rank in ascending order, then by total eligibility score in descending order if the rank is not specified.

Manual Query:
If a user manually enters into query mode, along with the fields the user enters to query on, only applications which have a status of COMPLETED or PROCESSING should be returned.
The returned records for this scenario should be ordered by the Application Rank stored against the application in ascending order, then by total eligibility score in descending order if the rank is not specified.
In this manual query mode, an offer round must be specified.

Downloading records to a spreadsheet:
Click on the Download button, select the target location and rename the file to be created if you wish. Click on the Save button and the spreadsheet file will be created.
See the Spreadsheet format at the bottom of this page.

Uploading data from a spreadsheet:
Scholarship administrators can alter the order of Scholarship Application records in the spreadsheet and add/edit Comments or change the Application Statuses of Application records.

After such deliberations an administrator clicks on the Upload button and navigates to the spreadsheet to be uploaded. They can then select the spreadsheet and click OK, and data from the spreadsheet is imported into the SCHOLARSHIP_APPLICATION table and displayed in this form.
Only Comma Separated Value (csv) files can be uploaded.

The Scholarship Applications in the spreadsheet replace those stored in the SCHOLARSHIP_APPLICATION table and any existing table rows that are not also in the spreadsheet are retained.

The sort order in which the applicants appear in the upload file is the same order that they will appear in this form. Only the sort order, application status and comments will be updated. Any other information that has been changed is ignored.

When uploading a spreadsheet any warnings or errors are sent to the S_ERROR_LOG table and are displayed in a processing summary.

Validations include:

• You can only upload for the Offer Round or the Offer Round Displayed.
• New applicants cannot be created in the spreadsheet. The applicant must already exist for the Scholarship Offering Instance.
• Duplicate applications will not be uploaded.  Where duplication exists, the application with the higher sort order (more favourable) will be uploaded.
• Any comments in the upload file will overwrite any comments in the form.  This will be logged as a warning and the original comments will be stored in the system log.
• In the upload file, if there are no Comments, then the system will use the values recorded in the form and log a warning.
• In the upload file, if there is no Application Status recorded, then the status recorded in the form will remain and a warning is logged.
• If there are any applications that are not included in the upload file, then these will be given a less favourable sort order.  They will be sorted by Total Eligibility Score, and a warning will be logged.
• If an application record in the upload file contains an Application Status that does not exist in the system, then the status will not be changed.

Bulk Offer button :
When the user enters a value in the Bulk Offer field and clicks the button, that number of scholarship applications, starting with the highest rank, will have their Application Outcome Status set to OFFERED.

Eligibility Responses button :
Navigates to SCHF1030 for the selected Scholarship Application.

Reason button :
Opens an overlay box in which text can be entered providing a reason for this Scholarship Application's rank value. This text populates the application_rank_comment field for the Scholarship Application.

To change the rank order in the Scholarship Applications block:

a. If you wish to swap the application ranked 3 with the application ranked 4:

• Select the application ranked 3 and click the Down button or
  select the application ranked 4 and click the Up button.

b. If you wish to move the application ranked 5 up to rank 1:

• Select the application ranked 5
• Enter 1 in the field beside the Change Rank button
• Click on the Change Rank button
  

Rules/Notes:

In a). Either action will produce the same outcome.

In b). The application ranked 5 will be ranked 1 and the applications previously ranked 1 to 4 will each have their rank incremented by 1.

In each case the order of records in the the Scholarship Applications block will be re-sequenced in ascending rank order.

The user must enter a rank number in the adjacent field before they can press the Change Rank button.

The rank cannot be altered if the current queried round is not the Current Offer Round for the Scholarship Offering Instance. A lamp will display advising this. The Current Offer Round is displayed in the Scholarship Offering Instance block.

To create a download file of PENDING applications for a Scholarship Offering Instance:

• Enter SCHF1050 and query for the required Scholarship Offering Instance
• Click on the Download button
• After creating the file, the form opens a file save dialogue box to allow the user to save the file.

Rules/Notes:

Unsaved changes must be committed before the Download process can occur.

The download process creates a .csv file with details about all applications in the current offer round with status of PENDING.
It will operate similar to the ‘Download Records’ function in INQF12E0 – Class List Enquiry.
The file contains header details which include:

• Scholarship Code and Version
• Scholarship Offering Period – Calendar type, start and end dates.
• Current counts (from the Scholarship Offering Instance block).

The main data section has a line with column headings.
Details in this section should include:

• Applicant ID
• Applicant Name (in the format displayed in the Scholarship Applications Block)
• Total Eligibility Score
• Current Application Rank

To offer Scholarships to Applicants:

a). If you are offering scholarships to the top ranked students first:

• Enter the number of scholarships to be offered in the field next to the Bulk Offer button.
• Click on the the Bulk Offer button.

b). If you are not offering scholarships according to rank order:

• For each student that is to receive an offer, change the Application Outcome Status from PENDING to OFFERED.
• Save.

Rules/Notes:

When the Application Outcome Status is set to a value of OFFERED, then the Offered Date is set to today's date and the offer round is set to the current context round .

An error will occur if at least one open institution-defined Application Outcome Status is not mapped to the system status of OFFERED and set as the default.

When making a Bulk Offer a message displays, checking that the user wishes to set that number to OFFERED.
If the user answers No, they are returned to the form and the specified number is cleared.
If Yes, the form sets that number of top ranked applications to the OFFERED status and sets their Offer Date to today.

The Bulk Offer Process cannot be used if the current queried round is not the Current Offer Round for the Scholarship Offering Instance. A lamp will display if this is the case. The Current Offer Round is displayed in the Scholarship Offering Instance block.

The Bulk Offer Process also cannot be used if the current queried round has rejected or offered scholarship applications. A message will display advising that a Reset to New Round is required before a Bulk Offer can be made.

If the user does not enter a number when clicking on the Bulk Offer button, then an error is generated.

Effect of Scholarship Offer Acceptances:

The acceptance of a scholarship offer is recorded in SCHF1020.

Rules/Notes:

When a student accepts an offer, then in this form:

• The Accepted Scholarships value is increased by one.
• The Awaiting Response value is decreased by one
• The Application Status changes from PROCESSING to COMPLETED.
• The Application Outcome Status changes from OFFERED to ACCEPTED.

This application will no longer be present in this form upon re-querying for this Round of offers.

Effect of Scholarship Offer Rejections:

The rejection of a scholarship offer is recorded in SCHF1020.

Rules/Notes:

When a student rejects an offer, then in this form:

• The Accepted Scholarships value is not changed.
• The Awaiting Response value is decreased by one.
• The Application Status changes from PROCESSING to COMPLETED.
• The Application Outcome Status changes from OFFERED to REJECTED.

This application will no longer be present in this form upon re-querying for this Round of offers.

Processing of Scholarship Offer Deferrals:

The deferral of a scholarship offer is recorded via SCHF1020.

Rules/Notes:

When a student defers an offer, then in this form:

• The Accepted Scholarships value is not changed.
• The Awaiting Response value is decreased by one.
• The Application Status changes from PROCESSING to COMPLETED.
• The Application Outcome Status changes from OFFERED to DEFERRED
• The Deferred From Scholarships value is increased by one.

This application will no longer be present in this form upon re-querying for this Round of offers.

Making another round of offers:

If a number of scholarships remain after the current round of offers is completed, then a new round of offers can be made.

• Enter SCHF1050 and query for the required Scholarship Offering Instance
• Check the details for the current round
• Click on the Reset for New Round button

Rules/Notes:

Unsaved changes must be committed before the Reset for New Round function can occur.

If no OFFERED or REJECTED applications exist for the current offer round, then an error will occur if you click on the Reset for New Round button.

If no more Scholarship Applications exist for this Scholarship Offering Instance with a PENDING Application Outcome Status, then an error will occur if you click on the New Round button.

If the Offer Round Displayed is not the Current Offer Round, then you will not be able to use the Reset For New Round button.

When you click on the Reset for New Round button, the form increments the Current Offer Round value and re queries the Scholarship Applications block.
Since the saved ranks for the applications could be in non-sequential order, the Reset For New Round process will re-sequence the applications (on screen only) with a rank from 1 onwards. The order should be maintained however. eg: If the remaining applications had 3, 5, 6, 9, 12 and 13, then their position is maintained in the re-numbering but new rank numbers are issued to them starting at 1.
If only some of the remaining applications have a rank value, then the ones with a stored rank have their position maintained, and those without rank are ordered after them according to their Total Eligibility Score.

Version Number

Scholarship Calendar Type

Calendar Instance Start Date

Calendar Instance End Date

Application Start Date

Application End Date

Current Offer Round

Offer Round Displayed

Number for Offer

Number Accepted

Number Awaiting Response

Number Deferred From

Number
Deferred
Into

KAZSCHOL

1

SCHOL-1

1/01/2007

30/06/2007

1/01/2007

6/01/2008

1

1

5

0

0

0

etc…

Applicant ID

Applicant Name

Admission Score

Total Eligibility Score

Rank Comment

Application Outcome Status

Application Status

Offer Date

2465

TONAS  JO

-

10

-

PENDING

COMPLETED

25/08/2008

-

-

-

-

-

-

2041

HUKE DAN

-

8

-

PENDING

PROCESS

-

-

-

-

-

-

-

2278

RONA NIK

-

7

-

PENDING

PROCESS

-

-

-

-

-

-

-