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Scholarships in Applicant Portal
The Applicant Portal is the means by which applicants are able to apply for a Scholarship, using Callista Connect.
For more information, see Applicant Portal.
Applicant Portal - Accessing Scholarship Applications Screens
The following images reveal the process from entry into the Applicant portal, either from the Student Connect or the Login screen.
Accessing the Application List (APAPPLST) Screen
The diagram below shows the means by which users can access the Application List screen, from which a student's Scholarship Applications can be created, viewed, updated and submitted.
Existing students can access Applicant Portal in 2 different ways:
From Student Connect
Login (LGNAPPL)
Applicant Portal Scholarship Application Screens
The following screens are shown in the logical order in which they appear in the Admission Portal Application Process and describe how the Applicant Portal is used. Screens (applications) which are accessed via buttons, such as on the Application List window, are listed under the Application List.
Application List (APAPPLLST)
This screen is divided into 2 main sections: Course Applications – which contains all the existing course application information, and Scholarship Applications – which contains Scholarship Application information.
For Course Application details, see Applicant Portal.
The Scholarship Applications section displays information relating to Scholarships for which the applicant has applied or is in the process of applying.
An applicant can either begin their application, or if they already has non-submitted Scholarship Applications, then the details of these applications can be updated.
Under the Non-Submitted Scholarship Applications heading is displayed a list of the scholarships that have been selected, but not yet submitted. For Non-submitted scholarship applications, a single 'Edit' button is available, which takes the applicant to the Record Other Scholarship Applicant Details screen (APSCHDTL), loading any previously entered data. Applicants from that point will be able to navigate through each step of the application process (detailed below), and update or enter new data as required before submitting their selected scholarship choices.
Note that the 'Apply for Scholarship' button at the top of the screen (next to the other 'Apply for' buttons), also navigates to APSCHDTL, and functions exactly the same way as the previously mentioned 'Edit' button.
This screen checks that the Non-Submitted scholarships are still available for application. If a Scholarship’s application period has passed, then a lamp-style message will appear advising the applicant that they cannot submit an application for this scholarship.
The Submitted Scholarship Application section displays a list of all the scholarships that have been submitted, along with other relevant details including their Application and Outcome Statuses.
The 'View Details' button against a Submitted Scholarship navigates to the Review Scholarship Application screen (APSCHRVW), in context of the selected scholarship only.
Below is a list of data for each scholarship that is referenced:
Non-Submitted Applications:
Submitted Applications:
Information shown on this screen is able to be edited and viewed in the form View Applicant Portal Summary (ADMF5000).
Invoked From:
Step 1. Record Other Scholarship Applicant Details (APSCHDTL)
This screen captures details from the Scholarship Applicant such as Citizenship Type, Centrelink Number, Address, Person ID (if known), CHESSN (if known) and TAC ID (If known). These details may be required for the Scholarship Application, but may not directly contribute to a specific Scholarship’s Eligibility Criteria.
This screen updates the AP_APPLICANT record with these details or may be required to create an AP_APPLICANT record if one does not already exist. This can occur when a continuing student enters Applicant Portal through Student Connect (or directly but using their Student Connect account details) and creates a Scholarship Application as their first Applicant Portal application.
The entry for Citizenship Type determines the format for the rest of this screen. If the student has Australian citizenship then a CHESSN field will be available.
The label for the Centrelink Number field can be changed by updating the PROMPT value in the S_SELF_SERVE_APPL_DATA table (where S_DATA = P_CENTRELINK_NUMBER) .
The Centrelink Number can be edited up until the time that the application is submitted.
The Applicant is asked whether the current Correspondence Address is an Australian address. If they answer ‘Yes’ to this question they will be presented with all the address lines of the Address Type that the institution has set for the Australian Address Type for the eAdmissions Applicant Portal (in ADMF0900). If ‘No’, address lines from the address type indicated as the Overseas Address Type for the eAdmissions Applicant Portal will be enabled (in ADMF0900).
The Applicant can insert and update any details other than the address details while the Applicant System Transfer Status is NOT-APPLIC. However once this status is not NOT-APPLIC, then these details cannot be changed. However, if the TAC ID for the applicant has not yet been recorded, then this field is updatable. The Applicant can update their address irrespective of the Applicant System Transfer Status. This ensures that the Applicant can always update their address when it changes.
The address lines will display either the Applicant Portal address or the Callista SMS person address.
Errors will be generated if :
This screen may be reached via:
Navigation buttons in this screen:
Step 2. Record Pre Selection Eligibility Details (APSCRPSED)
This screen is used to record answers to questions which are used to narrow the available list of scholarships for which an Applicant may apply.
The display of this page is optional, dependent on the clients’ connect configuration settings (in S_SELF_SERVE_APPL_DATA).
This screen may be reached via:
The questions displayed will be all open pre-eligibility questions for all current Scholarship Offering Instances.
A Scholarship Offering Instance is current if:
The questions and available response options will be sourced from the Eligibility Criteria defined against the Scholarship Offering including Conditional Eligibility Criteria with no question repeated on this screen. Conditional Eligibility Criteria are those that only apply to an applicant when they have responded to a standard criterion with a particular response. One or more conditional criteria may be defined for an Eligibility Criterion Response Option. Eligibility Criteria are defined in SCHF0520.
Conditional criterion are displayed only when a standard criterion exists for the conditional criterion, and where the appropriate response has been provided. Note that the AP Available indicator also affects conditional criteria, and if a mandatory conditional criterion should display due to the standard criterion’s response, but is not marked as AP Available, then it will not display and will still be considered mandatory.
At this stage all responses to these questions are stored for the Applicant not for a Scholarship Application.
Any questions that have previously had a response recorded display that response by default, but such answers can be updated.
Any questions that have not been previously answered display no response, but when the applicant provides a response to a question it is retained for subsequent scholarship applications.
The Continuing Student flag and the Applicant’s sex will be available to the template so the institution can use these as responses to non-displayed pre-eligibility criteria.
Similarly, LIST type eligibility criteria, defined in SCHF0550 and mapped to a System Criterion Type (e.g. AGE, CITIZENSHIP, POSTCODE or SEX) enable the system to use data previously entered by an applicant to pre-populate the response to the criterion. For example, if a question has a System Criterion Type of AGE then APSCRPSED will use the applicant’s date of birth to determine their age, and then determine which response option age range defined in SCHF0550 matches the applicant’s age. It will then pre-populate the response to this criterion with that response option.The applicant may choose to change this response, or leave it as derived. The response will be saved when the applicant selects the Continue button.
An applicant may select multiple responses where a LIST type criterion has been configured to allow this.
Free text responses may also be associated with a LIST type response, in which case the applicant must populate the text field before continuing. e.g.This might be used where an 'Other' option is included in the list and the applicant must type in what the 'Other' option is.
Eligibility criteria will be displayed on the screen in the sort order defined in in SCHF0550.
An error is generated if:
Navigation buttons in this screen :
Step 3. Select Scholarships (APSCHSEL)
This screen displays the Applicant's current Scholarship Applications and also those scholarships for which the Applicant is eligible to apply.
The displayed applications the applicant has selected will only include those which have not yet been submitted. This is determined by the Application Status of the Scholarship Application record.
All other scholarship offerings which are current and for which the Applicant is eligible, but for which the applicant is not already in receipt, will also display.The eligibility will be based on the answers to Pre-Selection Eligibility questions already answered - including Conditional Eligibility Criteria. If the institution has chosen not to display the Pre-Selection Eligibility screen(s), all current scholarship offerings will display.
The Search function can be used to narrow the list of returned records in the New Scholarships section. The Clear Search button allows the user to see all the scholarships.
An Application for a New scholarship for which the Applicant is eligible can be created by clicking on the Select button for that Scholarship.
An error is generated if:
This screen may be reached via:
Navigation buttons in this screen :
Step 4. Record Post Selection Eligibility Details (APSCEPOSED)
When a scholarship application or applications have been made the applicant will be presented with a series of questions relating to the specific Eligibility Criteria of the scholarships selected.
These questions can either be used to help support the application, or to determine if an applicant is eligible for a scholarship at all. Some questions may be defined as mandatory for a particular scholarship, but optional for others.
The process only presents questions that are relevant to the scholarships selected. If the applicant does not wish to respond to certain questions, and those questions are mandatory for a particular scholarship, the applicant will be informed of this, so that they may navigate back to the previous screen and remove the scholarship from their selection. If they choose not to remove the scholarship they can still continue, however any scholarships that do not have all the required mandatory questions answered will not be available for submission.
For each Eligibility question, the scholarship to which it applies will be available in the template. This allows the institution to optionally configure the Connect template to display the scholarship against each question. By default this will not be displayed.
At this stage, all responses to these questions are stored at the applicant level.
Any questions that have previously had a response recorded will have the given response displayed by default, but this answer will be updateable.
Any questions that have not been previously answered will display no response as the default. When the applicant provides a response to a question, a new response record will be created.
The questions and available response options will be sourced from the Eligibility Criteria defined against the Scholarship Offering including Conditional Eligibility Criteria with no question repeated on this screen. Conditional Eligibility Criteria are those that only apply to an applicant when they have responded to a standard criterion with a particular response. One or more conditional criteria may be defined for an Eligibility Criterion Response Option. Eligibility Criteria are defined in SCHF0520.
Conditional criterion are displayed only when a standard criterion exists for the conditional criterion, and where the appropriate response has been provided. Note that the AP Available indicator also affects conditional criteria, and if a mandatory conditional criterion should display due to the standard criterion’s response, but is not marked as AP Available, then it will not display and will still be considered mandatory.
At this stage all responses to these questions are stored for the Applicant not for a Scholarship Application.
Any questions that have previously had a response recorded display that response by default, but such answers can be updated.
Any questions that have not been previously answered display no response, but when the applicant provides a response to a question it is retained for subsequent scholarship applications.
The Continuing Student flag and the Applicant’s sex will be available to the template so the institution can use these as responses to non-displayed pre-eligibility criteria.
Similarly, LIST type eligibility criteria, defined in SCHF0550 and mapped to a System Criterion Type (e.g. AGE, CITIZENSHIP, POSTCODE or SEX) enable the system to use data previously entered by an applicant to pre-populate the response to the criterion. For example, if a question has a System Criterion Type of AGE then APSCRPSED will use the applicant’s date of birth to determine their age, and then determine which response option age range defined in SCHF0550 matches the applicant’s age. It will then pre-populate the response to this criterion with that response option.The applicant may choose to change this response, or leave it as derived. The response will be saved when the applicant selects the Continue button.
An applicant may select multiple responses where a LIST type criterion has been configured to allow this.
Free text responses may also be associated with a LIST type response, in which case the applicant must populate the text field before continuing. e.g.This might be used where an 'Other' option is included in the list and the applicant must type in what the 'Other' option is.
Eligibility criteria will be displayed on the screen in the sort order defined in in SCHF0550.
An error is generated if:
This screen may be reached via:
Navigation buttons in this screen :
Step 5. Review Scholarship (APSCHRVW)
The Applicant can use this screen to review a Scholarship Application.
The screen is divided into sections, representing the different screens that the applicant has used to enter data.
The user is also not able to make changes to Unsubmitted Applications in this screen, however by clicking on an 'Edit' button they can visit the appropriate screen to make these changes. Of course Submitted Applications cannot be updated in this way.
This screen may be reached via:
Note that in the case where this screen is accessed via the 'View Application Details' button in APAPPLLST, only the details of the selected submitted scholarship application are displayed. Whereas if this screen is accessed by any of the other means described above, then the screen displays details of all non-submitted scholarship applications.
Navigation buttons in this screen :
Step 6. Submit Scholarship Application (APSCHSBMT)
This screen allows an Applicant to make submission for the scholarships for which they wish to apply.
All Unsubmitted scholarships for the Applicant are displayed, with checkboxes next to them. The Applicant has the option to select one, multiple or all of these Scholarships and click on the Submit button.
For a scholarship application to be successfully submitted:
When the Submit button is clicked for a Scholarship Application record, its status is updated to SUBMITTED and the applicant can no longer update details for that scholarship application.
When a scholarship application is submitted, an email is sent to the applicant. The system retrieves the appropriate Communication Type as defined in ADMF0900, and the appropriate data for that Communication Type. The system then sends the configured email to the Applicant Portal email address that the applicant has provided.
For details of Communication functionality see Understanding Communication.
When a Scholarship Application is submitted, data is also prepared for review by the Institution. The Eligibility Criteria responses stored against the applicant are copied to Scholarship Actual Response table for each relevant scholarship, and the eligibility scores for each scholarship criterion response and total eligibility score for each scholarship, are derived. This process includes the following:
An error is generated if:
This screen may be reached via:
Navigation buttons in this screen :
The receipt screen advises the Applicant of the Scholarships that have been submitted. The Receipt Number identifies the Scholarship Application submitted.
From this Receipt Screen navigation buttons are available to navigate back to the Application List (see APAPPLLST above).
Last
Modified on
9 November, 2010 10:57 AM
History Information
| Release Information | Project | Change to Document |
| 13.1 | 1670 - Scholarship Applications | Numerous changes throughout help pages |
| 11.0.0.0.0.0 | 1437 - Scholarships -part 2 | Additional comment in APSCHSEL |
| 10.1.0.0.0.0 | 1411 - Scholarships | New Online help page |