ADMF02R0 - Maintain Admission Calendar Configuration

Structure

Block

Admission Calendar Configuration

For the Admissions subsystem to operate there are critical dates that must be specified. System flexibility enables institutions to choose the names for these dates. The chosen names are recorded in this form to enable the system to recognise them. The actual values (Date Alias Instances) of these dates, for an Admission Calendar, are recorded in the Calendar subsystem. Configuring Admission Calendars describes this process fully.

For example, the system requires a Due Date Alias. This is the date when Admission applications for a particular Admission Period should have been received by the institution. The institution may choose to give this date the code APPL-DUE. For the system to be able to recognise APPL-DUE as the date when applications are due, it must be recorded in this form as the Due Date Alias.

Date Aliases to be recorded are:

Date Aliases Relating to Admission Periods:

Each of these Date Aliases must have a System Calendar Category of ADMISSION and 'instances' created in each Admission Period.

• Due Date Alias
  The date by which Admission applications for a particular Admission Period should have been received by the institution. Late fees may be charged for applications received after this date.
• Final Date Alias
  The final date for receipt of Admission applications by the institution.
• Change of Preference Date Alias
  The final date by which Admission applicants are able to change their course preferences.
• Offer Response Date Alias
  The absolute date by which applicants must respond to the institution's offer of a place. The offer lapses after this date. An Offer Response Date is defaulted to (according to offset specified in ADMF2M30), or entered against, an Admission Course Application's Offer Response Date (under the Offer T-List item) when an offer is made. If the Offer Response Date is after the date of the Offer Response Date Alias, the latter prevails.
• Initialise Adm Period Date Alias
  The date on which background processing for an Admission Period will run. Usually this would be just prior to the Admission Period.
  Background processing includes:
• Pre-enrolment of applications that were granted deferment to this Admission Period in a previous Admission Period. (ADMJ3812)
• Re-activation of applications where they were rejected in an earlier Admission Period and the applicants wish to be considered for the next offering of the course. (ADMJ3811)
• Encumbrance Check Date Alias
  The date on which Encumbrance checking of applications is performed within an Admission Period - typically later in the Admission Period rather than when an application is processed. This avoids applications being rejected, when the Encumbrance causing the rejection may expire or be removed prior to the end of the Encumbrance Period.
• Course Start Date Alias
  The date that teaching of courses starts within the Admission Period. The expected Completion Date of Course Attempts is worked out from this date. This date is used to set Student Course Attempt commencement dates in the Enrolments subsystem.
• Short Admission Start Date Alias
  The date from which 'Short Admissions' applications can be processed. In effect, this adds to the definition of which applications can pass through a Short Admission process. For example, a Short Admission can only occur between this date and the 'Final Date'.
• Agreed Start Date Alias
  When registering an accepted international student on Provider Registration and International Student Management System (PRISMS), the provider must provide details of the Agreed Starting Date. The Agreed Starting Date cannot be derived from SCA Commencement Date that is based on the Commencement Date Alias, as this represents the commencement of study and does not, for example, allow for orientation sessions that normally occur prior to study commencing.
• Primary Agency End Date Alias
  This function allows for the mapping of System Admission Date Aliases to institution-defined Date Aliases. This function allows users to record the Date Alias to define the End of the Primary Agency Period for an Admission Period.
• Applicant Portal Final Date Alias
  This date is used to restrict the Admission Periods to be displayed to a person applying for admission via the Applicant Portal.

Date Aliases Relating to Academic Periods

Each of these Date Aliases must have a System Calendar Category of ACADEMIC and have 'instances' created in each Academic Period. They are used to determine whether the student will complete their course mid-year, at the end of the year, or at the end of a Summer Teaching Period.

The calculation of an anticipated completion date results in a date that, in turn, is related to one of the following dates (whichever is the closest date on or before the calculated date) to determine nominated completion year and period. These dates are not related to Admission Periods. Refer to the Derivation of Completion Period/Year topic for a full description of the system derivation.

• Summer Comp Period Date Alias
  The date against which a calculated Course Completion Date is compared to determine whether it is a summer completion.
• Mid Completion Period Date Alias
  The date against which a calculated Course Completion Date is compared to determine whether it is a mid year completion.
• End Completion Period Date Alias
  The date against which a calculated Course Completion Date is compared to determine whether it is an end of year completion.

Use this form to advise the system of the institution-defined Date Aliases, previously created in the Calendar subsystem, that represent critical Admission dates. Refer to the Calendar Subsystem for explanation of the concept of Date Aliases.

This form is accessed from the Main Menu.

The Admission Calendar Configuration block contains:

• Due Date Alias
• Final Date Alias
• Change Of Preference Date Alias
• Offer Response Date Alias
• Initialise Adm Period Date Alias
• Encumbrance Check Date Alias
• Course Start Date Alias
• Short Admission Start Date Alias
• Summer Comp Period Date Alias
• Mid Completion Period Date Alias
• End Completion Period Date Alias
• Agreed Start Date Alias
• Primary Agency End Date Alias
• Applicant Portal Final Date Alias
• Health Cover Start Date Buffer
• Health Cover Max Period Between Courses

Rules/Notes:

Date Aliases must not be closed.

The following Date Aliases must have a System Calendar Category of ADMISSION:

• Due Date Alias
• Final Date Alias
• Change Of Preference Date Alias
• Offer Response Date Alias
• Initialise Adm Period Date Alias
• Encumbrance Check Date Alias
• Course Start Date Alias
• Short Admission Start Date Alias
• Agreed Start Date Alias
• Primary Agency End Date Alias
• Applicant Portal Final Date Alias
  

The following Date Aliases must have a System Calendar Category of ACADEMIC:

• Summer Comp Period Date Alias
• Mid Completion Period Date Alias
• End Completion Period Date Alias

The agreed Starting Date needs to be reported to the government whenever an accepted student ECOE is created and reported via PRISMS. This value also needs to be captured in Offer correspondence.

A default buffer period can be defined at the beginning of a course commencement at an institution that applies to all courses. This is to accommodate international students arriving in Australia earlier than the expected course commencement date. The buffer period is used to automatically adjust the start date of the health care cover by the days captured in the buffer.

For Example

Expected Course Start date 15/01/2011, buffer = 14, then adjusted start date will be 01/01/2011.

This adds to the total duration for health care cover calculations.

A second buffer period can be recorded that applies between courses. This makes sure there are no unacceptable gaps between courses, where multiple courses are attempted by a student. This is the maximum number of days allowed between the end of one course and the beginning of the next course for the purposes of calculating overseas health care cover. If the gap between courses is larger than the buffer amount then a warning is displayed (AMDF3910) advising that the health care cover period will not extend to the second course.