Purpose

To record and maintain details of the person enquiring and the nature of their query.

This form is used to record and maintain the details of the person enquiring and the nature of the enquiry. The form enables the update, creation and deletion of person name details including Surname, Given Names, Title and Preferred Name. Access to change a person’s name data cannot be controlled once the data has been entered.

The enquirer may be new to the system or already known to the system due to some previous or current involvement, such as:

• They may have previously applied for Admission.
• They may have previously made enquiries of the institution.
• They may be a past or present student.
• They may be a staff member.

Enquiry packages are created from the information recorded in this form via the Process Admission Enquiries job (ADMJ1320).

Features of this form

Upon entering the form or entering a new record, the Course Enquiry button is available. This allows the user to find a matching course using the Find Course form (ADMF1220), before entering personal details.

An administrative check is performed for each enquirer to ensure they do not have an Administrative or Disciplinary Encumbrance. This does not prevent the enquiry being registered, but does act as a warning.

For further details on recording Admission Enquiries, refer to the Understanding Admissions overview.

This form is accessed from the main menu.

The Session Details block contains:

• Academic Period
• Admission Period

  Button

• Alter Session

The Person block contains:

• Person ID
• Title (LOV)
• Surname
• Given Names
• Preferred Name
• Gender (Pop)
• Date Of Birth
• Deceased check box
• Email Address

The Status sub block contains:

• Staff check box
• Archived check box
• Encumbered check box

  Buttons

• Find Person (ADMF1211)
• Tertiary Ed (ADMF32B0)
• Sec Ed-Aust (ADMF32C0)
• Sec Ed-Overseas (ADMF32D0)
• Employment (ADMF32H0)
• Addresses (ENRF3030)
• Notes (ENRF3070)

The Enquiry block contains:

• Enquiry Number
• Commencement Period
• Enquiry Status (LOV)
• Enquiry Date
• Enquiry Source Type (LOV)
• Indicated Mailing Date
• Registered By
• Force processing of incomplete package check box
• Latest Processing Date

  Buttons

  • Find Person (ADMF1211)
  • Comments (overlay)
    • Comments
    • Back button
  • Characteristics (Overlay)
    • Enquiry Characteristics Type
    • Back button
  • Information Types (overlay)
    • Information Type
    • Back button
  • Course Enquiry (overlay)
    • Course Code
    • Version Number
    • Location Code
    • Attendance Mode
    • Attendance Type
    • COP
    • Find Course button
    • Sector
    • Back button
  • Package Items (overlay)
    • Set all items as mailed check box
    • Enquiry Package Item
    • Available check box
    • Date
    • Mailed Date
    • Back button

Rules/Notes:

Security Restrictions

If a user or a user’s security role has the ‘Person Name Update Restriction’ Advanced Function (SECF0062, SECF0063), they will be prevented from updating a person’s:

• Surname
• Given Names
• Preferred Name
• Title.

The fields are disabled after a query when the update restriction has been applied. The fields can still be queried.

If a person name change restriction does not apply to the user, the user will be able to perform functions in this form as currently allowed.

A restricted user can change a person’s name details on the day the record was created, if the user was the creator of the person record. The Person History details are used to determine the Creation Date and creator of the person record.

A warning is displayed if the user is trying to commit a person name (Surname, Given Names or Preferred Name) that contains special characters (such as %, @, #) or numbers. The allowable characters are all alpha characters and apostrophe (‘) and hyphen (-).

Session Details Block

The Session Details screen is displayed on the first occasion on which a user accesses the Record Admission Enquiry function. On subsequent occasions, the previously selected session details appear. The Session Details block is minimised and displayed along the top of the form. If it is necessary to change any of the preset details, selecting the Alter Session button maximises the facility.

The session details screen is used to select:

• The Academic Calendar in which the enquiry is registered.
• The Admission Period in which the enquiry is registered.

Selecting these parameters ensures that the course offering patterns displayed are for the correct Academic Period.

Rules/Notes:

Person Block

• Record personal details for the enquirer and Save. A Person ID number is automatically assigned to the enquirer. This number remains with the enquirer throughout their relationship with the institution. If a person with matching details already exists in Callista, the user receives a warning prior to record being saved.
• Records for people already known to Callista can be queried and displayed by either executing a query using Person ID number or name or using the Find Person button and form.
• Select the navigation buttons, in turn, to record or view other person related data in the displayed forms if desired.

 Rules/Notes:

The criteria for matching person records are Surname and Date Of Birth.

A warning is displayed where a person's address is not recorded as this information is required for mailing of enquiry packages.

A Person cannot be deleted if:

• Utilised by Agency Agent
• Admission Test Results exist
• Utilised in Previous Person Institution
• Person Other Qualification exists
• Duplicate Person record exists

Enquiry Block

• Select a new enquiry record.
• A sequential Enquiry Number is inserted upon saving the enquiry record
• The Commencement Period is derived from the session details.
• The Enquiry Status is inserted as REGISTERED.
• The Enquiry Date is inserted with the current date. This can be backdated as required.
• Record the Enquiry Source Type. This is used to indicate where the enquirer heard about the course/institution or how they have enquired. For example: ADVERT, TELEPHONE, SCHOOL LIAISON PROGRAM. Enquiry Source Types are defined in the Maintain Enquiry Source Type form (ADMF1110).
• The Indicated Mailing Date is the date on which the institution endeavours to mail the information package.
• The user's details are recorded as Registered By upon saving the record or tabbing past the field.
• Selecting the Force processing of incomplete package check box forces ADMJ1320 to process the enquiry package despite the incompleteness of the enquiry.
• The Latest Processing Date is the latest date that the enquiry has been processed by ADMJ1320.
• The Comments button displays a comments field. Reselecting the button returns the registered by details.

Rules/Notes:

A warning is raised if a person has a revoke services or suspend services encumbrance recorded against them.

Person address details must be recorded for an enquirer.

The user registering the enquiry must be a staff member.

Where Enquiry Package Items have not yet been mailed, the Enquiry Status cannot be set to COMPLETE.

An enquiry cannot be modified where the enquiry status is COMPLETE.

Where all Enquiry Package Items for an enquiry have a Mailed Date set, the Enquiry Status must be updated to COMPLETE.

Only one occurrence of an Enquiry Package Item is displayed for the enquiry in the Enquiry Mailed Package Item overlay, regardless of the information recorded.

Characteristics button

This overlay is used to optionally record details that describe the enquirer for this enquiry. For example: SCHOOL LEAVER, MATURE-AGE, INTERNATIONAL (student).

• Select the Characteristics button to display the Enquiry Characteristics Type overlay.
• Record characteristic types by:
• Entering a known Characteristic Type; or
• Selecting a Characteristic Type from the LOV.
• Several characteristics can be recorded for the enquirer.
• Characteristic types are maintained in the Maintain Enquiry Characteristic Type form (ADMF1131).
• Select Back to return to the Enquiry screen.

Rules/Notes:

Information Types button

This overlay is used to record individual information items an enquirer may be asking for that are not part of a course enquiry. For example: FEES, RESIDENTIAL.

• Select the Information Type button to display the Enquiry Information Type overlay.
• Select information types by:
• Entering a known Information Type; or
• Selecting an Information Type from the LOV.
• Several information types can be recorded for an enquiry.
• The Package button displays an overlay allowing the items that make up the information type package to be displayed. For example: a FEES information type package may contain items on Student Contribution Amount, Institution Fees or AUSTUDY.
• Information Types are maintained in the Maintain Enquiry Information Type form (ADMF1130).
• Select Back to return to the Enquiry screen.

Rules/Notes:

Course Enquiry button

This overlay is used to record the course details a person is enquiring about. For example: Bachelor of Arts, Master of Science.

• Select the Course Enquiry button to display the Enquiry Course overlay.
• Select the Course Code by:
• Entering a known Course Code; or
• Selecting a Course Code from the LOV; or
• Selecting the Find Course button. This navigates to the Find Course form (ADMF1220). Queries can be performed in this form on various course details. For example: title.
• Select or modify the Location Code, Mode Attendance or Type Attendance of the course offering pattern if desired and where the enquirer expresses a preference. Alternatively, select the COP ( Course Offering Pattern) LOV, which displays all valid course offering patterns for the course code in the admission period.
• The Package button located next to the overlay title displays Enquiry Package Items for the Course Level Type. These are items common to ALL course enquiries.
• The Package button for the highlighted course record displays the Enquiry Package Item for the highlighted course.
• Course Package Items are maintained in the Maintain Enquiry Package Item form (ADMF1150).
• Save the details recorded.
• Select the Back button to return to the Enquiry screen.

 Rules/Notes:

There is no need to complete all details of the course offering pattern. These details are currently used for statistical analysis only.

Package Items button

This overlay displays the Enquiry Mailed Package Item to be mailed to the enquirer taking into account any course or information type details recorded.

Items can be added to or deleted from the list as required to customise the package.

Each item is listed as available for mailing, or a date indicating when the item is expected to become available, is displayed. This is dependent on the setup in the Maintain Enquiry Package Item form (ADMF1150).

When a package item is mailed to the enquirer, the date is inserted by ADMJ1320.

Where all unsent items are mailed at the same time, the Set all unsent items as mailed check box can be selected. When the check box is selected, the current date is inserted into Mailed Date for all unsent items. This is normally used when items are handed to a person at the institution. When this occurs, the status can be changed to COMPLETE to prevent processing in ADMJ1320.

Select the Back button to return to the Enquiry screen.

Rules/Notes:

The Mailing Date must be greater than the enquiry date.