Purpose

To allow the recording and maintenance of course details for an Admission application.

How this form is used, the functions available in it, and the data a user can see and/or modify, are controlled by the institution's configuration of form and Function Security and Admission Process Category steps. It is unlikely that any configuration would result in all options being available at one time. Therefore functions described here may not necessarily be available for individual users, sessions or Admission Applications being processed.

Depending on whether 'HE', 'VET' or 'VET-HE' selected in GENF0006, determines which 'T-list' or buttons are displayed.

Topics covered here (in order) include:

• Features of this Form
• Admission Letters
• T-list Items
• The Person Block Displays
• The Application Block Displays
• New Course Applications
• Recording a Course Application's Outcome
• Recording the Applicant's Response to the Offer
• Admission Course Application Instance Block
• To Create and /or Customise an Acknowledgment Letter

Accessing this Form for New Applications

For a new application, this form is accessed via the New Application button in ADMF3000. Personal details of an applicant will have been entered or queried in that form. Depending on what is selected, determines what buttons are displayed in the bottom block.

In this form, details of the course(s) applied for are recorded and maintained. This detail includes the recording of the progress of the application. Multiple courses can be applied for allowing the applicant to list their preferences. Correspondence associated with an application is initiated from the form. The form also allows access via a button to ADMF3250 for the purpose of recording an applicant's choice of units.

Accessing this Form for Existing Applications

To modify an existing Course Application, this form is accessed from ADMF3000 by selecting the required Application Instance in the Admission Application Summary block and selecting the Application button. Modifications to Course Applications might involve the recording of additional application information and the updating of statuses associated with the application as well as the production of application related correspondence. Depending on what is selected, determines what buttons are displayed in the bottom block.

Features of this Form

Buttons with bold labels indicate that entry of data in the forms they invoke is mandatory.

Buttons with a plus sign [+] in their label indicate that data has been recorded in the associated form. Those with a minus sign [-] in their label indicate that no data is recorded in the related form.

Information LAMPS are displayed in particular circumstances:

• An Administrative Encumbrance Lamp displays when the applicant has an encumbrance of SUS_SERV or RVK_SERV.
• An Admission Process Category (APC) lamp displays the APC of the current session details where these differ from the APC associated with the displayed course. The course APC is used rather than the session APC.
• Where preferences are recorded, a lamp is displayed listing which preference and out of how many, the Course Application is. The lamp also shows the maximum number of courses that can be applied for.
• A reconsideration lamp displays when the Course Application has the Request For Reconsideration check box selected and it is still to be brought forward to a new Admission Period.
• A lamp displays the new Admission Period (e.g. 2003/4) when an application which has been flagged for reconsideration has been brought forward to that Admission Period.
• After pre-enrolment has been performed for the Course Application, a lamp indicates that an unconfirmed or inactive student course attempt exists.
• A Duplicate Person lamp displays when the person has one or more potential or confirmed duplicate Person IDs.
• Preference lamp - see design specifications.
• Values derived from the Admissions Student Indicator View. The lamp will display up to 18 characters. It will truncate the result when 18 characters are exceeded. When truncated, select the lamp with the cursor will display the full data.
• If a CHESSN is required for the student and it hasn't been allocated, then the LAMP_TXT value recorded in the PERSON_ENTLMNT_POSITION_LAMP_V for OUTCOME equal to CHESSN_TODO will be displayed.
• If the student has an Entitlement Status with a System Outcome Type of WARNING or CRITICAL (as defined in ADMF0390), then the related LAMP_TXT value from PERSON_ENTLMNT_POSITION_LAMP_V is displayed. If OUTCOME values of WARNING and CRITICAL both exist for the person then the CRITICAL LAMP_TXT value will display.
  If the lamp has more than 30 characters, then only the first 30 will display and ' ...' will indicate that the lamp is truncated. Clicking on a truncated lamp causes the whole lamp to display.

Note that the column names specified in the PERSON_ENTLMNT_POSITION_LAMP_V view and the length of the column ‘OUTCOME’ and ‘LAMP_TEXT’, should not be changed as they are used in the forms to display the lamp. The value of the column OUTCOME is hard-coded to identify the relevant lamp text.

Warnings are displayed when an offer is made to a student who has a current Entitlement Status with a System Outcome Type of WARNING or CRITICAL (as defined in ADMF0390).The warnings take their text from the Outcome Text value in ADMF0390. Under such circumstances, the user has the option of cancelling the offer.

Hint

The form is designed to dynamically change the fields it displays, depending on data values inserted. It is recommended that the Tab key be used to navigate through this form to ensure that all Mandatory fields are entered in a single pass. The exception is Text fields, where tabbing does not move the cursor to the next field, use instead the key CTRL-Tab. Tabbing also causes default data to be inserted.

Admission Letters

Letters to applicants may be automatically created by the System or customised for particular cases. There are two types of Admission Letters with specific System functionality:

• Acknowledgment Letters - are generated by the recording of a Course Application. The content of the System generated letters is dependent on the way they have been set up by the subsystem or correspondence specialist. For example, they may be set up to recognise when an application is 'late' and subject to a Late Fee. The System generated letter can be customised. For example, where application documentation is incomplete, a paragraph could be added advising that the additional information is required prior to the application being considered.
• Outcome Letters - are generated when the Outcome Status of an Admission Application is changed from PENDING. The content of the system-generated letters is dependent on the way they have been set up by the Subsystem or Correspondence Specialist. They may be set up in such a way that particular paragraphs or data are included depending on some of the data values recorded against the Course Application. For example, an application with an Outcome Status of COND-OFFER and a documentation status of INCOMPLETE could cause a paragraph to be automatically inserted in the Outcome letter, advising the applicant that their offer is conditional upon supplying the outstanding documentation. The system-generated letter can be customised. For example, certain applicants may need to be advised of a social orientation day for their course. A paragraph could be added advising applicants of the event.
• System Letter parameters identify the data elements that can be included in letters. Remember that T-List items can be used as letter definitions. For example, from the International T-List, the Agreed Start Date, Received Course Fees and Estimated Total course Fees could be used.

A third type of letter, General Letters, can be manually recorded in ADMF3900. While only one version of an Acknowledgement and Outcome Letter is available to an Admission Application (at any point in time), any number of general letters can be made available (each with a different Correspondence Type).

T-list Items

• The reasons why, at any given time, some T-list items are displayed and others aren't is explained by Display of T-list Items and in the functional descriptions below.
• Fields from the T-list will be added to the ADM_COURSE_APPL_INSTANCE table.

The tables at the end of this document lists all possible T-list items and describes their functionality.

The Person block contains:

• Person ID
• Sex
• Date Of Birth

The Application block contains:

Buttons

• Application (overlay)
  • Application Number
  • Academic Calendar
  • Process Category
  • Admission Calendar
  • Application Date
  • Application Status
  • Fee Status
  • TAC Application check box
  • History (Elephant) button
  • Back button
• Acknowledgement Letter

The Admission Course Application Instance block contains:

• Pref No
• Course (LOV)
• Location (LOV)
• Att Mode (LOV)
• Att Type (LOV)
• Title
• Entry Qualification Status (LOV)
• Documentation Status (LOV)
• Outcome Status (LOV)
• Offer Response Status (LOV)

T-List (depending on what is selected - see T-list Items at bottom of Help)

• More
• Admission Basis
• Admission Code
• Advanced Standing
• Agreement
• Comments
• Completion Period
• Conditional Offer
• Correspondence
• Course Transfer
• Deferral
• Enrolment
• Fee Assessment
• Funding Source
• Govt Cohort Year
• International
• Offer
• Override Outcome
• Rank Set
• Reconsideration
• Response
• Scholarship
• Type of Place
• Unit Set

Buttons

• Access/Equity (ADMF32X0)
• Adm Dtl (ADMF3290)
• Adm Test (ADMF3518)
• Agent (ADMF32S0)
• Adv Standing (ADVF4200 or ADVF2000)
• Candidature (RESF3211)
• CHESSN (ADMF32W0)
• E-COE (ADMF32T0)
• Encumbrances (ENRF6310)
• Fee Detail (ADMF3660)
• History (Elephant) icon
• International (ADMF32R0)
• Letter (ADMF3900)
• Notes (ADMF32V0)
• Person (ADMF3000)
• Unit (ADMF3250)

Rules/Notes:

Only references the ‘ADMIN’ Method Type to ensure it does not utilise steps created specifically for the Online Admission system.

This form does not allow the Admission Outcome Status to be set to any status except those institution-defined version(s) of the System Status of ‘PENDING’ if the student is a potential duplicate person.

Display applications with an institution-defined Admission Application Status with the value of ‘CREATED’ (i.e. created via the Online Admissions interface, but not yet submitted). However, the user cannot update the Entry Qualification, Documentation, Outcome or Offer Response Statuses.

Allows users to view the Admission Application Number (Admission Application overlay) of an application when discussing applications with the agents.

Allows navigation from this function to the Maintain Course Admission Application Note function and the Maintain Admission Application Steps, in context of an Course Admission Application Instance.

If an application is withdrawn (Admission Application Status), then background processing should set the End Date of all NULL or future-dated Admission International Agent records to the current date for the specific Admission Application. This is completed to signify the end of the applicant/agency relationship for the application.

Cannot set the Admission Outcome Status to anything other than the user-defined value for ‘PENDING’ if the person is identified as a potential or confirmed duplicate.

The user cannot update the Entry Qualification Status, Documentation Status, Outcome Status or Offer Response Status if the Admission Application is set to the user-defined value for the System value of ‘CREATED’.

Note: Default mappings do not apply when the System Admission Process Type is RE-ADMIT.

The Access/Equity button is displayed if the Access and Equity step exists for the application’s Admission Process Category.

Fee Types with a System Fee Type of TUITION or VET-TUIT are also processed when creating contract fee assessment rates.

The Advanced Standing button displays a '+' sign if there are ACAI (Admission Course Application Instance) based Advanced Standing records to be found and a '-' sign if there are not any records.
The Advanced Standing button navigates to ADVF4200 or ADVF2000 - For example, it navigates to ADVF4200 if no matching Student Course Attempt, otherwise it navigates to ADVF2000.

Validations include:

• Remove validation - Preference number must not exceed the preference limit.
• Enhance validation – Person cannot be admitted to the same course offering option in the same admission period for the same application.
• Warn if the Admission Application Intention to Apply for Scholarship is changed, that the change is effective for the whole application, not just the individual preference.
• Type of place must be valid for the Course Version.
• Type of place must be valid for the Admission Category.

The Person block displays:

This form is used to record and maintain course and course related details of an application for Admission. It is entered from ADMF3000 via either the New Application or the Application button in that form.

On entering the form, the Person block displays details of the applicant.

The Application block displays:

• The Admission Period of the Course Admission Application.
• The Admission Process Category of the Course Admission Application.
• The Application Status of the application.
• The Fee Status of the application (where Admission Application fees are applicable).

The session details displayed derive from:

• The current session details for a new application; or
• The session details already recorded against an existing application.

The Application Status defaults to RECEIVED for a new application.

The Application Date defaults to the current date but can be changed to an earlier date.

The Fee Status currently defaults to NOT-APPLIC and cannot be changed. Future functionality provides for the assessment of Admission Application fees.

The TAC Application check box is set by applications passed through the TAC upload process.

The Admission Period and Process Category of a new application can be changed from the default session details by selecting the Application button in this block and amending the details in the displayed overlay. This is most likely to occur where a mixed group of applications is being processed.
Changing the Admission Process Category or Admission Period before saving the Course Instance, is necessary where the incorrect Admission Process Category or Admission Period has been set from the session details. For example, the Admission Process Category is not available for the Course Offering Pattern.

Rules/Notes:

The status values referred to are the system values. Some institutions may use their own values mapped to these system values.

If the Admission Application Status of an application is set to WITHDRAWN, the application is no longer editable.

If an applicant withdraws an application in Applicant Portal, then the Admission Application Status of the application is set to an Admission Application status mapped to a System Admission Application Status of WITHDRAWN.

New Course Applications

These may be recorded by either keying all, or part of the course details and selecting the balance of the details from the LOVs where required, or selecting the LOV in the top right hand corner of the block and choosing the correct Course Offering Pattern (COP) from the displayed list. If only a Course Code is keyed, the System selects the latest available course version and the application can be considered for any available Location, Attendance Type or Mode.

Note: only COPs which are both offered and entry points in the relevant Admission Period and are valid for the Admission Process Category of the application are displayed.

Where the PREF-LIMIT step has been selected for the Admission Process Category, a field to the left of the Course Code displays the Preference Number of that application instance. A lamp is displayed, for example 1 of 3 limit 5, meaning that the course is the applicant's first preference of the three courses they have applied for and the institution would have allowed them to nominate up to 5 preferences.

By default, the Preference Number is set to the next highest preference number value. However, the order can be altered as required.

Additional details of the application, including 'major' Unit Set, are recorded via the buttons and/or the T-list items displayed. See T-list items below.

Unit application details are recorded in ADMF3250, accessed via the Unit button in this form.

Letters of acknowledgment may be generated for the application by selecting the icon in the Application block (where displayed). See Admission Letters, below.

Selecting the Candidature button navigates to the Research Candidature Details form (RESF3211) where details of proposed research can be recorded for research courses. Some candidature details are mandatory before an offer can be made.

Where special admission tests are required as part of an Admission Application, selecting the Admission Test button navigates to the Maintain Admission Test Results form (ADMF3518) where results of the admission tests can be recorded.

To create fee contracts or predict fee assessments select the Fee Detail button to navigate to the Establish Fee Contracts form (ADMF3660).

Existing Course Applications

Details are displayed for the selected Course Application when the form is accessed from ADMF3000. Changes are made in a similar manner to the recording of new applications.

RE-ADMIT Course Applications

If a student is admitted to a course and then discontinues their course and unit attempts; the student may be re-admitted to their course using the RE-ADMIT Process Type.

Rules/Notes:

Course offering patterns can be selected as long as the course version doesn't have a passed expiry date (does not apply for Re-ADMIT, see below). If a later version (higher version number) of the course with the same course offering instance exists, a warning message will be displayed before the offer is finalised.
If the Version number for a Course is changed, all data and links to associated information from the previous version are retained.

Outcome Status cannot be changed to COND-OFFER or OFFER unless the Entry Qualification Status is QUALIFIED.

Outcome Status cannot be changed to OFFER unless the Documentation Status is SATISFIED.

An Admission Application record can only be deleted if the System Admission Application status is RECEIVED.

When deleting an Admission Course Application instance, then the following child records will be deleted automatically:

• ACAI_PRECEDENT
• ADM_COURSE_APPL_INSTANCE_UNIT
• ADM_APPL_ADM_STEP
• ADM_CRS_APPL_INST_CMNT
• ADM_CRS_APPL_INST_NOTE
• ADM_COURSE_APPL (ACA) will then be deleted, including the deletion of ACA’s child records below:
  • ADMISSION_TEST_SUBSCORE
    • ADMISSION_TEST_RESULT
• ENROLMENT_CONFIRMATION
• ADMISSION_INTERNATIONAL_AGENT
• ADMISSION_INTERNATIONAL

However due to the complexity of the data structures, the following ACAI child records will need to be deleted manually and it is expected users will check them prior to deletion:

• CANDIDATURE
• ACAI_ADVANCED_STANDING
• STUDENT_SCHOLARSHIP

Note that the Admission Application's Access Equity and Application Letter records will not be deleted. This allows users to then go forward and create a new Admision Course Application Instance from the current Admission Application. Therefore the ‘+’ might display in the relevant navigation button but is not accessible without an ACAI in context.

The PREF-LIMIT step allowing preferences to be recorded can only be set for an Admission Process Type of COURSE.

Where an application instance has been deleted, and was part of a group of preferences, the preference number for the next new record is not inserted automatically. The preference lamp indicates this by including a question mark. For example: '? of 3 Limit: 4'.

Where preferences are permitted, a preference application cannot be recorded where the change of preference Date Alias has passed.

Preferences cannot be altered where the change of preference Date Alias has passed.

Before an offer can be made to an applicant for a research course, the following candidature details must exist: Research Topic; Min and Max Submission Dates; Principal Supervisor.

If a SCA already has a Fee Category defined, the Fee Category value remains unchanged when the Pre-enrolment process occurs. Also, if a Student Status exists at the current date, then no change is made to the Student Status when the Pre-enrolment process occurs. In these cases, depending on whether the pre-enrolment process occurred via ADMF3240 or ENRJ3100, a warning message is displayed in ADMF3240 or is written to the S-LOG-ENTRY for ENRJ3100.

When an offer is accepted for a course that has already been pre-enrolled as an UNCONFIRMED SCA, the 'First Skills Reform Course after Fee Maintenance' check box (see ENRF3000) is automatically checked if the SCA meets all of the following conditions:

• The context course is a Skills Reform course.
  (Note: A course is considered a Skills Reform Course when it has a Course Category defined (at the Course Categorisation, or overridden at the Course Offering Instance Category Override) as a Skills Reform Category. The Academic Calendar Instance superior to the Pre-Enrolment Enrolment Period should be used to determine if a Course Offering Instance Category Override is applicable.)
  
• The context course commencement date is on or after 01/07/2009.
• At least one ENROLLED, UNCONFIRMED, or INACTIVE course already exists in the student's SCA which has the 'Fee Maintenance' indicator selected.
• No other course (of any Course Attempt Status) in the student's SCA is marked as the First SR Course.

Note: A Skills Reform (SR) course is a course begun after 01/07/2009 funded by Skills Victoria, and classified under one of the Skills Reform Course categories, or as an Apprenticeship or Traineeship.

ADMJ3830 will change the offer to LAPSED for all System Admission Process Types (including RE-ADMIT) if the following conditions are met:

• ACAI Outcome Status of OFFER or COND-OFFER
• ACAI Offer Response status of PENDING
• ACAI Offer Response date is less than the current date
• Either no SCA or the SCA status is INACTIVE or UNCONFIRM or DISCONTIN.

If an admission application has a status of PENDING and a SUA is confirmed in ENRF3000, then the Offer Response Status for the admission application will be changed to ACCEPTED.

For the RE-ADMIT Process Type, any active course versions can be selected, regardless of the Course Version Expiry Date. Note however, that the course offering pattern cannot be varied.
If a later version (higher version number) of the course with the same course offering instance exists, a warning message will be displayed before the offer is finalised.

Recording a Course Application's Outcome

The result of the assessment of an application for admission is recorded as an Outcome Status.

1. Use ADMF3000 to locate the required applicant record.

2. Select the required Course Application from the Admission Application Summary block and select the Application button to invoke ADMF3240.

3. In ADMF3240, change the Outcome Status as required.

4. Depending on set-up, various validations can be triggered. For instance, a validation can enforce that the documentation status must be SATISFIED before an Outcome Status of OFFER can be recorded.

This form can be configured so that Outcome letters are automatically produced when the Outcome Status changes from PENDING. Refer to 'Admission Letters'.

An Outcome letter will usually have been created by virtue of the Outcome Status of the application changing from PENDING.

Rules/Notes:

An offer cannot be made for an application where the Admission Process Type is RE-ADMIT and the PRE-ENROL step has not been included for the Process Type.

If CHESSN Admission Process Category step is Mandatory, then a student must have a CHESSN number before they can be made an unconditional offer to a Government supported course.

If a Course Admission Application is withdrawn by an Agent in Agent Applicant Portal, then once it is transferred to the Admissions subsystem (via ADMJ5000):

• the Admission Outcome Status of each preference belonging to the withdrawn application is automatically set to the institution-defined Agent Withdrawal Outcome Status (set in ADMF0900) mapped to a System Withdrawal Outcome Status of REJECTED.
• Alternatively if no Agent Withdrawal Outcome Status has been set in ADMF0900 by the institution, the Admission Outcome Status of the application is set to an Admission Outcome status mapped to a System Admission Outcome Status of REJECTED (ADMF02F0).
• Note: This does not apply to applications withdrawn by applicants in Applicant Portal.

Recording the Applicant's Response to the Offer

The applicant's response to the institution's offer of a place is recorded as an Offer Response Status.
Some (System) Offer Response Statuses have specific functionality:

• The Response Status defaults to PENDING when the Outcome Status is set to OFFER or COND-OFFER.
• A Response Status of DEFERRAL requires that details of the deferral be recorded against the T-list Deferral tab.
• NOT-APPLIC is used where there is no requirement for a response (E.g. for a short course) or where no offer has been made.
• REJECTED is recorded where the applicant has rejected the offer.

LAPSED (ADMJ3830 is the job that actually inserts the LAPSED Offer Response Status) is inserted by the system where the applicant has not responded by the Offer Response date.

Rules/Notes:

Where the MULTI-OFF Admission Process Category step is used, a warning is displayed when the offer limit has been reached.

When an applicant accepts an offer, an eligibility check is performed by the pre-enrolment process.

A conditional offer cannot be accepted where the Offer Must Be Satisfied check box is selected and the Conditional Offer Satisfied date has not been set.

To Create and/or Customise an Acknowledgment Letter

1. Select the icon in the Application block (where displayed).

2. You are requested to confirm your intention to create the letter and then advised of its successful creation.

3. To customise this letter, select the Letter button at the bottom of the form and follow the instructions contained in Admission Letter Production. Admission Letter Production also explains the options for immediate and batch printing of letters.

To Create and/or Customise an Outcome Letter

1. An Outcome letter will usually have been created by virtue of the Outcome Status of the application changing from PENDING.

T-List Item:

 Function:

Admission Basis

• Basis For Admission Type
• Precedent
  • Precedent ID
  • Precedent Category
  • Find Precedent button
  • Delete button
  • Requirement Satisfied
  • Precedent Details button

Record the basis for Admission for the application.

The Precedent fields are used to attach Admission Precedents (from Precedents PRDW0410) with a status mapped to a system status of ACTIVE or REVIEW, to a student's Admission course application. These fields are read-only fields. They are only displayed if the institution is using Precedents functionality and at least one Precedent record (of any Precedent Type) exists in PRDW0410.

To remove a Precedent from the list, click the Delete icon.

The Find Precedent icon navigates to the Find Precedent form (PRDF1100) from where you can find an Admissions Precedent and return it to the course application in this form (ADMF3240). (Once the Precedent is returned to this form, the Find Precedent icon is disabled.)

The Requirement Satisfied field displays the requirement that the student has satisifed in order to be admitted into the course. The default value is displayed here, however, you can select a different value from the List of Values, if required.
Institution-defined 'Requirement Satisfied' records available in the LOV for this field must firstly be added to the REQUIREMENT_SATISFIED table by a system administrator. At least one value must be marked as the default.

The Precedent Details button is enabled once a Precedent is attached to the course application. This button navigates to the Precedent Summary Overview step (PRDW0410) in context of the selected Precedent where further details of the Precedent can be viewed.

Admission Code

• Admission Code

Record the Admission Code applicable for the application.

Advanced Standing

• Request for Advanced Standing check box

A manually set check box to show that the applicant is requesting entry with Advanced Standing. Advanced Standing details are recorded using ADVF4200. If at the application stage, then recorded in ADVF2000.

Agreement

• Date on which the applicant accepted the offer agreement.
• Method by which the applicant accepted the offer agreement.

Note: This Agreement item only appears in the T-list if an Admission Process Category Step Type of ACPT_AGREE was entered in Form ADMF2M30.

In the Agreement Acceptance Date field, record the date on which the applicant accepted the offer agreement. Alternatively, a date may already be displayed here if the applicant accepted the agreement in Applicant Portal. In this case, it will not be possible to change or clear the date.

If the applicant accepted the agreement within Applicant Portal, then the administrator will not be able to update or clear the date. However, if the administrator manually recorded the acceptance within this function then the date can be updated.

The method by which the agreement date was accepted will also be recorded (either via Applicant Portal or manually through this form).

Comments

• Comments

Completion Period

• Expected Completion Year
• Expected Completion Period
• Expected Completion Date
• Display Derived Completion Date check box

This information may be derived from Course Version Standard Completion Times (CRSF1210) and the Course Commencement Date Alias for the Admission Period (defined in ADMF02R0). Refer to Derivation of an Applicant's Expected Completion Period/Year. The derived value can be overridden, alternatively, the application assessor's estimation of Completion Year and Period can be entered here.

The Expected Completion Date can be viewed by selecting the Derived Completion Date check box, and is required to meet Education Services for Overseas Students (ESOS) Act 2000.

Conditional Offer

• Conditional Offer Status
• Conditional Offer Condition
• Must be satisfied check box
• Satisfied Date

Displays when the Outcome Status is COND-OFFER. Conditional offer status defaults to PENDING.

Optionally select the Must Be Satisfied check box. When selected, it prevents acceptance of an offer where the Conditional Offer Status is not SATISFIED or WAIVED.

Course Transfer

• Transfer Course Code

Displays only for Admission Process Categories with a System Admission Process Type of TRANSFER.
The Transfer Course Code field is used to record the course from which the applicant is transferring. It must be a course in which the applicant has an Enrolment record with a status of ENROLLED, INACTIVE, LAPSED, DISCONTIN, COMPLETED or INTERMIT.
Both the new course and the 'from' course must be in the same Course Group with a System Group Type of ADM-TRANSF.

Correspondence

• Correspondence Category

Correspondence Category defaults for new Course Application but may be changed where Admission Category Mapping permits.

Deferral

• Offer Deferment Status
• Academic Calendar
• Admission Calendar
• Tracking ID
• Tracking button

Displays when the Offer Response Status is set to DEFERRAL on receipt of a request to defer. The deferment status defaults to PENDING and is manually changed to APPROVED or REJECTED when the request for deferral has been judged, or to WITHDRAWN if the applicant withdraws the request. The Academic and Admission calendar fields specify the Admission Period to which the application is deferred.

The job ADMJ3812 credits a new Admission Course Application Instance record for every student with approved deferment to any Admission Period that has an Initialise Admission Period Date Alias Instance value equal to the then current date. This job runs without the input of variable parameters. The offer response status is set to PENDING, waiting upon the applicant to advise whether they wish to take up their offer in the new Commencement Period.

Enrolment

• Enrolment Category

Enrolment Category defaults for new Course Application but may be changed where Admission Category Mapping permits.

Fee Assessment

• Fee Category
• Default Fee Assessment Student Status (HECS) Option

Fee Category defaults on creation of a new Course Application but may be changed where mappings to Admission Category permit. Fee Assessment Student Status Options may be linked to Admission Categories. Where only one is linked to the Admission Category it will default. Student Status options are only recorded here for Exempt Student Courses, the purpose being the optional production of a Fee Assessment/Invoice and/or establishment of a contract at time of offer.

If the application was made via the Applicant Portal, then the values for the Fee Category field and Default Fee Assessment Student Status Option field are automatically populated (via the Applicant Portal Transfer job (ADMJ5000)).

Funding Source

• Funding Source (LOV)
• Govt Industry Code (LOV)

Where the course version has a default funding source allocated, the default is displayed for this T-list item. It can be changed as required.

Where no default was inserted, a Funding Source can be selected from the LOV.

The Govt Industry Code field is only applicable to VET sector Admission Course Attempt Instances. It is used to record the ANZSIC industry code when the Funding Source is mapped to a State Level Funding Source with a 'State Funding Source - State Identifier' code of LSG, PSG, or SSG.
(See also, Maintain Government Industry Codes (STAF1142) and Maintain State Funding Source Mapping (STAF1126).)

An Industry Code captured against an ACAI will be included as part of the pre-enrolment process and the value moved to the Student Course Attempt.

Validations:

• Government Industry code can be entered for VET Sector courses only.
• A Government Industry Code must be specified when the Funding Source is mapped to a State Level Funding Source Code of LSG, PSG, or SSG.
• A Government Industry Code must not be specified when the Funding Source is not mapped to a State Level Funding Source Code of LSG, PSG, or SSG.

Govt Cohort Year

• Govt Cohort Year

If the Course Version in CRSF1210 has the Default Adm Govt Cohort Year indicator set to Yes, then a Govt Cohort Year should default into this field for admission process types of 'COURSE' and 'SHORT-ADM'.
A course version may have many Govt Cohort Years associated with it in CRSF12J0 and in order to determine the appropriate year to default, a match between the Govt Cohort Year and the year component of the start date for the academic year that is related to the admission calendar to which the admission application relates must exist.  If a match is found, this value should be defaulted. If a match is not found, then the field should remain null.
If there is a situation where an admission calendar is related to more than one academic calendar, then the academic calendar with the latest start date will be used.
It should also be possible to record a value in this field if a value is not defaulted and in addition, it should be possible to override a value that is defaulted. 
If the Govt Cohort Year step exists and is set to mandatory, then it will not be possible to make an offer to the student without the Govt Cohort Year value being defined. 

International

• Agreed Start Date
• International Acceptance Advice Number
• Override Course Completion Date
• Received Course Fees
• Estimated Total Course Fees

This item would normally only be available to Admission Process Categories used for International Applications. Where applicable, record the number from the Government form that the applicant must present to an overseas embassy in order to obtain a visa.

Agreed Start Date is a mandatory field.

If no entry is made for Agreed Start Date and no 'Agreed Start Date' date alias is defined in ADMF02R0, but a value is recorded for the Course Commencement Date in RESF3211, then the Agreed Start Date field will inherit that value.

If a value recorded for the Commencement Date in RESF3211 is different to the Agreed Start Date recorded here , then a warning will display when an admission offer is made for this course attempt.

More

• Course Status
• Course Title
• If applicant is linked to an Applicant Portal Application then the following is displayed:
• Applicant Portal Applicant ID
• Applicant Portal Application Number
• Applicant Portal Preference Number

Displays additional details of the recorded course. This item always appears.

Displays Applicant Portal Information if they exist. These details allow the administrator to know which Applicant Portal application to refer to if they wish to review the application in the Applicant Portal.

Offer

• Offer Date
• Offer Response Date
• Proposed Commencement Date
• Offer Round

Displays when the Outcome Status is COND-OFFER or OFFER. Record the date the offer was made. The Offer Response Date defaults according to the setup value for the Offer Response Date Alias or can be recorded or overridden manually. The Proposed Commencement Date is derived from the RESF3211 Commencement Date when the application is for a research course. The Offer Round field enables the recording of TAC Offer Round details.

The Offer Round field accepts up to 10 characters.

If CHESSN step is mandatory, then a student must have a CHESSN number before they can be made an unconditional offer to a Government supported course.

Override Outcome

• Authorised Date
• Authorising Person ID
• Reason

Allows previously recorded Admission Outcome and Offer Response Statuses to be overridden. It is only necessary to use this tab when:

• The application is 'late' but the institution still wishes it to go through to offer. For example, the Outcome Status is to be changed from PENDING to OFFER or COND-OFFER.
• The offer has lapsed but it is required to change the Offer Response Status (from LAPSED to ACCEPTED).

Rank Set

• Course Rank Set
• Course Rank Schedule

Used (by some institutions) to record the Rank of applicants, where ranking is used to determine success or otherwise of an application when quotas or cut-offs apply.

Reconsideration

• Request for Reconsideration check box

A manually set check box used where an applicant wishes their application to be considered in a later Admission Period, should it be unsuccessful in the current period (e.g. due to quota restrictions).

Response

• Actual Response Date
• Response Comments

Displays when the Offer Response Status changes from PENDING. The Actual Response Date defaults to the current date and can be changed to an earlier date.

Note that a new validation in ADMW1000 and ADMF3240 prevents the updating of the Response Status if a corresponding SCA exists with an active enrolment ( census date has passed for an SUA).

Scholarship

• Intention to Apply for Scholarship

Type of Place

• Type of Place Code

Unit Set

• Unit Set
• Title

Where a 'major' unit set is applied for in an Admission Application, record it here. Only unit sets which have been associated with the particular course offering or pattern can be recorded. Where the pre-enrolment step is available, the unit set as well as the course attempt is pre-enrolled. Depending on Admission Process setup, it may be permissible to leave Unit Set unspecified at time of recording the application. Also, it may or may not be Mandatory to record a Unit Set for the application before an offer can be made.

A particular Unit Set cannot be selected if an encumbrance which excludes this Unit Set version has been applied to this student course attempt or if an encumbrance exists which excludes this Unit Set from all courses undertaken by this student. Note also that Unit Set exclusion encumbrances can also be defined so that all versions of a Unit Set are excluded. Unit Set exclusion encumbrances may be defined as progression outcomes in PRGF5214.

Where more than one unit set has been recorded for an application (via ADMW1000), the Unit Set T-list item is disabled.

For further details on unit sets refer to Understanding Course Structure and Planning.