Purpose

To view and edit Applicant details entered by an applicant in the Applicant Portal.

Anticipated Frequency

As required

Structure

Blocks

Applicant

Citizenship/Visa/CHESSN

Person CHESSN (ADMF32W0) (CHESSN Tab)

This function allows an administrator to view and edit Applicant details entered by an applicant in the Applicant Portal. It is called in context of an applicant from the View Applicant Summary function or from the menu.

The screen allows the administrator to view and modify the Applicant record. Only applicant records that have an institution-defined transfer status mapped to a system transfer status of PENDING, ERROR, or NO-TRNSFR can be modified. A record that has a status of TRANSFERRD has a valid corresponding record in Callista Admissions and cannot be edited in this screen.

The transfer status of the record can be modified by the administrator, provided the status of the record has a system status of PENDING, ERROR, or NO-TRNSFR. The transfer status may be changed to any of these statuses; not to a system status of TRANSFERRD, NOT-APPLIC, PRE-EXIST or NO-STEP.

The log of messages received when attempting to transfer each record are displayed. All errors, warnings, and information are displayed. An icon is displayed against each type of message to indicate whether the message represents an error, warning, or information.

The Applicant block contains:

• Applicant ID
• Gender (Pop)
• Date of Birth
• Applicant Transfer Status (LOV)

Button

• Find Applicant (ADMF5010)

Tabs

Applicant Details Tab

• Title (LOV)
• Surname
• Previous Surname
• First Name
• Other Name
• Preferred Given Names
• Preferred Name Format (LOV)
• Email Address
• Registration Phone Number

Button

• Person Details (ADMF1213)

Address Details Tab

• Address Type (LOV)
• Address Submission Date
• Address Line 1
• Phone 1
• Address Line 2
• Phone 2
• Address Line 3
• Phone 3
• Address Line 4
• Other Details
• Address Line 5
• Aust Postcode
• OS Code

Button

• Person Address (ENRF3030)

Previous Institution Tab

• Previous Student check box
• Previous Person ID
• Previous Institution (LOV)

Button

• Person Previous Institution (ADMF32J0)

Citizenship/Visa/CHESSN Tab

• Citizenship Type (LOV)
• Country of Citizenship (LOV)
• Country of Birth (LOV)
• Visa Start Date
• Visa End Date
• Visa Type (LOV)
• Visa Number
• Passport Number
• Applied for permanent residency check box
• Date of permanent residency application

Button

• Person Visa (ENRF3050)

CHESSN Tab

• Citizenship Type (LOV)
• CHESSN

Button

• Person CHESSN (ADMF32W0)

The Transfer Log block contains:

• Result Type Display (Pop)
• Creation Date
• Message Number
• Message Text

Icons

• E = ERROR (Display )
• W = WARNING (Display )
• I = INFORMATION (Display )

Rules/Notes:

For the Applicant ID field, when there is no Title and NVL(APA.PREFERRED_GIVEN_NAME, APA.FIRST_NAME), then the comma is not shown. e.g. if only the Applicants Surname of ‘Smith’ is recorded, then only this should display.

When the form is in Insert Mode, the Find Applicant button (ADMF5010) is disabled.

Applicant Details Tab

For the Preferred Name Format field, only Name Formats with a System Name Format Type of APPLICANT (set in ADMF0620) are available for selection.

The Email Address field, should be updateable at all times, no matter what the transfer status is.

The Registration Phone Number is the contact phone number that the applicant supplied when creating an account in Applicant Portal.

The Registration Phone Number and Previous Surname fields are not updateable if the insitution-defined Applicant Portal Transfer status of the Applicant Record is mapped to a System Transfer status of TRANSFERRD or NOT-APPLIC.

The Person Details button is only enabled when ADMF1213 has records for the Person ID.

Address Details Tab

The labels for each address line will change according to the Address Type chosen.

The Address Submission Date changes when an applicant updates their address in Applicant Portal.

Address Line Labels change depending on the Address Type selected.

The Person Address button is only enabled when ENRF3030 has records for the Person ID.

Previous Institution Tab

Only local institutions display.

The Person Previous Institution button is only enabled when ADMF32J0 has records for the Person ID.

Citizenship/Visa/CHESSN Tab

• If Citizenship Type is INTRNTL, then the CHESSN fields will not be displayed.
• If Citizenship Type is DOMESTIC, then Visa details will not be shown.

The Person Visa button is only enabled when ENRF3050 has records for the Person ID.

The Person CHESSN button is only enabled when ADMF32W0 has records for the Person ID.

Validations include:

• None of the applicant’s details can be modified (except email address) when the system transfer status is TRANSFERRD or NOT-APPLIC
• Only open Address Types can be selected
• Only Correspondence Address Types can be selected
• When changing the Citizenship Type, the user should be warned that it may impact on the course offerings available to the applicant and the derived admission category
• Only local institutions can be selected as Previous Institutions
• When changing the Address Type, the user should be warned if the new Address Type selected is not part of the same address group as the current Address Type
• Only open Name Format codes can be selected
• Only open applicant portal transfer statuses can be selected
• Cannot change the applicant portal transfer status to the system transfer statuses of TRANSFERRD, NOT-APPLIC, PRE-EXIST or NO-STEP
• The user cannot uncheck the Previous Student check box while previous student details are recorded
• Email Address must be unique across applicants with active accounts
• Birth Date cannot be greater than today’s date.

Transfer Log Block

• See ADMF5000 for more details on what icons are shown.