Purpose

Retrieve admission application data for international applicants required for issuing eCoEs.

Student Details

This form enables an administrator to retrieve and display admission course application data for international applicants. This data is manually entered into PRISMS for each applicant, as required. The generated eCOE number is then entered into Callista (in ADMF32T0).

Note: This form was developed for the requirements of Edith Cowan University (ECU). However, it can be customised for other institutions, if required.

On performing a query in this form, admission application data (including data that has been transferred from Applicant Portal into SMS via ADMJ5000) is automatically retrieved and displayed in the fields in the Student Details block (sorted by Person ID). If required, the search can be limited to a specific admission category, admission method and/or course code.

Retrieved data can be manually entered into the 'Provider Registration and International Student Management System' (PRISMS) interface for each applicant, to produce an electronic Confirmation of Enrolments (eCoE) which is sent to the applicant for Visa application purposes.

The following steps can be performed in this form:

1. Retrieve international applicant details by specifying a search criteria in the Application Details bock.
2. For each applicant, automatically transfer the retrieved data into an Excel spreadsheet (via the View Dtls button).
3. Manually copy and paste the data from the Excel spreadsheet directly into PRISMS to produce an eCOE for the applicant.
4. Manually enter applicant eCOE numbers into Callista via ADMF32T0 (accessed via the E-COE button for a selected applicant).
(Note: This is the manual equivalent to the automatic bulk upload of eCOE data from PRISMS into Callista via ADMJ3210.)

This form is accessed from the main menu.

Application Details block:

• Academic Period - (mandatory)
• Application Period - (mandatory)
• Admission Category
• Admission Method
• Course Code

  Button

  • Retrieve List

Student Details block:

• Person ID
• Name
• Course
• Documentation Status
• Outcome Status
• Offer Response Status
• Entry Qualification Status

Buttons

• View Dtls
• UploadDoc - (GENF0150)
• E-COE - (ADMF32T0)

Rules/Notes:

Use the fields in the Application Details block to specify a search criteria to retrieve a list of international applicants and their admission details.

The Academic Period and Application Period fields are mandatory.

If required, in the Course Code field manually enter the course code for the course admission application(s), to limit the search criteria to a specific course code.

The Retrieve List button is used to retrieve data based on the search criteria specified in the Application Details block.

Retrieved applicant admission data is displayed in the Student Details block, and is view-only.

The Outcome Status is the result of the institution's assessment of the applicant's application for admission into the course.

The Offer Response Status is the applicant's response to the institution's offer of a place in the course they applied for.

The View Dtls button prompts you to save the details, then once saved automatically transfers the details for a selected applicant into an Excel spreadsheet from where you can manually copy and paste the data directly into PRISMS. The Agent Org Unit codes for all related agencies are included, together with their Agent Person details where these have been recorded.

The UploadDoc button opens the GENF0150 form from where you can upload related documentation for a selected applicant (for example, the applicant's PRISMS file or visa application).

The E-COE button opens the ADMF32T0 form from where you can enter the selected applicant's eCOE number into Callista.
(Note: This is the manual equivalent to the automatic bulk upload of eCOE data into Callista via ADMJ3210, except that the manual upload is done on an individual basis, not in bulk).