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Understanding Admissions

This section of the Help provides a broad overview of the Admissions subsystem. (A separate section, Admissions for the Subsystem Specialist, provides more detailed information.)
Topics covered include:

• Description
• Admissions in ADMW1000, ADMW1100 and ADMF3000
• Terms
• Using the Admissions Subsystem
• User Responsibilities
• Admissions Reference Data and Setup
• Defining Admissions Processes (procedures)
• Admission Process Types
• Register Admission Enquiries
  • Enquiries Reference Data and Setup
  • Admission Enquiries
  • Registering Enquiries
• Direct Admissions
• Registering Applications for Direct Admission
• Course Transfer Through Admissions
• Acknowledgment of Direct Admission Applications
• Direct Admission Application Outcomes
• Direct Admission Application Outcome Letter
• TAC Processes
• Tertiary Admission Centre Admissions
• Complying with TAC Academic Result Requisitions
• Producing TAC Enrolment Statistics
• Student Intake Targets

Pre-enrolment of Admission Applications is documented in the Enrolments Subsystem

Detailed explanations and instructions for the use of individual database forms can be accessed from the Subsystem's Table of Contents or via the numerous links provided here.

Information regarding Subsystem Reference Data and Setup is provided separately for the Subsystem Specialist.

Multi-Byte Characters:
If your institution uses a character set containing multi-byte characters, please note that the use of multi-byte characters is designed for and partially supported in the following areas of Callista only: Proposals (user-defined fields), Communication Templates and Items, and Thesis. Therefore, it is recommended that you use single-byte characters in the Admissions subsystem, as some multi-byte characters are equal to more than one byte at the storage level and therefore could be interpreted incorrectly by some Admissions processes. For more information, see the Character Sets section in System Wide Features.

Description

The Admissions subsystem is used to manage an institution's Admissions processes.

Key functions in this management process are:

• Recording and maintenance of Admissions related reference data
• Management of Admissions related calendars and critical dates
• Definition of the Admissions processes
• Management of the direct Admissions processes
• Management of the TAC Admissions process
• Recording and maintenance of Admission enquiries
• Management of the Admission enquiries process
• Management of intake targets

Admissions in ADMW1000, ADMW1100 and ADMF3000

Admission Applications can be viewed and processed via ADMF3000 (webforms) or ADMW1000 (Callista ADF). The reference data, processes, validations, etc. utilised in each location are the same, however in ADMW1000 the user can search, filter, display and even update multiple Admission Applications. ADMW1000 also introduces Admission Application Assessor and Administrative users - for more information about these users refer to ADMW1000-Assessor View and ADMW1000 - Administrative View. Assessors from outside the institution may be given access to the Admission Assessor page (ADMW1100) which gives the assessor access to Admission Applications assigned to them for which they can make comments, attach documents or update the Assessment Status to approve or reject the application.

Terms

To understand the Admissions subsystem it is necessary to understand the following key terms. Explanation of all Admissions terminology is provided in the Subsystem Glossary.

Using the Admissions Subsystem

• User Responsibilities
• Admissions Reference Data and Setup
• Defining Admissions Processes (procedures)
• Admission Process Types
• Register Admission Enquiries
  • Enquiries Reference Data and Setup
  • Admission Enquiries
  • Registering Enquiries
• Direct Admissions
  • Registering Applications for Direct Admission
  • Course Transfer Through Admissions
  • Acknowledgment of Direct Admission Applications
  • Direct Admission Application Outcomes
  • Direct Admission Application Outcome Letter
• TAC Processes
• Tertiary Admission Centre Admissions
• Complying with TAC Academic Result Requisitions
• Producing TAC Enrolment Statistics
• Student Intake Targets

User Responsibilities

Institutions are able to configure parts of the Admissions Subsystem to accommodate their particular methods for managing Admission Processes.

Although there are no clear boundaries, as a guide, 'routine' data entry is limited to recording Direct Admission Applications which may include recording requests for Advanced Standing and recording Admission Enquiries.

The remaining functionality is normally used by Subsystem Specialists or System Administrators to set up and maintain the Subsystem. This functionality includes:

• Creation and maintenance of reference data including Admission enquiries
• Definition of Admission Processes
• Management of Admission Periods and Dates
• Acknowledgment of Admission Applications
• Processing Admission Application Outcomes
• Processing of Admission Enquiry Packages
• Maintenance of intake targets

These functions are described below and detailed in the Subsystem Specialist section.

Admissions Reference Data and Setup

For the Admissions Subsystem to function effectively, it is necessary to set up specific reference data and define certain data values. This setup of the Subsystem is detailed in the Subsystem Specialist section. The setup of reference data will not concern the majority of users who will see most reference data as a list of values within a form.

Defining Admissions Processes (procedures)

Callista has the facility to define any number of Admission Processes (Admission Process Categories) allowing separate Admission Processes to be created for groupings of applicants with like Admission Requirements. An Admission Process controls which data entry screens are presented to the user as well as the buttons and other features which appear on those screens when recording or updating a Direct Admission Application.

The Admission Process used when recording Admission Applications, is determined by the session details specified by the user (in the Session Details screen of ADMF3000), for their current direct Admissions Data Entry session. Where an application already recorded for an applicant is selected, the session details default to those previously recorded for the application (i.e. for that application only, the Admission Process used will be determined by session details stored with the application).

The setting up of Admission Processes is described in the Subsystem Specialist section.

Admission Process Types

An Admission Process Category is defined by an Admission Category and a System Admission Process Type. There are five System Admission Process Types, each of which enables specific functionality in the Admission Process Categories to which it is attached. That functionality is described in the following table.

Register Admission Enquiries

The Admission Enquiry facility is used to record and process the details of an enquiry. Key functions in this facility are:

• Record and maintain the enquirer's personal details
• To be able to perform a course enquiry before recording personal details
• To record enquiries on a number of attributes
• Process enquiry package items.

Enquiries Reference Data and Setup

For the Admission Enquiry facility to function effectively, it is necessary to set up specific reference data and define certain data values. This setup of the facility is detailed in the Subsystem specialist section. The setup of reference data will not concern the majority of users who will see most reference data as a list of values within the form.

Admission Enquiries

Enquiries are recorded for persons contacting the institution with regards to courses offered or seeking information on aspects of studying at a tertiary institution. Enquiries are recorded and modified using the Record Admission Enquiries form (ADMF1200). ADMF1200 also contains buttons that navigate directly to related forms. The information which can be recorded either in this form or the related forms can include:

• Personal details of the enquirer
• Details of previous Australian and Overseas Secondary Education
• Details of previous Tertiary Education
• Details of relevant Employment History
• Addresses of the enquirer
• Characteristics of the enquiry
• Information items the enquirer may ask for
• Details of the courses enquired about.

Only address and person details must be recorded. All information that can be recorded in other forms is optional.

Registering Enquiries

New enquiries are recorded by:

• Opening the Record Admission Enquiries form (ADMF1200) and;
• Setting the Session Details to the appropriate Academic Period and Admission Period
• Query Course Enquiry Details by selecting the Course Enquiry button and searching for the course in the Find Course form (ADMF1220)
• Entering Personal Details for the enquirer (the System checks for existing enquirer's with matching details and warns if any are found)
• Recording other available person related data in forms accessed via buttons in the Person block. The recording of address details is mandatory
• Selecting the Enquiry Source Type
• Entering Characteristics of the enquiry
• Recording additional information details in Information Type and confirming the course enquiry

Existing enquiries are modified or added by:

• Opening the Record Admission Enquiry form (ADMF1200). The Session Details default to those of the user's previous session
• Performing query on the enquirer's details or using the Find Person button and form (ADMF1211) to locate the enquirer's record
• Selecting relevant buttons to update data in related forms
• Selecting the relevant enquiry record in the enquiry block and updating enquiry Characteristics, information types or Course Enquiries; and/or
• Recording a new enquiry by selecting a New Enquiry Record and recording the Enquiry Source Type and relevant information in the overlay screens

The processing of Admission Enquiry Packages is described in the Subsystem specialist overview as the running of the process will not concern the majority of users.

Direct Admissions

Direct Admissions describes those applications for Admission which are made directly to the institution (as opposed to TAC Admissions). Direct Admissions are recorded and modified using the Direct Admission form ADMF3000. ADMF3000 also contains buttons which navigate directly to related forms. The information which can be recorded either in this form or the related forms can include:

• Personal details of the applicant
• Details specific to international applicants
• Details of the course(s) applied for
• Details of the unit(s) applied for
• Details of the Unit Set(s) applied for
• Aliases (alternative names) of the applicant
• Alternative codes which identify the applicant in other systems or organisations
• Addresses of the applicant
• Details of any disabilities of the applicant
• Details of Encumbrances applied to the applicant by the institution
• Details of prior Secondary and Tertiary Education
• Statistical details for reporting to Government

The Admission Process specified for the current data entry session determines which buttons and hence which related forms are used for the session. This means that not all of the items in the list above might be available for a particular session. For example, an Admission Process can be created for Non-award Admissions where details of Prior Education are not required. This process would not contain the steps for recording of Prior Educational Details and the corresponding buttons would not appear in ADMF3000.

In addition, the Security Role allocated to the user determines which of the available items the user is able to update.

Registering Applications for Direct Admission

New applications for Direct Admission are recorded by:

• Opening the Direct Admission form (ADMF3000) and
• Setting the Session Details to the appropriate Academic Period, Admission Period and Process Category
• Entering Personal Details for the applicant (the System checks for existing applicants with matching details and warns if any are found)
• Recording other available person related (especially mandatory) data (such as address details) in forms accessed via buttons in the Person block
• Selecting the New Application button (in the Person screen) and keying Course Application Details in the Maintain Admission Course Application Details form (ADMF3240)
• Entering additional course application details against the T-list items in ADMF3240
• Selecting relevant buttons to insert data in related forms
• Where applicable, recording details of a Unit Set ('major')
• Where applicable, selecting the Unit button in ADMF3240 and recording Unit Application Details in the Direct Admissions Unit form (ADMF3250), as per the applicant's request

Existing applications for Direct Admission are updated by:

• Opening the Direct Admission form (the session details default to those of the user's previous session) (ADMF3000)
• Entering the applicant's ID or using the Find Person icon and form (ADMF1211) to locate the applicant's record
• Selecting relevant buttons to update data in related forms
• Returning to ADMF3000
• Selecting the relevant Admission Application from the Application Summary block (Where different, the 'Admission Process Category' previously assigned to the application is then used rather than the current session details)
• Selecting the Application button to invoke ADMF3240
• Updating data in this form as required and/or
• Selecting relevant buttons to update data in course application related forms

Course Transfer Through Admissions

The transfer of students between courses can be effected through either the Admissions or Enrolments Subsystems. Transfers through the Admissions Subsystem are performed where the institution requires the student to apply for entry. Typically, this is either where the student must compete with other applicants for a place, or where the two courses are so dissimilar that the student cannot automatically be assumed to be qualified for the new course.

Transfers through Admissions can only be processed in Admission Process Categories with a System Admission Process Type of TRANSFER.

• With the session details (in ADMF3000 or ADMF3240) set to include such an Admission Process Category, the Admission Application is recorded in ADMF3240 as described in Registering Applications for Direct Admission (except that specific units cannot be recorded as part of the application). The Course Transfer T-list item automatically becomes available
• The Course Code of the 'Transfer From' course is recorded against this T-list item
• The Outcome of the application is recorded as an Outcome status. If the Outcome is OFFER or COND-OFFER, the Pre-enrolment Process attempts to pre-enrol the course attempt, pattern of study units and Unit Sets in the Enrolments Subsystem
• The Admission Process is complete at this stage. The remainder of the transfer process is performed in Enrolments using the Process Course Transfer form (ENRF4150). The application's Offer Response Status is automatically set to ACCEPTED when Enrolment in the Course Attempt is confirmed

Special Note: There may be a requirement to transfer from Course A to Course B and then back to Course A. If this happens to units in the same year, the normal procedure can be followed. However, if Course B was in a previous year, and transferring back to Course A is in the present year, the following procedure must be followed. The transfer back to Course A will only work successfully when units or unit sets are inserted AFTER the transfer has been completed.

Acknowledgment of Direct Admission Applications

The Admissions Subsystem can use the Correspondence facility to automatically generate letters to applicants, acknowledging receipt of their application. The availability of this function is determined by the way the Subsystem has been set up by the Subsystem specialist. Refer to the section Admission Letters for a more detailed explanation. Acknowledgement letters are generated and printed either:

• On-line in ADMF3240 or
• Generated in ADMF3240 and printed via the batch job, ADMJ5300

Direct Admission Application Outcomes

The result of the institution's assessment of an application for Admission is recorded in ADMF3240 as an Outcome Status. The institution is able to define its own Outcome Statuses (in ADMF02F0) but each must be mapped to a System status. Various validations may be applied (depending on setup of the Subsystem) when an Outcome Status is being recorded against an application. For example, a validation can enforce that the documentation status must be SATISFIED before an Outcome Status of OFFER can be recorded. The available System statuses are:

• COND-OFFER - An offer made subject to conditions
• NO-QUOTA - The applicant is considered eligible but the quota has been filled, hence no offer can be made
• OFFER - Make an offer of Admission
• PENDING - The application is under consideration. This is the default status of new direct applications
• REJECTED - Application was rejected. No offer was mad.
• VOIDED - Can only apply to previously OFFERED outcomes. The offer has been revoked. The use of voided suggests that the withdrawal of offer is some sort of penalty. For example, it is used where the documentation provided by the applicant is found to be false. Circumstances may suggest that an administrative Encumbrance be applied in such a case
• WITHDRAWN - The offer of Admission was withdrawn by the institution. For example, in the case of preferential applications, where the offer for one preference is withdrawn in favour of another

Direct Admission Application Outcome Letter

The Admissions Subsystem can use the Correspondence facility to automatically generate letters to applicants, advising them of the outcome of their application. The availability of this function is determined by the way the Subsystem has been set up by the Subsystem specialist. Refer to the section Admission Letters for a more detailed explanation. Outcome Letters are generated and printed either:

• On-line in ADMF3240 or
• Generated in ADMF3240 and printed via the batch job, ADMJ5300.

TAC Processes

Tertiary Admission Centre Admissions

The TAC Admissions processing was initally built to specifically handle VTAC processing. TAC processes are described here, although processes for other state TACs are similar (QTAC/UAC).

As a general rule, institutions are required to set up their own reference data to enable their individual TAC process to complete suceessfully. See Technical Documentation (VTAC/QTAC/UAC) for further details.

Typically:

• The institution makes its selection of applicants directly (on-line) in the TAC computer system
• TAC then offers positions to the selected applicants on behalf of the institution
• TAC provides the institution with a file (offer round file) containing details of students and the places offered to them

Processes (described in the Subsystem Specialist section) are run to load the offer round file into Callista. Applicants are pre-enrolled in the courses in which they have been offered places if the Pre-Enrol check box has been set for the job.

Complying with TAC Academic Result Requisitions

Note: The TAC Academic Results Requisition processing has been built specifically to handle TAC processing.

The TAC provides information regarding the prior education of applicants for Admission, to institutions. The TAC obtains this information by electronically lodging requests for academic results with institutions. This is called the Automated Result Transfer System (ARTS). Callista processes the TAC request and produces a file containing the academic results of those students identified from the request. The file is then uploaded by the TAC. The Subsystem specialist section provides details of the process.

Producing TAC Enrolment Statistics

The process has been built to handle TAC's from different states. Each state institution processing their return file is handled slightly differently than another state.

TAC advises the institution that the 'enrolment statistics request file' is available. This file contains records of those applicants offered places by TAC on the institution's behalf. The job ADMJ4300 is run to produce the requested statistics. The Subsystem Specialist section provides details of the process.

Student Intake Targets

Intake Targets are used to ensure that prescribed targets are met within enrolments of students with particular characteristics. Intake targets are described in the Admission Subsystem specialist overview.

Last Modified on 10-Oct-2014 1:23 PM

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