Purpose

Allows TAC files to be read in a specified format while supplying UAC student details.

The UAC (University Admissions Centre) Offer Files Upload provides functionality to read UAC files in the specified format and call the appropriate Callista middleware with the UAC student details to create entries in the Admissions and Enrolment System for the potential students.

The following process logic during the upload is:

• Validate file format.
• Find an applicant and attempt to match to an existing Callista record.
• If an applicant has an existing deferral for the same course, assume deferral being activated and apply deferral process.
• Validate data elements for the applicant.
• Update or Create Person details, Address details, Person Statistics, Visa, Secondary and Tertiary Education details for a new applicant.
• Validate Attendance Mode and Attendance Type for Course Entry Point Reference Code.
• Create Admission application details and load round number.
• Create Student Course Attempt if Pre-Enrol check box selected.
• Create an Offer Letter if the Offer Letter Required check box is selected.
• Log any exceptions encountered along the way and allow them to be reported on in the exception report. Most exceptions should allow the load to continue.

See the TAC Process for Tertiary Admission Centre information.

Three files are part of the UAC process. They are:

• UAC Applicant File - Mandatory
• UAC Offer File - Mandatory
• UAC Qualification File - Optional

This job is accessed via the main menu.

The Process UAC Offer Files Load block contains:

Parameters Tab

• Offer File
• Applicant File
• Qualification File
• Academic Period (LOV)
• Admission Period (LOV)
• Address Type (LOV)
• Override Admission Category (LOV)
• Offer Round

More Tab

• Alternate Person ID Type (LOV)
• Student Status (LOV)
• Email Address Type (LOV)
• Include Phone Details Within Email Address Type check box
• Pre-Enrol check box
• Offer Letter Required check box

Rules/Notes:

Validations include:

• Mandatory input parameters must not be blank.
• Include Phone Details cannot be NULL when Email Address Type is checked.
• An Admission Course Application Instance exists for this person and Course Offering Option, that is not deferred.
• A Student Course Attempt record already exists for this student and Course Offering Option.
• Student Status is not valid for selected Override Admission Category.
• Government Citizenship Code has does not have mapped open institution Citizenship Code.

The following fields: Qualification File, Override Admission Category, Student Status, and Email Address Type are optional fields. All other fields and check boxes are mandatory.

When a mandatory field is left null, a warning message is displayed. For example, selecting a different Academic Period that does not have a mapping to the selected Admission Period results in the Admission Period field being invalidated and displaying in red.

The Offer File, Applicant File and Qualification File fields can have up to 60 characters. This must include file extensions and separators (For example, *.txt).

Rules/Notes:

The report can be run directly after the upload, or in the near future. It can be run as many times as necessary for each upload.

The report lists exceptions only; it does not list every applicant that was uploaded.

The total number of records loaded are available from the audit log details.

Rules/Notes:

Student Address records are appropriately created with the Address Type defined to the parameter form during the upload of the Applicant File.

Students are admitted under the Override Admission Category when it is defined to the parameter form.

Student details are uploaded from the Applicant, Offer and Qualification files where the value defined to the REFNUM column matches an existing Students Alternate Person ID record.

Student details are uploaded from the Applicant, Offer and Qualification files where the Surname, Given Name initial, Gender and Date Of Birth match an existing Students record.

Student details are not uploaded from the Applicant, Offer and Qualification files where the Surname, Given Name initial, Gender and Date Of Birth match multiple existing Student records. Error reported to the S_LOG_ENTRY table.

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