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ADMW1000 - Admission (Assessor View)

Table of Contents

• Overview
• To Filter the List of Admission Applications
• To Manage the Columns Displayed in the List of Admission Applications
• To Manage the Sort Order in the List of Admission Applications
• To Export the List of Admission Applications to an Excel Spreadsheet
• The Update Panel
• To Make Updates to an Admission Application
• To Make Batch Updates to Admission Applications
• Comments
• Style Classes
• Navigation

Overview

The Admission process allows for a student's entry into a course to be assessed and approved.
This page displays a list of Admission Applications and their details.
An Admission Assessor is a person who is assigned a set of Admission Applications and determines their initial viability. They do this by recording an Assessment Status and uploading any relevant documentation.

When an assessor enters this page, they initially see only the Admission Applications assigned to them.

The columns displayed on a user's first entry to this page are:

• Person ID
• Surname
• Given Name
• Course Version
• Academic Calendar
• Admission Calendar  
• Admission Category
• Outcome Status
• Response Status
• Document Status
• Assessment Status

The list of Admission Applications can be filtered and sorted, and the range of columns and their order can be adjusted as required.
If Oracle Meta Data Services (MDS) features are enabled in your system, when you exit from ADMW1000, the current array of columns is retained and will be displayed upon re-entry to this page. For more details regarding MDS, refer to the most recent JSF Upgrade Guide in the Callista Product Centre on the Callista wiki.

For a complete list of the columns and their table references and descriptions, see Admission Application Columns.

The list of Applications displayed here can also be exported to an excel spreadsheet via the Export To Excel button.

Selecting a large number of columns for display may affect the usability of this page, so it is recommended that you don't select columns that are not immediately required.

The page also displays an Update Panel on the right side of the screen where changes can be made to some parts of the selected Admission Application(s).

Note that validations for Admission Applications will apply to updates made here. These are the same validations that apply to Admission Applications in ADMF3240.

Note: The Copy Application and Copy Batch functions are only available for Administrative Users. ( i.e. Having Advanced Security Function ADM-ADMIN).

Further information about Admissions Processing can be found in these Online Help pages:

• ADMF3240 - Direct Admissions Course
• Understanding Admissions
• Admissions for the Subsystem Specialist
• Admissions Glossary

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To Filter the List of Admission Applications

Filtering the list of Admission Applications may display a more manageable set of records and allows sorting and export activities to work more efficiently in this page.

For Assessors, the displayed list will initially contain only applications for which they have been assigned as the assessor. To display all applications, click on the Include Only toolbar icon and deselect the 'Applications currently assigned to me' option. Note that Assessors can make updates to Admissions Applications that are assigned to someone else.

Application Searches

1. Quick Search is available to filter the list of Admission Applications.
2. Quick Search fields can be displayed at the head of each column by clicking on the icon or by clicking on the View menu and then selecting 'Query by Example'.
   Enter text values in the field an then press Enter to filter the list for records which contain that text string in that field.
3. Advanced Search is also available on this page with the Academic Calendar, Admission Calendar, Admission Category and Course Version search fields displayed by default. Additional Advanced Search fields can be added by clicking on the Add Fields button and selecting other fields as required. Added Search fields can be removed by clicking on the red cross displayed alongside them.

If a filter has been applied, then a 'List filtered' lamp and Reset button is displayed at the bottom of the list. Click on the Reset button to remove the filter.

A filter applied in a previous session will not be retained when you next enter this page.

When making Batch Updates reduce the displayed list as much possible before selecting the applications for update.

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To Manage the Columns Displayed in the List of Admission Applications

1. Click on the View menu.
2. Select the Columns option.
3. Click on the Show all Option to display all the columns.
4. Click on Manage Columns to display a custom set of columns.
   The Manage Columns window displays. Move the columns between the Hidden Columns and the Visible Columns as required.
5. Click on the OK button to set this display or Cancel to retain the previous display.
   
   Note:The multi-arrow buttons can move all the columns from panel to the other.
   A block of columns can be selected for movement by using the Shift key.
   The sequence of the columns displayed can be changed here by selecting a visible column value and clicking on the up or down buttons.
   (This can also be achieved by selecting the Reorder Columns option in the View menu).

When this page is opened by a user, the array of columns displayed will be retained from their previous session. Note, however that this feature can be turned off by your institution, so check with your system administrator if this does not occur.

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To Manage the Sort Order in the List of Admission Applications

The sort order of the Admission Applications can be changed by clicking on the sort icons in the heading for a column, however because of the large number of Admission Application records maintained by institutions, it is recommended that you do not sort records on this page unless the set of Admission Applications displayed has been heavily filtered.

Note that sort orders will not be retained for a user, from one session to the next.

The sort order of the Admission Applications can be changed by clicking on the sort icons in the heading for a column.
The time taken to sort the list of Admission Applications can be reduced by filtering the list beforehand (i.e. reducing the number of records).

Note that sort orders will not be retained for a user, from one session to the next.

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To Export the List of Admission Applications to an Excel Spreadsheet

The List of Admission Applications can be exported to an Excel Spreadsheet by clicking on the Export to Excel button.
The time taken for this operation can be reduced by filtering the list beforehand (i.e. reducing the number of records).

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The Update Panel

The Update Panel displays to the right of the Admission Application list when records are selected in the Application list.

The set of fields available in the Update Panel for an Assessor (i.e. Assessor View) depends on the number of Admission Applications selected.
When a single Admission Application is selected, the header of the update displays the student's Person ID, Name, Course Version and Application Number.

Listed below are the fields that display in the Update Panel for an Assessor when a single Admission Application is selected.
An Assessor can also add Comments to the application by clicking on the Comments button

# Note that the default 5 day offset can be modified by your institution and different default offsets can also be applied for different types of admissions. e.g. 5 days for Undergraduate HECS students but 8 days for International Post graduate students. The default offset is controlled by a Custom Source Routine (admp_get_dflt_ass_due_by_dt). Check with your Callista SMS administrator if this needs to be modified.

Click on the History button in the Assessor section to display a history of Assessor records for this Admission Application.
Each row represents a set of values saved in the Assessor section of the Update panel. These history records are sortable but the row containing the most recently saved set of values has a yellow background, so can always be recognised.
Note that the History button will not display for an Admission Application until values have been saved in the Assessor section. It is also unavailable while Assessor records are being edited or when bulk updates are being made.

There is also a Documentation section which allows the attachment of documents related to the Admission Application. These Documentation values are not available for display as columns in Admission Application list.

Note: Administrator users (i.e. Administrative View) have a greater range of fields available in the Update Panel.

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To Make Single Updates to an Admission Application

1. Search for and select the required Admission Application.
   Note: To make the same change(s) to multiple applications refer to the Bulk Updates section.
2. Make changes as required.
3. Click on the Save button.

Note that an Assessor only has the Assessor and Documentation sections available for single update in an Admission Application.

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To Make Batch Updates to an Admission Application

In Batch Update mode any updates will be applied to all selected records. The list cannot be refined in Batch Update mode; to do this click on the Finish the Batch link.

The following fields can be updated by an Assessor on this page in Batch Mode:

• Assessor
• Assessment Due Date
• Assessment Status
• Assessment Rank
• Assessment Rank Secondary
  

These fields are described above.

1. Search for and select the required Applications.
   Multiple selections can be made using:
   • Mouse click and <Ctrl> key - to add row one a time
   • Mouse click and <Shift> key - to add a number of sequential rows
   • Select All button - to select all records in the list of Admission Applications (maximum 1000).
2. Click on the Update Batch button.
3. Expand the Update Panel to display the field(s) to be updated.
4. Select the check boxes for the field(s) to be updated and then select/record the new value.
5. Click on the Update button.
   Standard Callista Admission Validations apply here as they would in ADMF3240 and these may limit the ability to make changes to some fields.
6. Click on the Confirm button to commence the batch update. This step is a safeguard to ensure that unintended processing does not occur, as the batch process cannot be cancelled once it has begun.
   
7. When the Batch processing has completed, the results are displayed in the Update Panel.
   Batch Outcome Statuses may be:
   
   
   • - Field(s) updated.
   • - Field(s) updated but with warning(s).
   • Fields not updated due to error(s).
     The number of records with each status is displayed in the update panel.
     
     
8. To display any associated error/ warning messages for an Admission Application click on the Process another Batch link in the Update Panel and then click on the Show Details icon for the Admission Application. The error or warning message(s) are displayed in the space below the Admission Application record
9. Batch Outcome Statuses are displayed in the first column for each Admission Application selected for update.
10. applications can be selected and then individually updated and saved.
11. If you wish to change the selection of Admission Applications for update or finish the Batch Update, then you click on the Finish the Batch link.

The steps that could be involved in the process are outlined in the diagram below:

Note: The Batch Outcome Status is only temporarily associated with an Admission Application. It exists only during the current Batch Update.
It is purely an indicator and does not affect further Application processing. i.e. applications are simply not updated.

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Comments

• To view comments or add comments to an Admission Application, click on the button at the top of the Update Panel.
  A number alongside the button tells you the number of comments that you have not marked as read.
• When the comments button is selected, it launches a popup.The Comments popup allows the user to either view existing comments or create a new comment. Any new comment created by another system user is highlighted in yellow. These new comments can be marked as read; either against each individual comment or for all comments using the ‘Mark All as Read’ button.
  The user can reply to an existing comment, these replies are indented against the parent comment.
  New comments are displayed at the bottom of the list by default. These can be re-sorted using the Sort toolbar button.
• If you do not have security access to GENW2100 (the Comments pop up), a message will display when you click on the Comments button. Security aces can be granted to you via SECF0062, or to your security role via SECF0063.
• Note that comments recorded in GENW2100 cannot be deleted and can be viewed by anyone with access to ADMW1000 and GENW2100.

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Style Classes

If Style Classes have been defined by your institution then a Filter Type button will also display in the toolbar. Click on this button to filter the applications using the defined styles. Institutions have full control over the condition or set of conditions that control the style applied each row. These styles are achieved by the use of Custom Source Routines. For more information refer to the Callista technical information in the 'Callista Development Centre' branch of the Callista Product Centre wiki space: http://wiki.callista.com.au/display/CPC/Callista+Product+Centre
Note: If no conditional Styles are defined for your institution then the Filter Type button does not display.

An adjustment of the 'Include Only' setting will work within current constraints for the 'Filter Type' and vice versa. e.g. If Include Only is set for 'Applications currently assigned to me' and you select a Filter Type for 'overdue applications', then only 'overdue applications assigned to me' will be displayed. If you then set the Include Only setting to 'All applications' then all overdue applications will display. Subsequently setting the Filter Type to display 'Applications due today' then all applications due today will display(not just yours).

Note: If no Style Classes are defined for your institution, then the Filter Type button does not display.

Navigation

• ADMW1000 can be reached directly from the Callista menu.
• Note that a user cannot switch between an Administrator and Assessor view of this page without changing the Advanced Functions allocated to them in SECF0062 or their role in SECF0063.
• Click on the Advanced Standing button to go to to ADVW1000 with selected Admission Application in context.
• Click on the Encumbrances button to go to to ENRW6300 with the selected Admission Application in context.
  

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Page last modified: 10 October, 2016 10:24 AM

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