Purpose

To enable institutions to define questions and available responses related to Services, Withdrawals and Intermissions, and Applicant Portal.

Subsystem

Enrolments

Multiple Choice Answer

This form allows an institution to define questions and available responses for Services, Withdrawals and Intermissions, and Applicant Portal.

A question may be displayed to students in:

• the Record Person Service Self-Enrolment (SSF_PE_SERVICE),
• the Student Withdrawal or Intermission applications (ENRW3400 and Student Connect), or
• the Applicant Portal.

Questions are displayed to all students who have access to the related application in Student Connect (DISINTAPPL), unless institution-defined display conditions restrict the display of a question to a specific cohort of students. For example, questions may be displayed in the Maintain Person Services function (ENRF30C0), accessed from ENRF3000 (Person) or from the menu, or in Applicant Portal.

In Applicant Portal, the set of questions displayed to an individual applicant can be determined using the custom source function GENP_GET_AP_SRVC_Q_DISPL_COND.
For technical details relating to this function, refer to the 'Source Code for Customisation' technical information in the Callista Product Centre (wiki.callista.com.au/display/CPC).

This form allows the creation of a set of answers for each multiple choice question.

The Service block and the MessageChoice Answer blocks have ‘re-ordering’ buttons to enable easy modification of both the Question Order and Answer Display Order.

This form is accessed from the main menu.

For further details on service details of Type PERSON, recorded by students via Connect, see Record Person Service Selections (SSF_PE_SERVICE).

NOTE: The display of service questions for individual students in the Record Student Service Selections and Maintain Student Services functions is controlled by a configurable open-source routine. Institutions are able to modify this function and specify the required display conditions for each service. The input parameters for this function are Service ID, Person ID and Course Code. If the function does include display conditions for a particular service, then the service question is displayed for all students.

The Service Type block:

• Service Type

Buttons

• Response Checks (ENRF01Y5)

The Service block:

• Service Code
• Description
• SSF Display Order
• Response Type (Pop-List)
• Default Y/N Response (Pop-List)
• Multi-Choice Selection Type (Pop-List)
• Weighting Score
• Question Text
• Response Required (check box)
• Use Display Conditions (check box)
• Fee Assessable (check box)
• Closed (check box)

The Multiple Choice Answer block:

• Answer Code
• Description
• Default Response (check box)
• Open Response (check box)
• Weighting Score
• Display Order
• Answer Text

Rules/Notes:

Values for the Service Type field are:

• STUDENT VISA PROCESSING
• STUDENT FINANCIAL DECLARATION
• PERSON
• INTERMIT
• DISCONTINUE
• AP APPLICATION
• AP APPLICANT

STUDENT VISA PROCESSING and STUDENT FINANCIAL DECLARATION Service Types are used to define questions and response types for international students as part of the admissions application process in Applicant Portal. (Student Visa Processing questions are displayed at Step 2a, and Student Financial Declaration questions are displayed at the APRESOFFR step.)

In the Service block:

• The Response Checks button is disabled when the Service Type is PERSON.
• The SSF Display controls the display order of Service Questions.
• The Response Type entry (mandatory) defines the nature of the question (YES-NO, OPEN or MULTIPLE CHOICE).
• The Default Y/N Response (optional) is used to specify the default response for YES-NO questions.
• The Multiple Choice Selection Type (mandatory for MULTIPLE CHOICE) is applicable only to Questions of type MULTIPLE CHOICE. The Response Selection Type is either ‘SINGLE’ (only one answer can be selected) or ‘MULTIPLE’ (more than one answer may be selected).
• The Weighting Score (optional) is applicable to a Service Type of STUDENT VISA PROCESSING or STUDENT FINANCIAL DECLARATION, and a Response Type of OPEN or MULTIPLE CHOICE. A weighting score specified here is automatically recorded against international applicants' responses to selected Questions in Applicant Portal (at APAPPDTL (step 2a) and APRESOFFR). 
  The weighting score is used in the calculation of an overall score for 'at risk' international applicants (see ADMF5710). (Note, 'at risk' countries are specified by the institution and entered into the system at the database level by a System Administrator.)
• The Question Text (optional) is used to define the question that will be displayed for students.
• The Response Required check box specifies whether or not students are required to record a response to the Service question. Selecting the check box (ticked) indicates that a response is mandatory for this service.
• The Use Display Conditions check box specifies whether or not to display conditions have been defined for the Service. This check box is set manually and is used in conjunction with a configurable open-source function (see 'NOTE' below) to determine if a Service should be displayed for each student service application and if it should be selectable in the SMS Maintain Student Services function.
• The Fee Assessable check box allows a fee to be charged for a specific service to a student. For example, a fee attached to a mail out to a student requesting the institution send a Student Union Membership form. See 'Validations' under the first 'Rules/Notes' for criteria on selecting this check box.
• The Closed check box allows Service records to be closed. Once closed, the service will not be shown in student applications or ENRF30C0.

In the Multiple Choice Answer block:

• The Default Response check box (optional) defines the default selection(s) for the question.
• The Open Response check box indicates if the response is an Open response or not.
• The Weighting Score (optional) is applicable to a Service Type of STUDENT VISA PROCESSING or STUDENT FINANCIAL DECLARATION. For more information, see the 'Weighting Score' description under 'Service block', above.
• The Display Order (mandatory) is used to control the order in which selectable answers are displayed in Connect and SMS.
• Answer Text field (optional), if defined, is displayed as the Answer description in the Record Student Service Selection functions. Otherwise, the Answer Description is displayed.

Validations include:

• The Response Type cannot be updated  when Response Type is MULTIPLE CHOICE and there are records in the Multiple Choice Answers block.
• Multiple Choice Selection Type must be specified when the Response Type is MULTIPLE CHOICE.
• When the Multiple Choice Selection Type is specified, the Response Type must be MULTIPLE CHOICE.
• When the Default Y/N Response is  specified, the Response Type must be YES-NO.
• When the Multiple Choice Selection Type is SINGLE,  only one Default Response can be checked.
• You cannot change the Response Type when Person Service records have already been created with this Service Code.
• You cannot insert new answers for a multi choice question when Person Service records have already been created with this Service Code.
• A warning displays if no service question text is defined (Services without a Question Text will not be displayed in Student Applications).
• A warning displays when exiting this form or navigating to another Service record after inserting or updating a multi choice service question for which at least two answers do not exist.
• The ‘Fee Assessable’ check box cannot be selected for a service if the Response Type is set to ‘OPEN’.
• If the Response Type is ‘MULTIPLE CHOICE’, the Multi-Choice Selection Type must be set to ‘SINGLE’ before the Fee Assessable check box can be set.
• If a Service Code is associated with at least one Fee Type Calendar Instance (FTCI - found in Maintain Fee Types (FINF2100) and 'Fee Type Calendars' button), the Fee Assessable check box cannot be modified for that service.
• A warning is displayed if the closed check box is selected and a FTCI exists.
• If the 'Fee Assessable' check box is not selected, users cannot associate this service with a Fee Type Calendar Instance (FTCI).

To view details for an existing Service:

• Go to ENRF01Y0.
• If the service is not of Service Type PERSON, then select the Service Type for the service that you wish to view.
• Move through the Code records until you come to the Service code to be viewed.
• With the Service Code record selected, its associated details will be visible on this form.

Rules/Notes:

This form is not able to be queried, and the Query and Cancel Query buttons in the toolbar are disabled. When F7 is pressed (or ‘Enter’ is selected from the Query menu), the message ‘Queries cannot be performed in this form.’ is displayed and the query is not performed.

The default Service Type of PERSON is displayed on entry to this form, with all PERSON Service Codes displayed in the Service block.
If the Service Type is changed then only the related Service Codes will display, i.e. selecting the DISCONTINUE Service Type will display just the DISCONTINUE Service Codes and selecting INTERMIT Service Type will display just the INTERMIT Service Codes.

To create a new Service code:

• Go to ENRF01Y0.
• Select the Service Type for the Service Code that you wish to create.
• Move through the code records until you come to the approximate position where the you want the new Service code to be displayed for students.
• Select the Add new record button in the Callista toolbar (or F6).
• The Sequence in the SSF Display Order is adjusted automatically.
• Record the code and description.
• Select the required Response Type.
• The fields required for the Response Type vary according to the Response Type selected - see the first Rules/Notes section.
• Answers for Multiple Choice Questions can be recorded in the Multiple Choice Answer block. The Text for each answer is recorded in the Answer Text field - see the first Rules/Notes section.

Rules/Notes:

Use the re-ordering buttons to change the position of the selected record in the display order.