Purpose

This form contains information for Scholarship Applicants.

SubSystem

Scholarships

This form is used to record details for a Scholarship Applicant. A unique Applicant ID is generated for each new Applicant created.

It can be accessed directly via the Callista menu.

An Applications button is available to go to SCHF1020 where the applicant's Applications are displayed.

A Person Match button is available to go to ADMF5600 if any person match records have been created for the applicant by SCHJ5000.

A Person ID recorded in this form creates an Alternate Person ID of type APPLICANT_ID for that Person ID. Additionally once the Person ID field is given a value, the Retrieve Details For Person button can be used to populate details for the applicant using values for the Person ID already recorded in Callista.

There are three tabs in this form:

a) Applicant Details such as name and email address. On this tab, buttons allow you to create an Applicant Portal Login and Email Login details.
The View Person Details button navigates to ADMF1213 in the context of the current Person ID.
When you click on the Create Applicant Portal Login button, an Applicant Portal Username ( = Applicant ID) and Password for the Applicant are created for use in Applicant Portal.
When you click on the Email Login Details button, an email is sent to the Applicant with their Applicant Portal login details. The password is a randomly generated one.

b) Address Details. The Address fields available are determined by the Address Type selected. A number of different Address Types can be maintained for each applicant.
The Person Address button navigates to ENRF3030 in the context of the current Person ID.

c) Citizenship/CHESSN details. On this tab the CHESSN and Citizenship Type can be recorded.

The Applicant block contains:

• Applicant ID
• Surname
• First Name
• TAC ID
• Gender
• Date of Birth
• Person ID

Buttons:

• Find Applicant
• Find Person
• Applications
• Person Match
• Retrieve Details for Person

Tabs:

• Applicant Details
• Address Details
• Citizenship/CHESSN

Rules/Notes:

The Find Applicant button opens ADMF5010. This button is only available when the form is in QUERY mode.

The Find Person button opens ADMF1211.

The 'Applications' button navigates to SCHF1020.

If the user enters the Person ID in this form, they will be asked to confirm if they want to link the Applicant Name and DOB to the Person name and Date of Birth. They should click yesto save the Person ID link, or No to cancel.

The 'Person Match' button navigates to ADMF5600. This button will be inactive unless the applicant has any person match records that have been created through the Match Scholarship Applicant to Person process(SCHJ5000). It will also be disabled when this form is in query mode.

When a confirmed match is returned from ADMF5600, the person ID updates to reflect the match.

The 'Retrieve Details for Person' button is only visible if the Person ID field is completed and saved.
When you click on this button, Person details (Title, Surname, Given Names, Preferred Given Name, Birth Date, Gender, Email Address and CHESSN) are extracted to the Applicant record fields and address details related to the Person ID are extracted to the Applicant Address fields.

An error occurs if this Person ID already has an Applicant ID record in the ALTERNATE_PERSON_ID table.

To change the Person ID, go to ADMF1213 (use view person details in the Applicant Details tab) and click on the Alt Person ID button to go to ENRF3010. Delete the Alternate 'Applicant' ID, save then return and requery the Applicant.

An error occurs if the Date of Birth entered is greater than the current date.

A warning 'Applicant already exists. Do you wish to continue?' appears, if the Applicant ID is updated to a value that already exists in the ALTERNATE_PERSON_ID table.

The Applicant Details tab contains:

• Title
• Other Names
• Preferred Given Name
• Preferred Name Format
• Registration Phone Number
• Email Address
• Centrelink Number
• Admission Score

Buttons:

• View Person Details Navigation button
• Create Applicant Portal Login Navigation button
• Email Login Details Navigation button

Rules/Notes:

Only Preferred Name Formats with a System Name Format Type of APPLICANT (as defined in ADMF0620) are available for selection in this form.

An error occurs if the Preferred Name Format Code entered, is closed.

The Registration Phone Number is the contact phone number that the applicant supplied when creating an account in Aplicant Portal.

If you click on the ‘Retrieve Details For Person’ button to create an applicant based on the person details, the Registration Phone Number field will be null.

The View Person Details button navigates to ADMF1213. This button is disabled if a Person ID does not exist.

A warning appears: 'You are about to create an Applicant Portal Login for this applicant. Do you wish to proceed?', when you click on the Create Applicant Portal Login button.

An error occurs when you click on the Create Applicant Portal Login button, if an Applicant Portal Login already exists for this applicant.

An error occurs when the Email Login Details button is clicked, if the selected Email Type has not been configured for the emailing of account creation to applicants. The Applicant Account Creation Email Type may be configured in SCHF0300.

An error occurs when you click on the Create Applicant Portal Login, if the Surname and Email address are not specified for the applicant.

An error occurs when the Email Login Details button is clicked, if an Applicant Portal Login Account does not exist for the Applicant.

An error occurs when the Email Login Details button is clicked, if the Applicant does not have an email address.

A warning: 'You are about to email Applicant Portal Login information to this Applicant. Do you wish to proceed?' appears, when you click on the Email Login Details button.

An error occurs if the email address entered already exists for another applicant with an active user account.

The Centrelink Number must be either blank or in the format nnnnnnnnnA (nine digits and one uppercase letter).

The Admission Score field is used to record the applicant’s ENTER or ATAR (Australian Tertiary Admission Rank) Score.

The Admission Score must be a number between 0 and 99.95 in intervals of 0.05. If the score is entered with fewer decimal places it is converted to a score of two decimal places(so 55 would become 55.00)

The Address Details tab contains:

• Address Type
• Address Submission Date
• Number and Street
• Suburb/Town
• State
• Postcode
• Home Phone
• Email
• Person Address Navigation button

Rules/Notes:

An error occurs if the selected Address Type is closed.

An error occurs if the selected Address Type is not a Correspondence Address Type

If the Applicant has a person, then a message appears telling them to update the person address.

The Citizenship/CHESSN tab contains:

• Citizenship Type
• CHESSN

Rules/Notes:

A warning: 'Changing the citizenship type may impact the course offerings and scholarships available to the applicant and the derived admission category. Are you sure you wish to do this?' appears, if you insert or update the Citizenship Type.

An error occurs if the selected Citizenship Type is closed.

An error occurs if the CHESSN recorded is invalid.

To create a new Applicant Record for a known Callista student:

• Go to SCHF1010.
• Enter the Person ID for the person who is to become a Scholarship applicant.
  
• Click on the Retrieve Details for Person button.
• Click on the Save button.

Rules/Notes:

If the person ID does not exist, the 'Person not found' message appears when the Retrieve Details for Person button is clicked.

If the person ID does exist, the person Title, Surname, Given Name, Birthdate, Gender, Email Address, Name Format and CHESSN for the student are populated using details from the PERSON table. This form will be populated with the APPLICANT name format that is mapped to the PERSON name format in the PERSON table (or else null). Furthermore, address details related to the person will be extracted from the PERSON_ADDR table.

If you click on the ‘Retrieve Details For Person’ button to create an applicant based on the person details, the Registration Phone Number field will be null.

To create a new Applicant Record for an applicant that is not a known Callista student:

• Go to SCHF1010.
• Enter the Person Details for each field for which details are known
  (use Find Person button if not certain of Person ID details).
• Click on the Retrieve Details for Person button.
• Click on the Save button.

Rules/Notes:

To edit an Applicant's Details:

• Go to SCHF1010.
• Go into Query mode.
• Query using known field(s).
• Add/modify details as required.
• Click on the Save button.

Rules/Notes: