Purpose

This form is used to record the assessment of an Applicant's responses to Eligibility Criteria for a Scholarship Application

SubSystem

Scholarships

This form is used to record the assessment of an Applicant's responses to Eligibility Criteria in their Scholarship Application. The assessment of criteria is made by allocating points for each response if the response has successfully met the eligibility criterion, and for some criterion, to what degree the criterion has been met.  This point allocation to a response can be defined for a Scholarship Offering Instance using SCHF0520.

This form is opened in context of an Applicant's Scholarship Application from SCHF1020 by clicking on the Assess Eligibility button. The Actual Eligibility Response section will be populated based on the responses recorded for the Scholarship Application in SCHF1030 or via Scholarships in Applicant Portal. SCHF1040 can still be accessed if an applicant's actual Eligibility Responses to Criteria have not yet been recorded.  In this case, the Actual Response will be blank. 

Some criteron responses are assessed automatically with points being derived from the response option value defined for the Scholarship Offering Instance.  Any derived eligibility points will be automatically populated and clearly identified.  It is not possible to modify the derived points. However, it is possible to record allocated points for these responses, with the allocated points acting as an override of the derived points. The user can directly record allocated points for responses that have not been automatically scored.

The Total Eligibility Score for the Application is calculated by adding up the individual assessed response eligibility points.  If override points exist as well as derived points, the override points will be used in the calculation instead of the derived points.

Once the assessment of the Applicant's Eligibility Responses and evaluation of the Total Eligibility Score is complete, the user can set the Application Status to PROCESSING, to indicate it can be considered for ranking against other applications for that Scholarship Offering Instance. On updating the Application Status, a check that all mandatory criteria have a response and score recorded will be undertaken. This status change from SUBMITTED to PROCESSING is the only Application Status update permitted in this form. All other Application Status updates may be performed in SCHF1020 or SCHF1050.  

The Scholarship Application block contains:

• Applicant ID:
• Sex:
• Date of Birth:
• Scholarship:
• Period:
• Application Status:
• Application Source:
• Total Eligibility Score
• Comments

Rules/Notes:

The Comments field is used to enter some reason or explanation on the decision that has been taken for the assessment of applicant scholarship application.

The Actual Eligibility Response block contains:

• Criteria Description:
• Derived Score
• Override Score
• Assessed check box

Depending on the type of criterion (as defined in SCHF0520).

• Option Selection
• Option Description
• Score
• Text field

Buttons:

• Explanation:
• Reason

Rules/Notes:

Criteria for this scholarship application are listed in the table at the top of this block.

If you click on the Explanation button for a criterion, a popup appears displaying the Explanation for the current Eligibility Criterion. The Explanation Popup has a Back button to make the popup disappear.

Where a response has been recorded for a criterion, a derived score may be displayed for the criterion - this value is determined by the score awarded to that option in SCHF0520.

See details below regarding the overriding of derived scores and the recording of a reason.

The Assessed check box is used to indicate whether an eligibility criterion has been assessed before proceeding to the next criteria.

Where the criterion has System Response Type of FREE-TEXT (in SCHF0550), then a free text field displays with no score field.

Where the criterion has System Response Type of LIST (in SCHF0550), the option(s) selected by the applicant are displayed together with their derived score (from SCHF0520). If the LIST criterion, has the Free-Text check box selected then a Text box also displays the applicant's Reason - this may be applied to an 'Other -please explain' type option.

To record an Applicant's Eligibility for a Scholarship:

• Go to SCHF1020
• Query for required Scholarship Application
• Click on the Assess Eligibility button to open SCHF1040
• Select the Criterion for which you wish to enter a score.
• The Derived Score field cannot be edited, however if it is populated, you may enter a score in the Override Score field, then click on the Reason button and record a Reason in the displayed text box.
• When all of the Criteria have scores allocated to them, the user should set the Application Status to PROCESSING and save.

Rules/Notes:

Only Scholarship Applications with a status of  SUBMITTED can have eligibility response scores recorded or updated.  Applications with other statuses will be 'view only'. 

As Override Scores are added or changed the Total Eligibility Score is recalculated.

An error is generated if the Override score is populated but the Override Score Reason is not.

The Total Eligibility Score on the Scholarship Application cannot be updated if another user has the Scholarship record open.

If you click on the Reason button, a popup appears displaying the Reason field for the Override Score for the selected Criterion, allowing the Reason to be added or edited.