Purpose

This form is used to record scholarship records for a student.

SubSystem

Scholarships

Person CHESSN (ADMF32W0)

This form allows the user to maintain records of scholarships held by a student, for example to adjust the management periods for scholarships or change the status of a Scholarship record, if required.

It also gives access to those forms in which Verification and Payment details are displayed.

For the duration of the Scholarship, the Scholarship Status is updated to reflect the current status. The Scholarship Statuses are defined in SCHF0350 and map to System Statuses of ACTIVE, PENDING, COMPLETED, TERMINATED, PROBATION, WITHDRAWN, UNKNOWN and INTERMIT.

The Scholarship Status reflects the Overall Verification Override if it exists or else the Overall Verification Status for the current Management Period. The Scholarship Status may not be changed back to a PENDING status once it has changed. When entering this form, checks are made to determine if  the Scholarship Status is correct for the current Management Period.

Management Period Activity records pertaining to a Person Scholarship are maintained/displayed, more specifically the data to display shall consist of:

• Scholarship Management Period – Calendar Type, Calendar Instance Start and End Dates.
• Verification Status – derived from the Overall Verification Override (if exists) or else the Overall Verification Status as viewed in SCHF1210.
• Verification Date – this is display only in this form. It can be updated in ‘SCHF1210 – Maintain Person Scholarship Verification’.
• Activity Status – NORMAL, INTERMIT, PART-TIME.

When a Person Scholarship is recorded, the management periods for that Scholarship Offering Instance are inherited from SCHF0610, as are the Verification Rules and Manual Criteria (from SCHF0600).

The Management Periods that relate to the Person Scholarship may be varied to accommodate periods of intermission or part-time study by the student, where this is permitted for the Scholarship Version. Such periods are indicated by setting the Activity Status to the appropriate value for the affected Management Period(s). Additional Management periods can be added to extend the duration of the scholarship if required due to intermission or part-time periods.

This form can be accessed from the main menu or from SCHF1210.

The Person block contains:

• Person ID
• Sex
• Date of Birth
• Buttons
  • Person Details
  • Person CHESSN
  • Documents

Rules/Notes:

The Person block is query only.

The Find Person button opens ADMF1211 to assist in searching.

The Person Details button opens ADMF1213 to allow viewing/editing of Person Details.

The Person CHESSN button opens ADMF32W0 to allow viewing/editing of Person CHESSN Details.

The Documents button opens GENF0150 to allow viewing and upload of Documents recorded for that person.

The Person Scholarship block contains:

• Scholarship Code
• Version
• Scholarship Period
• Scholarship Status
• Description
• Related Course
• Management Start Date
• Management End Date
• Termination Code
• Total Credit Points Payable
• Total Remaining Credit Points
• Termination Date
• Comments

Buttons:

• Status History
• Payment Activity

Rules/Notes:

The Scholarships records are displayed in this block in Scholarship Code ascending order.

When the scholarship is a Commonwealth Scholarship the COMMONWEALTH SCHOLARSHIP lamp displays alongside the record.

The CHECK STATUS lamp displays if the current Management Period Status is INTERMIT and the Scholarship Status is NOT INTERMIT or if the current Management Status is PART-TIME and the Scholarship Status is NOT PROBATION or ACTIVE.

When the Scholarship Status is set to TERMINATED, an entry must be selected for the Termination Code field.

Termination Codes are defined in SCHF0400 and are also mapped to Government Termination codes in that form. The Termination Codes (for Commonwealth Scholarships) are reported to Government - see STAJ0130.
A Termination Code must be recorded if a Termination Date is recorded.

A Termination Date can only be recorded for a Commonwealth Scholarship.
A Termination Date must be recorded if the Termination Reason Code is other than zero.
A warning is displayed if the Termination Date is prior to the current date .

For scholarships which are paid at a 'per credit point' rate. The total number of credit points for which scholarship payments will be made is recorded in the Total Credit Points Payable field. This value is also displayed (read only) in SCHF1280 and is used in the calculation of the Total Remaining Credit Points (see below).

The Total Remaining Credit Points field displays the result of subtracting the Credit Points Paid (progressively accumulated in Management Period Activity records (below) from the Total Credit Points Payable value.

If the user adjusts the Total Credit Points Payable value to be less than the accumulated Credit Points (already) Paid, then a warning is displayed. If the user proceeds with the update, the Total Remaining Credit Points will take a negative value.

The Comments field is used to record additional details or comments for a Person Scholarship record.

The Status History button navigates to the Scholarship Status History (SCHF1220) form where a list of details of all changes made to the Scholarship Status of a selected Person Scholarship record is displayed.

To maintain Payment Activity records for the selected Person Scholarship, click on the Payment Activity button. (See SCHF1280.)

The Management Period Activity block contains:

• Management Calendar Type
• Management Period
• Verification Status
• Verification Date
• Activity Status
• Credit Points Paid

Button:

• Verification

Rules/Notes:

Scholarship Management Period – Calendar Type and Calendar Instance Start and End Dates.

Verification Status is derived from the Overall Verification Override (if exists) or else the Overall Verification Status (display only).

The Verification Date is display only in this form. It can be updated in ‘SCHF1210 – Maintain Person Scholarship Verification’.

Activity Status may be NORMAL, INTERMIT or PART-TIME.

The Credit Points Paid field enables the user to record the number of credit points paid for a Management Calendar Type (also known as Management Period). This value is displayed in SCHF1280 as a lamp for the selected Management Period and Scholarship Offering Instance and is also used to calculate the Total Remaining Credit Points (see above).

If the accumulated value of the Credit Points Paid fields is greater than the Total Credit Points Payable, then a warning is displayed but the value may be saved and the Total Remaining Credit Points (above) will be a negative value.

To verify this Person Scholarship for the selected Management Period, click on the Verification button. (See SCHF1210.)

To create a new Person Scholarship record:

• Go to SCHF1200.
• Query for the required Person.
• Select a Scholarship Offering Instance.
• New Scholarship records are created with a System Scholarship Status of PENDING.
• Select the course related to this scholarship, if required.
• Save.
• On saving, the Management Periods associated with this Scholarship Offering Instance (in SCHF0610) are automatically installed into the Management Period Activity block.
  

Rules/Notes:

Scholarship Versions must have an ACTIVE status to be available for selection.

The Period and Start and End Dates are associated with the selected scholarship and cannot be modified in this form.

Only courses for which Admission Course Application Instances or Student Course Attempts (with SCA statuses other than DISCONTIN, LAPSED or COMPLETED) are recorded for this student, are available for selection in the Related Course field.

A Person Scholarship record cannot be created if it has no corresponding Scholarship Offering Instance payment schedule defined in SCHF0610 or if no verification rules or manual criteria have been defined in SCHF0600.

Modifying Person Scholarship records:

Scholarship records may be added or deleted in this block.

The Scholarship Status value may also be updated to reflect the current status of the scholarship.

When the scholarship has its status set to TERMINATED, a Termination Code should also be recorded.

Rules/Notes:

A Person Scholarship cannot be deleted if a payment has been made for that Scholarship in SCHF1280.

A Person Scholarship cannot have Scholarship Status set to a scholarship status value that is closed (in SCHF0350).

A Person Scholarship cannot have Termination Code set to a termination code that is closed (in SCHF0400).

A Termination Code cannot be set for a Commonwealth Scholarship of Type 1, 2, 3, 4, 5, A or B if the system Scholarship Status is ACTIVE, INTERMIT or PROBATION.

A Commonwealth Scholarship of type 1, 2, 3, 4, 5 or 6 must have a Termination Code of 1, 2, 3 or 4 if the Scholarship Status reflects a system Scholarship Status of TERMINATED.

A Commonwealth Scholarship of Type 1, 2, 3, 4, 5 or 6 must have a Termination Code of 1 or 2 if the Scholarship Status reflects a system Scholarship Status of COMPLETED.

When a Termination Code mapped to a Government Termination Code of 3 or 4 is set, the Scholarship Status must be set to a status mapped to a System Scholarship Status of TERMINATED.

An error is generated if you set the Scholarship Status to COMPLETED when not all payments have been processed.

A warning is displayed when the Scholarship Status is changed from PROBATION or ACTIVE when the Current Management Period Activity Status is PART-TIME.

A warning is generated if the Scholarship System Status is changed to a value other than TERMINATED or WITHDRAWN, when the current Management Period Verification Status Override = FAIL .

A warning is generated if the Scholarship System Status is changed to a value other than TERMINATED or WITHDRAWN, when the current Management Period Verification Status = FAIL and the Management Period Verification Status Override = NULL.

A warning is generated if the Scholarship System Status is changed to PENDING, TERMINATED or WITHDRAWN, when the current Management Period Verification Status Override = SUCCESSFUL.

A warning is generated if the Scholarship System Status is changed to PENDING, TERMINATED or WITHDRAWN, when the current Management Period Verification Status = SUCCESSFUL and the Management Period Verification Status Override = NULL. .

An error is generated if the System Scholarship status is changed from TERMINATED, COMPLETED, ACTIVE, PROBATION, INTERMIT or WITHDRAWN back to PENDING.

Modifying Management Period Activity records:

• Management Payment Activity can be varied from the default activities set for the Scholarship Offering Instance. This may be necessary if the student's studies are intermitted or changed to part-time study during the period of the scholarship.
• The Activity Status of the Management Period Activity record may be adjusted to accommodate such variations.
• In turn, new Scholarship Management Periods may be added, however periods inherited from the Scholarship Offering Instance may not be deleted.

Rules/Notes:

The Management Period records initially displayed in this block are inherited from the Management Period records for the Scholarship Offering Instance in SCHF0610.

A Management Period Activity record cannot be inserted if the corresponding Scholarship Offering Instance payment schedule defined in SCHF0610 does not exist, or if this payment distribution defined in SCHF0610 does not total 100%, or if no verification rules or manual criteria have been defined in SCHF0600.

A Management Period Activity record cannot be inserted if Payment Date aliases have not been defined for the Scholarship Management Period in CALF0512.

NORMAL, PART-TIME or INTERMIT options are available for Activity Status.

When the Activity Status is changed to INTERMIT or PART-TIME, a warning is displayed advising that an adjustment to the Person Scholarship Payment Activity record(s) may be required.

Activity Status cannot be set to INTERMIT or PART-TIME, if these are not permitted for the Scholarship Version in SCHF0500.

The number of consecutive INTERMIT periods cannot exceed the maximum length of intermission defined for the corresponding Scholarship Version in SCHF0500.

The number of consecutive PART-TIME periods cannot exceed the maximum length of part-time study defined for the corresponding Scholarship Version in SCHF0500.

The Activity Status or the Management Period Activity record cannot be updated to INTERMIT or PART-TIME if a payment has been processed for the management period in SCHF1280.

A warning is displayed if a Commonwealth Scholarship is inserted for a person who receives or has received a Commonwealth Scholarship.

A Management Period record cannot be deleted if Payment Activity records exist for its Scholarship Offering Instance in SCHF0610.

When the Activity Status is set to INTERMIT, any payments for that INTERMIT Management Period will have intended and actual payment amounts set to $0 and the Payment Processed Date set to the current date.

Rules/Notes:

Validations include the following:

• A Commonwealth Scholarship of Type 7, is a once only payment, hence it cannot be intermitted or have probation periods.
• You cannot set a Termination code for a Commonwealth Scholarship of Type 7 when the System Scholarship Status is ACTIVE or PENDING.
• A Commonwealth Scholarship of Type 7 must have a Termination Code of 4 if the System Scholarship Status is WITHDRAWN or TERMINATED
• A Commonwealth Scholarship of Type 7 must have a Termination Code of 1 or 2 if the System Scholarship Status is COMPLETED.
• If a Commonwealth Scholarship of Type 7 has had a payment processed, then the System Scholarship Status must equal ACTIVE or COMPLETED.