Direct Admissions Course

Direct Admissions Course - ADMF3240

Purpose	To allow the recording and maintenance of course details of an admission application.
Subsystem	Admissions
Structure	Three Blocks	Person Application Admission Course Application Instance
	Possible Navigation Buttons	Application Person Unit Letter Candidature	Advanced Standing Encumbrance Admission Test Fee Detail
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*Note: How this form is used, the functions available in it and the data a user can see and/or modify are controlled by the institution's configuration of form and function security and admission process category steps. It is unlikely that any configuration would result in all options being available at one time. Therefore functions described here may not necessarily be available for individual users, sessions or admission applications being processed.

Topics covered here include:

Features of this Form
The Application Block
Recording and Maintaining Applications
Recording a Course Application's Outcome
Recording the Applicant's Response to the Offer
T-list Items
Admission Letters

New Applications

For a new application, this form is accessed via the New Application button in ADMF3000. Personal details of an applicant will have been entered or queried in that form.

In this form, details of the course(s) applied for are recorded and maintained. This detail includes the recording of the progress of the application. Multiple courses can be applied for allowing the applicant to list their preferences. Correspondence associated with an application is initiated from the form. The form also allows access via a navigation button to ADMF3250 for the purpose of recording an applicant's choice of units.

Existing Applications

To modify an existing course application, this form is accessed from ADMF3000 by selecting the required application instance in the Admission Application Summary block and selecting the Application navigation button. Modifications to course applications might involve the recording of additional application information and the updating of statuses associated with the application as well as the production of application related correspondence.

Features of this Form

Buttons with bold labels indicate that entry of data in the forms they invoke is mandatory.

Buttons with a plus sign in their label [+] indicate that data has been recorded in the associated form. Those with a minus sign [-] in their label indicate that no data is recorded in the related form.

Information LAMPS are displayed in particular circumstances:

An administrative encumbrance lamp displays when the applicant has an administrative encumbrance of SUS_SERV or RVK_SERV.

An admission process category (APC) lamp displays the APC of the current session details where these differ from the APC associated with the displayed course. The course APC is used rather than the session APC.
Where preferences are recorded, a lamp is displayed listing which preference and out of how many, the course application is. The lamp also shows the maximum number of courses that can be applied for.
A reconsideration lamp displays when the course application has the Request For Reconsideration checkbox selected and it is still to be brought forward to a new admission period.
A lamp displays the new admission period (e.g. 1999/2) when an application which has been flagged for reconsideration has been brought forward to that admission period.
After pre-enrolment has been performed for the course application, a lamp indicates that an unconfirmed or inactive student course attempt exists.

Hint

The form is designed to dynamically change the fields it displays, depending on data values inserted. It is recommended that the Tab key be used to navigate through this form to ensure that all mandatory fields are entered in a single pass. The exception is Text fields, where tabbing does not move the cursor to the next field, instead key CTRL-Tab. Tabbing also causes default data to be inserted.

This form is used to record and maintain course and course related details of an application for admission. It is entered from ADMF3000 via either the New Application or the Application button in that form.

On entering the form, the Person block displays details of the applicant.

The Application block displays:

The admission period of the course admission application.
The admission process category of the course admission application.
The application status of the application.
The fee status of the application (where admission application fees are applicable).

The session details displayed derive from:

The current session details for a new application; or

The session details already recorded against an existing application.

The application status defaults to RECEIVED for a new application.

The application date defaults to the current date but can be changed to an earlier date.

The fee status currently defaults to NOT-APPLIC and cannot be changed. Future functionality provides for the assessment of admission application fees.

The TAC Application checkbox is set by applications passed through the TAC upload process.

The admission period and process category of a new application can be changed from the default session details by selecting the Application button in this block and amending the details in the displayed overlay. This is most likely to occur where a mixed group of applications is being processed. Changing the admission process category or admission period before saving the course instance is necessary where the incorrect admission process category or admission period has been set from the session details. E.g. The admission process category is not available for the course offering pattern.

Rules/Notes:

The status values referred to are the System values. Some institutions may use their own values mapped to these System values.

Recording and Maintaining Applications

The actual course(s) being applied for is (are) recorded or maintained in the Admission Course Application Instance block.

New Course Applications

These may be recorded by either keying all, or part, of the course details and selecting the balance of the details from the LOVs where required, or selecting the LOV in the top right hand corner of the block and choosing the correct course offering pattern (COP) from the displayed list. If only a course code is keyed*, the System selects the latest available course version and the application can be considered for any available location, attendance type or mode. Note: only COPs which are both offered and entry points in the relevant admission period and are valid for the admission process category of the application are displayed.

Where the PREF-LIMIT step has been selected for the admission process category, a field to the left of the course code displays the preference number of that application instance. A lamp is displayed, for example 1of 3 limit 5, meaning that the course is the applicant's first preference of the three courses they have applied for and the institution would have allowed them to nominate up to 5 preferences.

By default, the preference number is set to the next highest preference number value. However, the order can be altered as required.

Additional details of the application, including 'major' unit set, are recorded via the navigation buttons and/or the T-list items displayed. See T-list items below.

Unit application details are recorded in ADMF3250, accessed via the Unit navigation button in this form.

Letters of acknowledgment may be generated for the application by selecting the icon in the Application block (where displayed).* See Admission Letters, below.

Selecting the Candidature button navigates to the Research Candidature Details form (RESF3211) where details of proposed research can be recorded for research courses. Some candidature details are mandatory before an offer can be made.

Where special admission tests are required as part of an admission application, selecting the Admission Test button navigates to the Maintain Admission Test Results form (ADMF3518) where results of the admission tests can be recorded.

To create fee contracts or predict fee assessments select the Fee Detail button to navigate to the Establish Fee Contracts form (ADMF3660).

Existing Course Applications

Details are displayed for the selected course application when the form is accessed from ADMF3000. Changes are made in a similar manner to the recording of new applications.

Rules/Notes:

Where the course version has an expiry date set, its course offering patterns will only be available to admission process type RE-ADMIT.

Outcome Status cannot be changed to COND-OFFER or OFFER unless the Entry Qualification Status is QUALIFIED.

Outcome Status cannot be changed to OFFER unless the Documentation Status is SATISFIED.

An admission application record can only be deleted if the system admission application status is RECEIVED.

The PREF-LIMIT step allowing preferences to be recorded can only be set for an admission process type of COURSE.

Where an application instance has been deleted, and was part of a group of preferences, the preference number for the next new record is not inserted automatically. The preference lamp indicates this by including a question mark. For example: '? of 3 Limit: 4'.

Where preferences are permitted, a preference application cannot be recorded where the change of preference date alias has passed.

Preferences cannot be altered where the change of preference date alias has passed.

Before an offer can be made to an applicant for a research course, the following candidature details must exist: Research Topic; Min and Max Submission Dates; Principal Supervisor.

Recording a Course Application's Outcome

The result of the assessment of an application for admission is recorded as an outcome status.

Use ADMF3000 to locate the required applicant record.

Select the required course application from the Admission Application Summary block and select the Application button to invoke ADMF3240.

In ADMF3240, change the outcome status as required.

Depending on setup, various validations can be triggered. For instance, a validation can enforce that the documentation status must be SATISFIED before an outcome status of OFFER can be recorded.

This form can be configured so that outcome letters are automatically produced when the outcome status changes from PENDING. Refer Admission Letters.

Rules/Notes:

An offer cannot be made for an application where the admission process type is RE-ADMIT and the PRE-ENROL step has not been included for the process type.

Recording the Applicant's Response to the Offer

The applicant's response to the institution's offer of a place is recorded as an offer response status.
Some (System) offer response statuses have specific functionality:

The response status defaults to PENDING when the outcome status is set to OFFER or COND-OFFER..
A response status of DEFERRAL requires that details of the deferral be recorded against the T-list Deferral tab.

NOT-APPLIC is used where there is no requirement for a response (E.g. for a short course) or where no offer has been made.

REJECTED is recorded where the applicant has rejected the offer.

LAPSED is inserted by the System where the applicant has not responded by the offer response date.

Rules/Notes:

Where the MULTI-OFF admission process category step is used, a warning is displayed when the offer limit has been reached.
When an applicant accepts an offer, an eligibility check is performed by the pre-enrolment process.
A conditional offer cannot be accepted where the Offer Must Be Satisfied indicator is selected and the Conditional Offer Satisfied date has not been set.

Admission Letters

Letters to applicants may be automatically created by the System or customised for particular cases. There are two types of admission letters with specific system functionality:

Acknowledgment letters - are generated by the recording of a course application. The content of the System generated letters is dependent on the way they have been set up by the subsystem or correspondence specialist. For example, they may be set up to recognise when an application is 'late' and subject to a late fee. The System generated letter can be customised. For example, where application documentation is incomplete, a paragraph could be added advising that the additional information is required prior to the application being considered.

Outcome letters - are generated when the outcome status of an admission application is changed from PENDING. The content of the System generated letters is dependent on the way they have been set up by the subsystem or correspondence specialist. They may be set up in such a way that particular paragraphs or data are included depending on some of the data values recorded against the course application. For example, an application with an outcome status of COND-OFFER and a documentation status of INCOMPLETE could cause a paragraph to be automatically inserted in the outcome letter, advising the applicant that their offer is conditional upon supplying the outstanding documentation. The System generated letter can be customised. For example, certain applicants may need to be advised of a social orientation day for their course. A paragraph could be added advising applicants of the event.

A third type of letter, General letters, can be manually recorded in ADMF3900. While only one version of an acknowledgement and outcome letter is available to an admission application (at any point in time), any number of general letters can be made available (each with a different correspondence type).

To create and /or customise an acknowledgment letter

Select the icon in the Application block (where displayed). *

You are requested to confirm your intention to create the letter and then advised of its successful creation.

To customise this letter, select the Letter navigation button at the bottom of the form and follow the instructions contained in Admission Letter Production. Admission Letter Production also explains the options for immediate and batch printing of letters.

To create and/or customise an outcome letter

An outcome letter will usually have been created by virtue of the outcome status of the application changing from PENDING.

To customise this letter, select the letter navigation button at the bottom of the form and follow the instructions contained in Admission Letter Production. Admission Letter Production also explains the options for immediate and batch printing of letters.

T-list Items The reasons why, at any given time, some T-list items are displayed and others aren't is explained by Display of T-list Items and in the functional descriptions below. The following table lists all possible T-list items and describes their functionality.
T-list Item	Function
More	Displays additional details of the recorded course. This item always appears.
International	This item would normally only be available to admission process categories used for international applications. Where applicable, record the number from the government form that the applicant must present to an overseas embassy in order to obtain a visa.
Fee Assessment	Fee category defaults on creation of a new course application but may be changed where mappings to admission category permit. Fee assessment HECS options may be linked to admission categories. Where only one is linked to the admission category it will default. HECS options are only recorded here for HECS exempt courses, the purpose being the optional production of a fee assessment/invoice and/or establishment of a contract at time of offer.
Completion Period	This information may be derived from course version standard completion times (CRSF1210) and the course commencement date alias for the admission period (defined in ADMF02R0). Refer to Derivation of an Applicant's Expected Completion Period/Year. The derived value can be overridden and alternatively, the application assessor's estimation of completion year and period can be entered here. The Expected Completion date can be viewed by selecting the Derived Completion Date indicator.
Correspondence	Correspondence category defaults for new course application but may be changed where admission category mappings permit.
Enrolment	Enrolment category defaults for new course application but may be changed where admission category mappings permit.
Admission Code	Record the admission code applicable for the application.
Rank Set	Used (by some institutions) to record the rank of applicants, where ranking is used to determine success or otherwise of an application when quotas or cutoffs apply.
Admission Basis	Record the basis for admission for the application.
Advanced Standing	A manually set indicator to show that the applicant is requesting entry with advanced standing. Advanced standing details are recorded using ADVF4200.
Reconsideration	A manually set indicator used where an applicant wishes their application to be considered in a later admission period, should it be unsuccessful in the current period (e.g. due to quota restrictions).
Unit Set	Where a 'major' unit set is applied for in an admission application, record it here. Only unit sets which have been associated with the particular course offering or pattern can be recorded. Where the pre-enrolment step is available, the unit set as well as the course attempt is pre-enrolled. Depending on admission process setup, it may be permissible to leave unit set unspecified at time of recording the application. Also, it may or may not be mandatory to record a unit set for the application before an offer can be made. For further details on unit sets refer to Understanding Course Structure and Planning.
Course Transfer	Displays only for admission process categories with a System admission process type of TRANSFER. The transfer course code field is used to record the course from which the applicant is transferring. It must be a course in which the applicant has an enrolment record with a status of ENROLLED, INACTIVE, LAPSED, DISCONTIN, COMPLETED or INTERMIT. Both the new course and the 'from' course must be in the same course group with a system group type of ADM-TRANSF.
Offer	Displays when the outcome status is COND-OFFER or OFFER. Record the date the offer was made. The offer response date defaults according to the setup value for the offer response date alias or can be recorded or overridden manually. The Proposed Commencement Date is normally derived from the ENRF3000 commencement date and when the application is for a research course, the RESF3211 commencement date.
Conditional Offer	Displays when the outcome status is COND-OFFER. Conditional offer status defaults to PENDING. Optionally select the Must Be Satisfied indicator. When selected, it prevents acceptance of an offer where the conditional offer status is not SATISFIED or WAIVED.
Response	Displays when the offer response status changes from PENDING. The actual response date defaults to the current date and can be changed to an earlier date.
Deferral	Displays when the offer response status is set to DEFERRAL on receipt of a request to defer. The deferment status defaults to PENDING and is manually changed to APPROVED or REJECTED when the request for deferral has been judged, or to WITHDRAWN if the applicant withdraws the request. The academic and admission calendar fields specify the admission period to which the application is deferred. The job ADMJ3812 initialises a new Admission Course Application Instance record for every student with approved deferment to any Admission Period that has an Initialise Admission Period Date Alias Instance value equal to the then current date. This job runs without the input of variable parameters. The offer response status is set to PENDING, waiting upon the applicant to advise whether they wish to take up their offer in the new commencement period.
Late Fee	Future functionality
Funding Source	Where the course version has a default funding source allocated, the default is displayed for this Tlist item. It can be changed as required. Where no default was inserted, a funding source can be selected from the LOV.
Override Outcome	Allows previously recorded admission outcome and offer response statuses to be overridden. It is only necessary to use this tab when: the application is 'late' but the institution still wishes it to go through to offer, i.e. the outcome status is to be changed from PENDING to OFFER or COND-OFFER the offer has lapsed but it is required to change the offer response status (from LAPSED to ACCEPTED)

Last Modified on 3 November, 1999