Establish Fee Contracts - ADMF3660

Purpose	To establish fee contracts for designated admission applicants and /or to run predictive fee assessments
Subsystem	Student Finance & Admissions
Structure	Two blocks	Student Course Attempt (context) Fee Assessment Rates
	Function Buttons invoke:	the fee assessment routine (FINJ3500) a process to set individual fee contracts
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This form has a dual purpose, it enables both:

• contracts to be set and/or
• predictive assessments to be made.

for certain fees for which an applicant will be liable if they take up a place in a specified course. These tasks are achieved by initiating online processes from within the form.

In addition, it displays tuition fee contracts that have already been established automatically. For applicants in designated admission categories, this can be done as a part of pre-enrolment in courses.

Contracts and fee assessment

Contracts represent an agreed rate for specified fees. They are made between an applicant/student or their sponsor and the institution. Usually this rate is agreed for a definite period. When contracts are initiated through Admissions (as opposed to using FINF2900, Maintain Contract Fee Assessment Rates) the rate used is selected automatically from the standard rates recorded for the fee in the fee period in which the contract is due to start. The duration of the contract is set to the normal duration of the course. Fee assessment periods are also associated with the contract fee assessment rates. 

Assessment of fees for which an applicant/student will be/is liable are made for each fee period by running the fee assessment routine, FINJ3500. When this job is run as a predictive assessment from this form, not all fees can be assessed (see Rules and Notes, below). Assessment transactions created by the job are displayed against the relevant future fee period in the Manual Fee Assessment form, FINF3610.

It is most likely that a predictive assessment will be run after establishing a contract. However, either of the two processes can be run independently. Both processes rely on an UNCONFIRMed student course attempt or attempts having been created through pre-enrolment.

Where applicants do not take up the offer of a course at the institution, predictive assessments can be reversed - see ADMJ3850, Clean-up Unconfirmed Student Course Attempts.

Further information

Both processes relate primarily to the Student Finance subsystem. Background information about them can be found in the section Understanding Student Finance, specifically under Individual sponsorship and contracts and Assessment and invoicing. Further links from there lead to other relevant forms and jobs.

Information about alternative processing methods and setup is given in the Student Finance Specialist Overview, under Contracts/predictive assessment at Admissions. A discussion of rates as a component of fee calculation in the assessment routine is given in the Calculations section.

Access

This form is accessed from the Direct Admissions Course form, ADMF3240, itself accessed from ADMF3000.

Context information from ADMF3240 is displayed in the Student Course Attempt block. Queries cannot be performed in this block. Initiate a predictive fee assessment for the applicant and course shown, by selecting the Fee Assessment button in this block.

Rules and Notes: Predictive fee assessments cannot be made for HECS fees (System fee type = HECS) or for fees with a PERUNIT charge method. Institution fees are only considered if no other course attempts are liable. The fee period or periods for which predictive assessments are made are those active at the proposed commencement date for the course attempt (carried forward from ADMF3240 as context data in this block). The effective date at which transactions are created through predictive assessment is set to the value of the commencement date. To assess fees with a charge method of EFTSU or CRPOINT, default values for full-time and part-time (as nominated by the applicant) are used. EFTSU defaults are established in CRSF1170. Credit point defaults are calculated from the EFTSU defaults by multiplying EFSTU by standard annual load for the course (given in CRSF1210). For example: if the default part-time value is 0.25 EFTSU and the standard annual load is 8 credit points, the credit point value of the applicant's course attempt is assumed to be 2 credit points (0.25 * 8 = 2). Note: Predictive assessment amounts are based on the default values for a nominated attendance type, therefore an attendance type other that UNDEFINED muse be specified.

Use the Fee Assessment Rates block to view any existing contracts established automatically as a part of offering a course place to an applicant set contracts for any other fees displayed in the block. Fees other than HECS and INSTITUTN fees can potentially be established as contracts, and hence shown in this block, if they are liabilities of the applicant's fee category in the fee period or periods active at the applicant's proposed commencement date have a trigger matching the selected course for the applicant (see Triggers in the Student Finance Specialist Overview). Note that unit and unit set triggers and combinations are not applicable. Existing contracts Contracts for tuition fees only can be established automatically when pre-enrolment occurs as a part of the Admission process. If the FEE-CNTRCT admission process step is in effect, this occurs when an outcome status of OFFER or COND-OFFER is recorded for the course application in the form ADMF3240, from which this form is called. Existing contracts are distinguished by having values in the Contract Rate, Contract Start Date and Contract End Date fields. Setting contracts For those fees with the standard charge rate shown, a contract at that rate can be set by highlighting the fee and selecting the Set Contract button. Matching course attributes Whether contracts are set automatically or by using the Set Contract button in this form, they can only be established if the relevant fee liabilities have a standard rate recorded in FINF2853 that matches the applicant's nominated course attributes. Attributes might be any of location, attendance type, attendance mode or HECS payment option, depending on the fee. Refer to the section on standard rates in Student Finance Special Topics. If the Charge Rate field is blank, then no matching rate has been found. Possible actions are: to record an additional standard rate in FINF2853, or to broaden the criteria of an existing rate and re-run pre-enrolment, or to set the contract rate as a 'one-off' in FINF2900. Displayed values These values cannot be altered in this form. Queries can be performed on fee type, calendar type (fee period), start date, end date, system fee type, fee trigger category and charge method type (use UPPER CASE). Notes on derivation are given in the opposite column.

Contract rates cannot be established for fees with a system fee type of HECS or a system fee trigger category of INSTITUTN and such fees are not displayed in this form. A fee category and HECS payment option should be assigned to the applicant in ADMF3240 (using Fee Assessment in the T-list). If changes are needed to contracts established in this form, they must be made in FINF2900 (Maintain Contract Fee Assessment Rates). Changes are reflected in this form. The contract rate established here is used if the effective date for running the fee assessment routine falls within the period specified for the contract. The exception is where the rate recorded in FINF2853 will apply if this is lower than the contract rate at the time the assessment is made. See lower normal rate override indicator, set in FINF2900. Fee type. Fee types shown are those that are recorded as liabilities of the applicants fee category have an active fee period at the commencement date shown in the previous block. Charge Rate. The rate depends on a match between the applicant's course attributes and those recorded against the assessment rates in FINF2853 for the relevant fees. Currency. The applicable currency is recorded against the fee category in FINF2800 (Maintain Fee Categories). Contract Rate. This will the same as the Charge Rate, unless amended via FINF2900 (Maintain Contract Fee Assessment Rates). Contract Start Date. This is set to the start date alias instance of the fee period associated with this fee. Contract End Date. This is derived from the expected completion date shown in ADMF3240. Location Code, Attendance Type and Attendance Mode have a value if a rate is specifically established in FINF2853 that matches the applicant's nominated characteristics for the course. Low Norm Rate Over. The Lower Normal Rate Override indicator can be set in FINF2900. Calendar Type. This is the fee period in which the liability is operating. Start and End Dates. These are instance of the start and end date aliases set up for the fee period. System Fee Type and Fee Trigger Category. These are recorded against a fee in FINF2100. Only fees with a fee trigger category of COURSE can be established as contracts through Admissions. Charge Method Type. The charge method may be recorded at fee type level in FINF2100 or at fee liability level in FINF2800.

Last Modified on 9 September 2002