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Purpose |
To allow the production and maintenance of acknowledgment, outcome and general letters for direct admission applications. In particular, to advise students of specific details concerning the status of their application. |
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Subsystem |
Admissions |
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Structure |
Three Blocks |
Admission Application Admission Application Letter Admission Application Letter Phrase |
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Navigation Buttons |
Produce Letter Reject Letter Maintain Phrases |
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This form is accessed by selecting the Letter navigation button in ADMF3240. Admission letters include acknowledgment and outcome letters, functionality provided by the acknowledgement letter button |
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Stages of admission letters Letter Entries Produced Letters Produced letters are letter entries which have been previewed and/or printed from Microsoft Word, using the appropriate templates. Produced letters create an issued date and reference in CORF2320 for the student. The issued date and reference prohibit the re-production of the same letter entry. See the Produce Letter button below. Rejecting a Letter The Reject letter button deletes the issued date for a letter from CORF2320. The letter entry and previously saved phrases are maintained. The letter can be reproduced via the batch job (ADMJ5300) or the produce letter button. See the Reject letter button below. Composed Letters Composed letters, are letter entries that the user has determined are suitable to be sent out and may be produced via the batch letter production. Only composed letters which do not have an issued date will be considered by the batch process. |
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New Acknowledgment Letters Typically, acknowledgment letter entries, are created prior to an outcome status being recorded for the application, if the appropriate step type access has been defined for the admission process category. For example, an admissions user would record the details of the student's application, including the course details, qualification and documentation status. Once these details have been recorded, by pressing the Acknowledge Letter button , an entry is created in ADMF3900 for the acknowledgment letter. This letter entry can be modified by adding additional phrases or text (if permitted) and can be produced by the produce letter button if desired. Alternatively, acknowledgment letters that have not been issued and are composed can be produced via the Admission Letter Production(ADMJ5300) and Batch Letter Production (CORF2540) processes. New Outcome Letters Typically, outcome letter entries are created once an offer status other than pending has been recorded for the application, provided the appropriate step type access has been defined for the admission process category. For example, an admissions user would determine the outcome of the student's application including conditional offer and deferral statuses if applicable. Once these details have been recorded, by saving the modified outcome status an entry is created in ADMF3900 for the outcome letter. This letter entry can be modified by adding additional phrases or text (if permitted) and can be previewed and printed if desired. Alternatively, outcome letters that have not been issued and are composed can be produced via the Admission Letter Production(ADMJ5300) and Batch Letter Production (CORF2540) processes for particular outcome statuses. New General Admission Letters General admission letters can be created for an admission application at any time and for any purpose. For example, a general admission letter could be created to request further information in support of an application. Such a letter would be of a particular correspondence type and have a specific template associated with it. |
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Produce letter button The Produce Letter button invokes Microsoft Word, where the appropriate template is obtained, and information from Callista is merged into the appropriate places. Where applicable, additional text is inserted into the letter. This text can be provided by the rules facility of Callista or via the allocation of phrases or text to letter parameters (see Admission Rules and CORF2510 and CORF2520 and CORF2550). This letter can be printed from Word and sent to the student. Alternatively, to print the letter (along with other letters) in a batch job, it is necessary to reject the letter. Reject letter button Letters that have not been issued via the batch letter production process are able to be rejected. Rejecting an issued letter maintains the letter entry, allowing phrases and text to be added or deleted as appropriate. Once saved, these letters can be reissued via the Produce Letter button or the batch job. Only letters that have been issued by the Produce Letter button can be rejected by the Reject Letter button. To reject letters that have been issued by the batch job see CORF2540. Maintain Phrase button The Maintain Phrases button navigates to CORF2550 which allows the creation and maintenance of phrases The Phrase Text box allows specific and uncommon text to be added to a letter parameter of type PHRASE. Correspondence Templates Correspondence templates are configured by institutions to meet the needs of admission process categories. For further information on correspondence templates (see Admission Letter Template Production). Features of this Form Information lamps are displayed in particular circumstances: A BUSY lamp is displayed when either producing or rejecting a letter. This indicates that Callista is either obtaining the data and rules for creation of the letter, or deleting the letter entry. |
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Use this form to create/maintain acknowledgment, outcome or general letters for a student's application for admission. On entering the form, the specific letters that are able to be produced appear in the Admission Application Letter block. General letters must be manually recorded after entering the form. Select the letter to be issued. If no letter appears or all the letters have been issued you can create a new letter. Select the letter parameter type to assign particular phrases or text to. Letter parameter types are values that have been defined by the admission specialist as being suitable for additional phrases or text to be added. An example would be a letter parameter called ADD_DOC which would require the user to indicate additional documentation required before the application can be processed, or before the offer can be confirmed. Select the phrase code or enter the phrase text to assign to a letter parameter. A phrase code is assigned to particular text. This allows institutions to determine standard text to be used for correspondence. Phrase text can be entered for non standard text. Indicate the order of phrases/text to determine their order in the letter. Use the Produce Letter button to preview the letter and/or print the letter for distribution. Use the Reject Letter button to change the letter to not issued. Use the Composed check box to indicate the letter's status. Letters with the composed check box ticked will be created by the batch job if requested. Uncomposed letters will not be created. |
Rules/Notes:
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Last modified on 22 September 1999
in ADMF3240, as well as general letters which are manually created directly in this form. Acknowledgment and outcome letters are correspondence that can be created to indicate to a student the status of their application for admission to a course. General letters can be tailored to any purpose the institution requires. Precisely what details are contained in the correspondence is determined by the institution. The institution's specialist user(s) are able to configure the template/s, parameters and rules for correspondence to determine how detailed each correspondence item is. General users are able to tailor each letter to reflect the information to be provided to the applicant. (In general, this information is of a specific nature that cannot be determined by the application status.) The information provided here and for related forms is for a 'typical' setup.