|
|
|
|
|
This section of the user manual provides a broad overview of the Admissions subsystem. A separate section,
Admissions - for the Subsystem Specialist, provides more detailed information.Topics covered include:
Detailed explanations and instructions for the use of individual database forms can be accessed from the
subsystem's table of contents or via the numerous links provided here.Information regarding subsystem reference data and setup is provided separately for the
subsystem specialist.The Admissions subsystem is used to manage the Admissions processes of the institution. Key functions in this management process are:
To understand the Admissions subsystem it is necessary to understand the following key terms. Explanation of all Admissions terminology is provided in the
subsystem glossary.|
Admission Category |
A means of grouping like admission applications. Admission categories are institution defined. For example, groupings could include 'Postgraduate HECS Liable Domestic', 'Undergraduate Full-fee Paying Domestic' etc. |
|||
|
Admission Process |
Within an institution, an admission process is a defined set of steps for the receipt, handling and finalisation of admission applications. Within Callista, an admission process is a defined set of steps for the recording, management and finalisation of admission application records within the System. Different admission processes can be defined to meet the needs of different groups of applicants. |
|||
|
Admission Process Category |
The Callista term for a grouping under which admission applications with like admission requirements can be subjected to a common admission process. |
|||
|
Intake Targets |
A means of establishing enrolment targets required by the institution and achieved through course offer quotas. |
|||
|
Session Details |
Parameters recorded for an admission application data entry session which determine the admission process being used. In turn, the admission process determines which screens, navigation buttons and fields are presented to the user for the recording of applications. |
|||
|
TAC |
A state's Tertiary Admissions Centre. For example, Queensland's Tertiary Admissions Centre is QTAC. |
|||
Institutions are able to configure parts of the Admissions subsystem to accommodate their particular methods for managing admission processes.
Although there are no clear boundaries, as a guide, 'routine' data entry is limited to recording direct admission applications which may include recording requests for
advanced standing and recording admission enquiries.The remaining functionality is normally used by subsystem specialists or system administrators to set up and maintain the subsystem. This functionality includes:
These functions are described below and detailed in the
subsystem specialist section.For the Admissions subsystem to function effectively, it is necessary to set up specific reference data and define certain data values. This setup of the subsystem is detailed in the
subsystem specialist section. The setup of reference data will not concern the majority of users who will see most reference data as a list of values within a form.Callista has the facility to define any number of admission processes (Admission Process Categories) allowing separate admission processes to be created for groupings of applicants with like admission requirements. An admission process controls which data entry screens are presented to the user as well as the navigation buttons and other features which appear on those screens when recording or updating a direct admission application.
The admission process used when recording admission applications, is determined by the session details specified by the user (in the Session Details screen of
ADMF3000), for their current direct admissions data entry session. Where an application already recorded for an applicant is selected, the session details default to those previously recorded for the application (i.e. for that application only, the admission process used will be determined by session details stored with the application).The setting up of admission processes is described in the
subsystem specialist section.Admission Process Types
An admission process category is defined by an admission category and a system admission process type. There are five system admission process types, each of which enables specific functionality in the admission process categories to which it is attached. That functionality is described in the following table.
|
System |
Associated Functionality |
|
COURSE |
This is the admission process type used for 'typical' direct admission applications. The actual process steps available are institution defined. Unless otherwise stated, Admissions documentation applies directly to this process type. |
|
NON-AWARD |
Used for admission to non-award courses (single subjects). Callista only permits course versions with a government course type of 50, (NON-AWARD) to be recorded using this process type. Units with their award only indicator set to 'yes' cannot be recorded using this process type. |
|
RE-ADMIT |
Used for applications for re-admission to a previously discontinued course. Can only be used where the admission course code is identical to the discontinued course attempt's course code (but can be used for different course options). Admission applications using this process type, once offered, cannot have their offer response status set to REJECTED because their course attempt will have been reinstated (unless the course attempt is again discontinued). Similarly, the offer response status cannot be PENDING, LAPSED or DEFERRAL. Admission applications under this process type can have specified units recorded against them. |
|
SHORT-ADM |
The short admission process type typically identifies an admission process category containing a subset of the process steps used for COURSE. It is used to speed applications through the admission process where timelines are tight and a 'full' admission process is not required. This is the only process type which can be restricted, within an admission period, to be only available after a particular date. This date is an instance of the 'short admission start date alias'. Admission applications under this process type can have specified units recorded against them. |
|
TRANSFER |
Used for the admission and selection of applicants who are currently, or have previously been, enrolled in a course at the institution. Use of this process type causes the 'Transfer' item to appear in the T-list in ADMF3240. Admission applications under this process type cannot have specified units recorded against them. Course Transfer Through Admissions provides further information. |
The Admission Enquiry facility is used to record and process the details of an enquiry. Key functions in this facility are:
Enquiries reference data and setup
For the Admission Enquiry facility to function effectively, it is necessary to set up specific reference data and define certain data values. This setup of the facility is detailed in the subsystem specialist section. The setup of reference data will not concern the majority of users who will see most reference data as a list of values within the form.
Admission Enquiries
Enquiries are recorded for persons contacting the institution with regards to courses offered or seeking information on aspects of studying at a tertiary institution. Enquiries are recorded and modified using the Record Admission Enquiries form (
ADMF1200). ADMF1200 also contains navigation buttons that navigate directly to related forms. The information which can be recorded either in this form or the related forms can include:Only address and person details must be recorded. All information that can be recorded in other forms is optional.
Registering Enquiries
New enquiries are recorded by:
Existing enquiries are modified or added by:
and form (The processing of admission enquiry packages is described in the subsystem specialist overview as the running of the process will not concern the majority of users.
Direct admissions describes those applications for admission which are made directly to the institution (as opposed to TAC admissions). Direct admissions are recorded and modified using the Direct Admission form ADMF3000. ADMF3000 also contains navigation buttons which navigate directly to related forms. The information which can be recorded either in this form or the related forms can include:
The admission process specified for the current data entry session determines which navigation buttons and hence which related forms are used for the session. This means that not all of the items in the list above might be available for a particular session. For example, an admission process can be created for non-award admissions where details of prior education are not required. This process would not contain the steps for recording of prior educational details and the corresponding navigation buttons would not appear in ADMF3000.
In addition, the security role allocated to the user determines which of the available items the user is able to update.
New applications for direct admission are recorded by:
Existing applications for direct admission are updated by:
The transfer of students between courses can be effected through either the Admissions or Enrolments subsystems. Transfers through the Admissions subsystem are performed where the institution requires the student to apply for entry. Typically, this is either where the student must compete with other applicants for a place, or where the two courses are so dissimilar that the student cannot automatically be assumed to be qualified for the new course.
Transfers through Admissions can only be processed in admission process categories with a system admission process type of TRANSFER.
The admissions subsystem can use the Correspondence facility to automatically generate letters to applicants, acknowledging receipt of their application. The availability of this function is determined by the way the subsystem has been set up by the subsystem specialist. Refer to the section
Admission Letters for a more detailed explanation. Acknowledgement letters are generated and printed either:The result of the institution's assessment of an application for admission is recorded in ADMF3240 as an Outcome Status. The institution is able to define its own outcome statuses (in ADMF02F0) but each must be mapped to a System status. Various validations may be applied (depending on setup of the subsystem) when an outcome status is being recorded against an application. For example, a validation can enforce that the documentation status must be SATISFIED before an outcome status of OFFER can be recorded. The available System statuses are:
The admissions subsystem can use the Correspondence facility to automatically generate letters to applicants, advising them of the outcome of their application. The availability of this function is determined by the way the subsystem has been set up by the subsystem specialist. Refer to the section
Admission Letters for a more detailed explanation. Outcome letters are generated and printed either:
The TAC admissions processing included in release 1.3 (and later) of Callista has been built specifically to handle VTAC processing. VTAC processes are described here, although processes for other state TACs are similar.
Typically:
Processes (described in the
subsystem specialist section) are run to load the offer round file into Callista. Applicants are then automatically pre-enrolled in the courses in which they have been offered places.Note: The TAC academic results requisition processing included in release 1.3.1 (and later releases) of Callista has been built specifically to handle VTAC processing.
The TAC provides information regarding the prior education of applicants for admission, to institutions. The TAC obtains this information by electronically lodging requests for academic results with institutions. This is called the Automated Result Transfer System (ARTS). Callista processes the TAC request and produces a file containing the academic results of those students identified from the request. The file is then uploaded by the TAC. The
subsystem specialist section provides details of the process.The process has been built to handle VTAC only at this stage, although the data extraction process can be used to produce returns for other state's TACs. (Refer to Technical Documentation)
VTAC advises the institution that the 'enrolment statistics request file' is available. This file contains records of those applicants offered places by VTAC on the institution's behalf. The job ADMJ4300 is run to produce the requested statistics. The
subsystem specialist section provides details of the process.Intake Targets are used to ensure that prescribed targets are met within enrolments of students with particular characteristics. Intake targets are described in the admission subsystem specialist overview.