Purpose

To allow the recording and updating of candidature details for a student applying for admission / enrolling in a course with a research component.

Subsystem 

Research

Structure 

Three Blocks

Student Course Attempt or Admission Course Application.

Research Candidature

Thesis Summary

Navigation Buttons invoke:

Variations Overlay

Thesis Details form (RESF3700)

Research Codes Overlay

Record Scholarship Details form (RESF3500)

Maintain Candidature Milestones form (RESF3232)

Research Supervisors form (RESF3250)

Image 

The purpose of this form is to enable the capture, processing and control of all candidature details. Many components of an admission application or enrolment are unique to students undertaking research studies. This form is the pivotal form for collecting and maintaining the data relating to a candidature and provides a central point of access to the other parts of the sub-system.

Features of the Form

Details related to the candidature are entered in this form or by accessing the overlay blocks and related forms, using the navigation buttons on this form. Navigation buttons with a plus sign in their label [+] indicate that data exists in the associated form. Those with a minus sign [-] indicate that no data exists in the related form. This convention also applies to the Candidature button on ADMF3000 and ENRF3000, to indicate the existence or otherwise of candidature details in this form. Note that the Scholarships and Supervision navigation buttons will only display the + sign, if any existing data applies on the current date.

Labelling in the context block is dynamically configured, based on the method of access and the status of the application or enrolment. When accessed via ADMF3000, the block label will be 'Admission Course Application' and the status field label will be 'Appln Outcome Status'. From ENRF3000, the block label will be 'Student Course Attempt' and the status label will be 'Course Attempt Status'. When directly accessed, the labels will be those appropriate to the record retrieved.

Information LAMPS are displayed in particular circumstances:

• DECEASED and/or encumbrance lamps display as appropriate, in the context block. 
• A positive or negative number displays beside the Min Submission or Max Submission Date fields, indicating the difference between the system-calculated submission dates and an override date. Example:
  
• If a candidature has multiple or deleted thesis records, a Lamp displays in the Thesis Summary block, indicating this. The lamp will be one of: MULTIPLE THESES; MULTIPLE/DELETED THESES; DELETED THESES.

Accessing This Form

From Admissions:

When a person applies for admission to a course where the Course Type has the Research Type indicator set (maintained in form CRSF1110), this form would be accessed from ADMF3000, using the Candidature button. This button will only be available on ADMF3000 if the research step exists as part of the admission process category. (Refer to Admissions documentation for an explanation of process categories.) The Application Outcome Status will be 'PENDING' where the student has not yet been made an offer. Candidature (and Thesis, see below) details can be entered at this stage, but are not mandatory. 

When an offer is to be made to an applicant (i.e. their Application Outcome Status is to change to 'COND-OFFER/PENDING' or 'OFFER/PENDING'), some candidature fields are mandatory. 

• A Research Topic must be entered. 
• Both the Min and Max Submission Dates must exist. These will be derived by the system (for a detailed explanation refer to Overview) or can be entered (with restrictions on valid dates). 
• There must be an entry for a Principal Supervisor. The supervision details are entered using the Supervision button to invoke RESF3250.

When an offer is made, a Student Course Attempt record is created and the associated Candidature record would usually be accessed via Enrolments or directly.

From Enrolments:

To confirm the enrolment of an admission applicant or directly enrol a student (bypassing admissions), enrolment details are entered using ENRF3000. If the enrolment Session Details category has a Research step as part of the procedure detail definition (refer to Enrolments documentation for an explanation of enrolment category procedure details), ENRF3000 will be dynamically configured to allow navigation to the current form, using the Candidature button. Where no candidature details exist, a new candidature record can be created. An existing record, brought forward from an Admissions application or created previously, can be maintained.

Direct Access:

An existing candidature record (for an Admission Application Instance or Student Course Attempt) can be retrieved and updated when the form is accessed directly, rather than via ADMF3000 or ENRF3000. The required candidature record must be retrieved through querying fields in the context block.

NOTE

There can only be one Candidature recorded for any Admission Course Application instance or Student Course Attempt. A candidature record that has an attached thesis record cannot be deleted.

Context Block:

When accessed via ADMF3000 or ENRF3000, this block displays the application/enrolment details brought forward from those forms.

If accessed directly, the form opens in query mode. A Candidature record can be retrieved by querying on any one/combination of these fields: Person ID; Name; Sex; Date of Birth; Course Version; Course Title.

Labelling in this block is dynamic.

Notes/Rules: 

• The Course Version displays course code and version number e.g. 'E910 1'. To query this field enter both or use %, e.g. 'E910%' 
• Details in this block cannot be modified. Any modifications must be made in the preceding form (ADMF3000 or ENRF3000). 
• New admission or enrolment records cannot be created in this form.

Research Candidature Block:

Use this block to create or edit Candidature details for the current context record.

A new Candidature record can only be created in this block, if the form has been accessed via ADMF3000 or ENRF3000. Existing candidature details can be modified if the form is accessed directly or from Admissions or Enrolments.

A Candidature record cannot be deleted if it is linked to an Admission Application Instance, where the Application Outcome Status is 'OFFER' or 'COND-OFFER'. Individual details can be deleted, except those that are mandatory entries, after an offer of admission has been made.

The Course Comm Date defaults to the Course Start date alias instance (as defined for the applicable Admission Period or Student Course Attempt), but can be overridden with another valid date.

The Effective Full Time Days (EFTD Used/Total) field cannot be modified. It displays system-calculated values (see Overview for a detailed explanation). After commencement of the candidature, the EFTD Used value will recalculate daily and whenever the Attendance Percentage field is altered.

The field to the right of EFTD Used/Total displays either Actual Total EFTD (when the system derives this value) or Override EFTD (where an override value has been entered in this field). The system derives the value using the formula Actual Total EFTD = EFTD Total - Prior Candidature EFTD, where EFTD total = ((the course version's standard full-time completion time)/10)*365.

A value is manually entered in the field where a manually calculated Override EFTD value is to be used rather than the system calculated value.

The value appearing in this field is used in research attendance and submission date calculations.

The Research Comm Date is the date the candidate commences their research and can be greater than or equal to the Course Comm Date. This date is used in attendance and submission date calculations and in EFTSU calculations. If a Research Comm Date is not used, research is considered to commence on the Course Comm Date.

The Research Percentage field is used to manually record the percentage of the student's study load that is devoted to research. Where a student's course is purely research the value in this field will be 100. The value can be used for HECS exemption allocation determinations and progression tracking, outside Callista.

The Prior Candidature field allows the recording of the number of days of credit resulting from a prior candidature that is granted toward the current candidature. This value is used in Actual Total EFTD and Submission Date calculations.

• A Candidature record that is linked to a Student Course Attempt cannot be deleted. 
• Mandatory entries are required before the Appln Outcome Status can be changed to 'OFFER' or 'COND-OFFER'. 
   
   
   
   
   
   
   
   
   
   

• Course Comm Date cannot be altered after the SCA has been confirmed. 
• A valid Course Comm Date entry must be equal to or after the earliest research teaching period start date alias instance linked to the applicable Admission period. 
• Min Submission Date cannot be earlier than Course Comm Date or Research Comm Date or later than Max Submission Date. 
• Max Submission Date must be greater than the entered or derived Min Submission Date.

The Attendance Percentage field displays the attendance percentage effective at the current date. Attendance percentages are maintained by selecting the ATT % Variations button and entering records in the Attendance Percentage Variations Overlay. The causes of variation in attendance must be recorded as Events.

The Previous RTS EFTSU field is used to record, for DEST reporting purposes, Research Training Scheme EFTSU previously undertaken at another university.

• Changes to the Attendance Percentage trigger automatic recalculation of fees applicable to the student. 
• Changes to the Attendance Percentage will be used to recalculate the EFTD Used; Min and Max Submission Date fields.

The Min Submission Date and Max Submission Date default to system-calculated values (see Overview for a detailed explanation), but can be overridden by entry of another date for this candidate's submission. An override date can be deleted if required.

• The derived value will automatically replace a deleted override value. 

The derived values will recalculate whenever any of the values used in the derivation changes.

• When Attendance % values entered are outside the current Course Attempt Attendance Percentage range, a warning is displayed. (This process is explained in Special Topics.) 
• Start & End Dates of attendance percentage records must be continuous. 
• The first Attendance Percentage Start Date must equal the Course Comm Date. 
• A Student To Do entry (of Fee Recalc type) is automatically created, whenever the Attendance % is changed. 
• Where, after the Census Date, a change is made to an Attendance % value covering a time period prior to the Census Date, a warning displays.

T-List: Research Topic / Industry Links:

A broad description should be recorded in the Research Topic field. More specific details are recorded about the Thesis (using RESF3700).

Industry Links can be recorded as required. 

• A Research Topic must exist before an admission offer is made.

Override Seperation Status:

This holds a government Separation Status Code, that will override the value that is automatically derived by the Government Statistics Snapshot for RTS Students (element 465).

• There needs to be information to override in the Government Submissions Snapshot (STAJ0110).

Research Codes Overlay:

Use this overlay to enter the three categories of research codes, applicable to this candidature.

RFCD/FOS/ FORC and SEO Classifications: In these 2 blocks, select valid institution-defined codes, applicable to the candidature. These codes are mapped to Government codes from one of three coding schemes in current use (DEST or the Australian Bureau of Statistics). A checkbox indicates the use of an ABS code. 

Multiple RFCD/FOS/FORC or SEO Classification codes can be entered, if applicable. 

In the RFCD/FOS Block the total of the percentages for research codes (ABS RFCD indicator selected) must be 100. Similarly, the total of the percentages for non-research codes (ABS RFCD indicator not selected) must also be 100.

Government Type of Activity Classification Code requires the entry of a single code only.

The LOV for each code displays only active codes (not historical Closed codes). 

• Multiple entries for RFCD/FOS/FORC must map to the same Government coding scheme (ABS or DEST). 
• Multiple entries for SEO Classifications must map to the same Government coding scheme (ABS or DEST). 
• Entering a Closed code will trigger an error message. 
• The codes used in this overlay are maintained in the following forms: RESF31C0; RESF31D0; RESF31E0; STAF1123; CRSF1140.

Thesis Summary Block:

This block displays a subset of all thesis records associated with the current candidature.

Where a candidature has multiple and/or deleted thesis records, a Lamp will display. Use standard navigation to scroll through these records.

The Submission Date field label changes dynamically (Expected or Last Submission Date) indicating that the thesis has yet to be or has been examined. The entry of a Final Result (on RESF3700) triggers this change.

• Data cannot be added/edited in this block. Use the Thesis button to access RESF3700, to enter or edit Thesis details.