Purpose

This job transfers submitted applications from the Applicant Portal tables to the Admission tables.

Anticipated Frequency

As required

Structure

Block

Transfer Applicant Portal Details

Parameters

Find Person (ADMF5010)

This function transfers submitted applications from the Applicant Portal tables to the Admission tables.

Parameters identify Applicants and Applications to be evaluated for transfer. The job has the following available parameters:

• Extract Creation Date
• Citizenship Type (1,2 and 3)
• A date range within which the application was submitted
• An Applicant ID
• System Application Type
• An Include Errors check box
• An Create CSV Extract check box
• An Extract Level poplist

The Extract Creation Date Parameter allows an administrator to generate a CSV extract file based on a previous execution of the function.

Up to three Citizenship Type parameters are included. Specifying an institution-defined Citizenship Type restricts the job to Applicants associated with that Citizenship Type. The first Citizenship Type parameter allows for a wild card. Selection of a wild card results in applicants of all Citizenship Types being considered. 

When the Date Range is set, the batch process only considers applications submitted on or between the dates selected. A Submission Start Range Date needs to be specified for the Range to be used in determining the set of Applicants and Applications for processing.  End Range Date may be left null.  When a Submission Start Range Date is not specified the process runs for all Submission Dates.

An Applicant ID may be specified and a Find Applicant button displayed to facilitate applicant searching. When a single Applicant ID is specified the function only considers that applicant.

Setting the ‘Include Errors’ check box results in Applications, which have a status of ‘ERROR’ on component/s of an Application, being considered in the process. The process sets all included error records to a PENDING status before initiating the processing. If the Include Error check box is not selected then applications that have an ERROR status recorded in an Applicant Portal table (Applicant, Other Applicant Details, Admission Application, Admission Application Access and Equity, Course Application, and or Course Application Unit Set) are not included in the batch. When the check box is not set only Applications that are PENDING and or PENDING with some NO-TRANSFER components are submitted for transfer processing.

The Include Errors check box default is 'selected'.

Setting the Create CSV Extract check box determines if the function outputs a CSV file at the completion of processing. The default value of the Create CSV Extract check box is selected (‘Y’).

The selected Extract Level list box determines the content of the output. The list box contain the following options:

• Errors
• Warnings
• Information
• Errors & Warnings
• Warnings & Information
• ALL (the default option)

Applicants that pass all validations are treated as successful and transferred to SMS.

The function provides outputs for the total records processed with the following breakdowns:

a.   Total applicants processed
b.   Total applicants successfully processed and transferred
c.   Total applicants processed with warnings and transferred
d.   Total applicants not transferred
e.   Total records processed by application component

The Find Applicant form (ADMF5010) will return a single Applicant ID which is used to populate the Applicant ID field.

This job is accessed via the main menu.

The Transfer Applicant Portal Details block contains:

Parameters Tab

• Extract Creation Date (LOV)

OR

• Citizenship Type 1 (LOV)
• Citizenship Type 2 (LOV)
• Citizenship Type 3 (LOV)
• Submission Start Range Date
• End Range Date
• Applicant ID
• System Application Type (LOV)
• Include Errors check box

Extract Options

• Create CSV Extract check box
• Extract Level (Pop)

Buttons

• Start Date/End Date Calendar
• Find Applicant (ADMF5010)

Rules/Notes:

Validations include:

• Unresolved Person match records exist with a status of POTENTIAL
• Matched person details are not exactly the same as the supplied applicant details
• The generated person ID already exists in the PERSON table
• Length of generated ID is not nine digits
• Failed to generate a valid check digit for the Person ID in five attempts
• Warning: The birth date would make the student less than 16 years old
• Warning: The birth date would make the student greater than 100 years old
• The date of birth cannot be greater than the current date
• Person has an encumbrance revoking all services
• Person has an encumbrance suspending all services
• This CHESSN is already recorded as ACTIVE or PROVISIONL for an existing student
• An active or provisional CHESSN already exists for this person
• The Address Type must be a correspondence type
• A person address record exists that starts after the submission date but before the transfer date
• A person email address record exists that starts after the submission date but before the transfer date
• The email address is longer than 40 chars and has been split over multiple address lines
• A person delivery type destination record exists that starts after the submission date but before the transfer date
• The Visa Type is Null
• The Visa Start Date was null and has been set to the current date
• An international visa record with the same visa type exists with overlapping start and end dates
• A matching Australian Secondary Education record exists with a different score
• The surname is greater than the length allowed in the person table
• A matching Overseas Secondary Education record exists with a different result
• A matching Tertiary Education record exists
• Could not find English language in the language code table where govt_language_cd = 1
• A matching Person Other Qualification record exists
• A matching Employment Detail record exists
• A matching Document with the same filename and size record exists
• Academic and Admission Period details are not complete and other period transfer status has been set to error
• Academic and Admission Period details are not complete and other period transfer status has been set to no transfer
• User Defined values have not been created for the ‘UNVERIFIED’ verification status so the job cannot process any records
• User Defined values have not been created for the transfer statuses so the job cannot process any records
• The concatenated first name and other names is greater than the length allowed in the person table
• The admission category could not be derived. Multiple admission categories with no rank details were found
• The admission category could not be derived. No matching admission categories were found
• User Defined values have not been created for the admission method type of ADMIN so the job cannot process any records
• The application did not contain any valid preferences
• Access and Equity Category is closed
• Level of completion must be recorded for the Applicant
• A matching Admission Test Result record exists
• Employer must be recorded for the Applicant
• Position must be recorded for the Applicant
• Work Experience Start Date must be recorded for the Applicant
• The default Alternate Person ID type has not been defined in the Applicant Portal Configuration
• The Unit Set step does not exist for the Admission Process Category
• The Access and Equity step does not exist for the Admission Process Category
• The Admission Test step doesn’t exist for the Admission Process Category

Rules/Notes:

This job transfers Fee Assessment data for each application, to the Fee Category and Default Fee Assessment Student Status fields on Form ADMF3240.

The job also transfers Planned Admission Test information and Admission Test Sub Scores for the applicant.

The System Application Type distinguishes applications based on whether the type is Course Transfer (CRS-TRNSFR), Non-award (NON-AWARD) or Standard Course (STANDARD) applications.

Note that re-admission is treated as a Standard Course application for the purpose of this parameter. The determination of re-admission can only be made as part of the execution of the transfer process.

Any Non-Award applications made through Applicant Portal for courses that map to a Government Type of 50 are transferred to SMS under the NON-AWARD Admission Process Category.

Non-Award applications for courses that are not Government Type 50 courses, are treated as STANDARD applications and transferred into SMS Admissions, with a System Admission Process Type of COURSE.

If a Student Course Attempt exists (for an applicant) that matches the current criteria for a RE-ADMIT, then the Non-Award course is processed as a RE-ADMIT, not as a non-award (even if it is mapped to a Government Course Type of 50).

In order to process Non-Award applications, any unit details recorded in the Applicant Portal for Non-Award applications are transferred into the Admission Course Application Instance Comments Viewable table and into ADMF3240, regardless of the System Admission Process Type used by the transfer job.

The student's Applicant Portal Name Format information is migrated to the PERSON table by this job. This migration uses the APPLICANT Name Format - PERSON Name Format mappings recorded in ADMF0620 to determine the values to be inserted in the PERSON table.

This job logs a warning message when the ‘Warn if Applicant Email differs from Person Email’ is selected in ADMF0900 and the email address of an applicant differs from the email of the person that the applicant has been matched to.

If the ‘Warn if Applicant Email differs from Person Email’ is selected in ADMF0900, the value of the System Applicant Portal Transfer Type in ADMF0900 determines what what action this job takes when the email address of an applicant differs from the email address of the person that the applicant has been matched to.
i.e. To transfer the applicant data, transfer applicant data and update the person email address or transfer applicant data and not update the person email address.