ADMJ9100 - Process Tribal Reference Data

Structure

In order to successfully transfer admission applications from Callista to Tribal Admissions, certain reference data must exist in Tribal Edge.

 The following Edge reference data will be populated by ADMJ9100 (other reference data must be entered manually in Tribal Edge):

• Admissions Options and Routes (Unit Sets for each course offering)
• Admissions Programmes (Courses)
• Countries
• Entry Points (Course Offering Options)
• Faculties
• Institutions
• Qualifications
• Qualification Levels
• Qualification Subjects (Fields of Study)

The set of course related reference data to be transferred is controlled by the parameters selected. If only the Academic Year is selected, then reference data for all courses offered in that year will be transferred - except courses with a Course Category of NO-TRIBADM. Any applications for NO-TRIBADM courses are excluded from being transferred to Tribal Admissions by ADMJ9000. Institutions can further limit the reference data transferred by selecting parameters for Course Type, Responsible Organisational Unit, or a Course Code. Regardless of the parameters, all Countries, Institutions, Qualifications, Qualification Levels and Qualification Subjects will be included.

Unit sets are defined as Routes in Tribal Admissions. The job will transfer unit sets per course where:

• The unit set is associated with the Course Offering Option (COO) in the COO Unit Sets form (CRSF1282);
• The unit set has no expiry date or the expiry date is in the future; and
• The category of the unit set in the Unit Set Categories form (CRSF4120) has the ‘Available for Applicant Portal’ indicator set, and in the Course Offering Unit Sets form (CRSF1280) the ‘Override Unit Set Availability’ is DEFAULT or AVAILABLE. Or else the category of the unit set in CRSF4120 has the ‘Available for Applicant Portal’ indicator not set and in CRSF1280, the ‘Override Unit Set Availability’ is AVAILABLE.

If any reference data is updated or deleted in Callista, the change will not be reflected in Edge. With the exception of Qualification Levels and Routes, Callista stores the Globally Unique Identifier (GUID) of each record transferred by ADMJ9100 and will not transfer any data for these records upon subsequent runs ( a message is displayed in the System Log). So, if the short title is changed in Callista for a course that already exists as an Admissions Programme in Edge, it will not be updated in Edge by ADMJ9100. However if a new course version is added to Callista, this will be transferred to Edge as a new Admissions Programme record by ADMJ9100.

The transfer of reference data is one-way from Callista to Edge. So if reference data is updated or added in Edge, the change will not be brought back into Callista. If reference data is deleted in Edge and needs to be reinserted, the record’s GUID must first be deleted in the Callista Integration External ID database table before running ADMJ9100 so it is treated as a new record and transferred again.

The processing of Admission applications via Tribal Admissions is described in Callista SMS and Tribal Admissions Integration.

This job can only be run in scheduled mode.

This job is accessed via the main menu.

The Process Tribal Reference Data block contains:

• Academic Period
• Course Type
• Responsible Org Unit
• Course Code

Buttons

• Find course (ADMF1220)

Primary - Secondary Unit Sets

• Unit Set Category

Rules/Notes:

An Academic Period value must always be selected.

If a Course Type is selected, then reference data related to all courses of that Course Type with an offering in that year will be transferred, unless limited by Responsible Org Unit or Course parameters.

If a Responsible Org Unit is selected then reference data related to all courses in that year, for which that org unit is responsible will be transferred, unless limited by Course Type or Course parameters

If  a Course Code is selected, then only reference data related to that course will be transferred.

The job will transfer single unit sets as individual route codes unless a Unit Set Category has been defined, whereby any unit sets with that category will also be transferred as a combination of two unit sets.However, where a single COO Unit Set record exists for a Course Version in CRSF1282, and ADMJ9100 is run with the Unit Set Category value corresponding to this COO Unit Set record, only single Route and Admissions Options records will be transferred as reference data (since a combination of two unit sets will not be possible).

Only reference data for active records (e.g. courses with the status of ACTIVE) is transferred. 

With the exception of Qualification Levels and Routes, ADMJ9100 will only transfer new records (not updates) from Callista to Edge. 

Academic period =2022
Course Type = 10 (Bachelor's Pass)
Responsible Org Unit = %
Course Code = %

Academic period =2022
Course Type = 10
Responsible Org Unit = 01
Course Code = M300 (Bachelor of Commerce)

Academic period =2022
Course Type = %
Responsible Org Unit = %
Course Code = M300