admissions manual - university of wollongongweb/@stusys/... · ssd-sys-man-004 admissions manual...

SSD-SYS-MAN-004 Admissions MANUAL of 84 Hardcopies of this document are considered uncontrolled.

Please refer to UOW website https://staff.uow.edu.au/smp/admissionshelp/index.html for the latest version.

Student Services Division – Student Systems

Admissions MANUAL

Contents

1 Login ..................................................................................................................................................... 3

1.1 Login Error Types ..................................................................................................................................... 3 1.1.1 Incorrect Username or Password .......................................................................................................... 3 1.1.2 ‘Fatal error’ Message Received............................................................................................................. 4

2 Personal Details .................................................................................................................................... 5

2.1 Contact Details ......................................................................................................................................... 6 2.1.1 Student Number ................................................................................................................................... 9 2.1.2 Change Requests to Personal Detail fields ........................................................................................... 9

2.2 Qualifications.......................................................................................................................................... 10 2.3 English Qualifications ............................................................................................................................. 13 2.4 Student ID .............................................................................................................................................. 14

2.4.1 Online Enrolment Instructions on Surface Pro ..................................................................................... 17 2.5 Info ......................................................................................................................................................... 19

2.5.1 Info - Alert ........................................................................................................................................... 20 2.5.2 Info - Exclusion ................................................................................................................................... 21

2.6 Other Contacts ....................................................................................................................................... 22 2.6.1 Carer – Message Prompts .................................................................................................................. 23

3 Application ........................................................................................................................................... 25

3.1 Application Details .................................................................................................................................. 25 3.1.1 File Locattion ...................................................................................................................................... 27

3.2 Agent Details .......................................................................................................................................... 28 3.3 Schol/Ext. Spon Details .......................................................................................................................... 29

4 Offers .................................................................................................................................................. 30

4.1 eCoe ...................................................................................................................................................... 30 4.2 Main Offer .............................................................................................................................................. 31

4.2.1 Offer Details ....................................................................................................................................... 31 4.2.2 Basis of Admission ............................................................................................................................. 34 4.2.3 Conditions .......................................................................................................................................... 36 4.2.4 Advanced Standing ............................................................................................................................ 38 4.2.5 Post Grad Details ............................................................................................................................... 39 4.2.6 Fees ................................................................................................................................................... 41 4.2.7 Fees Tab – Changing Course DB Fees ............................................................................................... 45 4.2.8 Fees Tab – Discount Permissions Required ........................................................................................ 47 4.2.9 Fees Tab – Offer Letter ...................................................................................................................... 52 4.2.10 Offer Status Errors .......................................................................................................................... 54 4.2.11 Console Window ............................................................................................................................. 55

5 Notes ................................................................................................................................................... 60

6 Conditions Overview ............................................................................................................................ 61

7 Search ................................................................................................................................................. 62

8 Maint. .................................................................................................................................................. 65

8.1 Agent ..................................................................................................................................................... 65 8.2 Letter Types ........................................................................................................................................... 66

8.2.1 Application Letter Types ..................................................................................................................... 66 8.2.2 Offer Letter Types ............................................................................................................................... 68 8.2.3 Variable List ....................................................................................................................................... 69

https://staff.uow.edu.au/smp/admissionshelp/index.html



8.3 Session End Dates ................................................................................................................................. 72 8.4 Offer Condition Templates ...................................................................................................................... 74 8.5 Miscellaneous ........................................................................................................................................ 76

8.5.1 Cache Refresh (includes all courses) .................................................................................................. 76 8.5.2 Bulk Letter Print .................................................................................................................................. 76

8.6 Load UAC .............................................................................................................................................. 77 9 Web App and HDR Web App ............................................................................................................... 78

9.1 Summary ............................................................................................................................................... 78 9.2 Details .................................................................................................................................................... 79

9.2.1 Contact Details ................................................................................................................................... 79 9.2.2 Qualifications ...................................................................................................................................... 80 9.2.3 Applications Details ............................................................................................................................ 80 9.2.4 Course Details .................................................................................................................................... 80 9.2.5 Attached Files ..................................................................................................................................... 80

10 College and Dubai Web App ................................................................................................................ 80

11 APPENDIX A – Admissions Error Messages ........................................................................................ 81

12 Version Control Table .......................................................................................................................... 83




1 Login

Enter UOW username and password, and click Login to access the Admissions system. If there has been an update since you last launched Admissions, you will receive a prompt to ‘Get Update’. Admissions will then load normally for login:

1.1 Login Error Types

1.1.1 Incorrect Username or Password

If you enter incorrect username/password more than three times, an error message will appear to inform you that your access is blocked for half an hour.

To log out of Admissions without quitting Admissions, click on the Logout button.

To quit Admissions, you can either click on the Exit button or at top right hand corner.




1.1.2 ‘Fatal error’ Message Received

Firewall settings may have been amended for the site user causing this fatal error message. E.g., offshore users changing their IP addresses in site; UOW staff in other buildings categorised as ‘non-admin’ and are denied access to firewall servers. Users should contact Student Systems team to advise of the error message so that the issue can be raised with IMTS via the Student Systems team contacts (log at Student Systems Support Portal ticket via https://myservices.uow.edu.au). IMTS will then amend the firewall settings with the IMTS Systems team. Temporary work arounds are possible via a config file change, but should only be amended with IMTS advice. See APPENDIX A for other Admissions error messages that you may encounter.


https://myservices.uow.edu.au/



2 Personal Details

Enter the student number and press Enter key or click OK to call up the student.

You can also search by student name and enter date of birth to further refine the search. The checkbox to the right of the student number/name field should be ticked if you want to search on any part of the student name – for example:

Search for the name Dean – if checkbox is not ticked, system will only retrieve students with Last name = Dean.

With checkbox ticked, system will retrieve students with first/last/middle/preferred/former name = Dean If there is more than one result returned by the search, a search result list will appear. To call up a student, you can either,

- double click on the student you wish to call up; or - select a student from the list and click on the Select button.

To call up a known student, enter the student number at the top alongside ‘Details’ button:

Click on the Details button to retrieve the personal details (including photo) for the student.




2.1 Contact Details

Once information is entered into the Contact Details screen and saved, a Student Number is generated. Mandatory fields in this tab are:

First Name

Last Name

Date of Birth

Street

Suburb

Country Address If the system finds someone with a similar name and date of birth, a warning will appear asking you for confirmation. Repeat Call – A Person with these details already exists Press Check to see details Check or Ignore Click on ‘Check’ button to see the list of possible duplicate records (recommended). The list of possible duplicate records will be viewed from the Search tab. If the student is already in Admissions, select the appropriate student number and compare the data; otherwise go back to Personal details tab to continue entering data. Character Languages used in SMP systems (e.g. for use of symbols in names) The SMP systems currently (as at May 2016) use the character set of ISO 8959. Samples of these characters can be searched on the web (search “ISO-8859-1”). Examples: http://cs.stanford.edu/people/miles/iso8859.html#ISO http://www.fileformat.info/info/charset/ISO-8859-1/list.htm NOTE: Whilst Admissions may accept the entry of any character outside of the ASCII/ISO 8859 list of characters, only characters of ISO 8859 will be accepted in SAI. Documents such as Transcripts and Enrolment Prints from SAI can manage ISO 8859 characters, however changes to fonts will limit the characters available as well (e.g. Testamurs will need to be reviewed in case manual intervention/creation is required for other characters).


http://cs.stanford.edu/people/miles/iso8859.html#ISO

http://www.fileformat.info/info/charset/ISO-8859-1/list.htm



Field Description

Student Number 7 digits, generated once a record is saved in Admissions

Enquirer Number If the student has an enquiry number in CRM, enter this number in “Enquirer Number” field in Admissions- this is so the 2 records will match up when the information from admissions crosses over to CRM. The crossover is managed via SMP Interface, which is run hourly on a daily basis and a full update daily at 2:30am.

Emirates ID Number Field used by UOWD to record Emirates ID number (Ministry requirement)

Title Select Title from drop down menu Certain titles trigger gender selection – e.g. Mr, Male Miss – Female

Last Last (surname) Names entered will appear on official Academic Documents – e.g. Testamur, Transcript, Enrolment records. Refer to information on acceptable characters above.

First First name

Middle Middle name

Student Type Student Type Int – International




Dom – Domestic Unk – Unknown Will be derived based on Citizenship and Visa information entered

Status Alive Deceased Duplicate Test

Preferred Name If student has a name that they preferred to be called – for example an Australian name for an international student Preferred name appears on the class roll in SMP_Central

Former Name Student’s former name to be recorded (for example if a student changes their name after marriage)

DOB Date of birth

Gender –Male Female Indeterminate/Intersex/Unspecified

Country of Origin Select country of origin from drop down menu Enter part of the country name to narrow the search

Citizenship Select Citizenship from drop down menu Enter part of the Citizenship name to narrow the search

Citizenship Confirmed When the applicant has provided either a certified copy of their Australian birth certificate, passport, citizenship or naturalisation document as proof of Australian Citizenship, then only the Citizenship checkbox should be ticked. Other citizenship types can also be ticked to record confirmation but not necessary unless citizenship impacts other enrolment or fees options.

Visa Type None AusAid Visa Dependant Visa Diplomatic Visa UAC Permanent Resident Permanent Humanitarian Permanent Resident Student Visa Special Category Visa Spouse Visa Temporary Resident Tourist Visa Working Holiday Visa

Visa Start Date dd/mm/yyyy

Visa Confirmed When the applicant has provided a certified copy of their passport as proof of citizenship (whether that be Australian or citizenship for another country) and/ as proof of Permanent Residency in Australia, then both the Citizenship checkbox and Visa/Permanent Residency checkbox must be ticked.

Visa Expiry Date dd/mm/yyyy

Tick this box if the student is of Aboriginal or Torres Strait Islander descent flag

Use when the applicant has indicated on their hard copy application form that they are Aboriginal or Torres Strait Islander, this checkbox should be ticked on their admissions record. Please note that at present there is no supporting documentation required to prove Aboriginality however, normally a letter from a




community elder or a statutory declaration will suffice.

Record Presented Date button When the students present themselves at the enrolment, by clicking on this button, the system will record the current date as the date the student presents at the enrolment. This date will be saved against the student record immediately if the user has access to save to the Contact Details tab

Presented Date dd/mm/yyyy

Summary Summary button presents a tab that gives a summary of all applications and offers of a student recorded on the system. Each entry can be accessed directly from here.

Home Address Addresses added to Web Apps (online apps) will populate the Home address tab by default. Home address is intended to capture the ‘address when not at university’ Data entered from SOLS (as Home address) will update these fields in Admissions. Predictive Suburb, State, Postcode and Country are available. Suggested suburb matched will be displayed accordingly.

Email Home address Email

Session Address Secondary address option. Session address is intended to capture the ‘address when attending university’ (e.g. International House, Keiraville, Bulli) Data entered from SOLS (as session address) will populate these fields in Admissions. Predictive Suburb, State, Postcode and Country are available. Suggested suburb matched will be displayed accordingly.

Email Session address email

New Create new record

Save Save updates to record

Close All Close record

Delete Deletes student record. Access to this is limited.

Help Open https://staff.uow.edu.au/smp/admissionshelp/index.html in default Internet browser

2.1.1 Student Number

Creation of the student number is based on a 6-digit database sequence and the last digit is called a check digit. In Admissions version 3.3.1, the student number generation logic to check student number was updated to check whether the student is not already in use. If in use, the system will select the next available student number in the sequence. For more details, please contact the Student Systems team.

2.1.2 Change Requests to Personal Detail fields

Changes or additions to these fields should be confirmed with the relevant business owners and then a request made with IMTS to add the fields accordingly. For example, the amendment to a country name or citizenship should be confirmed by the Director of Institutional Research & Gov't Reporting before a change request is made.





Additional visa classes should be confirmed by the relevant staff in the Student Services Division before a change request is made. Refer to the Country and Institutional Maintenance manual in SAI Menu Summary for more information. All changes should then be made in the test environments for testing before changes are pushed to production.

2.2 Qualifications

In order to comply with the new Reporting Requirements 2008 from the Department of Education, Employment and Workplace Relations (DEEWR), we were required to change the current process of recording Advanced Standing to comply with the mandatory collection of new data from applicants. The new data collection relates to an applicant’s prior studies, and if used as a basis for Advanced Standing, whether these studies are VET studies, Work Experience or another Course Type that must be identified. The requirement is that a qualification needs to be selected for each level of Unspecified Credit and Specified Credit that is entered into the system. Staff will need to first record the Institution and the Qualification in Admissions (if they don’t already exist for the student) prior to entering the Advanced Standing in Admissions or SAI.




Field Description

Add Qualification

Work Experience If it is a work experience related qualification, just tick Work Experience box, Qual/Award Institution Awarding Institution Course Type Will automatically be set with pre-defined values.

VET Course If VET Course is ticked Course Type will change to Level of Education Field of Education Broad Level field will appear Field of Education Narrow level will appear

School Type Displays once Institution selected. These are set up via SAI > Institution Maintenance. Refer to SAI Menu Summary for Institution Maintenance manual.

Country Countries are set up via IMTS staff (country table) Refer to SAI Menu Summary for further information on Country additions – SAI Maintain Source Files – Institution Maintenance

Awarding Country The country where Awarding Institution located.

Qual / Award Mandatory field Enter Qualification name

Duration Enter the duration of the qualification

Score

Previous ID

Last Year Enrolled

Course Type This field must be valid for a successful Save to be performed on the student record. I.e. Saving a record or reprinting Student ID cards are not possible if the Course Type is invalid. Check Course Type in Basis of Admissions as well as Qualifications.

Notes Free type field for recording additional information if needed. When you record GPA against a qualification, you must use the format/syntax of “GPA: ? out of ?;” in the Notes field. You should still enter the calculated GPA score in the Score field. Here are some examples:

Score: 3.5 Notes: GPA: 3.5 out of 4; Or Score: 2.8 Notes: GPA: 2.8 out of 5 Honours Class I; Or Score: 2.4 Notes: GPA: 2.4 out of 4 Honours Class II Div 2;

It must start with ‘GPA:’ (no quotes) and end with a semi-colon ‘;’ (no quotes).




If the GPA can’t be converted into numbers or there isn’t an “out of”, please just use “GPA: ?;”, e.g. “GPA: C;”. If you do not follow this format, the HDR Student System will not be able to pick up this information for ranking and you may have to go back to fix them one by one.

Inst Description

Institution Institution is the teaching institution where the student studies/studied the course or the qualification at. Additional amendments to this field are made by Student Services Division staff from Institution Maintenance in SAI- Maintain Source Files. Refer to SAI Menu Summary.

Awarding Institution Awarding Institution is an institution or an official qualification awarding body that the student's qualification was/will be awarded by.

Specialisation

Completion Date Enter the Completion Date

Completed Tick checkbox if qualification is complete

Verified

Post Code Post Code represents the Australian post code of a student’s permanent home residence in their last year of secondary schooling. If this field is enabled, it becomes mandatory. To enable the field, the following values needs to be entered; Country=Australia Course Type = Year 12 (equiv overseas ) Completed Year/Last Year Enrolled = current or previous year This field is required for government reporting if a qualification record meets the condition above.

Add/Update Add appears first. Update button appears when opening existing qualification.

Clear Clears Completed and Verified check boxes.

Delete Deletes a qualification that not being used by any offer as a basis of admission.

Previous Qualifications Table Summary of qualifications previously saved

New This is new Student Personal Details – not new qualification (use Add above for new Qualification)

Save This is Save record, not just Save Qualification

Close All Closes current opened student record.







2.3 English Qualifications

English Qualifications are recorded to capture Proficiency and corresponding Test Results. There are various institutions and proficiency scales, so a selection of the Proficiency must be made before the corresponding Test Result options appear. If you require a new English qualification to be added into the dropdown list, please contact Student Systems team via ServiceNOW by selecting ‘Admissions’ as the “Category” and ‘Qualification – English Qual – New/Edit/Delete’ as the “Subcategory”.

Field Description

Add English Qualification

English Qualification Type Select the pre-determined English Qualification Type Listed.

Verified Tick if the qualification has been verified via the Check Box tool.

English Provider Select the pre-determined English Provider listed.

Course/Test Name Select the pre-determined Course/Test Name listed.

Qualification Date dd/mm/yyyy

Test Results Corresponding test result options to the Proficiency selected.

UOW Equivalent Select a listed UOW Equivalent value. This is mandatory field from version 3.1

Eng Qual Assess Date The default value of the English Qualification Assessment Date is the current date. It can be




backdated, but can’t be a future date

Mark This field will be available for test results that allow an additional Mark entry (e.g. Uni Preparation Course can have a Mark of 1-100).

Notes Enter any additional information in relation to the English qualification.

Add Add appears first. Update button appears when selecting an existing proficiency.

Clear Close existing proficiency selected.

Delete Deletes a select proficiency that not being used by any offer as a basis of admission. Error will prompt if trying to delete a used proficiency.

English Test Results Summary of previous results recorded.

New This is new Student Personal Details – not new English qualification (use Add above for new English Qualification)

Save This is Save student record, not just Save English Qualification

Close All Closes current opened student record.



2.4 Student ID

Student ID Tab is used to

Accept or Reject student’s uploaded photo

Capture or import Student photo

Print Student ID Card

Generate a new student Barcode





Pre-August 2016 UOW Enrolled ID card template:




Rebranded post-August 2016 UOW Enrolled ID card template:

Field Description

Capture Picture Option used to take the Student’s photo. Click Capture Picture When the Capture Picture window opens, click Capture. The Logitech Quick Cam window will open and the camera image will load. Adjust the camera for the desired image then click Take Picture When the picture loads, click inside the frame to move the frame. Click and drag the corners of the frame to adjust the size. Click OK to accept the image. Click SAVE to save the new picture on the ID Card.

Import Picture This function would be used to import a student’s photo from another source (if required). Only JPEGS can be imported. The ID photo dimension is 190X253 pixels in Admissions. As long as the ratio of the original photo is 4:3, it can be imported with no distortion.

Borrowing Category Click on the drop down menu to select the correct course code for the student. There will be more than 1 course code available for selection if the student has more than one offer. Correct selection is import to ensure the correct




Borrowing Category is printed on the card.

Template Select the required card format for your campus, student card type or institution. Business owners should be contacted

Save / Issue / Update Presented Date Click to print the new card and update the presented date. Only a user with access to Save changes to the Contact Details tab will be able to record a Presented Date

Save and Issue Will save details and Issue new card. Each time a student card is printed, a new barcode is generated

Print Photo This option enables you to print a copy of the student’s photo to the selected printer (if required).

Student Presented Date The date the student presented on campus. It can be updated via the Personal Details > Contact Details tab.

Issue History Will show details of student cards that have been generated, including barcode

Accept Accept the uploaded photo

Reject Reject the uploaded photo

New This is new Student Personal Details – not new Student ID card.

Save Remember to click to Save You do not have to Save if you print a new card, however you must remember to save if you take a new photo or change the card format.

Close All Click Close All intermittently to close current records that are open



2.4.1 Online Enrolment Instructions on Surface Pro

Student ID cards can be printed from Admissions installed on Surface Pro, running Windows operating system. SETTING UP CARD PRINTER WITH IMTS Note: IMTS maintains the list of Admissions printers via the Printers tab on Permissions, and must be contacted whenever a new Admissions printer name is required.

1. Log a ticket at http://servicedesk.uow.edu.au and request the ticket be forwarded to the SMP team in IMTS who will check the printer name is not already in the database. Include the following information:

o Card printer name 2. If a new printer needs to be set up, the DBAs will need to add the new printer in Permissions. 3. Connect card printer to a UOW laptop or desktop computer via USB. 4. Each time a card printer is connected to a new computer, IMTS have to:

o Install the card printer driver. o Allow network sharing for the printer attached to the computer.

To do this, open Devices and Printers on the computer and call IT Support on x3000 to perform both of these tasks.

CONNECTING SURFACE PRO TO UOW WI-FI NETWORK

1. Log in to Surface Pro with UOW username and password.





2. Click on the Wi-Fi connectivity symbol on the taskbar. 3. Click on either the UOW or eduroam networks on the right pane and select Connect. You may be prompted

to enter your UOW username and password in order to connect to the Wi-Fi. SETTING UP CARD PRINTER ON SURFACE PRO

1. Ensure the Surface Pro is connected to the UOW Wi-Fi network. 2. Connect card printer via USB to a laptop or desktop computer wired to the UOW network. 3. Turn on printer. 4. Record computer name. 5. Open the start menu on the Surface Pro, type in ‘\\[Computer Name eg. UOW-XXXX]’ and hit enter. A list of

printers should appear in a new window. 6. Double-click on the printer to install it on the device. 7. Open Settings > Devices > Printers & scanners to set the card printer as the default printer. The correct card

printer will be named ‘[Card Printer Name] on [Computer Name].’ 8. Click the printer, select Open queue and set the printer as default under the Printer tab.

INSTALLING ADMISSIONS ON SURFACE PRO

1. IMTS will install Admissions on the Surface Pros prior to their use at Academic Advice Days and Orientation. USING ADMISSIONS ON SURFACE PRO

1. Double-click on the Admissions icon on the desktop (if the icon is not there, open the shortcut at Computer > Local Disk (C:) > SMP > admissions > Admissions).

2. Log in with your UOW username and password. 3. Type in the student number in the search bar at the top of the window. Hit enter. 4. Click on the Student ID tab to bring up their student card preview.

VALIDATING STUDENT PHOTO IN ADMISSIONS

1. If a student has uploaded a photo, staff will see a new photo preview to the right of the student card preview. 2. Select Accept meets the following requirements:

o Clear lighting against a neutral background, with natural skin tones, proper exposure and no shadows

o Face directly to the camera, from the shoulders upwards, with eyes open and a neutral expression. o Unobstructed face; no shadows, clothing, hair or sunglasses in the way o Glasses should have clear lenses, causing no glare or obstruction to eyes

3. If one of these requirements is not met, select Reject and take a new photo using the rear camera on the Surface Pro.

TAKING A PHOTO USING REAR SURFACE PRO CAMERA IN ADMISSIONS Note: Only use the rear camera to take a student photo on the Surface Pro.

1. Click Capture Picture. 2. On the dialog box, click Capture. The rear camera should turn on and a preview should appear. 3. Take a photo of the student by clicking Capture Photo 4. Adjust perimeter of photo by dragging the corners of the frame, ensuring that it meets all student card photo

requirements. If a new photo needs to be taken, click Capture and repeat the process. 5. Click Okay. The new photo will appear in the student card preview.

PRINTING STUDENT ID CARD WITH VALIDATED PHOTO

1. When an uploaded photo has been validated or a new photo has been taken, select a borrowing category. 2. Click Save / Issue / Update Presented Date if the date the student Presented is required to be updated

o If the Presented date is not to be updated – click Save and Issue 3. Ensure the correct card printer is selected. 4. Click Print.




2.5 Info

Function used for Alerts This screen provides information in addition to the notes screen about the student’s enrolment at the University of Wollongong.




User must press Add to save the Alert to History (and activate):

When a user opens the record in Admissions, active Alerts will prompt a dialogue box:

Alerts that are created (and Active) is Admissions also prompt a dialougue box to pop up in CRM systems (refer to CRM manual).

2.5.1 Info - Alert

An example of an Alert that can be used is the High Risk Student Alert. The free text field allows SSD staff to advise of the steps required before an offer is permitted:




The free text field will be the prompted dialogue box:

And for ‘Alerts’ Student Number and Enquirer number fields will be highlighted in red:

2.5.2 Info - Exclusion

An ‘Information’ flag Exclusion can be used to ensure an Excluded student is not given an offer whilst Excluded from UOW. Reasons for exclusion can include:

Poor academic performance

Academic misconduct (i.e. plagiarism, cheating, unacceptable behaviour) Previous UOW students who have an exclusion course status should not automatically be given an offer even if the faculty have approved. If the Admissions Info flags are not used, the staff must follow their own processes to manage this (e.g. Course and enrolment checks may take place instead).

Field Description

Information Alert CSC exempt Excluded Life Member URAC Life Member UniCentre UOW Staff Member

Effective Date

Status Active Deactivated Deleted Inactive

Reason [free text field]

Add Add button appears first to add info to Current Information. Update appears when opening aN existing Information.

Clear Quit current opened Information.

Current Information Summary of Info previous recorded.

History Review and Summary of all info History previously Added and Saved.

New This is new Student, not new info (refer to Add Info)

Save Must Save to see history

Close All Close current opened student record.






2.6 Other Contacts

Emergency Contacts from SOLS populates this field if it doesn’t already have content, however Admissions will not update SOLS data if a change occurs in Admissions for Emergency Contacts. Other details can be added here accordingly (but only from Admissions). Users must ensure that the fields are completed appropriately before Saving. Whilst Admissions will let you save data that may be incomplete (e.g. no State or Address) but the next user who tries to Save the record or make a new ID card will not be able to until this the missing field/invalid field is amended. Predictive Suburb, State, Postcode and Country are available. Suggested suburb matched will be displayed accordingly. Other Contacts tab is used to capture details of

Authorised Contact

Carer (see 2.6.1 section below)

Emergency Contact (imported from SOLS when Admissions is empty)

Guardian





Field Description

Add Add appears first. Update button appears when opening existing contact.

Clear Quit existing contact.

Delete Deletes current selected contact.

New This is new Student Personal Details – not new contact.

Save This is Save record, not just save contact.

Close All Closes current opened contact..



2.6.1 Carer – Message Prompts

For both domestic and international students, if an UOW offer is made to a student under the age of 18 before and on the start date of their course start session (based on DOB recorded); the following message will prompt an user to take action accordingly: For UOW Offer only, the following prompt will appear if student is under 18 years old by session start date:

If the Admissions user clicks on Yes, Admissions will run the offer then abort (only UOWC will be applicable if student is under 18 years of age). Admissions user must then modify the offer to a UOW College program only (or seek DVC-A approval for UOW offer):

If the Admissions user clicks on No for the above prompt, Admissions will close the prompt to allow user modify the offer to UOW College program.





Where an international U18 student is approved by the DVC-A to study a UOW course, the Admissions user needs to manually add ‘UOW-U18-N Note’ into the offer to prevent the U18 checking and block. The offer will show below note:

As you will be under 18 years of age at the commencement of your course, you will be required

to provide details of an approved guardian, as outlined at:

www.border.gov.au/Busi/Educ/Educ/Welfare-requirements-for-student-visa-applicants-under-

18. You are also required to provide a statutory declaration that you will be residing with this

individual for the period of study before reaching the age of 18.

A new warning message regarding U18 students will be displayed updated wording as follows:

For international U18 college students, the same warning message will be displayed:

Admissions user can click Yes to run offer. Below note will be automatically displayed in offer: As you will be under 18 years of age at the start of your UOW College course, you will be required to have welfare arrangements in place;

outlined at: www.border.gov.au/forms/Documents/157a.pdf.

If you do not have your own guardianship, you will need to request an approved guardianship from UOW College Homestay. For more

information, visit: www.uowcollege.edu.au/future-students/international/homestay/info-students. Admissions user can also click on No to close the prompt and modify offer of college program.


http://www.border.gov.au/Busi/Educ/Educ/Welfare-requirements-for-student-visa-applicants-under-18

http://www.border.gov.au/Busi/Educ/Educ/Welfare-requirements-for-student-visa-applicants-under-18

http://www.border.gov.au/forms/Documents/157a.pdf

http://www.uowcollege.edu.au/future-students/international/homestay/info-students/index.html



3 Application

Application tab links a student to a course requested.

3.1 Application Details

Applications can be created on the system via:

Manual entry

UAC Load

Web Applications (as at April 2016): o UOW Apply Online http://www.uow.edu.au/apply/index.html o UOWD Apply Online http://www.uowdubai.ac.ae/admission-form o HDR Apply Online http://www.uow.edu.au/apply/index.html o UOWD Apply Online https://applytouowc.uow.edu.au/app/servlet/StudentCollege

Field Description

App Code Unique code for an application generated

Last Letter Indicates last letter type printed.

Status* Status of application shows the stage of the application

Status Date Status Date is updated automatically

Status History Status History button gives the short summary of application status


http://www.uow.edu.au/apply/index.html

http://www.uowdubai.ac.ae/admission-form

http://www.uow.edu.au/apply/index.html

https://applytouowc.uow.edu.au/app/servlet/StudentCollege



Course Preferences (1st, 2

nd)

UNI

Year* Course year – year student wishes to commence course

Camp* Campus

Del* Delivery Method

Spon Display course_instance_sponsor in the database table. Only “None” is available as this is no longer actively used

Course Code* Course code for the course that student wants to study,

Specialisation Specialisation under the course that student wants to study.

Session* Start session

CP Credit point value.

HDR Schol App Rec’d Controlled by Scholarship Applic. Status under Schol/Ext. Spon Details tab.

HDR Schol Appn Processed Controlled by Scholarship Applic. Status under Schol/Ext. Spon Details tab.

Interested in Studying English Whether the applicant indicates he/she is interested in studying English at UOW.

Seek for Credit Transfer Whether the applicant indicates he/she is seeking for credit transfer.

Country of Application The country where the applicant submits the application.

Application Source* Predetermined fields where the application has come from. Must be completed.

Pre Fees Applicant Details This Applicant information is a snap shot of details as at the Fees Revenue migration date (Feb 2003). These fields have been replaced and therefore should act as a guide only.

Letter Type User can choose:

UG/PG Application form only

Faculty Assessment Request

None And generate a PDF template from Admissions.

Print Preview Where you can Print Preview a Letter Type. ‘No Such Variable’ errors refer to the information required in the letter attempting to be generated is not in the Variable table maintained by Admissions Systems team.

Print Letter Where you can Print a Letter Type. ‘No Such Variable’ errors refer to the information required in the letter attempting to be generated is not in the Variable table maintained by Admissions Systems team.

Check box to left of Agent Code (Active Agent) Tick to highlight that this is the current Agent for CRM data to be updated.

Agent Code Selection to link to Agent known to UOW and created in Maint > Agent. The application source does not have to reference an Agent for an Agent code to be applied to an application.

Mailing Address Where an application has been forwarded by an acceptable agent, the mailing address will be changed to Agent.

File Location File tracking is used to monitor the physical location of the application. See 3.1.1 File Location section for more details.

Tracking Click on the Tracking bar to update the File Location

Application Number

New Create a new application.




Save Admissions users should always get a prompt to save changes or reload if a version has been amended since loading.

Close All Close current application.

Delete Delete current application. Access to this is limited.


3.1.1 File Locattion

The purpose to have File Location function is to:

Help Admissions staff to track current location of application.

Send application detail to designated faculty staff via email for assessment. To add file location in Admissions:

Go to Application tab and click on Tracking button.

Select File Location that best describe current application location from the drop down list.

Select Application Status from dropdown list, this will automatically populate Faculty, Unit and Main Contact fields for current File Location selection.

In case a different faculty contact needs to be used for the file location, type in a name in Main Contact text field then click on Search button to find and select right staff.

If secondary staff needs to be added to the file location, type in a name in Other Contact text field then click on Sear Button to find and select correct staff.

Add comment into Comments text field is needed.

Save the file location to add it to the application. All file locations that appear in the drop down list are maintained in a spreadsheet that both IMTS Application and Development Services team and Student Systems team can access. The spreadsheet is stored at: S:\ITS ARD Share\Admissions\Reports\Report_File_Location.xlsx The spreadsheet has below information in order to maintain file location:

Field Description

LOCATION_CODE Code of the file location. Naming convention for faculty file location code is: Student type (DOM or INT)-Acronym of faculty name-Acronym of school name-Application type (UAC, UG, UG Honours, PG, HDR)

NAME Name of the file location. Naming convention for faculty file location name is: Student type (DOM or INT)-Faculty name-School name-Application type (UAC, UG, UG Honours, PG, HDR)

DESCRIPTION Description

FACULTY NAME Faculty name

UNIT NAME Unit/school name

TITLE Contact person’s title

FIRST_NAME Contact person’s first name

SURNAME Contact person’s last name

STATUS_CODE Application status code. When selecting a file location with STATUS_CODE set as DEP, application status will be automatically changed to DEP. File location with STATUS_CODE set as None or null value won’t change application status.

CONTROL_STATUS_ID Active=1 Inactive=0, hidden from the drop down list





Admissions users in Future Students office prepare contact details and advise Student Systems team to update file locations. Student Systems team update Report_File_Location spreadsheet accordingly and notify IMTS Application and Development Services team to update file location at the back end.

3.2 Agent Details

Agent Details tab links the agent’s information to the student’s application. The application source does not have to reference an Agent for an Agent code to be applied to an application. Once an agent code is recorded against an application, the Agent Details tab is populated with relevant data. Inactive Agents will not be displayed in Agent Code (on application tab) for selection. This is for the management of Agents and their respective offer letter templates (including Student Mobility third parties).




3.3 Schol/Ext. Spon Details

HDR Scholarship (Overseas Fees Paying Sponsored) students have information added here to reflect the scholarship or sponsor and what the sponsor will be paying.

Field Description

Scholarship App Code I

Still Admit if Scholarship is unsuccessful Checkbox

Main UOW Scholarship Checkbox

Scholarship Funding Year Year selectable

Round Display which round that the student applied for,

Any HDR Scholarship Displays Secondary Billing type data

Scholarship Applic. Status Status of the scholarship application.

Scholarship Applic, Source Source of the scholarship application.

External Sponsor

Sponsor Name Select external sponsor from the dropdown list.

Other Sponsor Display other sponsor.

Sponsorship Purpose Contains four options: None Stipend (Living Allowance) Tuition Fees Stipend + Tuition Fees

Amount Scholarship amount

Duration Scholarship duration

Clear Clear current External Sponsor details

New Create a new application

Save Save current application




Close All Close current application

Delete Delete current application. Access to this is limited.


4 Offers

An offer must sit under a valid Application. You must choose an Application in Admissions to then see only the Offers applicable to that Application. Once an Application is saved and the Offer tab is opened, it will prompt you to create a new Offer this the Application you are viewing if there is no existing Offer saved. If an Application has no valid offer then when you click on Offers tab Admissions will prompt you to create a new Offer. If the Application has valid offer then Offers tab will showing the detail about the offer.

4.1 eCoe

This tab is designed the issue of eCOE (electronic confirmation of enrolment) for all parts of an offer. All details need to be completed. For an International student to enrol against the offer an ACTIVE eCOE must be recorded. (In case of WUCInt billing type, a visa type must also be selected. WUCInt students with student visa must have an eCOE.) The deletion of an eCOE should only occur when the eCOE has been entered against a student incorrectly. Where an eCOE is cancelled on PRISMS, and reissued the status of the original eCOE should be updated to ‘Cancelled’ and the new eCOE data entered.





Field Description

Offer Code As per Application & Offer accessed. E.g. O1, O2.

Offer Status Populated only once an offer code is selected.

CRICOS Populated once an Offer code is selected and there is a valid CRICOS code in the system

eCOE No Manual entry required to reflect the eCOE number generated from PRISMS

From Manual entry of From date to reflect eCOE period

To Manual entry of To date to reflect eCOE period

eCOE Status Manual select: Active, Cancelled or Extension to reflect the eCOE record. E.g. Cancel an incorrect eCOE to Activate the replacement.

Set Populated with current date (of creating eCOE in Admissions). If editing an existing eCOE, set date can be amended to reflect any date.

Payment Manual selection of: Amount, Guarantee or Invoice.

$ Available if ‘Amount’ in selected. Amount should reflect amount paid to UOW for eCOE to be issued.

Set

Insurance (including HC) Overseas Health Cover. Select: Yes or No or Pending

$ Overseas Health Cover amount

From Overseas Health Cover dates

To Overseas Health Cover dates

Reason Required on updates to eCOE. Deletion of a eCOE will prompt a reason for Deletion and save in this same Reason field.

Course Cost Total course cost.

Add Add appears first. If an existing eCoe selected then Update appears.

Clear Close current selected eCoe record.

Delete If pull up an existing eCOE, Delete button will appear (depending on user’s access).

New Create a new offer.

Save Save current offer.

Close All Close current offer.

Delete Delete current offer. Access to this is limited.


4.2 Main Offer

The Main Offer tab displays the information from the Application being viewed. A new offer will be prompted if there is no Offer available for this Application yet. Status History button records users again Offer changes (as there are various tabs under Main Offer tab).

4.2.1 Offer Details

Offers can be created on the system via:

Manual entry into Admissions





UAC Load

Field Description

Source of Application

Session End Date Session end date for the session comes from Admissions – Maint – Session End Dates Tab Admissions System Team maintain session end dates for relevant Year/Sessions/Credit Point values for all sessions that require offer letters to be generated. It shows the expected session end date based on the number of credit points for the course based on an assumption of 24 cps per session (UOW Main sessions autumn and spring), 18 cps per Trimester - College – English 6 cps per session etc – defined by the business owners, recorded in course database against the course

Agent Code Pre-populated for Offer if Agent Code saved in Application relating to this Offer

Mailing Address Pre-populated for Offer from the Agent saved in Application relating to this Offer

File Location Pre-populated for Offer from Application relating to this Offer

UNI

Year Year of Offer




Camp Campus of Offer

Del Delivery of Offer

Course Code Course Code being offered (from SMP Course Database)

Specialisation Not compulsory selection of major/specialisation for course.

Session Session start date as per Course Database session start dates set up in SAI.

CP The number of credit points the student needs to complete for this course Defaults to the credit points for the course from the Course Database

Include Exceptional Session If an exceptional session has been flagged against a course instance, this flag will be enabled for the user to select the exceptional session from the Session dropdown.

International? Checkbox Select if student is international and Billing Type selection will change

Hot Prospect Checkbox

Indication of Acceptance Checkbox

English Select to indicate English level

Billing Type A selection of Primary Billing Types from SAI coded to display here. If a new Billing Type is required to be displayed here (in Admissions), IMTS must code the change. The Fees team will need to contact IMTS and provide the following details in order for IMTS to insert a new Billing Type entry into the Billing_Type_Matrix table: - student type (International or Domestic)? - study level (UG, PG or other)? - Any course type in particular?

Study Commenced

Offer Code Generated from Offers saved

Status Offer Statuses should be selected to review status of Offer. Only automation is the ENR: Student Enrolled (where SOLS activation changes the Offer Status).

Status Date Status Date is current date for new offers, and date of change for other Offer Statuses. This is displayed in Status History log.

CRICOS Populated with Course CRICOS code

Letter Type Select letter type required and generate Preview or Print User attempted to make certain letters must be added as users in Admissions > Maint > Validate (username and extension) by Admissions Systems team.

Last Letter Records last generated of letter: Letter type and date.

Print Preview** To generate letter Print Preview (PDF). User must be valid user. Permissions feature/role is UniAdvice Letter Export. See Post Grad (4.2.5) tab information for more info on Print Preview message prompts.

Print Letter** To generate letter Print Letter (PDF). User must be valid user. Permissions feature/role is UniAdvice Letter Export.




See Post Grad (4.2.5) tab information for more info on Print Letter message prompts.

Principal Sponsor

Print with Cover Letter Checkbox

Delete Offer

Create PO Progressive offer

Status History Log of Offer Status History with username and date and times.

Offer Number






4.2.2 Basis of Admission

The Basis of Admission drop down selection has been moved from the Main Offer – Offer Details tab to a new Tab, ‘Basis of Admission’. Selecting a Basis of Admission is mandatory staff won’t be able to save the offer until a Basis is selected.

Adding qualifications to the offer is optional, but if the offer is being made based on a previous qualification, then this qualification needs to be selected as the Basis of Admission.





Basis of Admissions must be entered before a valid save can be performed – on any tab. That is, not just offer, but student id cards, & personal details changes cannot be saved if a Basis of Admissions field is not completed correctly.

Field Description

UNI

Year Year - Pulled from Offer details

Camp Campus - Pulled from Offer details

Del Delivery - Pulled from Offer details

Course Code Code - Pulled from Offer details

Specialisation Specialisation - Pulled from Offer details

Session Session start - Pulled from Offer details

CP Total Credit points of course - Pulled from Offer details

English Qualifications Existing data for English Quals

Academic Qualifications Existing data for Academic Quals.

Basis Type of Qualification of the Basis of Admission

Note Notes for Basis of Admissions

Select All Select all English and Academic Qualifications

De-select All De-select all English and Academic Qualifications.

Completed Tick box to confirm Completion

Verified Tick box to confirm Basis of Admission Verified

Offer Number

New Create a new offer with current Basis of Admission details.

Save Save the current offer, cannot Save if erroneous data.








4.2.3 Conditions

The conditions tab records all conditions, notes, and post-enrol conditions entered on to the offer.




Field Description

Type Condition – required before enrolment Note – notes for additional information displayed on offer. Post-Enrol – recorded as required after enrolment for follow up

Sort Conditions/Notes can be sorted in numerical order. Simply add number in the ‘Sort’ field in front of the ‘Condition Met’ box when adding an entry. (Don’t use colon (:) and the enter key when typing.)

Condition Met To clear a condition Step 1: Click on the condition that you want to clear (when it is selected, you will see that it is highlighted and the details of the condition is being displayed in field above.) Step 2: Tick ‘Condition Met’ box. Step: 3 Click Update button and Save (Offer status to be updated when applicable). Post enrolment condition in progressive offer can’t be set to Condition Met if main offer has Enrolled status. Update Condition Met check box when Post Enrol condition in progressive offer is met before the main offer is enrolled. Offers with Post enrolment conditions or notes are considered unconditional, so there should be no bar to enrolment.

Cond/Note Select Condition, Note or Post-Enrol condition that needs to be added to offer. Or, can select nothing to leave this field blank.

Details If a Condition, Note or Post-Enrol condition is selected, content of the condition or note will be displayed here. User can manually change the content if necessary. If no condition or note is selected, user can manually type in content.

Add Add appears first to allow user add a condition or note. Update appears if a condition or note in blow Conditions filed to allow user to update content.

Clear Close current condition or note.

Delete Delete current selected condition or note.

History Button to show pop up of Conditions History










4.2.4 Advanced Standing

Records all credit granted prior to enrolment. Post enrolment Advanced Standing is via SAI.

Field Description

Default Qualification When an item is selected in Default Qualification, its value will be loaded in to all the other Qualification combo boxes. If a value is already set in any of the Qualification combo boxes, a warning message will appear requesting confirmation from the user to continue with the load process.

Unspecified Credit Allocation of credit by credit point value to a subject level not specified to replace a subject code in particular.

Add Specified Credit Heading

Subject Code UOW calendar subject codes

List Codes Click on ‘List Codes’ to view list of all subject codes available or type in the subject code awarded to bring up the credit point details.

Year Year of subject availability. E.g. ECON121 was not taught beyond 2004 so cannot be issued as specified credit beyond 2004.

Credit Points Credit point weighting of the subject/year selected.

Qualification Drop down selection from existing known qualifications against this student.




Add Add to appear first to Add details entered. Update appears if an advanced standing record is selected.

Clear Close selected advanced standing record.

Delete Delete selected advanced standing record.






4.2.5 Post Grad Details

This tab permits a user to allocate a suitable Higher Degree Research Funding Unit and Supervisor to a student’s HDR offer.

Field Description

Funding Unit Display a list of available funding unit that can select from. N/A for non-research degrees.

% Funding Display percentage of funding.

Enrolled Full time, Part time, None

Number of Sessions Manually add number of sessions.

Thesis Title Manually type in thesis title.

Supervisors Enter name

Search Perform search on name





Select from List Multiple values will be displayed if more than one results. Must be set up as a Supervisor in SAI.

Title Auto Populated when supervisor selected from list

Last name Auto Populated when supervisor selected from list

First name Auto Populated when supervisor selected from list

Unit Auto Populated when supervisor selected from list

Ph Auto Populated when supervisor selected from list

Email Auto Populated when supervisor selected from list

Add Use to Add supervisor.

Clear Close current supervisor.

Delete Delete current supervisor.






**Message Prompt upon Print Preview or Print Letter:

“WARNING: PDF offer to be sent to Administrative Assistant, Psychology Department, for final approval BEFORE sending to student. Do you wish to continue?”

As at June 2016, amendments to the control data table for conditions now triggers a pop up message for the following occurrences:

1. Offers -> Main Offer (or P1, P2…) -> Post Grad Details -> Funding Unit = SPSY: School of Psychology; and 2. Course Instance and Specialisation are in the following control table

Course Name Course Instance Code Specialisation

Doctor of Philosophy 201 Psychology

Doctor of Philosophy 220 Psychology

Doctor of Philosophy (Integrated) 210 Psychology

Master of Philosophy 1355 Psychology

Doctor of Psychology (Clinical) 208

Doctor of Philosophy (Clinical Psychology) 209

NOTE: to add/update the control table, simply log a ServiceNOW ticket to the IMTS (Java team) and they will arrange to update the control table.





4.2.6 Fees

Function used to manage fees charged on a Fee per Credit Point basis. Permissions required:

Feature Role Action

OfferTuitionApply DiscountPerm Admissions Apply Offer Discount

New Function V4.1 Users can only select from Discount Apply Pre-Set %

OfferTuitionPricePerm Exceptional Fee Users who have this Role must also be given the Role Admissions Apply Offer Discount Users can enter a manual fee via Corrected Course DB Tuition Fee Users can apply a Discount via: Apply pre-set % or Apply Amount

Offer WUC International Tuition Price Apply Discount Override

WUC International Apply Disc Override

New Function Version 4.1 Users who have this permission cannot apply discounts to UOW Courses Users can only select from Discount Apply Pre-Set % Only for UOW College Courses

Offer WUC International Tuition Price Override

College – Full Access

Users who have this Role must also be given the Role WUC International Apply Disc Override Users can enter a manual fee via Corrected Course DB Tuition Fee User can apply a Discount via: Apply Pre-set % or Apply Amount Only for UOW College Courses




Field Description

Pre Fees Revenue Quote Snapshot of fees prior to Fees Rev migration February 2003.

Fees

Offer Tuition Fee The Offer Tuition Fee refers to the fee per credit point recorded against the offer. In Admissions Version 3.1 (Aug 2016) – the Fees functionality changed with the implementation of Discounts. Old Fees tab (prior to V3.1)




When a new offer is created (for a fee paying student) – the Offer Tuition Fee defaults to the Course Database Fee (international or domestic) for the Course Year. The default Offer Tuition Fee changes if staff manually enter a Corrected Course DB Tuition Fee and/or apply a Discount.

Corrected Course DB Tuition Fee

Initially populated with the Course Database Fee (international or domestic) for the Course Year. If staff with relevant permissions have to make a change to the fee – they will type the new fee into the Correct Course DB Tuition Fee field and select a reason for the change. If staff apply a Discount (% or Amt) the Corrected Course DB Tuition Fee remains in tact and the Discount % or Amt is removed from the Offer Tuition Fee.

Corrected Course DB Tuition Fee - Reason

Staff select reason (from the drop down menu) for manually entering a Corrected Course DB Tuition Fee If additional reasons are required to be added to the drop down list – a ticket needs to be submitted to IMTS – via their service now portal – Request for Fees Revenue Java Team

Course DB Tuition Fee (per credit point)

Last Accepted – DD/MM/YYYY

When a new offer is created, the system retrieves the fee (international or domestic) from the Course Database for the Course Year All the fields Current, Last Accepted, Corrected Course DB Tuition Fee and Offer Tuition Fee would all be equal at that point. If an offer is saved and the offer letter is printed, the fee at the time the offer letter is printed is honoured – so if the fee on the course database changes, when the offer is called up again, the Current field will reflect the fee that currently appears on the course database. The Last Accepted field will reflect what the last Accepted Course Database Fee was. Refer to the table below on functionality to update the fee and Accept the Current Course DB Fee (depends on whether the offer letter has been printed or not)

Current The Current Fee that appears on the Course Database (international or domestic) for the course year

Accept This button provides functionality to Update the fees to the Current Course Database Fee Refer to the table below on functionality to update the fee and Accept the Current Course DB Fee (depends on whether the offer letter has been printed or not)

Variable Int Fee Exclusion Check box used to disable variable international fee at the Student/Course Level if required. Note: Variable Fee Exclusion flags also exist at the Course Level (Course Database), Sponsor (Billing Type Maintenance)




Discount Functionality introduced in Aug 2016 – version 3.1

Apply Pre-set % Staff select a pre-set Discount % from a drop down menu Staff require access to the permission feature – OfferTuitionApplyDiscountPerm in order to be able to apply a Pre-set % discount If additional pre-set discounts are required to be added to the drop down list – a ticket needs to be submitted to IMTS – via their service now portal – Request for Fees Revenue Java Team

OR Apply Amount Staff can enter an amount by which to reduce the Offer Tuition Fee Per Credit Point (this is a discount amount off the Fee Per Credit Point, not an amount off the total cost of the course0 Staff require access to the following permissions features in order to be able to apply a discount amount: OfferTuitionApplyDiscountPerm OfferTuitionApplyDiscountPerm (refer to table above for features required for UOW College staff)

Apply Amount Reason Staff who have entered a discount amount need to select a reason for this change from the drop down menu If additional apply amount discount reasons are required to be added to the drop down list – a ticket needs to be submitted to IMTS – via their service now portal – Request for Fees Revenue Java Team

Applies for Duration of Course

Staff have to select a duration for any discounts entered This box is to be ticked if the discount is to apply for the duration of the course If circumstances change and the discount should no longer be applied for the duration of the course, the Fees Team can change the duration in Fees Revenue once the student is enrolled

Or Discount End Date (dd/mm/yyyy)

Staff have to select a duration for any discount entered This field is used if there is an end date for the discount – for example, if the discount is only to apply for the first session or the first year. Enter the End Date of the session or year that the discount is to end. If circumstances change and the duration of the discount needs to change once the student is enrolled, the Fees Team can change the duration in Fees Revenue




Campus List of UOW campuses.

Name Names of (overseas health cover) OSHC types.

No. of Months Manually type in number of months that OSHC covers for.

Original Display original OSHC or Basic Fee amount.

Mod % Manually type in percentage of modification to the original fee.

Adjusted Manually type in for modified fee amount that will be charged.

Tax Inc. Display amount of tax included.

Is this charge indicative or a quote

Dropdown list to select either Indicative or Quote.

Add Basic Fees The Add Basic fee button generates a predetermined fee for the student’s offer. This may be a Compulsory Student Charge (CSC) that was decommissioned in 2008, replaced with VSU and then SSAF.

Add Add appears first to add OSHC or Basic Fee. Update appears if a Charge record is selected.

Clear Close current Charge record.

Delete Delete current Charge record.






4.2.7 Fees Tab – Changing Course DB Fees

When an offer is created, the system looks up the relevant fee per credit point from the Course Database (international or domestic for the course year) and populates the following fields:

Course DB Tuition Fee Current

Course DB Tuition Fee Last Accepted – dd/mm/yyyy


Offer Tuition Fee





At this point, staff can decide to alter the Fees by:

Staff with the relevant permissions can choose to manually alter the Offer Tuition Fee by entering an amount in the Correct Course DB Tuition Fee Field and selecting a reason why the amount was changed

OR

Staff could choose reduce the Offer Tuition Fee by a pre-set discount amount by selecting the discount from the Apply Pre-set % drop down menu and selecting whether the discount applies for the duration of the course or entering a discount end date




OR

Staff with the relevant permissions can choose to reduce the Offer Tuition Fee by a specific amount per credit point by entering a value in Apply Amount and selecting whether the discount applies for the duration of the course or entering a discount end date.

When any of these changes a made, a message will appear on the screen:

4.2.8 Fees Tab – Discount Permissions Required

If a staff member only has the Permissions to “Apply Offer Discount Role” (feature – OfferTuitionApplyDiscountPerm) – they can only do the following:

Field Functionality for staff who have Apply Offer Discount Role

Current Read only field Information is retrieved from the Course DB Current will always show the fee from the Course DB If there is a Fee set at the Specialisation level on the Course DB – if that Specialisation is set on the offer – The Current Fee will be the Fee Per Credit point for that Specialisation from the Course DB

Last Accepted If the Offer Letter has been printed or if there is a corrected or a discount or the offer status is ENR, ADF, LOC or LCV and the Fee on the Course database changes, the system does not automatically update the Fees (because once an offer letter has been generated, the Fee should be honoured)




However, there may be cases where the fee needs to be updated – Staff with this permission can click ‘Accept’ to write the Current Course DB Fee into the Last Accepted, Corrected Course DB Tuition Fee (if it has not been manually changed) and the Offer Tuition Fee


Read Only Field Staff with OfferTuitionApplyDiscountPerm are not permitted to manually change the Fee – only a supervisor with the OfferTuitionPricePerm functionality has permission to Correct the Course DB Tuition Fee

Offer Tuition Fee Read only field The value in this field changes when changes are made to Last accepted Corrected Course DB Tuition Fee Discounts

Discount – Apply pre-set % Staff with this permission are able to select a discount % from a list of pre-defined %’s

Discount – Apply Amount Read only field Staff with OfferTuitionApplyDiscountPerm are not permitted to manually enter a Discount $ amount only a supervisor with the OfferTuitionPricePerm functionality has permission to apply a discount amount

If a staff member has the Exceptional Fee Role (feature – OfferTuitionPricePerm) – they must also be given the Apply Offer Discount Role (feature – OfferTuitionApplyDiscountPerm)

Field Functionality for staff who have Exceptional Fee Role and Apply Offer Discount Role

Current Read only field Information is retrieved from the Course DB Current will always show the fee from the Course DB If there is a Fee set at the Specialisation level on the Course DB – if that Specialisation is set on the offer – The Current Fee will be the Fee Per Credit point for that Specialisation from the Course DB

Last Accepted If the Offer Letter has been printed or if there is a corrected or a discount or the offer status is ENR, ADF, LOC or LCV and the Fee on the Course database changes, the system does not automatically update the Fees (because once an offer letter has been generated, the Fee should be honoured)




However, there may be cases where the fee needs to be updated – Staff with this permission can click ‘Accept’ to write the Current Course DB Fee into the Last Accepted, Corrected Course DB Tuition Fee (if it has not been manually changed) and the Offer Tuition Fee

**If the offer letter has not been generated, if the Fee on the Course DB is changed, the system automatically updates the Fees (**Unless there is a manually corrected Course DB Tuition Fee or a discount – if there is – staff have to remove the discount and the manual fee if they want to update to the current Course DB Fee and then re-apply the discount)


Only a supervisor with the OfferTuitionPricePerm functionality has permission to Correct the Course DB Tuition Fee

Offer Tuition Fee Read only field The value in this field changes when changes are made to Last accepted Corrected Course DB Tuition Fee Discounts

Discount – Apply pre-set % Staff with this permission are able to select a discount % from a list of pre-defined %’s

Discount – Apply Amount Staff with OfferTuitionPricePerm are permitted to manually enter a Discount $ amount

When Course Database Fees change, what happens in Admissions depends on:

Whether the Offer Letter has been printed OR

Whether there are conditions – or the Offer Status is ENR, ADF, LOC or LCV

Whether there is a correction or a discount Current policy is that once an Offer Letter has been printed, the Fees need to be honoured. However, staff need to refer to their policies/procedures to determine whether an existing offer should be changed, or whether a new offer needs to be created. The following table outlines the system functionality based on the level of permission of the user and whether an Offer Letter has been generated:




Message that appears

when select Offer Tab Permission Action OfferTuitionPricePerm + OfferTuitionApplyDiscountPerm

Permission Action OfferTuitionApplyDiscountPerm

User with this permission change can enter or change a Corrected Course DB Tuition Fee or apply/change a Pre-set % discount or a Discount Amount

User with this permission cannot enter or change a Corrected Course DB Tuition Fee or apply/change a Discount Amount User can only apply a Pre-set Discount %

Course DB Fee is changed after an Offer is saved AND Offer Letter has been printed

‘Please review the Fee details for O1 and manually update if required. Last Accepted Course DB Tuition Fee: $530 differs from Current Course DB Tuition Fee $538 Note: Offer Letter has been printed: OCU, 8/08/2016 Contact your supervisor if you do not have permission to manually update Only the ‘Current’ field changes, it reflects the new Course DB Fee

Current shows as new Course DB Fee $538 Click to accept – a message appears ‘Accepted Course DB Tuition Fee will automatically propagate to the other fee fields – offer letter has been printed! Please reprint the offer letter Do you wish to continue? I answered Yes and Corrected Course DB Tuition Fee and Offer Tuition Fee changed to $538.00 If a discounts exists – when user clicks accept message will appear

Accept failed – Correction and/or Discount Exists. Please remove any existing Correction and/or Discounts before Accepting. Once accepted, re-apply any new Corrections and/or Discounts if required. Contact your supervisor if you do not have permission to remove the existing Correction and/or Discount If a Corrected Course DB Tuition Fee Exists – when user clicks to accept, a message will appear: ‘Accepted Course DB Tuition Fee will automatically propagate to the other fields; - Correction exists and will be deleted! Offer Letter has been printed! Please reprint the Offer Letter. Do you wish to Continue?

Current shows as new Course DB Fee $538

With no discounts or Corrected Course DB Tuition Fee – click to Accept

a message appears ‘Accepted Course DB Tuition Fee will automatically propagate to the other fee fields – offer letter has been printed! Please reprint the offer letter Do you wish to continue?

If a Corrected Course DB Fee or discounts exists – when user clicks accept message will appear

Accept failed – Correction and/or Discount Exists. Please remove any existing Correction and/or Discounts before Accepting. Once accepted, re-apply any new Corrections and/or Discounts if required. Contact your supervisor if you do not have permission to remove the existing Correction and/or Discount




Course DB Fee is changed after an Offer is saved AND Discount or Manual Fee Correction exists OR Offer Status = ENR, ADF, LOC, LCV AND Offer Letter NOT Printed

Please review the Fee details for O1 and manually update if required. Last accepted Course DB Tuition Fee: $530 differs from Current Course DB Tuition Fee: $538 Contact your supervisor if you do not have permission to manually update Only the ‘Current’ field changes, it reflects the new Course DB Fee

Once offer status changes to ENR – on the Fees Tab – Current shows the new Course DB Fee and the Accept button is greyed out

If there is no manual fee or discount, If user clicks ‘Accept’ the new Course DB Fee is written into the Last Accepted, Corrected, Course DB Tuition Fee and Offer Tuition Fee Fields - no warning appears as no offer letter has been printed If there is a Corrected Course DB Tuition Fee and user clicks ‘Accept’ – message appears – ‘Accepted Course DB Tuition Fee will automatically propagate to the other fields; - Correction exists and will be deleted! Do you wish to Continue? If user answers Yes, the Corrected Course DB Tuition Fee is wiped out and replaced with the new Course DB Tuition Fee If a Discount exists and user clicks to accept, an error message appears: ‘Accept failed – Correction and/or Discount Exists. Please remove any existing Correction and/or Discounts before Accepting. Once accepted, re-apply any new Corrections and/or Discounts if required.

If there is no manual fee or discount, If user clicks ‘Accept’ the new Course DB Fee is written into the Last Accepted, Corrected, Course DB Tuition Fee and Offer Tuition Fee Fields - no warning appears as no offer letter has been printed If there is a Corrected Course DB Tuition Fee or Discount Amount– user with this permission is not able to change If there is a Corrected Course DB Fee, or Discount % or Amount and user clicks to accept, an error message appears ‘Accept failed – Correction and/or Discount Exists. Please remove any existing Correction and/or Discounts before Accepting. Once accepted, re-apply any new Corrections and/or Discounts if required. Contact your supervisor if you do not have permission to remove the existing Correction and/or Discount

Course DB Fee is changed after an Offer is saved AND Offer Letter Not Printed OR No discount OR correction OR Offer Status not equal to ENR, ADF, LOC or LCV

No warning message appears that Fee has changed

All Fees automatically change to the new Course DB Fee

Current

Last Accepted


Offer Tuition Fee

All Fees automatically change to the new Course DB Fee

Current

Last Accepted


Offer Tuition Fee




4.2.9 Fees Tab – Offer Letter

The Indicative Total Course Tuition Fee or Total Course Tuition Fee on the Offer Letter is the Offer Tuition Fee X CP (credit point) field from the offer. If staff enter a manual fee, they change the Corrected Course DB Tuition Fee – which changes the Offer Tuition Fee If staff enter a discount, this changes the Offer Tuition Fee – when a discount is entered, staff also have to select whether the discount applies for the duration of the course, or whether the discount has an end date The discounted or corrected fee is used to calculate the Indicative Total Course Tuition Fee or Total Course Tuition Fee on the Offer Letter, however, there is nothing on the Offer Letter to indicate that the Indicative Total Course Tuition Fee or Total Course Tuition Fee is a discounted amount, unless Condition Note is added (see NOTE below). Offer Letter where Offer Tuition Fee is equal to the Course Database Fee:

Offer Letter where Offer Tuition Fee is 10% discount off Course Database Fee

There is no indication that this fee is a discounted fee, unless Condition Note is added (see NOTE below).

There is no indication if the discount has an end date, unless Condition Note is added (see NOTE below).




NOTE: As there is no indication on the offer letter of the discounted fees, staff can use the Conditions Tab to add a Note that references any discounts or changes to the offer in relation to fees – this is not automated upon adding a discount. Staff should refer to their business procedures for more information on this and, where applicable, ensure that the Conditions Note added specifies if the arrangement is in place for the duration of the course or has a specific end date (see highlighted March 2017 end date below) EXAMPLE Conditions note on offer tab:

Information that consequentially appears on the offer letter:




4.2.10 Offer Status Errors

Offer status errors appear when offer status in Offer Details tab doesn’t match with the conditions added to Conditions tab. Below is a matrix of error messages and when they appear:

Offer Status Changed To LOC

Offer Status Changed To LOV

Offer Status Changed To LCV

Offer Status Changed To AAO (Hidden from user)

Offer Status Changed To AAC (Hidden from user)

Offer Status Changed From LOC

X EMV EMV EMA EMD

Offer Status Changed From LOV

EMC X EMV EMA EMD

Offer Status Changed From LCV

EMC EMV X EMA EMD

Offer Status Changed From AAO (Hidden from user)

EMC EMV EMV X EMD

Offer Status Changed From AAC (Hidden from user)

EMC EMV EMV EMA X

Legend to Error messages:

Code Description

AAC Applicant Accepted Conditional Offer

AAO Applicant Accepted Offer

LCV Letter of Offer Condition Validated

LOC Letter of Offer Conditional

LOV Letter of Offer Validation

EMA (Hidden from user)

Cannot change status to Accepted when at least 1 Condition has not been met.

EMC All the conditions have been met already. You need to set the status of the offer to be validated. Save has been cancelled.

EMD (Hidden from user)

Cannot change status to Conditional Accepted when all Conditions have been met.

EMV One or more conditions haven't been met. You cannot set the status of the offer to be validated. Save Cancelled.

X No Error message to be displayed




4.2.11 Console Window

The Console window displays the compile steps of the generation of each offer letter. User can modify the configuration to hide this window if necessary. To turn off the offer letter console.

Please follow the EXACT steps below to turn it off.

1. If Admissions is running, please exit Admissions 2. Open up Windows Explorer and navigate to the “C:\SMP\Admissions\configs” folder




3. Right click on the “defaultADMClient.cfg” file and click on “Open”

4. In the popup window, choose “Select a program from a list of installed programs, then click on “OK”




5. You MUST uncheck the “Always use the selected program to open this kind of file”

6. Once you have made sure the “Always use the selected program to open this kind of file” option is UNCHECKED, double click on the “Notepad” icon/program




7. This will open the defaultADMClient.cfg file in Notepad, scroll down to locate the line of settings that reads “show_console = true” (circled in red in the screenshot below)

8. Change the ‘true’ to ‘false’. Before you save it, the show_console line of settings should read like the screenshot below.




9. To save the updated defaultADMClient.cfg file, please click on the “File”, then click on “Save Ctrl+S” on the menu bar up the top of the Notepad program

10. Click on “File”, then “Exit” to exit Notepad.

11. Now you can start Admissions and the console should be hidden when you run offers.




5 Notes

A user can add a Note to a student for other users looking up that student. It appears to be primarily used by staff of Admissions only (offers, application and OSHC) in the past. SAI > History Add > Staff Comments is the post enrolment equivalent to this Notes tab in Admissions.

Field Description

Add Note

Note Free text to add notes

App Code Select from drop down where an Application exists

Offer Code Select from drop down where an Offer exists

Sort Values can be added to sort the notes accordingly

Add Add Note

Clear Clear opened note to Add more, or review more

Notes Summary of notes

Save Save note.

Close All N/A.

Delete N/A.






6 Conditions Overview

This tab allows a user to see an overview of all Conditions, Notes and Post Enrol conditions and whether met or not. User details are also shown here. Data comes from Offer Conditions tab. When opening a student record all corresponding conditions and notes will be listed under this tab, no need to click on Retrieve button. When double clicking on listed condition or note, Admissions will bring user to the condition or note under Offers -> conditions tab for viewing or modifying.




7 Search

A wild card (*) can also be used in free-texted field in the search screen.

When you have determined which offer you wish to see, select the offer and press load button, this will take you directly to the selected offer screen.

If no student number has been provided, you can use any combination of the following data Last Name, First Name and Date of Birth to search for the student.

Remember to select the clear button before starting any searches.

Excel reports can be generated using the search screen by all staff

Criteria should be selected from drop down menus, appropriate tab selected and the retrieve button selected.

When looking at a list of offers always use All Offer status, you can then remove from your results the offer types that you do not require. A user should use multiple search criteria to narrow down search area to generate results being returned faster. That is, a broad search will impact the time of results being returned. For mailing lists – use Applicant Offers TAB For general Offer Lists – use Offers TAB

Field Description

Student No Type in student number to search the student

First Name Search students with typed in first name

Last Name Search students with typed in last name




Post Code Search students with typed in post code in Contact Address details

Date Of Birth Search students with typed in DOB

Citizenship Search students with selected citizenship from dropdown list

Billing Type Search students with offers contain selected billing type

Student Type Search students with selected student type

App Status Search students with applications contain selected application status

Corse Preference All preferences

Offer Status Search students with offers contain selected offer status

Agent Code Search students with selected agent code in Application Details

COE Status Search students with selected COE status in Offers -> eCoe tab

COE Paid Search students with selected COE Paid Status in Offers -> eCoe tab: Payment.

Health Paid Search students with selected health paid status in Offers -> eCoe tab: Insurance (including HC).

App Source Search students with selected application source in Application Details tab.

Where To narrow down search area to below criteria: Any Application COE Offer Offer & App Offer & COE This also enables Status Date Is Between And fields.

Status Date Is Between And Narrow down search area to defined date range.

Years Search students with applications or offers contain selected course years.

Campus Search students with applications or offers contains selected campus

Faculty Search students with applications or offers contains course delivered by selected faculty

Method Search students with applications or offers contain selected delivery method.

Course Search students with applications or offers contain selected couse instance.

Spec Search students with applications or offers contain selected specialisation.

Session Search students with applications or offers contain selected session

Tick to display exceptional sessions only Tick this box to display and search only the exception sessions

CRICOS Search students with offers with courses that contain selected CRICOS code.

PG Dept Search HDR students with offers contain selected funding unit in Offers -> Post Grad Details tab.

Study Lvl Search students with applications or offers contain below study levels: All Study Levels CLC NA PG UG WUC




Cond. Type Search students with offers contain below condition type: All Cond. Type Condition Note Post Enrol

Met Status Search students with offers contain either All Met Status, Unmet or Met condition status.

Condition Search students with offers contain selected condition.

Retrieve Return search result according to defined search criteria.

Clear Close current search result and clear current search criteria.

Load Open selected student in search result.

Export All Export search result. User needs to choose where to save export excel spreadsheet and give file name to the excel spreadsheet. Note, the file extension name .xls or .xlsx must be given to the file name.






8 Maint.

This Maint. tab gives suitable users access to the administrative functions of Admissions.

8.1 Agent

Used to maintain list of agents that appears on the applications details tab.

Field Description

Dropdown list right below Agent (F1) tab A dropdown list contains all agent records

Retrieve Retrieve and populates all fields for selected agent

Agent Category Change agent category

Agent Status Change agent status

Title dropdown list below Agent Code Change title

Update Password Opens a pop-up window to type in New Password and Confirm Password, then user can choose either Change Password or Cancel.

Web Application Fee Exemption Check box to indicate web application fee exemption on selected agent

Street Change street

Suburb/City Check suburb or city. Predictive Suburb, State, Postcode and Country are available. Suggested suburb matched will be displayed accordingly.




State dropdown list Change state

Country dropdown list Change country

Close Close current agent record

New Create a new agent record

Save Save changes to current agent record

Delete Delete current agent record. Access to this is limited.


8.2 Letter Types

User to maintain a variety of letters and export to view accordingly (txt file, word file), The list of variables is also maintained here by Student Systems staff

8.2.1 Application Letter Types

Templates relating to Applications

Field Description

Active Dropdown list to change active status to selected letter type.

Campus Dropdown list to set which campus the selected letter type belongs to.

Print Online Check box to set whether selected letter type is available to Print Preview function under Application Details tab.

“…” button Opens browse window for templates folder to allow user choosing correct template to upload to Admissions for selected Letter Type





No File Make a Letter Type has no corresponding template loaded, the Filename, Creation Date and Modified Date fields will be blank.

As Text Open Letter Type template in Notepad. Use this function to debug template or make backend change.

As Word Open Letter Type template in MS Word. Use this function to view template or make complex change, such as modifying format, hyperlink, fonts, etc.

Check Check a modified template for error before update it to Letter Type.

Refresh All Refresh all Letter Types to display latest information

Update (^) Upload selected template found by using “…” button to

Letter Type. ^ Update button is also Add button. When click on Clear button Add will appear. This will allow user to create a new Letter Type by filling in Letter Type, Name, Description and Template fields and uploading new template.

Clear Close current Letter Type and enable Add function explained above.

Delete Delete selected Letter Type. For keeping historical data purpose delete letter type is not recommended. Making a letter type inactive is sufficient.




8.2.2 Offer Letter Types

Templates relating to Offer Letters




Field Description

Active Dropdown list to change active status to selected letter type.

Campus Dropdown list to set which campus the selected letter type belongs to.

Print Online Check box to set whether selected letter type is available to Print Preview function under Offer Details tab.

“…” button Opens browse window for templates folder to allow user choosing correct template to upload to Admissions for selected Letter Type

No File Make a Letter Type has no corresponding template loaded, the Filename, Creation Date and Modified Date fields will be blank.

As Text Open Letter Type template in Notepad. Use this function to debug template or make backend change.

As Word Open Letter Type template in MS Word. Use this function to view template or make complex change, such as modifying format, hyperlink, fonts, etc.

Check Check a modified template for error before update it to Letter Type.

Refresh All Refresh all Letter Types to display latest information

Update (^) Upload selected template found by using “…” button to

Letter Type. ^ Update button is also Add button. When click on Clear button Add will appear. This will allow user to create a new Letter Type by filling in Letter Type, Name, Description and Template fields and uploading new template.

Clear Close current Letter Type and enable Add function explained above.

Delete Delete selected Letter Type. For keeping historical data purpose delete letter type is not recommended. Making a letter type inactive is sufficient.

A reference spreadsheet “Offer Templates List.xlsx” that summaries key information of all offer templates is stored in following folder: S:\SSD Students\Student Systems\Admissions\offer letter templates matrix The spreadsheet provides an over view of control status, template owner, template type, template ode, name, print online availability and links to sample offers. The spreadsheet should be updated when a template’s control status and/or print online availability status changed. After updating to content of a template, a new sample offer should be generated and placed to “S:\SSD Students\Student Systems\Admissions\offer letter templates matrix\Sample offers” folder. The corresponding hyperlink to the sample offer in the spreadsheet should be double checked to ensure the sample offer can be opened within the spreadsheet.

8.2.3 Variable List

The list of Variables that are used on a letter template. When variables are missing, such as usernames of new staff, they will receive an Admissions error referring to Variables during offer letter Print Preview or Print Letter. A variable can be used to store text content, course instance codes, blocks, etc. The offer letter templates also use code (maintained by the Student Systems team) to pick up these variables and their values from the variable list. For example,

Error: Command ‘ForEach’ could not be executed. Reason: No such variable: ‘FROM_NAME_rhuang’




Where this error is received (e.g. new staff username or phone extension not yet coded into Admissions variables), contact the Student Systems team via ServiceNOW portal to have the new username added. See more error types in the Appendix of this manual.




Variables list example:

Field Description

Name Type in variable name.

Value Type in variable value.

Refresh All Refresh whole variable list to display latest information.

Update (^) Update changes to selected variable. ^ Update button is also Add button. When click on Clear button, Add will appear to allow user create a new variable.

Clear Close current variable and enable Add button explained above.

Delete Delete selected variable. For keeping historical data purpose, deleting variable is not recommended. User should add “*” in front of variable name to indicate the variable is no longer in use.




8.3 Session End Dates

Admissions Systems team maintain session end dates for all Course database start sessions that require Offer Letters to be generated.

It shows the expected session end date based on the number of credit points for the course based on an assumption of 24 cps per session (UOW Main sessions autumn and spring), 18 cps per Trimester, College - English 6 cps per session etc. This is defined by the business owners and recorded in course database against the course. Rules used - end dates are discussed with Compliance officer - they determine best date to put on the offer. For UOW end dates: Completing at the end of:

Autumn Session - 15 July

Spring Session - 31 December

Trimester 1 - Official Trimester 1 end date

Trimester 2 - Official Trimester 2 end date

Trimester 3 - 31 December o Standard credit point value for single trimester is 18. o If entire duration is only one trimester (e.g., student received advanced standing), the credit point

value can be up to 24. o Number of trimesters for entire duration is total credit point value divided by 18.

End date for other UOW session is the Friday of the following week after exam release date

PSB Trimester 1 and PSB Trimester 2 end on official PSB Trimester session end date. PSB Trimester 3 ends on 31 December.

SIM end date is exam release date




INTI Penang and Subang Jaya Session 1 ends on 15 July, equals to UOW Autumn session

INTI Penang and Subang Jaya Session 2 ends on 31 December, equals to UOW Spring session For UOW College end dates:

End date for UOW College non-academic courses is official session end date

End date for UOW College academic courses: o (Credit Point per Session) = (Total Credit Points) / (Total Number of Sessions) o (Number of sessions for Offer) = [(Total Credit Points) – (Advanced Standing)] / (Credit point per

session) o The end date is the official end date of the last session of (Number of Sessions for Offer)

End date for UOW College VET courses is official session end date For UOW Dubai end dates: UOW Dubai Student Systems and Exam team manages end dates for UOWD.




8.4 Offer Condition Templates

This tab allows a user to review and amend templates for Offers that are reliant on clearing a Condition. The templates refer to a number of Condition types (Condition, Note and Post-Enrol).

Field Description

Condition Code Type in condition code for each condition. The naming of condition code should follow below rule: Identity-code name-condition type Identity: UOW, UOWD and UOWD Condition type: N (note), C (condition) and P (post enrol condition). For examples: UOW-U18-N UOWC-DIPNUREN-C UOWD-DENGUG-P

Condition Type Define types as Condition, Post Enrol or Note.

Condition Name Define name of condition, normally it is the first sentence of condition description.

Control Status Set condition status as Active, Inactive or Hidden

Description Content of the condition. Hyperlinks mentioned in description won’t be clickable in final offer.

Refresh Refresh whole list of conditions to display latest information.

Update (^) Update change to selected condition. ^ this is also Add button. Once click on Clear button Add will appear to allow user to create new condition.




Clear Close current condition and enable Add function.

Delete Delete current condition template. PLEASE NOTE: for the management of historical data purpose deleting or modifying condition is not recommended. That is, old conditions templates should be marked as Inactive rather than Deleted. New conditions should be created with new Condition Code and a new description created to use in place of an old condition template. Student Systems team maintain Conditions for selection.




8.5 Miscellaneous

The Miscellaneous tab in Admissions has two functions:

8.5.1 Cache Refresh (includes all courses)

In some instances IMTS may need to update data in dropdown boxes, e.g. adding a new item or deleting an existing one. Since caches for each of the dropdown boxes is in backend, the data in the dropdown will not get refreshed after the database change unless the backend is restarted. To avoid restarting the backend, IMTS can use the ‘Refresh Cache’ function to update the cache right after running a data manipulation language (DML) change, so that the change can be seen from the user interface after the database update.

8.5.2 Bulk Letter Print

The bulk letter print option is a feature to print multiple letters by a single click. When a user selects the letter type and clicks ‘Print’ button, all letters with selected type which have not been printed will be printed out. It is recommended that if this is used, that a user restricts the print to only 1 user by selecting his/her username from the ‘limit to user’ list. By doing this, only the letters which were last updated by that user can be printed out.




8.6 Load UAC

IMTS currently load data from UAC into Admissions (not via this interface).




9 Web App and HDR Web App

These two tabs allow users to load or search the Web Applications received from the respective Web App interfaces. The HDR Web App tab will only load data from the HDR Web App Interface (i.e. postgraduate research degrees). There are additional UOWD and UOWC Web App interfaces that feed into the Admissions Dubai Web App and College Web App tabs accordingly (refer to section 10 below). These Admissions Web App tabs allow a user to convert an application into a new UOW student record.

9.1 Summary

By searching the date range, a known Web App ID or a student number, a user can see the applications made by status: All, Unprocessed, Processed, Pending, Declined, Un-submitted

Field Description

From To Type in dates rang to search applications within

Status Define searching for applications with one of below status: All Unprocessed Processed Pending Declined Un-submitted

Webapp ID and Get Password Type in webapp ID then click on Get Password button to




retrieve password for the webapp. The password can be used along with applicant’s DOB to log back into un-submitted webapp in Online Application portal.

Webapp ID and Search Type in webapp ID and search for only that webapp.

Student No. and Search Type in student number and search for all webapps belong to that student.

Export Export the retrieved list to Excel


Once a user finds results, double clicking on the application will bring up the web app in the ‘Details’ tab.

9.2 Details

A student’s application will display full details in this tab. It may take a moment to load whilst it looks up the data and compares for similar students already in our systems. Where the cells appear in yellow, the data is conflicting with an existing Admissions record.

9.2.1 Contact Details

Contact details from Web app displayed here (default address is home address and it will save in SAI/SOLS as ‘home’ address accordingly).





9.2.2 Qualifications

Qualifications from Web App displayed here and attachments can be verified here. Double clicking to open an attachment will take you to the ‘attached files’ tab.

9.2.3 Applications Details

Additional details from the application recorded here.

9.2.4 Course Details

Course preference details from the Web App displayed here.

9.2.5 Attached Files

Record of received files stored here (from Web Apps). Multiple files can be saved to a default or user specified folder location. User can use the ‘Shift’ or ‘Ctrl’ key to select multiple files for saving into a folder. Any Adobe supported files can be combined by using the ‘Combine files in Acrobat…’ function in the folder by multiple selecting them and right clicking on any of the selected files, then select the ‘Combine files in Acrobat…’ function. Additional documentation can also be uploaded here. It is recommended that any additional documents to be uploaded by using this function before a Web App or HDR Web App is verified and accepted.

10 College and Dubai Web App

The College and Dubai Web Applications are of a similar interface to UOWs Web Application. That is, via Admissions, as main Web App tab (UOW) in section 9 above, however, collects the data from UOWC and UOWD web application interfaces instead of the UOW online app pages. Modifications to these functions to the UOWC and UOWD Admissions (web app) interfaces are driven by the respective institutions, and therefore, functionality of these tabs is not maintained by the Student Systems Team.




11 APPENDIX A – Admissions Error Messages

Error Message Received Explanation Solution

Access Denied: Invalid Username or Password

User is not set up to use Permissions User needs to gain access via a Role that includes feature: LoginPerm (for Admissions). Contact the Student Systems team for access.

Access Denied: Your access has been blocked until [day of week] [month] [date] [time] EST [year]

User has failed to log in after 3 incorrect attempts. Access will be blocked until the set time period passes (e.g. 30 minutes).

Users must await the time period as Student Systems team cannot undo this block. Users shoud check their UOW username and password credentials with UOW IMTS team if unsure of their details to prevent another blocking.

Fatal Error (heading) Unable to start main application, please contact Support. Exception: javaxnaming.CommunicationException

A change to firewall settings or web servers has occurred. E.g. in Feb 2016, INTI users outside we not able to access Admissions until server/firewall settings changed back. In some instances, users outside of IMTS Admin group (e.g. building 39) were not included in the firewall settings upon roll out of web server changes, therefore impacting Admissions users.

Contact the Student Systems team to report this error. IMTS will then be advised. Users need to report error message and if possible their IP address so firewall settings can be reviewed. Alternate (interim) access can be managed via editing of the user’s port settings via Command Prompts (IMTS to advise details if this is required).

Error Occurred. RunProgram.ini probably does not exist.

An update to the SMP Java file is required to launch Admissions.

Contact Student Systems team so you can download the most recent Java File Client. Alternate access for staff unable to access the Intranet (as at Dec 2015, JRE 1.7.0.91 verison): http://smpclientupdate.uow.edu.au/jre_1.7.0_91_for_SMP_Win7.exe

“I’m sorry but a general database error has occurred. Reason: createApplicatiom.java.sql,SQL.SystemError.Exception.ORA.02049: timeout distributed transaction waiting for lock”

This has been determined in the past (October 2015) as a network connection and/or network performance issue. For this particular error, “Application” cannot be saved due to network connection issue. Offers or Personal Details may still be possible. “Reason” provided may vary according to user action (e.g. saveApplication, createOffer)

Report error to Student Systems team. IMTS will then be notified by the Student Systems team of the issue for a solution. Config files can be amended as an interim solution (to include a new

Error: Command ‘ForEach’ could not be executed. Reason: No such variable: ‘FROM_NAME_rhuang’

When a username (in this example rhuang) is not a variable defined in Admissions, offer letters will not print. They will receive an error message to this affect.

Contact Student Systems team to have the username (UOW staff username) added to the variable list to then generate offer letters.


http://smpclientupdate.uow.edu.au/jre_1.7.0_91_for_SMP_Win7.exe

http://smpclientupdate.uow.edu.au/jre_1.7.0_91_for_SMP_Win7.exe



Error: Command ‘ForEach’ could not be executed. Reason: No such variable: ‘FROM_EXT_rhuang’

When a user’s phone extension (in this example rhuang’s phone extension) is not a variable defined in Admissions, offer letters will not print. They will receive an error message to this affect.

Contact Student Systems team to have the phone extension of this user added to the variable list to then generate offer letters.

Command “If” could not be executed. Reason: Command ‘NotEq’ could not be executed. Read: I’m sort, I was unable to find the record you were after. Reason: getSessionEndDate: exception con.itxc.common.DBRowDNE {java.lang.String.reason=”Incorrect credit point range”}

When a user tries to generate an offer in Admissions for an offer with a number of credit points not yet set up in the system for that session. E.g. DXB UG Spring session end date with 244 credit points may be coded in, but if students is given an offer with 204 credit points to complete, the Session End date factoring in that Advanced Standing needs to be manually coded in my by the Admissions Systems Team. Dubai staff manage their own end dates

Contact the Student Systems team via ServiceNOW to have the session amended for the number of credit points that you intend to offer (this can be done in advance for all sessions if typical credit point values and the calculated Session End dates are known).

Error: Could not create the Java Virtual Machine. Error: A fatal exception has occurred. Program will exit.

This was identified by IMTS (both Helpdesk and Java team in June 2016) as an error when a user has tried to launch a java program (e.g. Admissions) but has low computer memory on their C Drive for the Java App to run, they will receive this error before a log in prompt is even successfully shown. Known as a JVM setting.

Contact the IMTS HelpDesk to increase the users’ computer memory as this error has appears as it has less than 1000M which is the application's JVM setting in "C:\SMP\admissionsTST\RunProgram.ini" and ''C:\SMP\admissions\RunProgram.ini" Users need this to change this setting from "-mx1000M" to "-mx500M" via IMTS helpdesk staff.

Course Instance / Major for the main (or ‘Progressive’) Offer (‘1’, ‘2’,’3’,) is inactive! Please check with relevant staff. Are you sure you wish to save?

If the course instance or a specialisation against a course instance has been made inactive in the Course Database when a user is trying to issue an offer for. The user will receive this message.

The user can either choose ‘No’ to cancel or click on ‘Yes’ to continue to save. However, it is recommended that the user check with relevant staff or team coordinator to see why the course instance or specialisation has been made inactive.

Sorry, unable to start Admissions Preview properly. Please try again later. Reason: Permission denied. Command-Line:”PrintDialog|Admissions Preview|~printout-|C:\SMP\admissions/configs|AdmissionsPreview.dot|C:\SMP\admissions\temp\tmp_cover_needed_xxxxxxx.rtf”

A MS Word printing window is running which interferences with Admissions offer Print Preview function.

Use Alt+Tab key combination to locate printing window and close it. Re-print preview in Admissions.

The Main (‘Progressive’) Offer Status Date cannot be a future date. Save cancelled

If the user enters an Offer Status Date > Current Date, the system will throw this error. Future Offer Status Date is not acceptable.

User will need to enter an Offer Status Date that is less than or equal to Current Date.

The Application Status Date cannot be a future date. Save cancelled

If the user enters an Application Status Date > Current Date, the system will throw this error. Future Application Status Date is not acceptable.

User will need to enter an Application Status Date that is less than or equal to Current Date.




12 Version Control Table

Version Control

Date Released YYMMDD

Approved By Amendment

1.0 150910 Debbie Sartori - Senior Manager Student Services Division, Student Systems

First Released Version

2.0 160426 Trang Nguyen - Specialist, Student Services Division, Student Systems

Additions to manual re: error messages, various web app tabs and appendix in consultation with Admissions Systems Officer. Added additional information on Alerts for Info tab. Amended context for final release and formatted accordingly. Update logo and footer.

3.0 160809 Trang Nguyen - Specialist, Student Services Division, Student Systems and Rupert Leung - Admissions Systems Coordinator, Student Systems

Added notes re: Characters accepted in Admissions and SAI and included the reference link. Added notes in regards to Emergency Contacts import from SOLS but do not import from Admissions to SOLS. Added Session End Date error explanation. Added JVM error notes to Appendix. Added the amended conditions prompt info for Offer tab (Post Grad tab) when user presses Print Preview or Print Letter. Version 3.1 updates: Amended notes re; U18 prompts. Updated English Qualifications with new fields and new screenshot. Added new discount related fields to the Fees section with new screenshot. Added two new fields (Interested in Studying English, and Seek for Credit Transfer to the Application tab, and new screenshot.

4.0 160812 Trang Nguyen - Specialist, Student Services Division, Student Systems and Rupert Leung - Admissions Systems Coordinator, Student Systems

Added additional 3.1. Roll out information re: the Offer Fees Tab changes (Discounts) v4.1 – slight additional of info to the Offer tab (Conditions tab Notes) v4.2 - Added how to get new English qualification added to the dropdown list. Replaced screenshot after fixing the overhanging of the note section for the use of Conditions tab Notes. Added rebranded ID Card image as work in progress (Aug 2016) for reference.

5.0 161206 Rupert Leung - Admissions Systems

Added ID photo dimension and correct ratio for import photo.




Coordinator, Student Systems and Luke Davies - Specialist, Student Systems

Added information on crossover via SMP Interface. Update the Personal Details tab screenshot and added description for Record Presented Date button and field. New screenshot for the rebranded post-August 2016 UOW Enrolled ID card template. New fields added to the Student ID section. Updated screenshot for Info Alert prompt. Added Online Enrolment Instructions on Surface Pro. Removed empty rows in tables. Added information on inserting new billing type to 4.2.1. ##Update the Personal Details tab screenshot and added description for Record Presented Date button and field. - changed Student to Students ##Added Online Enrolment Instructions on Surface Pro. - Removed word 'and' from end of first line

6.0 170516 Ryan Huang - Admissions Systems Officer

Added content on post enrol condition can’t be set to condition met if main offer is enrolled. Update 8.3 Session End date section. Added version 6.0 release date in version control table.

7.0 170707 Rupert Leung – Admissions Systems Coordinator

Added GPA related info to Qualifications section Version 3.3 related: Added 3 new systems error messages to Appendix A Added more information on 9.2.5 Attached Files Update screenshots with Help button Added Help button related information Added exceptional session info to 4.2.1 Added ‘Tick to display exceptional sessions only’ to 7 Search Added Export button info to 9.1 Added predictive address info to 2.6 Other Contacts Added predictive address info to 8.1 Agent Added 4.2.11 Console Window

8.0 171026 Rupert Leung – Student Systems Manager

Added 2.1.1 Student Number. Changes rolled out as part of Admissions version 3.3.1.

9.0 180510 Trang Nguyen – Student Systems Officer Ryan Huang – Student Systems Officer

Added text regarding Presented Date can only be recorded by a user that has access to Save changes to the Personal Details > Contact Details tab. Added content regarding offer template reference spreadsheet and sample offers to 8.2.2. Added file location information as 3.1.1 Added new error message to heading 11.
