Student Services Division – Student Systems
Admissions MANUAL
Contents
1
Login ........................................................................................................................................................... 3
2
Personal Details ......................................................................................................................................... 4
2.1
Contact Details................................................................................................................................................5
2.1.1 Change Requests to Personal Detail fields ................................................................................................8
2.2
Qualifications ..................................................................................................................................................9
2.3
English Qualifications .................................................................................................................................. 11
2.4
Student ID .................................................................................................................................................... 12
2.5
Info ............................................................................................................................................................... 14
2.6
Other Contacts ............................................................................................................................................. 16
3 Application ................................................................................................................................................ 17
3.1
Application Details ....................................................................................................................................... 17
3.2
Agent Details................................................................................................................................................ 19
3.3
Schol/Ext. Spon Details ............................................................................................................................... 20
4 Offers ........................................................................................................................................................ 21
4.1
eCoe ............................................................................................................................................................ 21
4.2
Main Offer .................................................................................................................................................... 22
4.2.1 Offer Details ............................................................................................................................................. 22
4.2.2 Basis of Admission................................................................................................................................... 25
4.2.3 Conditions ................................................................................................................................................ 26
4.2.4 Advanced Standing .................................................................................................................................. 28
4.2.5 Post Grad Details ..................................................................................................................................... 29
4.2.6 Fees ......................................................................................................................................................... 30
5 Notes ........................................................................................................................................................ 32
6
Conditions Overview................................................................................................................................. 33
7
Search ...................................................................................................................................................... 34
8
Maint ......................................................................................................................................................... 35
8.1
Agent ............................................................................................................................................................ 35
8.2
Letter Types ................................................................................................................................................. 35
8.2.1 Application Letter Types .......................................................................................................................... 35
8.2.2 Offer Letter Types .................................................................................................................................... 35
8.2.3 Variable List ............................................................................................................................................. 35
8.3
Session End Dates ...................................................................................................................................... 36
8.4
Offer Condition Templates ........................................................................................................................... 38
8.5
Miscellaneous .............................................................................................................................................. 39
8.5.1 Caches refresh (includes all courses)...................................................................................................... 39
8.5.2 Bulk Letter Print ....................................................................................................................................... 39
8.6
Load UAC .................................................................................................................................................... 40
9 Web App ................................................................................................................................................... 41
9.1
Summary...................................................................................................................................................... 41
9.2
Details .......................................................................................................................................................... 41
9.2.1 Contact Details ......................................................................................................................................... 41
9.2.2 Qualifications ........................................................................................................................................... 41
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9.2.3 Applications Details.................................................................................................................................. 41
9.2.4 Course Details ......................................................................................................................................... 41
9.2.5 Attached Files .......................................................................................................................................... 41
10 Dubai Web App ........................................................................................................................................ 41
11 College Web App...................................................................................................................................... 41
12 Version Control Table ............................................................................................................................... 42
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Admissions MANUAL
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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:
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.
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2
Personal Details
Enter the student number and press enter 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.
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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.
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Field
Description
Student Number
Enquirer Number
Title
7 digits, generated once a record is saved in Admissions
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
Field used by UOWD to record Emirates ID number
(Ministry requirement)
Select Title from drop down menu
Last
Certain titles trigger gender selection – e.g. Mr, Male
Miss – Female
Last (surname)
Emirates ID Number
First
Middle
Student Type
Status
Preferred Name
Former Name
DOB
Gender
Country of Origin
Citizenship
Citizenship Confirmed
Visa Type
Names entered will appear on official Academic
Documents – e.g. Testamur, Transcript, Enrolment
records
First name
Middle name
Student Type
Int – International
Dom – Domestic
Unk – Unknown
Will be derived based on Citizenship and Visa
information entered
Alive
Deceased
Duplicate
Test
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
Student’s former name to be recorded (for example if a
student changes their name after marriage)
Date of birth
Gender
Work is currently being undertaken to add a third gender
-X
Select country of origin from drop down menu
Enter part of the country name to narrow the search
Select Citizenship from drop down menu
Enter part of the Citizenship name to narrow the search
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.
None
AusAid Visa
Dependant Visa
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Visa Start Date
Visa Confirmed
Visa Expiry Date
Aboriginal / Torres Strait Islander descent flag
Summary
Home Address
Email
Session Address
Email
New
Save
Close All
Delete
Diplomatic Visa
UAC Permanent Resident
Permanent Humanitarian
Permanent Resident
Student Visa
Special Category Visa
Spouse Visa
Temporary Resident
Tourist Visa
Working Holiday Visa
dd/mm/yyyy
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.
dd/mm/yyyy
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.
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.
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.
Home address Email
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.
Session address email
Create new record
Save updates to record
Close record
Delete record
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2.1.1 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.
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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
Add Qualification
Work Experience
Description
If it is a work experience related qualification, just tick
Work Experience box,
Qual/Award
Institution
Awarding Institution
Course Type
VET Course
will automatically be set with pre-defined values.
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
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School Type
Country
Awarding Country
Qual / Award
Duration
Score
Previous ID
Last Year Enrolled
Course Type
Displays once Institution selected. These are set up via
SAI > Institution Maintenance.
Refer to SAI Menu Summary for Institution Maintenance
manual.
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
Mandatory field
Enter Qualification name
Enter the duration of the qualification
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.
Notes
Inst Description
Institution
Awarding Institution
Specialisation
Completion Date
Completed
Verified
Post Code
Add/Update
Educational institution of the qualification/prior
knowledge.
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.
Added in 2015
Enter the Completion Date
Tick checkbox if qualification is complete
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 appears first. Update button appears when opening
existing qualification.
Clear
Delete
Previous Qualifications Table
Summary of qualifications previously saved
New
This is new Student Personal Details – not new
qualification (use Add above for new Qualification)
This is Save record, not just Save Qualification
Save
Close All
Delete
Access is limited
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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.
Field
Add English Test Results
Proficiency
Qualification Date
Test Results
Mark
Description
Select the pre-determined proficiency test listed.
dd/mm/yyyy
Corresponding test result options to the Proficiency
selected
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)
Verified
Add
Clear
Delete
English Test Results
Summary of previous results recorded.
New
Save
Close All
Delete
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2.4
Student ID
Student ID Tab is used to
• Capture or import Student photo
• Print Student ID Card
• Generate a new student Barcode
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
Borrowing Category
This function would be used to import a student’s photo
from another source (if required). Only JPEGS can be
imported.
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
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Template
Issue New Card
Save and Issue
Print Photo
Issue History
New
Save
Close All
more than one offer.
Correct selection is import to ensure the correct
Borrowing Category is printed on the card.
Select the required card format for your campus, student
card type or institution. Business owners should be
contacted
Click to print the new card.
Will save details and Issue new card.
Each time a student card is printed, a new barcode is
generated
This option enables you to print a copy of the student’s
photo to the selected printer (if required).
Will show details of student cards that have been
generated, including barcode
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.
Click Close All intermittently to close current records that
are open
Delete
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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. For example if a student has previously been excluded at the University it will be provided and the
status updated to ‘excluded’.
Reasons for exclusion can include:
• Poor academic performance
• Academic misconduct (i.e. plagiarism, cheating, unacceptable behaviour)
In future all previous students who have an exclusion status should not automatically be given an offer even if the
faculty have approved.
Field
Description
Information
Alert
CSC exempt
Excluded
Life Member URAC
Life Member UniCentre
UOW Staff Member
Effective Date
Status
Active
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Reason
Deactivated
Deleted
Inactive
[free text field]
Add
Clear
Adds info to Current Information
Current Information
Summary of Info previous recorded.
History
Review and Summary of all info History previously
Added and Saved.
New
Save
Close All
Delete
This is new Student, not new info (refer to Add Info)
Must Save to see history
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2.6
Other Contacts
Emergency Contacts from SOLS populates this field if it doesn’t already have content. Other details can be added
here accordingly (but only from Admissions):
Used to capture details of
• Authorised Contact
• Carer
• Emergency Contact (also from SOLS)
• Guardian
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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 31.08.2015):
o UOW Apply Online https://smp.uow.edu.au/app/welcomeUow.jsp
o UOWD Apply Online http://www.uowdubai.ac.ae/admission-form
o HDR Apply Online https://smp.uow.edu.au/app/welcomeHdr.jsp
Field
Description
App Code
Last Letter
Status*
Status Date
Status History
Status of application shows the stage of the application
Status Date is updated automatically
Status History button gives the short summary of
application status
st
nd
Course Preferences (1 , 2 )
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UNI
Year*
Camp*
Del*
Spon
Course Code*
Specialisation
Session*
CP
HDR Schol App Rec’d
HDR Schol Appn Processed
Country of Application
Application Source*
Pre Fees Applicant Details
Letter Type
Print Preview
Print Letter
Check box to left of Agent Code (Active Agent)
Agent Code
Mailing Address
File Location
Tracking
Course year – year student wishes to commence course
Campus
Delivery Method
Start session
Predetermined fields where the application has come
from. Must be completed.
User can choose:
• UG/PG Application form only
• Faculty Assessment Request
• None
And generate a PDF template from Admissions.
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.
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.
Tick to highlight that this is the current Agent for CRM
data to be updated.
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.
Where an application has been forwarded by an
acceptable agent, the mailing address will be changed to
Agent.
File tracking is used to monitor the physical location of
the application.
Click on the Tracking bar to update the File Location
Application Number
New
Save
Admissions users should always get a prompt to save
changes or reload if a version has been amended since
loading.
Close All
Delete
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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).
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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
Still Admit if Scholarship is unsuccessful
Main UOW Scholarship
Scholarship Funding Year
Round
Any HDR Scholarship
Scholarship Applic. Status
Scholarship Applic, Source
I
Checkbox
Checkbox
Year selectable
Displays Secondary Billing type data
External Sponsor
Sponsor Name
Other Sponsor
Sponsorship Purpose
Amount
Duration
Clear
New
Save
Close All
Delete
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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.
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
Offer Status
CRICOS
As per Application & Offer accessed. E.g. O1, O2.
Populated only once an offer code is selected.
Populated once an Offer code is selected and there is a
valid CRICOS code in the system
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eCOE No
From
To
eCOE Status
Set
Payment
$
Set
Insurance (including HC)
$
From
To
Reason
Manual entry required to reflect the eCOE number
generated from PRISMS
Manual entry of From date to reflect eCOE period
Manual entry of To date to reflect eCOE period
Manual select: Active, Cancelled or Extension to reflect
the eCOE record. E.g. Cancel an incorrect eCOE to
Activate the replacement.
Populated with current date (of creating eCOE in
Admissions).
If editing an existing eCOE, set date can be amended to
reflect any date.
Manual selection of:
Amount, Guarantee or Invoice.
Available if ‘Amount’ in selected. Amount should reflect
amount paid to UOW for eCOE to be issued.
Overseas Health Cover.
Select: Yes or No or Pending
Overseas Health Cover amount
Overseas Health Cover dates
Overseas Health Cover dates
Required on updates to eCOE. Deletion of a eCOE will
prompt a reason for Deletion and save in this same
Reason field.
Course Cost
Add
Clear
Delete
If pull up an existing eCOE, Delete button will appear
(depending on user’s access).
New
Save
Close All
Delete
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 not Offers 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
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Field
Source of Application
Session End Date
Description
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 –
Agent Code
Mailing Address
File Location
UNI
Year
Camp
Del
defined by the business owners, recorded in course
database against the course
Pre-populated for Offer if Agent Code saved in
Application relating to this Offer
Pre-populated for Offer from the Agent saved in
Application relating to this Offer
Pre-populated for Offer from Application relating to this
Offer
Year of Offer
Campus of Offer
Delivery of Offer
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Course Code
Specialisation
Session
CP
Course Code being offered (from SMP Course
Database)
Not compulsory selection of major/specialisation for
course.
Session start date as per Course Database session start
dates set up in SAI.
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
International?
Hot Prospect
Indication of Acceptance
English
Billing Type
Checkbox
Select if student is international and Billing Type
selection will change
Checkbox
Checkbox
Select to indicate English level
A selection of Primary Billing Types from SAI coded to
display here.
If a new Billing Type is required to be displayed here,
IMTS must code the change.
Study Commenced
Offer Code
Status
Status Date
CRICOS
Letter Type
Last Letter
Print Preview
Print Letter
Principal Sponsor
Print with Cover Letter
Delete Offer
Create PO
Status History
Generated from Offers saved
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 is current date for new offers, and date of
change for other Offer Statuses. This is displayed in
Status History log.
Populated with Course CRICOS code
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.
Records last generated of letter: Letter type and date.
To generate letter Print Preview (PDF). User must be
valid user.
Permissions feature/role is UniAdvice Letter Export.
To generate letter Print Letter (PDF). User must be valid
user.
Permissions feature/role is UniAdvice Letter Export.
Checkbox
Progressive offer
Log of Offer Status History with username and date and
times.
Offer Number
New
Save
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Close All
Delete
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
Camp
Del
Course Code
Specialisation
Session
CP
Year - Pulled from Offer details
Campus - Pulled from Offer details
Delivery - Pulled from Offer details
Code - Pulled from Offer details
Specialisation - Pulled from Offer details
Session start - Pulled from Offer details
Total Credit points of course - Pulled from Offer details
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English Qualifications
Existing data for English Quals
Academic Qualifications
Existing data for Academic Quals.
Basis
Note
Type of Qualification of the Basis of Admission
Notes for Basis of Admissions
Select All
De-select All
Completed
Verified
Offer Number
New
Save
Close All
Delete
4.2.3
Tick box to confirm Completion
Tick box to confirm Basis of Admission Verified
New button will add new Basis of Admission
Cannot Save if erroneous data.
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 pop up as alerts
Post-Enrol – recorded as required after enrolment for
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Sort
Condition Met
follow up
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.)
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).
Cond/Note
Details
Offers with Post enrolment conditions or notes are
considered unconditional, so there should be no bar to
enrolment.
Pre-determined for Conditions, Notes and Post Enrol
Conditions
To add more free text details.
Add
Clear
Delete
History
Button to show pop up of Conditions History
New
Save
Close All
Delete
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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
Subject Code
List Codes
Heading
UOW calendar subject 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 of subject availability. E.g. ECON121 was not
taught beyond 2004 so cannot be issued as specified
credit beyond 2004.
Credit point weighting of the subject/year selected.
Drop down selection from existing known qualifications
against this student.
Year
Credit Points
Qualification
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Add
Clear
Delete
Use to Add details entered
New
Save
Close All
Delete
4.2.5 Post Grad Details
This tab permits a user to allocate a suitable Higher Degree Research Funding Unit to a student’s application.
Field
Description
Funding Unit
% Funding
Enrolled
Number of Sessions
Thesis Title
N/A for non-research degrees
Supervisors
Search
Select from List
Enter name
Perform search on name
Multiple values will be displayed if more than one results.
Must be set up as a Supervisor in SAI.
Title
Last name
Auto Populated when supervisor selected from list
Auto Populated when supervisor selected from list
Full time, Part time, None
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First name
Unit
Ph
Email
Auto Populated when supervisor selected from list
Auto Populated when supervisor selected from list
Auto Populated when supervisor selected from list
Auto Populated when supervisor selected from list
Add
Clear
Delete
Use to Add supervisor.
New
Save
Close All
Delete
4.2.6
Fees
Function used to manage fees charged on a Fee per Credit Point basis. Access is a higher level role for setting
Exceptional Fees in Admissions.
Field
Description
Pre Fees Revenue Quote
Snapshot of fees prior to Fees Rev migration February
2003.
Offer Tuition Fee
The Offer Tuition Fee refers to the fee per credit point
recorded against the offer
When a course is selected in the Main offer sub tab, the
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Course DB Tuition Fee (per credit point)
Discount Reason
Variable Int Fee Exclusion
course fee usually drops in to both Course DB Tuition
Fee (per credit point) and Offer Tuition Fee fields. In
most cases both fields should have the same fee.
However, if the fee against the course has been
updated, the fee shown in the Offer Tuition Fee field will
remain unchanged.
The Course DB Tuition Fee (per credit point) refers to
the fee per credit point recorded in the Course Database
against the course instance selected.
Staff enter reason for changing the Offer Tuition Fee
Campus
Name
No. of Months
Add Basic Fees
Where applicable, Overseas Health Cover (OSHC)
should be added. If the offer has a progression attached,
OSHC is to be added to the preliminary course not the
main course.
Add
Clear
Delete
New
Save
Close All
Delete
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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
App Code
Offer Code
Sort
Free text to add notes
Select from drop down where an Application exists
Select from drop down where an Offer exists
Values can be added to sort the notes accordingly
Add
Clear
Add Note
Clear opened note to Add more, or review more
Notes
Summary of notes
Save
Close All
Delete
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6
Conditions Overview
This tab allows a user to see an overview of all Conditions and whether met or not. User details also shown.
Data comes from Offer Conditions tab.
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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 downloaded excel
documents requests for more information and rejections.
For mailing lists – use Applicant Offers TAB
For general Offer Lists – use Offers TAB
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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.
8.2
Letter Types
User to maintain a variety of letters and export to view accordingly (txt file, word file).
Check button is a checking mechanism to ensure letter types are working appropriately.
8.2.1 Application Letter Types
Templates relating to Applications.
8.2.2 Offer Letter Types
Templates relating to Offer Letters
8.2.3 Variable List
List of Variables that need to appear on a letter template. When variables are missing, such as usernames of new
staff, they will receive an Admissions error referring to Variables before a letter can be created.
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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 - Dates are arrived at by discussing with Compliance officer – they determine best date to put on the
offer.
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 For 54 credit points, duration is 3 trimesters (1 year)
o For 192 credit points, duration is 12 trimesters (4 years)
o For other credit point values, duration is credit point value divided by 18
•
•
•
704I has 274 credit points over 11 sessions, not 12
End date for other UOW session is the Friday of the following week after exam release date
End date for UOW College non-academic courses is official session end date
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End date for UOW College academic courses:
• (Credit Point per Session) = (Total Credit Points) / (Total Number of Sessions)
• (Number of sessions for Offer) = [(Total Credit Points) – (Advanced Standing)] / (Credit point per session)
• The end date is the official end date of the last session of (Number of Sessions for Offer)
•
•
•
•
PSB Trimesters follow same setting as UOW Trimesters
SIM end date is exam release date
INTI Penang and Subang Jaya Session 1 equals UOW Autumn session
INTI Penang and Subang Jaya session 2 equals UOW Spring session
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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).
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8.5
Miscellaneous
The Miscellaneous tab in Admissions has two functions:
8.5.1 Caches 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 their user id from the
‘limit to user’ list. By doing this, only the letters which were last updated by that user can be printed out.
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8.6
Load UAC
IMTS currently load data from UAC into Admissions (not via this interface).
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9
Web App
This tab allows as users to load or search the Web Applications received from the Web App interfaces.
There are additional UOWD and UOWC Web App interfaces that feed into the Admissions Dubai Web App and
College Web App tabs accordingly.
This Admissions Web App tab allows 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
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).
Additional documentation can also be uploaded here.
10 Dubai Web App
Same as main Web App tab, but from Dubai Web App interface only.
11 College Web App
Same as main Web App tab, but from College Web App interface only.
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12 Version Control Table
Version Control
1.0
Date Released
150910
Approved By
Debbie Sartori –
Senior Manager
Student Services
Division, Student
Systems
Amendment
First Released Version
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