The integration with Callista is mostly performed in Callista. For full details, go to the section Callista SMS and Tribal Admissions Integration in the Callista help. However, the following tasks must be completed in Admissions:
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Create required desks and configure entry points to allocate applications to desks
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Check the transfer for an application after all the Callista and Admissions integration tasks are complete.
The tasks require the permissions detailed in the table Permissions, which identifies the area and authorisation permissions. For more information on permissions, go to What is authorisation?
| Area | Permissions |
|---|---|
| Reference data | View and edit reference data. |
| Applications desks | View applicants and applications at the required desks. |
| People | View person search and view and edit staff details. |
Add reference data
Add the reference data for applications and documents required by Callista. For full details of the reference data requirements, go to the section Reference data required by Tribal Admissions in the Callista help.
Reference data for applications
To add reference data for applications, go to Admissions settings and then Reference Data and then Applications.
The table Applications reference data from Callista gives a summary of the reference data required for applications, with a reference to the Callista source, and a description of the reference data.
| Admissions | Callista source | Description |
|---|---|---|
| Academic years | Alternate code for Academic Calendar instances in CALF0220 | Academic year for the application, such as 2022. |
| Applicant category | Admission Categories in ADMF2M20 | Admission categories, such as Undergraduate HECS liable - domestic. |
| Award group | Government Course Types in STAF1121 | Government course types, such as Bachelor's pass. |
| Gender | Gender values | Gender values defined in Callista, such as Female. |
| Medium | Course Attendance Modes in CRSF1160 | Course attendance modes, such as On Campus. |
| Modes | Attendance Types in CRSF1170 | Type of Attendance, such as Full time. |
| Occurrences | Alternate Code Admission Calendar Instance in CALF0220 | Admissions calendar instance, such as Semester 1 2023. |
| Qualification status | Student Course Attempt (SCA) Statuses. | Student Course Attempt (SCA) Statuses, such as unconfirmed. |
| Reason for Transfer | Admissions outcome status | Reason for transfer or withdrawal. Reasons need to match institution defined statuses in Callista, that are mapped to Callista system statuses. |
| Schemes | Government Course Types in STAF1121 | The same values as Award group. Government course types, such as Bachelor's pass. |
| Statuses | Admissions outcome status and Admissions Offer response status |
Status of the application. Indicates the status of applications when Admissions receives it and when Callista retrieves the application. Statuses need to match institution defined statuses in Callista, that are mapped to Callista system statuses.
Attention. You must have a status with the code A for Active application, and a status with the code W for Withdrawn applications. These are default status codes required for application processing. Alternatively, contact Tribal to change your settings. |
| Titles | Titles in ENRF01N0. | Titles to match those in Callista, such as DOCTOR. |
Integration also requires the addition of specific reference data for admissions.
To add reference data for applications, go to Admissions settings and thenReference Data and then Applications.
The table Admissions specific reference data details reference data specific to admissions that is required for integration with Callista.
| Admissions | Description |
|---|---|
| Clearance check type | Single clearance check type to record encumbrances, as follows:
|
| Enrolment structures | Single enrolment structure, as follows:
|
| Qualification type | Single qualification type, as follows:
|
Reference data for documents
To add reference data for documents, go to Admissions settings and thenReference Data and then Documents.
The table Documents reference data gives a summary of the reference data required for documents, with a reference to the Callista source, and a description of the information.
| Admissions | Callista source | Description |
|---|---|---|
| File types | File types available for applicants to upload | File types, such as .PDF file. File types are used to set up document types. |
| Document types | Document types available for applicants to upload | Document types, such as Transcript. Each document type can have several file types. |
Set up the desks
Set up desks to define the desks, the folder structure of desks, and the health processing times of folders. Optionally, map folders to phases in the applicant portal timeline.
Set up desks as follows:
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Create the default desks and folders. Go to Admissions settings and then Reference data and then Applications and then Desks, and select
to create the folders detailed in the table Default desks and folders.Default desks and folders Desks Folders -
Unallocated (EDGE_UNALLOCATED)
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Pending applications (EDGE_PENDING)
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New (EDGE_NEW_APPLICATIONS)
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Academic review in-progress (EDGE_ACADEMIC_REVIEW_IN_PROGRESS)
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Academic review complete (EDGE_ACADEMIC_REVIEW_COMPLETE)
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Archived (EDGE_ARCHIVED)
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Add the desks required for processing applications, such as an Undergraduate health desk. Go to Reference Data and then Applications and then Desks. Then, add the desks.
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Add the folders required by the desk structures. Note that you also need folders for the sections in structures. Go to Reference Data and then Applications and then Folders. Then, add the folders.
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Define the structure of a desk. On Reference Data and then Applications and then Desk, find the required desk and then go to the menu button sub menu⋮ and then select Manage structure.
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Add the sections. On the Desk structure, select Add section. Then, select the folder for section such as New applications (MYDESK), where MYDESK is the code of the folder.
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Add the folders to the sections. Select Add folder and then select the folder to add, such as the folder for new applications New (EDGE_NEW_APPLICATIONS).
Attention. The desk structure must have the following folders:
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New (EDGE_NEW_APPLICATIONS)
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Academic review in-progress (EDGE_ACADEMIC_REVIEW_IN_PROGRESS)
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Academic review complete (EDGE_ACADEMIC_REVIEW_COMPLETE)
To change the order of the sections and folders in the desk structure, use the commands in the menu block options⋮.
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On the required folders, configure the health settings. Set the processing time Hours to amber for the At risk health applications and the Hours to red for Breached applications, in hours. For example, set the processing time until applications are At risk to 72 hours (3 days) and until applications are Breached to 144 hours (6 days).
Attention. The processing time accumulates over weekends and public holidays.
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Optional. Map folders to a phase on the applicant portal timeline: select the phase of the folder in Applicant portal timeline phase.
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Repeat steps 4 to 8 to add the remaining desks.
After setting up the desks, you need to do the following:
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Configure reference data for Entry points to allocate applications to desks.
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Set up the desk-based processing to define the roles and permissions of admissions staff working at each desk.
Attention. Permissions for desk-processed processing are defined in System admin.
Add staff remits
Add staff remits to assign roles or responsibilities to staff, such as Academic reviewer. Staff remits are defined by the non-editable reference data Staff remit. The staff remits are as follows:
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Application processor
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Academic reviewer
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Application tutor
On Applications, use the person search to find the staff and then select the person in the search results to open the person profile. Then, on the Staff details tab, select and select the required staff remit, such as Academic reviewer.
Check the transfer for an application
After the integration process is complete, check the integration by transferring one application to Admissions. For full details on transferring applications, go to the section ADMJ9000 - Processing Tribal Admissions Applications in the Callista help.
Check the application was transferred to Admissions as follows:
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On Admissions, go to the Applications app and then on the desk dashboard, select
to view the applications list of the desk. -
Check the application is shown in the Application list and then select
to view the Application overview page and check the information is correct. -
On the Application overview, select View profile to view the applicant's profile and check the information is correct.