Student Advanced Standing

ADV4200A - Student Advanced Standing

Create Advanced Standing Details - ADVF4200

Purpose	To allow the creation and maintenance of Advanced Standing Records for Individual Students
SubSystem	Advanced Standing	HE Sector Information
Normally Run By	Administrator Specialist
Anticipated Frequency	As required
Structure	Blocks	Person
		Student Course Attempt Advanced Standing
	Buttons	Adm Adv Standing (ADVF2000)
		Unit Details (overlay)
		Unit Level Details (overlay)
		Find Person (ADMF1211)

SPECIAL NOTE:

This file (ADV4200a) is a three part series of files for ADVF4200. This file explains the first screen (ADV4200a) the user sees, without explaining the two buttons (Unit Details and Unit Level Details) at the bottom of the screen. The two following files (ADV4200b) explains the screens that appear after selecting the Unit Details button, and (ADV4200c), explains the screens that appear after selecting the Unit Level Details button. Both these buttons appear in the bottom block of ADVF4200.

It is here that Advanced Standing records can be created, updated and deleted. Advanced Standing details transferred from Create ACAI (Admission Course Application Instance) Advanced Standing Details (ADVF2000) as a result of the pre-enrolment process can also be viewed and maintained here. The user can, if data exists, switch between the two forms (ADVF4200 and ADVF2000) via a navigation button. Lamps indicate if data exists in both forms.

Person block

This is the context block and displays details of the student whose Advanced Standing, Course Attempt details are displayed in the block below. When this form is invoked via the button in another form (e.g. Record Enrolments form), the information displayed here is for the same student as selected in that form and no other student's record can be queried. When this form is invoked via a different method, queries can be performed in this block.

For example, from the Record Enrolments form (ENRF3000), Advanced Standing details can be recorded or modified for the student selected there by selecting the Adv Standing button and invoking this form. When Advanced Standing is being recorded or checked outside Enrolment processing it is quicker to access this form directly from a menu and query the required students' records here.

Student Course Attempt Advanced Standing block

Advanced Standing is granted for a student's specific Course Attempt, although the basis for granting Advanced Standing in one Course Attempt may also be applicable to other Course Attempts. This block is used to record and display the Course Attempts for which Advanced Standing has been granted. It also displays summary details of the Advanced Standing. Advanced Standing details for a Student's Course Attempt(s) can be recorded for Specific Units (Advanced Standing Unit), or for Unit Levels (Advanced Standing Unit Level).

For example, when Advanced Standing is granted, it is granted for a particular Course Attempt of a student. With the student's details displayed in the Person block, the Course Attempt in which Advanced Standing is granted is displayed or can be recorded in this block. The System defaults a 'Major Exemption Institution' which can be changed and summarises the 'value' of the Advanced Standing.

When defining an Advanced Standing the user can select from three available Granting Statuses (Granting Status) of: APPROVED, GRANTED, CANCELLED, NOT_APPRVD, ASSESSING, REVOKED or DECLINED.

For further insights on the different Granting Status and Dates, see below.

For insights on Advanced Standing see 'Understanding Advanced Standing (ADVINTR3)'. For a glossary of terms, see 'Advanced Standing Glossary (ADVINTR2)'..

This form is accessed from Direct Admissions Course (ADMF3240), Record Enrolments (ENRF3000), Create ACAI Advanced Standing Details (ADVF2000) or the main menu.

The Person block contains:

Person ID
Sex
Date Of Birth

Button

Find Person (ADMF1211)

The Student Course Attempt Advanced Standing block contains:

Course (LOV)
Version
Status
Total Approved CP/CH
Advanced Standing Granted CP/CH
Duplicate Units CP/CH
Total Granted CP/CH
Buttons
- Adm Adv Standing (ADVF2000) - Admission Course Application Instance
- Unit Details (overlay)
  - Student Course Attempt Advanced Standing block:
- Unit Level Details (overlay)
  - Student Course Attempt Advanced Standing block:
    - Person ID
    - Sex
    - Date of Birth
    - Course Version
  - SCA Advanced Standing Unit Level block:

Rules/Notes:

Adding a Course Attempt record here will permit Unit and/or Unit Level details of the Advanced Standing to be recorded.

For details of the Unit Details button - Advanced Standing Unit, see ADV4200B.

For details of the Unit Level Details button - Advanced Standing Unit Level, see ADV4200C.

The Find Person button is only enabled on direct entry from the main menu.

Government Credit Basis, VET Field of Education, VET Level Detail and Government VET Provider fields are only displayed for HE Courses.

When the Government Credit Basis is 200 or 300, the Major Exemption Institution, VET Field of Education, VET Level Detail and Government VET Provider must be specified.

Closed values for VET Level Detail, VET Field of Education, Government Credit Basis or Government VET Provider Type cannot be selected.

The VET Field of Education cannot be set to a value where the Government Field of Education is NULL.

When a student has multiple Unit or Unit Level records for multiple VET qualifications or periods of study for a course, the Government VET Provider type specified should be the one that contributed the most credit.

The Government Credit Basis Code value should be the Advanced Standing contributing the most towards the Total Credit of the course.

When specifying the VET study and the student has more than one VET qualification (or period of study), the VET Level Details should be recorded for whichever qualification or study contributed the most credit.

The three buttons at the base of the main screen; ADM Advanced Standing, Unit Details and Unit Level Details have a (+) or (-) sign next to them. If a record exists a (+) sign is displayed. If no record exists a (-) is displayed. In the case of the Adm Advanced Standing button, a (+) is displayed if Advanced Standing exists for any of the context Person's Admission Course Application Instance records.

LAMPS

Lamps can appear, depending on the record, to the right of the Student Course Attempt Advanced Standing block title. They are:

Admission Advanced Standing Exists - this displays when Admission Course Application Instance Advanced Standing exists in ADVF2000 for the context Student Course Attempt.

Under the 'Status Dates' Tab, the label name displays as 'Expired' if current status is expired. Otherwise it displays as Expiry.

Validations include:

Records can be created with a Granting Status of GRANTED
Records can be changed from a Granting Status of EXPIRED, CANCELLED or REVOKED to anything other than APPROVED
When setting the Granting Status to APPROVED or GRANTED the 'Authorised By' field must be populated. Setting it to anything else means this field cannot be populated
Once the authorising Person ID is populated (by setting the Granting Status to APPROVED or GRANTED) it cannot be deleted
The Advanced Standing Origin must be from the same institution as the Advanced Standing Exemption institution
Cannot change the Advanced Standing Unit Exemption institution while the child origin records exist
Can only record 'Not Approved' comments when status is NOT-APPRVD
Can only record 'Declined' comments when the status is DECLINED
Year Completed/Year Last Enrolled cannot be later than the current year
No Status date can be before the Creation date

Crs Grouped check box. Has no system functionality. It is used for local development reports to, for example, determine how many units of a course a student has undertaken

Granting Status

Depending on what Granting Status is selected, the area after the 'Created' field in the Admin Tab dynamically changes. For example, if ASSESSING was selected as a Granting Status, then the area after the 'Created' date field in the Admin Tab would have an 'Assessing' date field added. The matrix below shows what field/s are displayed, when different Granting Statuses are selected.

The Granting Status defaults to a value defined in the Maintain System Advanced Standing Granting Status (ADVF1180) upon creation of new Advanced Standing records.

Granting Status	Different Date Fields Displayed in the Admin tab
ASSESSING	Created	Assessing	.	.
APPROVED	Created	Approved	Granted	Expiry
GRANTED	Created	Approved	Granted	.
CANCELLED	Created	Approved	Granted	Cancelled
EXPIRED	Created	Approved	Granted	.
REVOKED	Created	Approved	Granted	Revoked
DECLINED	Created	Approved	Granted	Declined
NOT-APPRVD	Created	Not Approved	.	.

The Origin Course and Origin Unit records are not related (even though they are created in one form), therefore, when entering data in one, the other does not need to be populated.

Advanced Standing Origins are maintained in the form, Maintain Advanced Standing Origin (ADVF1190).

Note: Data from the Origin Course Code field in the Origin Course Tab or Origin Unit Code field in the Origin Unit Tab are found in one table, the Advanced Standing Origin Instance Table (ADV_STND_ORIGIN_INSTANCE).

The Status Dates Tab displays dates set in other blocks and tabs of this form. Information displayed cannot be updated in this tab.

The Comments Tab

It is here an institution can make specific comments on why a student's Advanced Standing is approved or not approved. The comments should be added to the appropriate Unit/Unit Level.

To inquire on the Advanced Standing details of a student other than the one initially displayed:

Enter Query mode
Enter the ID number of the required student in the Person ID field. (A query can be performed using name details as query criteria, however, this is not recommended as an efficient method to retrieve records in this form.)
Execute the query

Rules/Notes:

A query cannot be performed in this block if the form was invoked via the button in the Record Enrolments form.

To record Advanced Standing Course Attempt details for a student using the Create Advanced Standing Details form - Student Advanced Standing screen:

Ensure that the correct student record is displayed in the Person block
Navigate to the Advanced Standing block.
Either:
- Select the previously recorded Course Version to which the advance standing applies or
- Enter Insert mode -
Select the required Course Version from the list of values in the Course field (or key valid values in the Course and Version fields) of a blank record
Save
Navigate to the Unit Details or Unit Level Details screens to continue entering details
The area at the bottom of this form displays derived and defaulted information. This is described in Rules, opposite

Rules/Notes:

Advanced Standing records can only be added to Student Course Attempts with the Statuses ENROLLED, UNCONFIRM, INACTIVE and INTERMIT. (But not DISCONTIN OR LAPSED.)

'Total Approved CP', 'Advanced Standing Granted CP', 'Duplicate Units CP' and 'Total Granted CP' fields contain derived values. (How they are derived is explained in the Subsystem Glossary) Where no Unit or Unit Level details are recorded for the Advanced Standing record, their values will all be zero.

To modify Advanced Standing Course Attempt details for a student using the Create Advanced Standing Details form - Student Advanced Standing screen:

Rules/Notes:

Records cannot be modified here. Allowable actions are:

Adding a Student Course Attempt record or
Deleting a record where no Unit or Unit Level details exist

To run a Fee Assessment for this student:

Click on the Fee Assessment icon
Enter the Effective Date or accept the default date and click the OK button

Rules/Notes:

A Fee Type of ADVSTND must exist.

A Fee Category must exist for the student.

An Advanced Standing Source must be nominated for the Unit, for example, RPL.

To delete Advanced Standing Course Attempt details for a student using the Create Advanced Standing Details form - Student Advanced Standing screen:

Find the record to be deleted
Locate the cursor in the record to be deleted
Delete record
Save

Rules/Notes:

Advanced Standing Course Attempt records can only be deleted where no Unit or Unit Level details are associated with them.

Status Dates Conditions

Granting Status	Date field values set (The Status Dates Conditions below: 1 and 2 apply over and above this matrix)
Granting Status	Assessing Date	Approved Date	Granted Date	Cancelled Date	Expiry/Expired Date	Revoked Date	Declined Date	Not Apprvd Date
ASSESSING	If null set to sysdate – else no change	No change	NULL	No change	No change	No change	No change	No change
APPROVED	No change	If null set to sysdate – else no change	NULL	No change	Derive as per current functionality	No change	No change	No change
GRANTED	No change	If null set to sysdate – else no change	Sysdate	No change	No change	No change	No change	No change
CANCELLED	No change	No change	No change	If null set to sysdate – else no change	No change	No change	No change	No change
EXPIRED (set by job ADVJ4412)	No change	No change	No change	No change	Derive as per current functionality	No change	No change	No change
REVOKED	No change	No change	No change	No change	No change	If null set to sysdate – else no change	No change	No change
DECLINED	No change	No change	No change	No change	No change	No change	If null set to sysdate – else no change	No change
NOT-APPRVD	No change	No change	No change	No change	No change	No change	No change	If null set to sysdate – else no change

Status Dates Conditions:.

When a record is updated and the Status has not been altered, then no Dates will be altered.
The Creation Date is only set once when the record is first created – it cannot be updated.

Last Modified on 19 December, 2007 10:44 AM

History Information

Release Version	Project	Change to Document
10.1.0.0.0.0	1344 - Advanced Standing Option 2	Add information on changed fields
10.0.0.0.0.0	1339 - DEST 2007	Added details - the new fields for HE Courses, i.e. Government Credit Basis, VTE Field of Education, VTE Level Detail and Government VTE Provider. Also added details on Find Person button
9.1.0.0.0.0	1187 - Update Help for VET	Remove HE information