Purpose

To inquire on and display Person Details as part of the Enrolment process

SubSystem

Enrolments

Session Details block

The Session Details block displays the Session Parameters applicable to the current Enrolment Session. The Parameters will either be those set by the current user in the previous Enrolments Session or Parameters selected via the Session Details screen (ENR3000a) in the current Enrolments Session. Enrolment Category and Enrolment Method are used in determining the set of Enrolment Steps which are displayed as buttons and T-list items in the Person Details, Course Attempt and Unit Attempt screens of the Record Enrolments form. It is usually unnecessary to specify an Enrolment Category in the Session Details as the System will derive an Enrolment Category for each Student. If the System is unable to determine an Enrolment Category, a message will be displayed requesting that the user nominate the category to be used.

For example, see Session Details (ENR3000a)

Person block

The Person block is used to display details of a Student for whom Enrolment Details are being enquired upon, added, modified or deleted. Simple queries can be performed to retrieve person records where precise query criteria can be entered. Simple queries could include:

• those where the Student's exact Identification Number is known or
• those where sufficient query criteria can be entered to enable only a small set of records to be returned and scrolled through.

Further information regarding query methods can be found under Query Process in the System Overview. A Find Person facility can be invoked from the form to perform more complex queries. If an image for the Student is available through Callista, use the Person Image icon to access this.

The System will attempt to derive an Enrolment Category from the Student's Course Attempts. If this differs from the Enrolment Category (where specified) in the Session Details, the System will combine the features of both categories. The Enrolment Category being used for this Student is displayed in red text in the top right hand corner of the block. This Enrolment Category will be used in determining the configuration of the Person block.

Users of this form should be aware of the special graphical and textual features it contains, which are described under Features of the Record Enrolments form. This block can display a Deceased lamp, and Status lamps which identify whether the person is a staff member, has had their System records archived and/or is administratively or academically encumbered (i.e. has an obligation to the institution which has not been met resulting in an encumbrance such as 'Release of Results Blocked' - Administrative or 'Enrolment Suspended' - Academic).

Along the bottom of the block are a series of buttons. Each button invokes a screen where further Enrolment information may be queried and/or updated. The actual buttons displayed and their order are determined by the Session Details/Enrolment Category. Some of the button labels may be in bold text indicating that entry of this data is mandatory. A list of all possible buttons and their use is provided under Forms Accessed by Navigation Buttons in the Record Enrolments form. A (+) sign means more information is available to view. A (-) sign means no more information is available.

Selecting the Unit Attempt button will navigate directly to the Student Unit Attempt screen when the Student has only one Course Attempt. If the Student has more than one Course Attempt, selecting the Unit Attempt button navigates to the Course Attempt screen, where the user must select the appropriate course before selecting the Unit Attempt button in that screen.

For example, see Session Details (ENR3000a) for an example of dynamically configured Enrolments screens. The following two images (1. and 2.)are examples of how the Person Details screen changes configuration with a change in Enrolment Category.

The Session Details block contains:

• Alter Session button

The Person block contains:

• Person ID
• Title
• Surname
• Given Name
• Sex
• Date Of Birth
• Deceased check box
• Email Address

  Person Image Button

• Staff check box
• Archived check box
• Encumbered check box

  Buttons

  • Addresses
  • Disabilities
  • Vet Statistics
  • Encumbrances
  • Aliases
  • Visa
  • Alternate IDs
  • Health Provider
  • HE Statistics
  • Notes
  • Prior Ed'n
  • Course Attempts
  • Unit Attempts
  • CHESSN
  • Services

Rules/Notes:

Buttons at bottom of the block are dynamically configured to appear, or not appear, according to the Session Details.

Validations include:

• Error if Person Service record does not exist

The Services button in the Person block of the Person window. The button is displayed when the Person Services step is included in the context Enrolment Category Procedure Details definition. When the button is selected, the new Maintain Person Services function (ENRF30C0) is opened in Person ID context. The button will display either a ‘+’ or ‘-‘ symbol, based on the existence of at least one current Service for the context Person record

To display Person Details, for a person recorded in the System, using the Record Enrolments form:

With the Person Details screen displayed, either:

• Enter Query mode
• Enter the Person's ID number or Surname and at least part of a Given Name together with a wild card (e.g. Smith J%) in the appropriate fields
• Execute query

or if the Person's ID number is not known it is preferable to:

• Select the Find Person icon. The Find Person form will be displayed
• Follow the instructions for the Find Person form (ADMF1211)

To add a person to the System using the Record Enrolments form:

With the Person Details screen displayed:

• Enter Insert mode
• Enter the person's Title, Surname, Given Names, Sex, Date Of Birth. Email Address can be added here or downloaded electronically by the institution
• Save

Rules/Notes:

The minimum information required to add a person to the System is Surname, Title and Sex, however, the inclusion of Birth Date is recommended.