Purpose

Process to allow the Discontinuation of individual Student's Course and Unit Attempts

SubSystem

Enrolments

Discontinuation Process

The process of discontinuing a Student's Course and/or Unit Offerings is carried out in the Student Course Attempt and Student Unit Attempt blocks of the Student Enrolments form (ENRF3000b).

Discontinuation is the ending of a Student's Enrolment in a course or unit other than by completion. The Discontinuation of a Student's Course Attempt will automatically discontinue any associated Unit Attempts. Where required, individual Unit Attempts may be discontinued.

Discontinuation is usually initiated by a student indicating that they wish to exit the course or unit but may be initiated by the institution by way of an encumbrance for, for example, failing to pay fees or failing to progress academically. The Discontinuation process is activated for the Unit or Course Attempt being discontinued and the System changes the Unit or Course Attempt Status from its current status to DISCONTIN. An Administrative Unit Status is applied to a discontinued unit, or the Unit Attempt is deleted, based on the date of Discontinuation. Managing Unit Discontinuation and Maintain Administrative Unit Statuses (ENRF0110) contain further information on this aspect.

For example, on the 20th April, a student advises that he wishes to withdraw from his course. His student Course Attempt record is located, and the Discontinuation process invoked. This process:

• records the processing date as the date of Discontinuation
• sets the Course Attempt and related Unit Attempt statuses to DISCONTIN.

(Had it been required, the Discontinuation Date could have been forward or backdated.)

Based on the Discontinuation Date, the System

• assigns an Administrative Unit Status of WD-LATE to the units in which he is enrolled for first semester, because he is discontinuing after the government census date
• deletes his Enrolled Units for second Semester.

  Note: Discontinuing Courses and Units may affect:

  • government statistical reporting through changed load calculations
  • a student's Attendance Type where unit load is altered
  • a student's Unit Grade associated with an Administrative Unit Status

• Ensure that the correct student is displayed and the Course Attempt to be discontinued is selected in the Student Course Attempt screen
• Select the Discontinuation icon
• A message advising that the Discontinuation Date is set to the current date and that related units will also be discontinued is displayed
  • Select the message's Yes button if this is OK.
  • Select No to abort the process or to 'future date' the Discontinuation. If the Discontinuation is future dated, a message advises that Discontinuation will not take place until the Discontinuation Date is reached.
• If Yes was selected, a message advising successful Discontinuation is displayed. Click OK and check units where required
• In the Course Attempt screen, change the default Discontinuation reason code as required
• Save

Depending on the relationship between the Course Attempt Discontinuation Date and the various Discontinuation Trigger Dates, either:

• the Course Attempt and associated Unit Attempts are deleted, or
• the status of the Course Attempt is changed from its current status to DISCONTIN and related Unit Attempts are either:
  • deleted, or
  • are changed to status DISCONTIN. An Administrative Unit Status is assigned to DISCONTIN Unit Attempts. This can be overridden in the Student Unit Attempt screen. The current date will have been entered as the Discontinuation Date. This can be overridden.

The effects of trigger dates (Unit Discontinuation Date Criteria) are fully explained in that section.

Rules/Notes:

The Administrative Unit Status applied to discontinued student Unit Attempts is dependent on the relationship between the Discontinuation Date and critical Discontinuation Trigger Dates. Unit Discontinuation Date Criteria provides further information regarding these triggers.

If required, the Discontinuation Date can be backdated for student Course Attempts, but not beyond the finalised outcome date of any completed Unit Attempts. Follow the procedure below.

Discontinuation Dates can be forward dated. When a Discontinuation is future dated and this date is reached, a System batch process runs to action the Discontinuation. The action taken by the System will be the same as if the manual process described here were used. A report is generated advising of the action taken.

Where a Discontinuation Trigger Date has more than one associated Administrative Unit Status (AUS) either:

• the correct AUS must be selected from the list of values for each Unit Attempt or
• one of the AUS may be flagged as a default value in which case it will default on tabbing to this field

Where there is more than one AUS, the default Administrative Unit Status applied to a discontinued Unit Attempt can be overridden by selecting from its list of values.

• Remove the Discontinuation from the Course Attempt following the reinstatement instructions below
• Navigate to the related Unit Attempts
• Backdate the Discontinuation Date of each Unit Attempt
• Save the Unit Attempt changes
• Navigate back to the Course Attempt
• Repeat the Course Attempt Discontinuation process
• Backdate the Course Attempt Discontinuation Date as required
• Save

Rules/Notes:

To backdate a Student Course Attempt Discontinuation Date:

• the Course Attempt Discontinuation should be reversed
• the related Unit Attempts should have their Discontinuation Dates backdated
• the Discontinuation process should be reapplied to the Course Attempt and
• the Course Attempt Discontinuation Date should be backdated

A Course Discontinuation Date cannot be backdated prior to the student's Course Commencement Date.

A unit Discontinuation Date cannot be backdated prior to the start of its Teaching Period.

• Ensure that the correct student is displayed and the Course Attempt to be reinstated is selected in the Student Course Attempt screen
• Highlight the date in the Discontinued Date field and delete this text
• Save. The Course Attempt is reinstated
• Follow the steps below to reinstate related Unit Attempts

• Ensure that the correct student is displayed and the Unit Attempt to be discontinued is selected in the Student Unit Attempt screen
• Select the Discontinuation icon .
• Save. The Unit Attempt is either:
  • deleted (with appropriate warning), or
  • changed from its current status to DISCONTIN, an Administrative Unit Status (AUS) will have been assigned to it or a warning message will prompt you to select an AUS from the list of values. The current date will have been entered as the Discontinuation Date
• If required the Discontinuation Date can be backdated (only) and the Administrative Unit Status changed to another from its list of values
• Save again

Rules/Notes:

The Administrative Unit Status applied to discontinued Student Unit Attempts (or their deletion) is dependent on the relationship between the Discontinuation Date and critical Discontinuation Trigger Dates. Unit Discontinuation Date Criteria provides further information regarding these triggers.

Where a Discontinuation Trigger Date has more than one associated Administrative Unit Status (AUS), the correct AUS must be selected from the list of values for each Unit Attempt.

Unit Attempt Discontinuations cannot be future dated.

• In the Student Course Attempt screen
  • Ensure that the correct student is displayed
  • Select the Course Attempt for which Unit Attempts are to be reinstated
  • Select the Unit Attempt button to display related Unit Attempts
• Select the Unit Attempt to be reinstated
• Highlight the date in the Discontinued Date field and delete this text
• Save. The Unit Attempt is reinstated
• Repeat from step 3 for other Unit Attempts being reinstated

Rules/Notes:

Deleted units cannot be restored they must be re-entered from scratch.