Purpose

To allow the creation and maintenance of institution defined Discontinuation Reason Codes

SubSystem

Enrolments

This form allows the entry and maintenance of coded reasons for Discontinuation. These codes and reasons are determined by the institution, and appear in the Enrolment form ENRF3000 to indicate either:

• why a student has voluntarily discontinued a particular Course Attempt, or
• why a Student Course Attempt has been discontinued as part of a System process.

The reasons associated with these two methods of Discontinuation must be handled differently in this form. For voluntary Discontinuation, it is only necessary to specify the required reasons and select one reason to be used as the default.

For System initiated Discontinuation, the reasons must be assigned a System Discontinuation Reason Type. Three types are provided:

• TRANSFER
  signals that the reasons assigned to the type relate to the Course Transfer Process. At least one institution defined transfer reason must be recorded in this form, and more can be specified. One, and only one, reason must be indicated as the System Default. This default will be inserted automatically whenever a course is discontinued as part of the transfer process, but can be amended in ENRF3000 if another transfer reason would be more appropriate.
• PROGRESS
  indicates that the Discontinuation resulted from an applied Progression Outcome. At least one institution defined progression reason must be recorded in this form. One must be indicated as the System Default and this will be inserted automatically whenever a course is discontinued as part of the application of a Progression Outcome.
• TERMINATED
  currently has no System functionality

The following table gives an example of Discontinuation Reason Codes

The General Calendar Configuration block contains:

• Discontinuation Reason Code
• Description
• Default check box
• Closed check box
• System Discontinuation Reason Type
• System Default check box
• Comments

To create a new Discontinuation Reason record using the Maintain Discontinuation Reason Codes form:

• Enter Insert mode
• Enter the new code in the Discontinuation Reason Code field of a blank record
• Enter the meaning of the code in the Description field
• If this is to be the default for a Voluntary Discontinuation reason select the Default check box, or for a reason related to a System Initiated Discontinuation
  • select the required System Discontinuation Reason Type
  • if required, choose this record as the default by selecting the System Default check box
• Optionally, add additional information in the Comments field
• Save

Rules/Notes:

One record must be selected as the default for each of

• The user-defined 'set' of Voluntary Discontinuation reasons
• The user-defined 'set' of Discontinuation reasons for each defined System Discontinuation Reason Type (PROGRESS, TRANSFER or TERMINATED).

To modify a Discontinuation Reason record using the Maintain Discontinuation Reason Codes form:

• Find the record to be modified
• Modify the record as required
• Save

Rules/Notes:

Once a Discontinuation reason has been used in Enrolment records, the description should only be modified in ways that do not alter its meaning.

To delete a Discontinuation Reason record using the Maintain Discontinuation Reason Codes form:

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

Rules/Notes:

If a particular Discontinuation Reason has been used in a Student Enrolment, it cannot be deleted. It can be closed, preventing any further use, by selecting the Closed check box.