Purpose

To Transfer a Student between Courses

Subsystem

Enrolments

An overview of the Transfer Process is given in the documentation discussing the management of existing Enrolments.

This form is used where a Student with a current or previous Enrolment at the institution has requested or is required to transfer between Courses. Initial entry to the new Course may entail an application through the Admissions Subsystem, or may be administered as an Enrolment directly through the current form. For any particular Destination Course in a transfer, the method of entry is determined by the institution.

In either case, this form is used to automate the transfer process itself, and to query existing transfers. It is entered in context from the Student Course Attempt screen of ENRF3000.

A Destination Course Attempt will already exist if the Course has been offered via the Direct Admissions form, ADMF3240 (ADMF3000), and the Student has been pre-enrolled in it. See documentation on Course Transfer through Admissions for more details. A Destination Course will also exist if the current transfer is a reversal of a previous transfer or if the Student has had a prior Enrolment that was discontinued.

Note: The transfer between different versions of the same Course is achieved by using the form ENRF4110 for an individual and running the job ENRJ4420 for a group, and cannot be done in this form.

Course Groups for Transfer

Transfers can only take place where both the original (FROM) and destination (TO) Courses are members of the same Course Group and the group is of a type designated for transfers. Transfer Course Groups are set up in form CRSF11D0, and must have Types (set up in CRSF1180) that distinguish between 'Admissions' and 'Enrolments' Transfers.

Some conditions apply to Transfer:

• Where a Course version is indicated as Generic in CRSF1210, this Course cannot be used as a destination in a transfer. Generic Courses enable transfer from a general degree to one of its specialties (e.g. from Bachelor of Engineering [General] to Bachelor of Engineering [Civil]).
• A Course may be a member of both Admissions Type and Enrolments Type Transfer Groups. For such a Course, the method of transfer will dictate the Courses available as destinations. If transferring via Admissions, only members of Admissions Type Groups are available. Via Enrolments, Transfers can only be made to members of Course Groups with an Enrolments Type.
• Transfer of individual Student Course Attempts may be prevented in particular circumstances - see Rules, below.

Special Note: There may be a requirement to transfer from Course A to Course B and then back to Course A. If this happens to units in the same year, the normal procedure can be followed. However, if Course B was in a previous year, and transferring back to Course A is in the present year, the following procedure must be followed. The transfer back to Course A will only work successfully when units or unit sets are inserted AFTER the transfer has been completed.

Stages in a Transfer

Transfer in this form is a three stage process, requiring:

• selection or insertion of a Destination Course Attempt and confirmation of that attempt in the TO block
• the selection for Transfer of Units and Unit Sets (subject to validation rules) from the originating (context) Course Attempt to the Destination Course Attempt
• commitment of the transfer

Once the transfer is made the System automatically discontinues the Course Attempt from which the Student has been transferred.

Note: Not all Units or Unit Sets need be selected when the initial transfer is made - Units can be transferred at a later Date.

Access

Access to the form is governed by whether Transfer is a valid Enrolment Procedure Step for the Enrolment session in effect and whether the user has the security privileges to perform that step. For more information, refer to Enrolment Sessions, and Controlling Access to Enrolment Functions.

Where access is permitted, a Transfer button is provided for appropriate Course Attempts in the Student Course Attempt screen of ENRF3000.

For example, Course A500 Graduate Diploma in Administration is offered in 2005. A Student has the following recorded against their Course Attempt in the Course:

In 2004 the University introduced a new Master’s Degree, A600 Master of Administration.

The Student applies to transfer to A600, carrying all Units with Pass Grades into the new Course. These Units are selected as part of the transfer process. After the process is complete, Course A500 will have a status of discontinued and she will have the following recorded against Course A600:

The Student Course Attempt - FROM block contains:

• Person ID
• Course
• Date Of Birth
• Calendar Type
• Location
• Attendance Mode
• Attendance Type
• Commenced
• Status

The Student Course Attempt - TO block contains:

• Course Code
• Version Number
• Location
• Calendar Type
• Attendance Mode
• Attendance Type
• Confirm check box
• Commencement Date
• Course Attempt Status
• Nominated Completion Year
• Nominated Completion Period
• Funding source
• Exam Location Code
• Correspondence Category
• Fee Category
• Basis For Admission Type
• Discontinuation Date
• Publish Outcomes check box
• Self Help Group check box
• Provisional check box
• Rule Check check box
• Waive Option Check

  Buttons

  • Transfer E-COE
  • Transfer Candidature
  • Transfer Adv Standing
  • Unit Details
  • Unit Set Details
  • Transfer Course

Rules/Notes:

The documentation below is divided into the following sections:

• Context Course (FROM block)
• Steps In A Transfer (TO block)
• Transferring E-COE Details
• Transfer Advanced Standing
• Transferring Units
• Transferring Unit Sets
• Transferring On

Rules/Notes:

Context Course (FROM block)

The context Course appearing in the block has been selected in ENRF3000, and is the Course Attempt from which the Student is to be transferred.

No queries can be made in the block.

Rules/Notes:

Transfer is potentially available if the FROM Course Attempt has a status of ENROLLED, DISCONTIN, INACTIVE, INTERMIT, COMPLETED or LAPSED.  

Steps In A Transfer (TO block)

• Either select a displayed Course Attempt or enter a new Course Attempt as the Destination of the transfer, using the Course Code field.

  Displayed Courses.
  Course Attempts may already be shown in the Student Course Attempt - TO block on entry (scroll to view). These are either:

• Course Attempts initiated as destinations in Admissions (status UNCONFIRM) and for which transfer must be effected in this form
• Discontinued Course Attempts in the same Course Group as the Originating Course.

These are available for selection as a transfer destination. Transfer to a discontinued Course is normally to reverse a previous transfer (see Transferring on).

Existing Destination Course Attempts of a previous transfer may also be displayed. These are available for Unit or Unit Set Transfers (see Transferring Units, Transferring Unit Sets).

New Course.
To transfer to a Course not displayed, scroll to a blank field or use Insert, and enter/select the required Course Code. (The list of values displays all Courses in the relevant Course Group that have not already been displayed.).

• Select the Course Offering Option, if appropriate

  Admissions Transfer.
  The Course attributes (Location, Attendance Mode, Attendance Type) shown, are those offered through Admissions and cannot be changed in this form.

  Enrolments Transfer.
  Tab to the Calendar Type field to invoke a LOV of valid Course Offering Options from which one must be selected.

  Research Candidature.
  Where the Student Course Attempt being transferred FROM has an associated Candidature record, use the Transfer Candidature button to transfer all Candidature details to the new Course Attempt, BEFORE confirming the Course Transfer (Next Step)

• Select the Confirm check box. The record is 'posted' to the database, but not yet 'committed'. After this point the record cannot be cleared without exiting the form.

• Navigation buttons are activated and a default Commencement Date displayed. This date can be overwritten, subject to validation (see opposite column).

  Fields in the outline box (Nominated Completion Year to Self Help Group check box) display the values that will be set initially for the Destination Course Attempt (The Advanced Standing check box is only an indicator and does not perform any function). These can be amended if necessary on return to the Student Course Attempt screen of ENRF3000.

• Enrolled Units to be transferred should be selected at this point (refer to Transferring Units).

  Units of other eligible status's can be transferred at any point after the Initial Course Transfer has been done.

• Unit Sets can be selected for transfer now or can be transferred after the Initial Transfer is complete (refer to Transferring Unit Sets).

• Use the Transfer Course button to finalise the Transfer Process.

  An overlay block (Student Course Transfer) is presented. For Generic Course Transfer, the Transfer Date is automatically set to the current Date. For all other transfers it is set to Commencement Date.

• Optionally, record comments.

• Save. A message requests confirmation to commit the transfer. Answering Yes completes the transfer.

  Any Transfer Units/Unit Sets are added to the Destination Course Attempt. The FROM Course Attempt is discontinued by the System and assigned a Discontinuation Reason Code signifying a transfer.

  A message verifies that transfer is complete, and you are returned to the previous block.

Rules/Notes:

Admissions Course Transfers can only be made between members of a Course Group with a type equivalent to the System Course Group Type ADMTRANSFR.

A lamp displays if the TO Course has come from Admissions.

Enrolments Course Transfers can only be made between members of a group with a type equivalent to the System Course Group Type TRANSFER.

If a Student has an Encumbrance revoking or suspending all services or excluding them from the intended Destination Course, a transfer cannot be made.

A warning is given if a debt exists at student level, or for the specific FROM Course. Transfer is not prevented. (A 'To Do entry' is created for Fee Re-Assessment in the Student Finance Subsystem.)

If the Originating Course has the Generic Course check box set in form CRSF1210, the Commencement Date for the Destination Course is inherited from the Originating Course.

The default value of the Commencement Date is derived from:

• Generic FROM Course
  the Commencement Date of the Originating Course
• Enrolment Transfers
  the Commencement Date Alias Instance for the Academic Period if available, else the Current Date
Admission Transfers
the Course Start Date Alias Instance of the Admission Period if available, else the Current Date.

Commencement Date validations are that:

• the Date cannot be changed if transfer is from a Generic Course
• the Date cannot be in the future.

WARNING. Enrolled Units not transferred at the time of Course Transfer are automatically discontinued.

A lamp indicates the result of a transfer in the main block of this form and in ENRF3000.

A message asks for confirmation before the save is performed.

Possible status's to which the Destination Course Attempt can be set are ENROLLED, INTERMIT, INACTIVE.

A unit cannot be transferred if it is part of a sub-unit relationship which is not available to the new course attempt.

VET only. A unit cannot be transfered if it is a unit of competency and it is a superior in a sub-unit relationship and not all the subordinates are being transferred.

A unit cannot be transferred if it is not available to the sector of the new course attempt. This unit needs to be defined as Level Advanced Standing against the new course attempt.

A unit cannot be transfered as advanced standing if it is not available to the sector of the new course attempt. This unit needs to be defined as Level Advanced Standing against the new course attempt

Transferring E-COE Details

The Transfer E-COE button is only active if Electronic Confirmation of Enrolment Information exists against the 'Transferred From' Course Attempt. Transfer is prevented if E-COE details have already been entered against the 'Transferred To' Course Attempt. Transfer takes place when the button is selected.

Transfer Advanced Standing

The Transfer Adv Standings button allows elements of Granted and Approved Advanced Standing Unit and Unit Levels to be transferred to a new course attempt. The Transfer Adv Standings navigation button will navigate the operator to the Create Advanced Standing form (ADVF4200). When navigating to ADVF4200 an Advanced Standing record for the To course will be posted and the details of the From Courses Granted and Approved Advanced Standing will be assigned to the To Course Advanced Standing record. The record is not committed at this stage. If the System wide Not transferable indictor is set, the navigation button will not be active.

At this point validations will be triggered to ensure that the Transferred Advanced Standing Units are not Enrolled or Completed against the To course Attempt. If a Student Unit Attempt exists matching the Advanced Standing Unit but is Discontinued, Invalid or Unconfirmed the Transfer is allowed. If a completed unit attempt exists with a failed grade the transfer will also be allowed. Cancelled, Revoked and Expired Advanced Standing will be ignored, as will Not Transferable Granted and Approved Advanced Standing, based on the new indicator in ADVF4200.

The form will navigate in context of the To Course Attempt. Details of the Unit and Unit Levels Advanced Standing to be transferred between the From and To courses may be amended. Once the details of the Advanced Standing are edited in the appropriate manner, the operator will be able to exit ADVF4200. On Exiting ADVF4200 the Operator will be returned to ENRF4150 to perform the Course Transfer.

Rules/Notes:

Transferring Advanced Standings:
To activate the Transfer Adv Standings button, the Advanced Standing details need to be entered and saved in ADVF4200.

The Transfer of Advanced Standing details will occur under two circumstances:

1. If the Operator is Transferring Advanced Standing details to a course previously Transferred:
   The Advanced Standing details will be committed by saving the Advanced Standing record within ADVF4200. Advanced Standing Unit and Unit Level details will not be able to be Transferred if Advanced Standing Unit or Unit level record already exist within the To course attempt. Advanced Standings will however be able to be transferred if no matching Unit or Unit Level record is found.
2. If the operator is performing the initial course Transfer:
   The To course Advanced Standing details will only be committed when the Course Transfer is committed. This is to ensure that No record for the To Courses Advanced Standing are created if the Transfer is abandoned.
   All Basis and Approval details for Advanced Standing will be transferred when the records are committed. Indication of the Transfer From course and the Transfer date will also be attached to the record.

VET Course:
If a VET Course is selected, there will be a message when you click on Transfer Adv Standing button:

• "This form is not available for the sector of the context Course or Unit. Please contact your System Administrator."

Transferring Units

Use the Unit Details button to access the Student Unit Attempt block. All Units in the Originating Course are displayed. (Those Units which also exist in the transfer TO Course are marked with a red asterisk.)

Units can be transferred if they have a status of ENROLLED or COMPLETED, or have a DISCONTIN status with a result of FAIL.

Transfer check boxes.
Choose between transferring all Eligible Units or only Specific Units that are to count towards completion of the new Course. All other data in this block is for information only.

Separate Transfer?
If the Units are being transferred as a later operation, and the Course Transfer already having been made, Save before leaving the block to perform the Unit Transfer.

If Transferring Course and Units in one operation, saving in this block is disallowed.

Rules/Notes:

Transfer effects on Unit status's:

• ENROLLED remains ENROLLED
• COMPLETED becomes DUPLICATE
• DISCONTIN becomes DUPLICATE

It may not be possible to Transfer Units if:

• an Encumbrance applies excluding the Student from the Unit in the Destination Course, or setting limits on Load or Attendance Type
• the Student has already satisfied the requirements of the Unit through Advanced Standing
• a Unit Attempt would conflict with Forced Attributes for the Course
• Superior/Subordinate rules are breached

HINT!
To amend a Unit that has already been transferred and has a DUPLICATE Status, delete the duplicate, make the change in the Originating Course and then perform the transfer again.

Regarding Class Allocations:

• All successfully transferred enrolled units will have their class allocations transferred to the destination course
• Enrolled units that are not transferred from the source course to the target course should have their class allocations deleted
• Units being transferred into the target course that do not have any associated class allocations will not have any new class allocations created in the new course.

Transferring Unit Sets

Use the Unit Set Details button to access the Student Unit Set Attempt block. All Unit Sets in the Originating Course are displayed.

Transfer check boxes.
Choose between transferring all eligible Unit Sets or only Specific Sets. Choose also which (if any) constitutes the Primary Set in the Destination Course.

All other data in this block, including that in the Unit Set Hierarchy overlay box, is for information only.

Separate Transfer?
If the Unit Sets are being transferred as a later operation, the Course Transfer already having been made, Save before leaving the block.

If Transferring Course and Unit Sets in one operation, saving in this block is disallowed. 

Rules/Notes:

Unit Sets in the originating Course remain ACTIVE upon Transfer. They could be voluntarily ended, however it is recommended that they be left as ACTIVE, particularly where the Unit Set formed part of an Admission Offer, this will not affect other functionality. 

Transferring On

It is possible to 'Transfer On' so that a TO Course Attempt becomes a FROM Attempt for the next transfer, or to transfer from the same Course more than once.

Several options are available. For example:

• Course A to Course B to Course C
• Course A to Course B
  (Student withdraws - discontinue Course B)
  Course A to Course D
• Course A to Course B to Course A

Rules/Notes:

A transfer cannot be effected a second time from the same Course while the previous Destination Course has a Status of ENROLLED, INACTIVE, INTERMIT or LAPSED.