Purpose

To extract data containing relevant information for inclusion in an Enrolment or Re-Enrolment form

SubSystem

Enrolments

Extract Process

This job uses the generic 'extract table' structure to store extracted data which can be used for the production of Enrolment/re-Enrolment forms. A program which uses the extracted data (and data from other Callista tables if required) to produce Enrolment forms can be custom built by the institution. The program accesses the extracted data via views specifically created for the Enrolment form extract process. Extract Creation Processes describes this methodology.

Technical detail regarding Enrolment form extracts is provided in release Technical Documentation.

Details of the data available in Enrolment Form Extract views is available in Enrolment Form Extract - View Details.

The Enrolment Period for which this job is being run must already exist in Callista. (CALF0220).

Record Selection

Records are extracted if they relate to a Student Course Attempt which is pre-enrolled in the target Enrolment Period specified as a job run parameter. Other parameters can be used to limit the set of records extracted.

Eligibility checks are performed to ensure that the student is eligible for an Enrolment form. Student Course Attempts failing a check are not extracted. A record is not extracted if:

• The student is deceased
• The student has an Exclusion/Encumbrance preventing Enrolment
• The student does not have either a valid offer of admission or an ongoing Course Attempt (status ENROLLED, COMPLETED, INACTIVE)
• The course is a Research Course and the student does not have Research Candidature details
• The Course Attempt is intermitted and the Intermission End Date is not within the Academic Period to which the Enrolment Period is related
• The Student's Correspondence Category does not permit correspondence of this type.

Record Extraction

The extract process creates a record in the S_EXTRACT table which identifies the particular extract job run. It creates corresponding records of students due to receive an Enrolment form or re-Enrolment form in the S_EXTRACT_RECORD table. For each student selected, the records contain Personal details, Addresses, Course and Pre-Enrolment details, Statistical, Prior Education and Disability details as well as Unit Set, Research and Thesis data (where applicable). In addition Academic History records listing all Courses, Units and associated Advanced Standing are created.

Records are not normally created where the student has already been sent an Enrolment form in the target Enrolment Period. New extract records, leading to the production of Replacement Enrolment\re-Enrolment forms can be created by setting the override sent check parameter to 'Y'.

As an example of use of this job, institutions can create a program to merge data presented in the Enrolment form record view (ENROL_FORM_RECORD_V) into Microsoft Word documents to produce Enrolment forms.

For each Student Course Attempt for which records are extracted, the process registers an outgoing Correspondence Item, with a Correspondence Type of ENROL-FORM in CORF2320.

Run Details

Method

ENRJ3161 runs only in batch mode, through the Job Control & Scheduling Subsystem.

Place in Cycle

This job should be run after a successful Pre-Enrolment process has been conducted. Pre-Enrolment processes are either the Batch Pre-Enrolment Process (ENRJ3100), or the online process for commencing students, in Direct Admissions (ADMF3240).

It can be run initially with the Test Extraction parameter set to Y, to enable testing of the Extraction process. This causes data to be extracted to the extract tables but does not create outgoing correspondence item records.

Viewing the Extracted Data

Data is usually processed by the institution's custom built Enrolment form creation job. Data can be viewed in the S_EXTRACT and S_EXTRACT_RECORD tables, or in a more useable form in the views ENROL_FORM_EXTRACT_V and ENROL_FORM_RECORD_V, using an ad-hoc query tool.

The Batch Pre-Enrolment Process block contains:

Parameters Tab

Extract Parameters

• Extract Comment
  Text entered into this field will appear in the Extract in Record Type 1.
• Enrolment Period
  Limits the Extraction to the Enrolment Period specified. This parameter defaults to the current Enrolment Period and is a required parameter.
• Course Type 1
  Limits the Extraction to the Course Type specified. There are two fields for Course Types.
• Course Type 2
• Responsible Org Unit
  Limits the Extraction to the Responsible Organisational Unit specified.
• Person ID Group
  Limits the Extraction to the Person ID Group specified.
• Specific Person ID
  When used, must be used in combination with Specific Course Code to limit Extraction to a single Student Course Attempt.
• Specific Course Code
  When used, must be used in combination with Specific Person ID to limit Extraction to a single Student Course Attempt.

  Buttons

  • Find Person
  • Find Course

More Tab

• Course Code 1
  Limits the Extraction to the Course/s specified.
• Course Code 2
• Location 1
  Limits the Extraction to the Location/s specified.
• Location 2
• Attendance Mode
  Limits the Extraction to the Attendance Mode specified.
• Attendance Type
  Limits the Extraction to the Attendance Type specified.
• Enrolment Category 1
  Limits the Extraction to the Enrolment Category/s specified.
• Enrolment Category 2

More Tab

• Correspondence Category 1
  Limits the Extraction to the Correspondence Category/s specified.
• Correspondence Category 2
• Fee Category 1
  Limits the Extraction to the Fee Category/s specified.
• Fee Category 2
• Override Sent Check check box
  Enables the Extract to be reproduced for students whose records show an Enrolment form has already been produced for the specified period.
• Test Extraction check box
  Creates a Test Extract file without registering an Enrolment form as a Correspondence item against the student.
• Student Type
  Limits the Extraction to new or returning students, enabling institutions to produce Enrolment or Re-Enrolment forms.

NEW Students Tab

• Admission Period
  Limits the Extraction to the Admission Period specified.
• Admission Category
  Limits the Extraction to the Admission Category specified.
• Accepted Offers Only check box
  Setting the Accepted Offers Only parameter to Y limits the Extraction to only those students who have Accepted Offers. Otherwise selects all students irrespective of the Offer Response Status.

Rule/Notes:

The parameters for this job are grouped on the parameter form according to the circumstances under which the job can be run and are described below.

Most parameters are used to restrict the activity of this job to a subset of all potential records.

Rules/Notes:

This job refers to the Effect Enr Start Date Alias to determine whether a unit is pre-enrolled or has already been studied. This date alias must be established for each target teaching period. Refer to Enrolment Calendar Configuration. This job is usually run in the same request as the program custom built by the institution to produce Enrolment forms or extract files from the extracted data. The batch Pre-Enrolment job (ENRJ3100) should be run prior to this job to ensure that relevant Student Course Attempts exist.