Purpose

To create and maintain Cohorts

SubSystem

General

This form is used to define Cohorts. A Cohort is a group of people, courses, or units defined by key characteristics that are combined through the definition of a rule. For example, students with surname A-K, all students in course ABC123, or all units within course XYZ789.

The Cohort Rule is defined by navigating to the Maintain Rules form (RULF2000) via the Edit Rule button at the bottom of the Maintain Cohort block. RULF2000 is entered in context. There are six groups of Cohort Rules - COHORT-AA, COHORTPRSN, COHORT-SCA, COHORT-SUA, COHORT-GRD and COHORT-FEE.  These Cohort Rules may be applied to the various process types to create Cohort Process Windows. For example, COHORTPRSN Rules could be used to create Cohort Process Windows for the PE-RESULT process type. These windows would allow students with Surnames in the rule defined ranges to access their results during set times, such as students with a Surname between A and F to access their results at 6pm on Friday. For further details on the types of Cohort rules available refer to Cohort Rules.

For further details on the use of Cohorts and Cohort Process Windows refer to Understanding Cohort Process Windows.

The Maintain Cohort block contains:

• Rule
• System Cohort Status
• Closed check box
• Description
• Rule Type
• Rule
• Explanation
• Comments
• Reserved Places Cuttoff Date Alias

  Buttons

• Cohort Process Windows (GENF1050)
• Cohort Category Mappings (GENF1020)
• Edit Rule (RULF2000)

Rules/Notes:

This form is used to define Cohorts.

Record a Rule and provide a meaningful Description of the Cohort to help identify the Cohort in the list of values (LOV's) in other forms.

Select the System Cohort Status.

Select the Rule Type. Rule Type is used to restrict which Cohorts can be associated with the various process types. It also restricts the rule options available in RULF2000. See below for a list of the process types associated with each Cohort rule type.

Select the Edit Rule button to navigate to RULF2000 and defines the Cohort Rule. Once a rule has been defined for the Cohort, the rule appears in the Rule field. Existing Cohorts can be used in the rule definition of a Cohort.

Optionally record an Explanation of the Cohort. information recorded in the Explanation field to be displayed within Callista Connect.

Optionally record Comments.

Optionally record Reserve Place Cut-off Date Alias. This allows the user to define a Date that places for an Activity Offering will be reserved up to for the selected Cohort.

The Cohort Process Windows button navigates to the Cohort Process Windows Inquiry form (GENF1050) where details of any access windows can be viewed.

The Cohort Category Mappings button navigates to the Maintain Cohort Category Mappings form (GENF1020) where Cohort's can be grouped according to categories.

Rules/Notes:

When creating a Cohort, the System Cohort Status must be set to PLANNED.

Cohort's with a System Cohort Status of PLANNED can be saved without a rule defined.

Cohort's with a System Cohort Status of PLANNED can be deleted provided it does not have any child records. For example, a defined rule, a Cohort Process Window or Cohort Category Mappings.

The System Cohort Status cannot be updated to ACTIVE if a rule has not been defined.

A warning is displayed if a System Cohort Status is set to INACTIVE and at least one current or future process window exists.

A warning is displayed if a Cohort Rule is edited and at least one current or future process window exists. The warning is displayed when selecting the Edit Rule button.

A Rule Type MUST be selected.

When using a Cohort within the rule definition of another Cohort, only ACTIVE and PLANNED Cohorts can be selected in RULF2000. However, only Cohorts with a System Cohort Status of ACTIVE will execute.

If a Cohort used in the rule definition of another Cohort is deleted, the superior Cohort will always return FALSE.

When creating COHORTPRSN Rules using the 'BETWEEN' option, the rule should use the following format to prevent gaps. For example:

• Surname BETWEEN A and KZ
• Surname BETWEEN L an ZZ

Cohort
Rule Types

Process
Types