Purpose

To allow the assignment of alternative Reference Codes to Course Versions.

Course Version

The Course Version block displays current Course Version record from CRSF1210. The displayed records in the Course Reference Code block, are the alternative Reference Codes for the context record.

For example, if Course Version A300 - Bachelor of Arts, version x is selected, then this form will display A300 - Bachelor of Arts and any existing alternative Reference Codes relating to this Course Version will be displayed.

Course Reference Code

Each Course Version in Callista is identified by its unique combination of Course Code and Version Number. Course Reference Codes may also be recorded to identify a Course Version for other specific purposes. This feature is particularly useful for recording codes used by other Systems to identify a Course Version. Each Reference Code assigned to a Course Version must be assigned a Reference Code Type (maintained in CRSF11C0). Reference Code Types are mapped to System Reference Code Types which are recognised by the System for specific functions.

For example, two of the System Reference Code Types to which Reference Codes can be linked are:

• IVR
  An existing Interactive Voice Response (IVR) System may use numerical codes to identify Course Versions. In Callista, the same Course Version may be represented by an alphanumeric Course Code and a Version Number. Using the Maintain Course Reference Codes form it is possible to record the IVR code against Callista's Course Code and Version Number to provide a link between the two Systems.
• CRSOFSTUDY
  DIISRTE statistical reporting (elements 393 and 394) requires that courses leading to an undergraduate award, which are essentially the same but which have different Course Codes, be identified by a Course of Study Code. In Callista, this is achieved by attaching a single Course of Study Code to each of the 'like' Course Versions using the Course Reference Code mechanism.
  
  For example, the courses M300, M300A, M300B and M300C are essentially the same course being offered to different cohorts of students. They should be reported to DIISRTE under a single Course of Study Code, say M300. The following instructions show the advantages in using one of the existing Course Codes as the Course of Study Code.

The Course Version block contains:

• Course Code
• Version Number
• Course Status
• Title

The Course Reference Code block contains:

• Reference Code Type
• Reference Code
• Description

Rules/Notes:

Assigning a Reference Code to a Course Version permits the linking of the Course Version in this System to a corresponding record in other Systems.

Validations:

• The Reference Code length must be less than or equal to 10 characters when the System Reference Code Type is RPT-CODE.
• Only one open Course Reference Code for the System Reference Code Type RPT-CODE may be recorded for a Course Version.
  (Note: Reference Code Types that map to the System Reference Code Type of CRICOS are not subject to this restriction.)

The System Reference Code Type of RPT-CODE enables institutions to define an alternate code to be reported in VET FEE-HELP Reporting to DIISRTE for courses that are longer than 10 characters. (Note: VET units can have a code length of up to 20 characters in Callista, however, DIISRTE only accepts a maximum code length of 10 characters for courses.)

This block does not permit a query to be entered. It is necessary to:

• Return to the Maintain Basic Course Details form.
• Select the Course Version for which course Reference Code records are required.
• Select the button for Other Course Detail.
• Select the button for Course Reference Codes.

• Enter Insert Mode.
• Select the appropriate Reference Code Type from the list of values (or key a valid value) in the Reference Code Type field of a blank record.
• Enter the Course Reference Code in the Reference Code field. Where the Reference Code Type is mapped to a System Reference Code Type of CRSOFSTUDY, an existing Course Code can be used as a Reference Code. In this case, the Course Code is validated and the description is automatically inserted. Reference Codes which are not valid Course Codes can also be used.
• Where an existing Course Code is not used as the Reference Code, enter a meaningful Description of the Reference Code in the Description field.
• Save.

Rules/Notes:

An alternative Reference Code must be assigned a Reference Code Type. The Reference Code Type must already have been created using the Maintain Reference Code Types form.

A Reference Code cannot be added where its Reference Code Type is CLOSED.

Reference Codes cannot be altered once the Course Version has been made INACTIVE.

Where a Course Code is used as a CRSOFSTUDY Reference Code, the Course Version description used by the System will be from the 'ACTIVE version without an expiry date set' if one exists or an 'ACTIVE version with expiry date set' if one exists or a 'PLANNED version' if one exists.

If required, multiple Course Reference codes of CRICOS may be recorded against a Course Version.

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

Rules/Notes:

Fields in the Course Reference Code block, other than Description, are protected from modification. Modification of Reference Codes can only be achieved by adding new Reference Codes and deleting old Reference Codes.

To delete an alternative Reference Code from a particular Course Version using the Maintain Course Reference Codes form:

• Ensure that the correct Course Version is displayed in the Course Version block.
• Select the desired Reference Code record in the Course Reference Code block.
• Delete record.
• Save.