Purpose

To record and maintain students' Unit Attempts and to confirm enrolment in those units.

SubSystem

Enrolments

Student Course Attempt Block

The Student Course Attempt block displays Student and Course Attempt details carried forward from the Record Enrolments - Person Details and/or Record Enrolments - Student Course Attempt screens. (If a student has only one Enrolled Course Attempt, it is possible to navigate to this form directly from the Person Details screen. If a student has more than one Enrolled Course Attempt, navigation must be via the Student Course Attempt screen where one of the Course Attempts must be selected as a context record). Unit Attempts related to the context record are displayed in the lower block.

For example, to record or enquire on a student's Enrolment in Units, the student's record is located (or created) and displayed in the Record Enrolments form - Person Details screen.

If the Unit Attempts button is selected and the student has only one Enrolled Course Attempt, the Student Unit Attempt screen will be displayed with the Student and Course Details as the context record and any existing Unit Attempts as the details.

If the student has more than one Enrolled Course Attempt, the Student Course Attempt screen will be displayed. One of the courses must be selected, then that screen's Unit Attempt button selected. The Student Unit Attempt screen will be displayed with the Student and the selected Course Details as the context record and any existing Unit Attempts as the detail.

Student Unit Attempt

This block displays unconfirmed pre-enrolled units, currently Enrolled Units and Discontinued /Completed Units for the Academic Period specified by the session details. Units to which the student has been admitted (pre-enrolled), but not yet enrolled, are displayed with the status UNCONFIRM. Units in which the student is already enrolled are displayed with the status ENROLLED, while discontinued and completed units have the status DISCONTIN and COMPLETE respectively.

The ability to vary a student's enrolment is subject to a Cut-Off Date (specified in Enrolment Calendar). Most users will lose the ability to vary data after this date, the exception is specific users who have a security role with variation cut-off override as an Enrolment step.

Having displayed the units in which a student is pre-enrolled, enrolment in a particular unit can be confirmed by selecting the Confirm check box. This changes the status from UNCONFIRM to ENROLLED and sets the Enrolled Date to the current date. This enrols the student in that unit.

If a student's Unit Attempt status is changed to UNCONFIRM or DISCONTIN, then they are automatically removed for activity offerings.

If there is a change in Unit Location or Unit Class, the acclivity offering is removed unless the Unit Location or Unit Class share that activity offering, or where a staff member has made an override.

Units can be added to a student's enrolment here (explained below), however, the pre-enrolled units will have originated from another source, such as the Admissions process.

Checks can be performed, by the system, on the validity of enrolling particular Student Unit Attempts. Certain actions can invoke unit rule validations under the following circumstances:

• when 'unit rule checking' is defined as an Enrolment step, and
• the waive Rules Date for the Unit Attempt is not set.

This is described fully in Unit Rule Validation.

The Session Details, together with Enrolment procedure detail steps, control the content and layout of the Student Unit Attempt screen.

A T-list is used to display fields where additional attributes of each Unit Attempt can be displayed and maintained. A comprehensive list of T-list values and their purpose is provided in T-list items in the Student Unit Attempt Screen.

The actual items displayed in the T-list are controlled by the session Details/Enrolment Category and the System Enrolment Step Access.

Along the bottom of the block are a series of buttons. Each button invokes a screen where further Enrolment information may be queried and/or updated. The actual buttons displayed and their order are determined by the session Details/Enrolment category. Some of the button labels may be in bold text indicating that entry of this data is mandatory. A list of all possible navigation buttons and their use is provided in Forms Accessed by Navigation Buttons in the Record Enrolments Form.

Users of this form should be aware of the special graphical and textual features it contains, which are described under Features of the Record Enrolments form.

Note: For HE units, the EFTSL value displayed for each Unit Attempt is the calculated load for the Academic Period. Load Apportionment is used for its calculation.

See Session Details (ENR3000a) for an example of dynamically configured Enrolments screens.

This form is accessed via ENRF3000, then selecting the Units button, bottom right of screen.

The Student Course Attempt block contains:

• Person ID
• Sex
• Date Of Birth
• Course Attempt Status
• Course Version

The Student Unit Attempt block contains:

• Academic Period
• Unit Code
• Version Number
• Teaching Period
• Location
• Class
• Confirm check box
• Unit Attempt Status
• Enrolled CP
• Supervised Contact Hrs [VET]

T-List

• For a complete list of T-List items, see 'T-list items in the Student Unit Attempt Screen' (ENR3000h).

Buttons

• Activities (INQF1500)
• Participation (ENRF30B0)
• Waive Crs Rule (ENRF4170)
• Check Rules (action)
• Waive Unit Rule (ENRF4180)
• Notes (ENRF3081)
• Person (ENRF3000)
• Course Attempt (ENRF3000)

Rules/Notes:

Changes within this form can have numerous significant impacts for the Student and the institution. Users should familiarise themselves with the form's processes in order to understand the consequences of any actions.

If the user attempts to edit the student unit attempt details of an approved graduand (S_PTNL_GRDND_OUTCOME_STS = ‘APPROVED’), then the message below will be displayed:
‘The person has an approved potential graduand record for this course. You are proposing a change to the approved course attempt details.
Do you want to continue?’
The user selects YES if they wish to continue processing the change.

Waive Rules Validations include:

• Course Rules can only be waived by a staff member.
• Person waiving rule must exist.

Note: If a unit attempt is being enrolled, discontinued or deleted and this action affects the student's eligibility to receive SA-HELP, then the Notification Date will be removed from the student's relevant fee assessment record.
e.g. If the discontinued unit unit was the only one incurring load in a course for which an active SA-HELP loan application record exists in ENRF3240.

The removal of the Notification Date has the effect of causing the student's SA Fee to be reprocessed in order to determine if there is a loan attached to the course attempt. This avoids a situation such as: where a student has withdrawn early from all units in a course of study but this withdrawal does not initiate a new assessment via FINJ3500, due to the student having load in another course incurring the same fee.
The Notification Date will only be updated for the fee period(s) for which the updated (enrolled/discontinued/ deleted) unit attempt will cause a fee assessment transaction.

To display a student's current Unit Attempts in the Record Enrolments - Student Unit Attempt screen:

• Navigating to the Student Unit Attempt screen causes any existing Unit Attempts to be displayed.

• Ensure that the correct Student Course Attempt record is displayed.
• Enter Insert mode.
• The Academic Period will default to that specified by the Session Details. If this is incorrect, select the correct Academic Period from the LOV (or key a valid value) in the Academic Period field.
• Enter the Unit Code, Teaching Period, Location and Class of the Unit Offering in which the student is enrolling. To assist with this data entry a list of values (LOV) button can display available Unit Offerings. It is strongly advised to enter any known Unit Offering information prior to invoking the LOV to reduce the number of records retrieved and the time taken to retrieve them. The Confirm check box will default to yes (selected), the Unit Attempt Status will default to ENROLLED and the Enrolled CP value and Enrolled Date will be entered by the system. The Confirm check box can be deselected which will reset the Unit Attempt Status to UNCONFIRM. The Enrolled Date can be altered, if required.
• Save. The student is enrolled in the unit.
• Where appropriate, select T-list items to display fields for entry of additional data. The use of T-list items is explained in T-list items in the Student Unit Attempt Screen.
• Where appropriate, select buttons to invoke forms for entry of additional data. A list of all possible buttons and their use is provided in Forms Accessed by Buttons in the Record Enrolments Form.

Rules/Notes:

Validation, Rule and Encumbrance checks are performed (only if the Enrolment Category/Procedure detail includes the relevant checking step, otherwise batch checking is required), and warning messages displayed, when saving.

Validations check the following data against data specified in the Maintain Course Offering Pattern form (CRSF1500):

• Students who are enrolled in too many cross-faculty units.
• Students who are enrolled in too many cross-Location units.
• Students who are enrolled in too many cross-mode units.

Rule checking is performed on pre-requisites, co-requisites and incompatibles.

Encumbrance checking happens on line only.

Superior/subordinate unit relationships (a possible T-list item) have specific rules associated with them. These are detailed in T-list items in the Student Unit Attempt Screen.

The Unit Attempt Enrolled Date cannot be less than the Student Commencement Date (for this Course Attempt) or greater than the End Date of the Teaching Period for this Unit Attempt.

If a user alters the Location Code or Unit Class of their associated Student Unit Attempt record, then the Student Unit Attempt Activity Offering record is logically deleted.

A warning displays if a unit is added that is not associated with a training plan for this student for which this course is associated.

[VET only]:

If a Student Unit Attempt is deleted, either manually or automatically, (e.g. when a unit is discontinued), fee capping for the Course Attempt is re-calculated and automatically updated. (This oonly applies to VET Fee Types that are subject to capping.)

If Student Unit Attempt (SUA) details are changed such that a different Unit Offering Option is required and a fee assessment exists for the current SUA, then the existing fee assessment will be reversed and new fee assessments created. If the fee in question is subject to fee capping, cap processing for the cap period will be performed.

Validations include:

• Fee Assessment records cannot be created for Fee Types subject to capping (i.e. VET Fee Types) that do not have Fee Cap periods defined.

• Find the required Student Course Attempt record. The Student Unit Attempts for this Course Attempt will be displayed.
• Select the unit to be enrolled. (Its Unit Attempt status should be UNCONFIRM.)
• Select the Confirmed indicator for this unit. The Unit Attempt Status will be changed to ENROLLED and the Enrolled CP value and Enrolled Date will be entered by the system. The Enrolled Date can be altered if required.
• Save.
• Where appropriate, select T-list items to display fields for entry of additional data. The use of T-list items is explained in T-list items in the Student Unit Attempt Screen.
• Where appropriate, select navigation buttons to invoke forms for entry of additional data. A list of all possible navigation buttons and their use is provided in Forms Accessed by Navigation Buttons in the Record Enrolments Form.

Rules/Notes:

The Unit Attempt enrolled date cannot be less than the Student Commencement Date (for this Course Attempt) or greater than the End Date of the Teaching Period for this Unit Attempt.

If a SUA is confirmed when an associated Admission Course Application Instance exists with an Offer Response Status of PENDING, then it will be updated to ACCEPTED and the Admission Offer Response Date will be set to the Student Unit Attempt Enrolled Date.

• Find the record to be modified.
• Change the record, as required.
• Save.

Rules/Notes:

Changing the confirmed check box is described in 'To enrol a student…' (above).

Only the Location and class are able to be modified, effectively changing the student to a different offering of the same Unit Version.

When a Student Unit Attempt Version number is altered the Student Unit Attempt Activity Offering record is logically delete.

Other processes alter a Student's Course Attempt, including:

• Discontinuation
• Intermission, and
• Encumbrances

To delete a student's Unit Attempt using the Record Enrolments - Student Unit Attempt screen:

• Select the record to be deleted.
• Delete Record.
• Save.

Rules/Notes:

It would be unusual to delete a Student Attempt unless it was entered in error. Discontinuation is the usual method for cancelling a Student Unit Attempt.