Purpose

To enquire on and display Person Details as part of the Enrolment process.

SubSystem

Enrolments

Session Details block

The Session Details block displays the Session Parameters applicable to the current Enrolment Session. The Parameters will either be those set by the current user in the previous Enrolments Session or Parameters selected via the Session Details screen (ENR3000a) in the current Enrolments Session. Enrolment Category and Enrolment Method are used in determining the set of Enrolment Steps which are displayed as buttons and T-list items in the Person Details, Course Attempt and Unit Attempt screens of the Record Enrolments form. It is usually unnecessary to specify an Enrolment Category in the Session Details as the System will derive an Enrolment Category for each Student. If the System is unable to determine an Enrolment Category, a message will be displayed requesting that the user nominate the category to be used.

For example, see Session Details (ENR3000a).

Person block

The Person block is used to display details of a Student for whom Enrolment Details are being enquired upon, added, modified or deleted. Simple queries can be performed to retrieve person records where precise query criteria can be entered. Simple queries could include:

• those where the Student's exact Identification Number is known, or
• those where sufficient query criteria can be entered to enable only a small set of records to be returned and scrolled through.

Further information regarding query methods can be found under Query Process in the System Overview. A Find Person facility can be invoked from the form to perform more complex queries. If an image for the Student is available through Callista, use the Person Image icon to access this.

The system will attempt to derive an Enrolment Category from the Student's Course Attempts. If this differs from the Enrolment Category (where specified) in the Session Details, the System will combine the features of both categories. The Enrolment Category being used for this Student is displayed in red text in the top right hand corner of the block. This Enrolment Category will be used in determining the configuration of the Person block.

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. This block can display a Deceased lamp, and Status lamps which identify whether the person is a staff member, has had their System records archived and/or is administratively or academically encumbered (i.e. has an obligation to the institution which has not been met resulting in an encumbrance such as 'Release of Results Blocked' - Administrative or 'Enrolment Suspended' - Academic).

If entitlement warnings exist for the student then a lamp may display in this form. i.e:

• If a CHESSN is required for the student and it hasn't been allocated, then the LAMP_TXT value recorded in the PERSON_ENTLMNT_POSITION_LAMP_V for OUTCOME equal to CHESSN_TODO will be displayed.
• If the student has an Entitlement Status with a System Outcome Type of WARNING or CRITICAL (as defined in ADMF0390), then the related LAMP_TXT value from PERSON_ENTLMNT_POSITION_LAMP_V is displayed. If OUTCOME values of WARNING and CRITICAL both exist for the person then the CRITICAL LAMP_TXT value will display.
  If the lamp has more than 30 characters, then only the first 30 will display and ' ...' will indicate that the lamp is truncated. Clicking on a truncated lamp causes the whole lamp to display.

Note that the column names specified in the PERSON_ENTLMNT_POSITION_LAMP_V view and the length of the column ‘OUTCOME’ and ‘LAMP_TEXT’, should not be changed as they are used in the forms to display the lamp. The value of the column OUTCOME is hardcoded to identify the relevant lamp text.

Warnings may also be displayed when the student has an Entitlement Status with a System Outcome Type of WARNING or CRITICAL . The warnings will be displayed after a query is executed for the student and will take their text from the Outcome Text value in ADMF0390.

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 buttons and their use is provided under Forms Accessed by Navigation Buttons in the Record Enrolments form. A (+) sign means more information is available to view. A (-) sign means no more information is available.

Selecting the Unit Attempt button will navigate directly to the Student Unit Attempt screen when the Student has only one Course Attempt. If the Student has more than one Course Attempt, selecting the Unit Attempt button navigates to the Course Attempt screen, where the user must select the appropriate course before selecting the Unit Attempt button in that screen.

For example, see Session Details (ENR3000a) for an example of dynamically configured Enrolments screens. The following two images (1. and 2.)are examples of how the Person Details screen changes configuration with a change in Enrolment Category.

Session Details block:

• Alter Session button

Person block:

• Person ID
• Title
• Surname
• Given Name
• Sex
• Name Format
• Date Of Birth
• Deceased check box
• Email Address

  Person Image Button

• Staff check box
• Archived check box
• Encumbered check box

  Buttons

  • Activities
  • Addresses
  • Aliases
  • Alternate IDs
  • CHESSN
  • Concessions
  • Course Attempts
  • Disabilities
  • Encumbrances
  • Health Provider
  • HE Statistics
  • Notes
  • Prior Ed'n
  • Scholarships
  • Services
  • Training Plan
  • Unit Attempts
  • Vet Statistics
  • Visa
  • Welfare

Rules/Notes:

Buttons at bottom of the block are dynamically configured to appear, or not appear, according to the Session Details.

The Services button in the Person block of the Person window is displayed when the Person Services step is included in the context Enrolment Category Procedure Details definition. When the button is selected, the new Maintain Person Services function (ENRF30C0) is opened in Person ID context. The button will display either a ‘+’ or ‘-‘ symbol, based on the existence of at least one current Service for the context Person record.

The Concessions button is available for selection if it is available to the current session's enrolment category or if concession details exist for the person. The Concession button navigates to the Maintain Person Concession Details form (ENRF32Y0).

The Welfare button is only available when an Enrolment Category Procedure Step of WELFARE exists at the Person level (see ENRF0192).
The Welfare button navigates to the Maintain Student Welfare Arrangement form (ENRF3250) where you record student welfare details for ESOS students who are under the age of 18 and for whom the institution has taken on responsibility for approving welfare arrangements.

Validations include:

• Error if Person Service record does not exist.

To display Person Details, for a person recorded in the system, using the Record Enrolments form:

With the Person Details screen displayed, either:

• Enter Query mode.
• Enter the Person's ID number or Surname and at least part of a Given Name together with a wild card (e.g. Smith J%) in the appropriate fields.
• Execute query.

Or, if the Person's ID number is not known it is preferable to:

• Select the Find Person icon. The Find Person form will be displayed
• Follow the instructions for the Find Person form (ADMF1211).

To add a person to the system using the Record Enrolments form:

With the Person Details screen displayed:

• Enter Insert mode.
• Enter the person's Title, Surname, Given Names, Sex, Date Of Birth. Email Address can be added here or downloaded electronically by the institution.
• If the Name Format for the current person is different to the default Callista name format, then the required Name Format should be selected in the Name Format field.
• Save.

Rules/Notes:

The minimum information required to add a person to the System is Surname, Title and Sex, however, the inclusion of Birth Date is recommended.

The Name Format values are defined in ADMF0620.
Only Name Formats with a System Name Format Type of PERSON, in ADMF0620, can be selected.
Only Name Formats that are not closed in ADMF0620, can be selected in the Name Format field.