Purpose

To allow the creation and maintenance of Administrative Unit Statuses and their associated Grades

SubSystem

Enrolments

Administrative Unit Status

Administrative Unit Status Grade

Administrative Unit Status Block

Administrative Unit Statuses (AUS) map to Unit Attempt Statuses. A Unit Attempt Status defines the state of activity of a Student's Unit Attempt and is System defined. Administrative Unit Statuses provide a means, in the case of discontinued Unit Attempt Statuses, to describe the possible outcomes relating to a state of activity. This form is used to record and maintain the set of institution defined Administrative Unit Statuses which can be assigned when a Unit Attempt has the status DISCONTIN. The process of associating an Administrative Unit Status with a discontinued Student Unit Attempt is automated by using Date Triggers (Unit Discontinuation Date Criteria) to determine the appropriate Administrative Unit Status to assign. The relationships between these Date Triggers and Administrative Unit Statuses are maintained using the Maintain Unit Discontinuation Date Criteria form (ENRF0170).

Administrative Unit Statuses are also used by load Calendars (Maintain Load Calendar Structure - ENRF01K0) to determine the load incurred by discontinued Student Unit Attempts. The discontinuation process is discussed in detail under Management of Existing Enrolments.

For example, a Unit Attempt Status 'DISCONTINUED' describes the state of activity of a Student's Unit Attempt but does not describe the consequences of the discontinuation. Administrative Unit Statuses can be used to add this detail to the event by subdividing the status 'DISCONTINUED' as shown below.

Administrative Unit Status Grade Block

One or more grades must be associated with an Administrative Unit Status (AUS) whose corresponding Unit Attempt Status is 'DISCONTINUED'. Where more than one grade is associated with an AUS, each must be from a different Grading Schema. This permits the automatic application of an appropriate grade to a discontinued Student Unit Attempt.

When a Unit Attempt is discontinued, the date of discontinuation determines which AUS applies (refer to Managing Unit Discontinuation). If only one grade is associated with the AUS, this is applied to the Unit Attempt. If more than one grade is associated with the AUS, Callista uses the grade from the Grading Schema associated with the Unit Offering Option (in CRSF2500), if it exists. If there are multiple grades and none of them are from the Schema associated with the Unit Offering Option, Callista cannot determine the appropriate grade and returns an error. An exception to this rule occurs when all the grades are the same, in which case Callista uses the common grade.

For example, an Administrative Unit Status of WD-FAIL - Withdrawn Late With Penalty can result in a Fail grade. Recording this grade against the Administrative Unit Status permits the Fail grade to be reported in official notifications, for Student Unit Attempts from which a student has withdrawn after the specified cut-off date.

The Administrative Unit Status block contains:

• Administrative Unit Status
• Description
• Unit Attempt Status
• Closed check box
• Show on Official notification check box
• Effectively Enrolled for Progression check box
• Effective Elapsed Time for Progression check box
• Withdrawn Late Without Academic Penalty check box

The Administrative Unit Status Grade block contains:

• Grading Schema Code
• Version
• Grade
• Full Grade Name
• Result

Rules/Notes:

Validations include:

• The Withdrawn Late Without Academic Penalty indicator can only be set to ‘Y’ when Unit Attempt Status is equal to ‘DISCONTIN’

• Enter Insert mode
• Enter the desired name (or code) of the new status in the Administrative Unit Status field of a blank record
• Enter a meaningful Description for the Administrative Unit Status in the Description field
• Select the 'discontinued' Unit Attempt Status from the list of values (or key DISCONTIN) in the Unit Attempt Status field
• The Show on Official Notification check box should be selected if units with this Administrative Unit Status should be included on official notifications. (Default is check box selected)
• The Effectively Enrolled for Progression check box must be selected if discontinued units with this Administrative Unit Status are to be included in Progression Rule Checks and GPA/WAM calculations. If the check box is deselected the unit is treated as not having been effectively enrolled. (Default is check box selected.)
• The Effective Elapsed Time for Progression check box must be selected if discontinued units with this Administrative Unit Status are to be counted as an 'effective enrolment period' for progression time elapsed calculations. (Default is check box selected). If the check box is deselected the unit is not counted for elapsed time calculations.
• The ' Withdrawn Late Without Academic Penalty' check box may be selected if required. When the checkbox is selected, Unit Attempts with the specified 'AUS' are deemed to have been withdrawn late without academic penalty.The check box is only enabled when the ‘Unit Attempt Status’ is equal to ‘DISCONTIN’ (ENRF3000) . Setting this indicator will allow a student to have a Unit Attempt withdrawn without incurring any academic penalty. See 'Discontinuation Logic' in ADMINTR4 for futher details

To modify an Administrative Unit Status using the Maintain Administrative Unit Statuses form:

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

Rules/Notes:

It is unlikely that an Administrative Unit Status will be modified other than to correct incorrectly entered data.

To delete an Administrative Unit Status using the Maintain Administrative Unit Statuses form:

• Find the record to be deleted
• Locate the cursor in the record to be deleted
• Delete record
• Save

Rules/Notes:

If an Administrative Unit Status has been used in any Student Unit Attempts or has an associated Administrative Unit Status grade, it cannot be deleted. It can be closed, however, by selecting the Closed check box, making it unavailable for further use in the System.

• Ensure that the correct Administrative Unit Status is selected
• Navigate to the Administrative Unit Status Grade block
• Select the appropriate grade from the list of values in the Grading Schema Code field of a blank record
• Save

Rules/Notes:

Only grades from current Grading Schema can be added

Only one grade from any one Grading Schema can be added.

More than one grade (provided they are from different grading schemas) can be associated with a single AUS.

Repeat this process to add a grade from another Grading Schema

To modify a grade attached to an Administrative Unit Status using the Maintain Administrative Unit Statuses form:

Rules/Notes:

A grade cannot be modified, once saved. It is necessary to delete the grade and re-enter a new grade. This is not recommended except to correct incorrectly entered data.

To delete a grade attached to an Administrative Unit Status using the Maintain Administrative Unit Statuses form:

• Find the record to be deleted
• Locate the cursor in the record to be deleted
• Delete record
• Save

Rules/Notes:

Deletion of a grade should only occur where the grade was incorrectly assigned and has not been used elsewhere in the System.