ENRF3000 - Record Enrolments

Purpose

To record and/or confirm students' Course and Unit Attempts and other enrolment related information.

Subsystem Enrolments  

Normally Run By

Enrolments Specialist

Anticipated Frequency At the beginning of the Course Year, Semester, or as required.

Structure

 

Blocks

Session Details

Person
Student Course Attempts Summary
Sub Block Person Image

Buttons

Multiple, dynamically configured

 

The Record Enrolments form is a complex and dynamic form consisting of many blocks in four main screens. To aid understanding of the form and its underlying functionality, this manual divides it into manageable portions under the following headings:

  • Session Details - Top block (ENR3000a).
  • Forms Accessed via Buttons in Middle block (ENR3000k).
  • Person Details - Middle block (ENR3000e).
  • Course and Unit Discontinuation button when Course Button is selected (ENR3000g).
  • Student Course Attempt - Lower block buttons when Course Button is selected (ENR3000b).
  • T-List Items - Lower block Student Course Attempts screen when Course Button is selected(ENR3000j).
  • Student Unit Attempt - Lower block fields when Units Button is selected (ENR3000c).
  • T-List Items - Lower block Student Unit Attempts screen when Units Button is selected(ENR3000h).
  • Unit Rule Validations (ENR3000m).
  • Processes Invoked in Records Enrolment form (ENR3000n).

    Note: The numbering of each section refers only to this manual and not to the system's form numbers.

Other important and relevant information is contained in:

The buttons on this form are multiple and dynamically configured. What appears on the screen is dependent of many factors. See above for further details on what buttons appear and when.

Note: Positive (+) or negative (-) symbols appear on navigation buttons when:

  • Data exists for student/course, or
  • Data has effective dates, whether or not a record exists for the current date.

Security Restrictions

If a user or a user’s security role has the ‘Person Name Update Restriction’ Advanced Function (SECF0062, SECF0063), they will be prevented from updating a person’s:
  • Surname
  • Given Names
  • Preferred Name
  • Title
The fields are disabled after a query when the update restriction has been applied. The fields can still be queried. If a person name change restriction does not apply to the user, the user will be able to perform functions in this form as currently allowed. A restricted user can change a person’s name details on the day the record was created, if the user was the creator of the person record. The Person History details are used to determine the Creation Date and creator of the person record. A warning is displayed if the user is trying to commit a person name (Surname, Given Names or Preferred Name) that contains special characters (such as %, @, #) or numbers. The allowable characters are all alpha characters and apostrophe (‘) and hyphen (-).This form is accessed from the main menu.

 

Features of the Record Enrolments Form

The Record Enrolments form uses graphics extensively to convey information. The table below explains the meaning and use of each of these features.

Features of the Record Enrolments form

Forced indicator - the hash sign.

The institution may require that a student or students undertake a course at a particular Location, and/or with a particular Attendance Type or Mode. Such students are enrolled in a Course Offering Option where one or more of these three components is 'forced'.

Derived Value / Forced Value conflict indicator - a red star.

This indicator signifies that a value derived from a Student's Unit Attempts differs from the Course Attempt Forced Value (see above). For Location and Attendance Mode, the red star is displayed if any Unit Attempt differs from the Forced Value. For Attendance Type, conflict is determined in relation to the F/T, P/T boundary specified in the Maintain Attendance Types form (CRSF1170).

Button signs:

·         [+]

·         [-]

·         bolding

·         ----dotted internal border

The corresponding form:

·         [+] - contains active data.

·         [-] - does not contain active data.

·         Bolding - requires or contains mandatory data.

·         ---- is the next procedure step to be performed.

Superior Unit icon.

Subordinate Unit icon.

Icons indicating that the Units thus marked are being studied in a Superior/Subordinate Unit relationship.

Discontinuation icon.

This icon is displayed against the More T-list item. Selecting it gives access to the Discontinuation process, with a default of Current Date as the Discontinuation Date. (The process can also be accessed via the Discontinue T-list item.)

Fee Assessment icon.

This icon is displayed against the More T-list item. Selecting it causes a Fee Assessment to be performed for the Context Course Attempt (unless the Course Attempt does not have a Fee Category attached). This would typically occur after a 'significant' change has been made to the Course Attempt. The new assessment can be viewed via the Fee Inquiry forms. (Keystroke alternative to the icon is Alt+F).

When the icon button is pressed a pop-up block displays the Current Date. The user has the option of entering an Effective Date prior to this if appropriate.

Fee Category History icon.

This icon is displayed against the Fee Category T-list item. Selecting it gives access to form FINF9910. When a fee category has been changed, this form displays any previous Fee Category or Categories (and corresponding Fee Period/s) if fees were assessed under the Category. The icon is grayed if no such Categories exist.

Lamps, including:
Deceased,
Enrolment Category
Industrial Experience Unit
Practical Experience Unit
Encumbered
AdmissionsStudent Indicator View

Lamps for Fee Category:
Current
Future
Updated
(Refer to Changing Fee Categories in Understanding Student Finance)

 

Various information about a Student's Enrolment is conveyed by messages printed in red ('lamps') which appear appropriately on the Record Enrolments screens. Normally this information has been created in another form. The examples given here indicate:

  • That a student is deceased.
  • The Enrolment Category.
  • Values derived from the Admissions Student Indicator View. It will display up to 18 characters. It will truncate the result when 18 characters are exceeded. When truncated, select the lamp with the cursor will display the full data.

Lamps can also appear as icons, such as the Alternate Exit or Graduation icons. These icons display next to the Course Detail only when a student has taken an Alternate Exit, Graduated or both.

 

Last Modified on May 30, 2012

History Information

Release Version Project Change to Document
13.1 1232 - Online Help Consolidation Removed VET link