Purpose

To enable changes to a student's Course Offering Option within a Course Offering

SubSystem

Enrolments

This form is used to change the Course Offering Option of individual Student Course Attempts. It is possible, subject to the following rules, to change the Course Version, the Calendar Type in which offerings are available and particular offering attributes.

Course Offering Options may be changed because:

• the student's circumstances have changed such that a different Academic Calendar now applies. For example, this can be the case where studies are commenced in the course in one country (using one Academic Calendar) and the student continues in the course in another country (using a different Academic Calendar)
• the original Course Version is no longer being offered or the student requests transfer to a later version
• the Course Offering Option is no longer available or the student requests a change in Course Location, Attendance Mode or Attendance Type

Students can be moved to Course Offering Options :

• with a matching Course Code, where this Course Version is ACTIVE and unexpired (currently offered). [If the student is not changing Course Version/Calendar this does not apply. For example, they are free to move to any available offering option within their current Version/Calendar] student's circumstances have changed such that a different Academic Calendar now applies. For example, this can be the case where studies are commenced in the course in one country (using one Academic Calendar) and the student continues in the course in another country (using a different Academic Calendar)
  

Students cannot transfer to another version of the same course which has a different Course Type. A change of Course Type would normally dictate a change of Course Code.

THIS IS ESSENTIAL AND RELATES TO THE BULLET POINT ABOVE - The Course Version that the student is currently enrolled in must have an expiry date added (can be future expiry date).

If a student changes to a different version of the course they are undertaking, when the change of option is processed, rule waivers that exist for rules defined at the course version level (i.e. Course Wide Enrolment Restrictions, Course Wide Enrolment Credit Point Restrictions, Course Unit Enrolment Restrictions and Course Unit Enrolment Credit Point Restrictions rules) are deleted. A popup displays details of the rule waivers deleted as a consequence of the course version change. Other existing rule waivers (i.e. those for rules defined at the System or Unit Version level) will remain intact as a result of the Course Offering Option change. 

For descriptions of Course rules see Course Version Rules.
For descriptions of System rules see System Rules.
For descriptions of Unit rules see Unit Version Rules.

Student Course Attempt

This context block shows a particular Course Attempt for a student. The current options on offer for that course are shown in the block below, and this form allows for a change of option within the Course Attempt displayed.

When the form is entered via a button in another form, the Student Course Attempt details selected there are shown in this block. When the form is entered from the menu, this block is used to inquire on Course Attempts for any student.

For example, assume that a course M300, selected in the Student Course Attempt screen of Record Enrolments (ENRF3000), is shown here as part of the context information when the form is entered via the Chg Option button. The block below lists the current options for M300, one of which may be selected to alter the Student's Course Attempt details.

Change Student's Course Offering Option

The Calendar Type, Course Version, Location, Attendance Type and/or Attendance Mode of the student's selected Course Attempt may be altered, within the bounds of available Course Offering Options. These options are listed in this block, and one of them can be selected to effect the changes required.

The institution may have stipulated that the student enrol in a Course Offering Option where one or more components is 'forced'. For example, it may be a requirement that they take the course at a particular location, or with a particular Attendance Mode or Type. A forced component is indicated by a # symbol beside the data in the Student Course Attempt screen of Record Enrolments. This forced option can be changed by selecting a different option for the student from this block.

For example, assume that the Student's Course Attempt in the ACAD-YR Academic Calendar is for a course M300, version 1, currently nominated as at the GEELONG campus with an Attendance Mode of N (on campus) and Attendance Type of U (undefined). The student wants to switch location to Burwood. These options are listed in the block as currently offered:

By selecting the Change Option button next to the fourth option down, the student's nominated Course Attempt can be switched to the Burwood location without changing any other components.

The Student Course Attempt block contains:

• Person ID
• Sex
• Date Of Birth
• Course Version
• Cal Type
• Location Code
• Att Mode
• Att Type

The Change Student's Course Offering Option block contains:

• Course Code
• Version
• Cal Type
• Location Code
• Att Mode
• Att Type

• Navigate to the Student Course Attempt block
• Enter Query mode
• Enter query details in the appropriate fields (usually student's ID in the Person ID field)
• Execute the query. The cursor is placed in the block below
• Where the student has more than one Course Attempt: navigate back to the Student Course Attempt block and scroll through the records to find the one required

Rules/Notes:

Validations in this form are performed for the Academic Period specified in the session details when this form is accessed via ENRF3000. If the form is accessed directly from a menu or zoom, validations are performed for the current Academic Period.

Inquiry cannot be performed when the form has been accessed from ENRF3000. To re-query, it is necessary to go back to the Student Course Attempt screen of ENRF3000.

This form can only be accessed from ENRF3000 where the Session Details/Enrolment Category includes this function as an Enrolment Step.

• Ensure the cursor is in this block
• Navigate to the required option
• Select the corresponding Change Option button to alter the Student's Course Attempt to this option
• The System asks for confirmation that a change is intended. Select Yes (or to cancel, select No)
• The change is made, and an advisory message given.

Rules/Notes:

A change is not allowed where the System Course Attempt Status is DISCONTIN, COMPLETED, UNCONFIRM or LAPSED.

Data is saved automatically when the Change Option button is selected - the database is updated when this selection is confirmed.

If a student's option is changed to one which has 'forced' components which their Enrolment contravenes, the System will give suitable warning messages when their option is changed.

A warning message is given if the student has too many Cross Location Credit Points.

Modified bullet points following 'Students can be moved to Course Offering options:' and added second comment following on from this.

Added additional rows to the options table at the end of the introduction - showing that other course versions may be available.

In Rules/Notes for the last row, added UNCONFIRM to the list of course statuses where change in COO is not allowed.