Purpose

The purpose of this function is to enable staff to perform Activity Allocations on behalf of students.

SubSystem

Enrolments

Maintain Student Activity Allocation

The purpose of this form is to enable staff to allocate an individual student or a group of students to an Activity on behalf of students. For example, this can be due to students not being able to allocate themselves to Activity Offerings, or staff wanting to change existing Allocations to Activity Offerings. Activity Offerings are defined in CRSF2800. This form allows staff to allocate students to an Activity Offering.

This form enables staff to perform the following within the context of a Unit Offering Option Activity:

• Allocate students to an Activity Offering
• Remove students from an Activity Offering
• Transfer students from an allocated Activity Offering to another Activity Offering

Dealing with Clashes and overloaded Activity Offering Groups:

• When a student is allocated/transferred to an activity group and a clash occurs, then the student will by default remain in their original activity group or unallocated if that was the case.  If the clash is overridden then the student will be allocated to the new Activity Group and removed from the original Activity/Activity Group that is causing the clash. To process clashes in this way the user must, before allocating or transferring students, click on the Overrides button and select the Clashes Allowed override check box in the Overrides overlay.
• When a student is allocated/transferred to an Activity Group and that allocation causes the real limit for the Activity Group to be exceeded then the student will by default remain in their original Activity Group, or unallocated if that was the case. If the limit is not exceeded then the student will be allocated to the new Activity Group. To override Real Limits for an Activity Group in this way the user must, before allocating or transferring students, click on the Overrides button and select the Exceed Real Limits override check box in the Overrides overlay. Note that this may lead to the overcrowding of venues which host activities in this activity group and may cause Occupational Health and Safety Issues. Hence Security restrictions may apply.
• In the Overrides overlay, the user (or their user role) must have been granted the CLASH-OVRD Advanced Security Function to select the Clashes Allowed override check box and must have been granted the VENUE-OVRD Advanced Security Function to select the Exceed Real Limit check box.
  Grant Advanced Security Functions for individual users in SECF0062 and for User Roles in SECF0063. Users with no Advanced function grants will only be able to edit the existing field Removal from Non-Repeating Mandatory Activity Offerings in the override screen.

A Staff Connect version of this form is also available. See Staff Connect - SCAOINQ

This form is accessed via the Callista menu.

The Unit Offering Option block contains:

• Unit Code
• Version
• Academic Period
• Teaching Period
• Location
• Unit Class
• Sector

The Activity block contains:

• Activity Code
• Activity Type
• Description
• Mandatory check box

  Button

  • Include Other Activity Offerings (overlay)
    • All Other Unit Locations check box
    • Specific Location Code
    • Override Allocation Reason
    • All Other Unit Classes check box
    • Specific Unit Class
    • Specific Unit Mode
    • Overrride Allocation Reason
    • Cancel Button
    • OK button

Activity Offering Selection 1and 2 blocks contain:

• 'SSF Avail' check box
• 'Activity Offering ID'
• Select check box
• Real Limit
• Published Limit
• Actual Places

  Button

  • Move Students

Student Activity Offerings Selection 1 and 2 blocks contain:

• Select All check box

Button

• Left and right pointing arrows
• Exceptions
• Back
• Overrides

Rules/Notes:

If the SSF Avail check box is selected this indicates that this Activity Group is available for selection in Callista Connect.
For more information, see Online Student Class Activity Allocation.

When the Move Students button is selected the Activity Offering blocks change their appearance so that students in the selected offerings are displayed, and new buttons are displayed.

Arrow buttons are present to allow transfer in the required direction.

The Exceptions button generates the Exceptions overlay, and the Back button to return to the original display.

• Go to ENRF4200.
• Enter Unit Code and Teaching Period, then query to find the required Unit Offering Option.
• Click on the Next Record toolbar button until the required Unit Offering Option is displayed in the Unit Offering Option block.
• Select the desired Activity type. To refine the list of Activity Offerings, click the Include Other Activity Offerings button.
• Select the Unallocated Students check box the Selection 1 block.
• Select the target Activity Offering in the Selection 2 block. This is the Activity Offering to which you want to move the students.
  (Note: The Real Limit, Published Limit and Actual Placed values show the available places and the maximum number (limit) of students for the selected activity.)
• Click on the Move Students button. A list of all unallocated students is displayed in block 1, and a list of students in the selected activity is displayed in block 2.
• To transfer unallocated students, select the check box next to each unallocated student that you want to move, then click the arrow button pointing to the target Activity Offering.
• If you want to override clashes or any of the Activity Offering limits, click the Overrides button in the Overrides overlay, select the check box(es) for the Override(s) required, then click on the OK button.

• To remove students from an Activity Offering, follow the steps above, but select the arrow to move students to the opposite block.
• Click Back to return to the original ENRF4200 screen.

Rules/Notes:

Cannot retrieve records while Unit Code or Teaching Period is blank.

Can only select all locations OR a specific location.

Can only select all classes OR a specific class OR a specific mode.

Staff cannot select an Activity Offering that is associated with a group.

Must have one Activity Offering or Unallocated Students selected for each Activity Offering Selection.

The source Activity Offering can be selected in the Selection 1 or 2 block. In each case, the students are selected in the source block and the Arrow button pointing to the target block must be selected.

Note: Student names are listed alphabetically by surname. At least one student must be selected before the transfer process is activated.

When a student is transferred between Activity Offerings and the new activity clashes or a limit on the number of students has been exceeded, only Administrators with the Advanced Security Function of CLASH_OVRD and/or ATTEND_OVR can override the clash or limit. Administrators with this Advanced Security Function can create, edit or delete an Activity Offering. Administrators should consider the Occupational Health and Safety implications of overriding a limit . The maximum number of students is designated in CRSF2800.

For more general information about Callista Attend , see the Attend Overview Help page.

To move students between Activity Offerings:

• As above, except that the source Activity Offering is selected on one side and the target Activity Offering is selected on the other side.