Purpose

To display details of Enrolment Steps related to enrolment of a Course Attempt for a Person.

SubSystem

Enrolments

This form displays the Enrolment Steps that have been Pre-enrolled for a Student Course Attempt. These steps are Pre-enrolled for the student by ENRJ3100 (Batch Pre-Enrolment Process) or manually inserted.

These steps are used in the Callista Connect Self-enrolment application and provide the Self-enrolment steps that the students are required to complete. Student Course Attempts must be pre-enrolled in the steps for the Enrolment Method Type WEB. If the Course Attempt is not pre-enrolled into these steps, the steps are not visible when the student enters the Self-Enrolment application.

The Batch Pre-Enrolment process pre-enrols any steps associated with the Enrolment Method Types that have the Pre-Enrolment check box selected against the Student Course Attempt. This is set for the Enrolment Method Type in the Maintain Enrolment Category Procedure Detail form (ENRF0192).

For most changes to the Student Course Attempt Enrolment Steps, the use of ENRJ3100 is recommended. This form is primarily used for enquiries and should have minimal use as a data entry form. For example, modifying an individual student's record.

The form displays:

• Enrolment Step Type
  The Enrolment Step to be completed.
  Note: All steps in which the student has been pre-enrolled are shown; not just those for the Enrolment Method Type WEB.
• Self Enrolment Completion Date
  This is the date set when a student has completed a step. It can be manually set or is set automatically by the system when the student has completed the step. Dates are recorded for:
• Mandatory steps when all data has been recorded;
• Mandatory Confirm steps when the student has selected the Confirm button in the Self-Enrolment application for the step.
• Waive Step
  This button displays an overlay where the date and details can be recorded for waiving a step for the student.
• Enrolment Method Type
  This displays the Enrolment Method Type for the Pre-Enrolled step. Only those Enrolment Method Types that have been pre-enrolled are displayed.
• Student Advice
  This button displays an overlay where information can be recorded for the student. This information, when recorded for the WEB Enrolment Method Type, is displayed within the application.

For further details on the Callista Connect Self-Enrolment application, refer to 'Understanding Self-enrolment in Callista Connect'.

The Student Course Attempt Administration Details block contains:

• Person ID
• Sex
• Date Of Birth
• Course Attempt Status
• Course Conversion
• Calendar Instance
• Enrolment Category

The Student Course Attempt Enrolment Step block contains:

• Enrolment Step Type
• Description
• Step Group Type
• Self Enrolment Completion Date

  Button

  • Waive Step

The Student Course Attempt Enrolment Step Method block contains:

• Enrolment Method Type
• Mandatory Step check box
• Mandatory Confirm check box
• Process Type Restrictions
• Step Order

  Button

  • Student Advice

Rules/Notes:

This form is entered in context for the Student Course Attempt Enrolment Category from the Maintain Student Course Attempt Administration Details form (ENRF5F00). It can be accessed directly via a menu. In this case a query must be performed to retrieve a student.

Queries can be performed in the Student Course Attempt Enrolment Step and Student Course Attempt Enrolment Step Method block. Queries performed in the Enrolment Step Method block are in context for the Enrolment Step.

The Student Course Attempt Enrolment Step block displays any steps Pre-enrolled for the student. A step can be manually inserted, though most Enrolment Step changes occur for a number of students and are best applied through the use of ENRJ3100.

For any Enrolment Step Type records inserted, optionally record an Enrolment Method Type. The only Enrolment Method Type that has associated functionality for the step is WEB. Enrolment Steps with an Enrolment Method Type of WEB are used by the Self-enrolment application in Callista Connect.

The Self Enrolment Completion Date records the date when all data has been recorded for a Mandatory step or the Confirm button has been selected for a Mandatory Confirm step in the Self-enrolment application. This date is normally inserted by the System automatically when the student completes the step in the Self-enrolment application. However, a Date can be manually recorded if desired.

Selecting the Waive Step button allows the user to waive the step for the Student's Course Attempt. An overlay is displayed where the current Date and the user's ID are displayed. Room is provided to record details explaining why the student does not have to complete the step. When a step has been waived, a blue tick is displayed beside the Waive Step button. For example: the CHKCENCUMB step may be waived for a student to allow them to enrol despite an Encumbrance.

As mentioned above, when inserting an Enrolment Step Type for a student, one or more Enrolment Method Types should be selected. When Enrolment Steps are queried, all Enrolment Method Types for the Pre-enrolled step are displayed.

For an individual student, the Mandatory step check box and the Mandatory Confirm check box can be customised. These can be turned off (unticked) if they have been set for the Enrolment Method Type in ENRF0192. They can be turned on for a Student's Course Attempt if they have not been selected in ENRF0192.

As above, a step for the Enrolment Method Type WEB can be restricted to a particular process type for the Student's Course Attempt.

The step order can also be altered for a particular Student Course Attempt.

Optionally record Student Advice for the Enrolment Step. This advice is only displayed for steps in the Enrolment Method Type WEB. The advice is displayed as a block of text within the steps Self-enrolment application.

Rules/Notes:

It is not recommended to delete any Enrolment Steps from a Student's Course Attempt. Rather, the step should be waived. If a step must be deleted, the associated Enrolment Method Types must first be deleted and the record saved. The Enrolment Step can then be deleted.

If the Self Enrolment Completion Date is not set and the step is Mandatory or Mandatory Confirm, the student cannot advance to the next step.

For WEB Enrolment steps: STUDSTATUS, STUDY-RSN, UNIT-SETS and SUAAO-UPD, if both the Mandatory Step and Mandatory Confirm check boxes are selected, the Completion Date is not set.
If the Mandatory Step checkbox is checked and the Mandatory Confirm check box is not selected, the Completion Date is automatically set as follows:

• STUDSTATUS: The Completion Date is set only if a STUDENT COURSE HECS OPTION record exists.
• STUDY-RSN: The Completion Date is set if there is a non-null STUD-REASON-CD recorded in the SCA record.
• UNIT-SETS: The Completion Date is set if an associated active Student Unit Set Attempt record exists.
• SUAAO-UPD: The Completion Date is not set.

An Enrolment Step cannot be waived if it has an Enrolment Step Completion Date.

When waiving an Enrolment Step, the authorising person details must be recorded.

Note: If the checking steps are waived or deleted (CHKCENCUMB, CHKCROSS, or CHKFORCED), no checking is performed against the Student Course Attempt.

A warning message is displayed where the Mandatory Confirm check box is selected for a step and the Mandatory Step check box is not selected.

The step order must be unique across (non-waived) steps within an Enrolment Step Method.

Process type restriction can only be set for the Enrolment Method Type WEB.

The Process Type Restriction LOV is restricted to the Enrolment Process Types ENROLMENT and VARIATION.

When recording Student Advice, the Advice From details must be recorded.