Purpose

Validates enrolled Student Unit/Course Attempts against Unit/Course Enrolment Rules

SubSystem

Enrolments

This job validates Enrolment Rules for unit attempts where the related course attempt has a Unit-Rules todo recorded. These todos are registered whenever students' enrolment details change in ways that could affect their eligibility to enrol in their intended units. This validation checks Unit Enrolment Rules (from CRSF2700) and then Course Enrolment Rules (from CRSF1700).

The process performs two functions, for each Student Course Attempt, it:

• Compares all ENROLLED Student Unit Attempts against Enrolment Rules to see if they now fail the Enrolment rules; and
• Compares all INVALID Student Unit Attempts to see if they now pass the Enrolment Rules.

The action taken by the process depends on the Status Update Override parameter and the dates for the 'Enrolled Rule Cut-off' Date Alias and the 'Invalid Rule Cut-Off' Date Alias, both of which are maintained in the Enrolment Calendar Configuration form (ENRF01F0).

Where the Status Update Override parameter is set to NULL and the process is run prior to the Instances of the two Date Aliases, then:

• Any ENROLLED Student Unit Attempts that fail a Unit Enrolment Rule validation will have the Student Unit Attempt Status set to INVALID and the change reported on the Exception Report.
• Any INVALID Student Unit Attempts that pass all the Unit Enrolment Rule validations will have the Student Unit Attempt Status set to ENROLLED and the change is reported on the Exception Report. Where the status cannot be updated due to Encumbrances against the Student Course Attempt, a message is reported on the Exception Report.

If the two Date Aliases have past, no changes are made to the Student Unit Attempt Status, as this would be at some point after the start of the Teaching Period.

Where the Status Update Override parameter is set to 'Y', then the Student Unit Attempt Statuses are updated even if the current Date is past the cut-off Date Aliases and all changes are reported in the exception report.

Where the Status Update Override is set to 'N', the Student Attempt Statuses are not updated. However, the Exception Reports ENRR08C0 and ENRJ08C1reports in predictive mode all the SUA changes, as if the Override Update Status parameter is set to 'Y'

For each student for which rules are tested during a run of ENRJ0010, an s_log record is created with s_log_type =‘BERC_RERUN’. This identifies students that would be tested by a Re-run Previous Bulk Enrolment Rule Check job -see ENRJ0012.

Rule Waivers
The existence of Rule waivers for a student unit attempt will effect which rule(s) waived are not evaluated:

• If all unit rules are currently waived for a SUA (i.e. SUA Rule Waived Date and Rule Waived Person ID are not null) then no rules will be checked
• If an individual Unit Enrolment rule waiver exists (set in ENRF0180) that is not logically deleted , then that rule will not be evaluated.
• If an individual Course Enrolment rule waiver exists (set in ENRF0170) that is not logically deleted , then that rule will not be evaluated.
• If the Course Enrolment rule waiver is for specific academic calendar instance(s) - see ENRF0170, the rule will not be evaluated for the context academic calendar instance if it matches an academic calendar instance for which the rule is waived.

Job Error Handling
When errors/exceptions are generated for records in this job they will not cause the job to fail. Instead of failing, information is logged to the S_LOG_ENTRY and S_ERROR_LOG tables and the job continues onto the next record.

A message referring the user to reports, ENRR08C0 or ENRR08C1, to view the details of errors and exceptions. Additional detail on system errors can be viewed in the system error log.

A Summary of Processing by this job, can be can be viewed in the run log - see JBSF5301. Along with this, the log will display a message referring the user to the error log or to ENRR08C0 and ENRJ08C1 for details of errors and exceptions.

This summary also includes the total number of records processed, with sub-totals of the number of records processed successfully and the number of records with errors. The summary also displays the number of system log entries for each system log type of 'UNIT-RULES', 'CRS-RULES' and 'BERC-RERUN'.

Important: Note that in order for this summary information to be included in the run log, the PASS_RJR_ID_IND value for this job, must be set to 'Y' in the S_JOB table.

ENRR08C0 also reports on exceptions generated by this job. However unit attempts that are invalidated and subsequently re-instated, or vice-versa, are not reported.

This job is accessed from the main menu.

The Bulk Rule Check - Students With 'To Do' Entries block contains:

• Academic Calendar
  This parameter restricts the testing of student course attempts with a Unit-Rules todo to a specified Academic Period - see note below about the use of this parameter.
• Course Code
  Using this parameter allows the Unit Rule Check to be carried out on only those Student Course Attempts for the specified Course Code. By default, ALL Course Codes are examined.
• Organisation Unit
  (Course Version - Responsible OU) - restriction of To Do records processed to those for Student Course Attempts of the specified Organisational Unit and any child Organisational Units.
• Course Attempt Commencement From
  Allows restriction of the To Do records processed to those for Student Course Attempts with a Course Commencement Date greater than or equal to the specified Date.
• Location
  Allows restriction of the To Do records processed to those for Student Course Attempts with the specified Location Code.
• Person ID Group
  Allows restriction of the To Do records processed to those for Student Course Attempts where Person ID is a member of the specified Version ID Group.
• Course Attendance Mode
  Allows restriction of the To Do records processed to those for Student Course Attempts with the specified Attendance Mode.
• Status Update Override
  (Y/N or NULL) - If Y then Student Unit Attempt Statuses will be updated regardless of the Cut-Off Date functionality. If N, statuses are not updated, as the job runs in PREDICTIVE mode. If NULL use current cut-off Date Alias functionality. (The job currently updates all statuses where appropriate, before the cut-off date.)
  Note: Setting the Status Update Override to 'N' allows the job to be re-run because Student To Do entries are not logically deleted.
• Exclude Completed Courses check box
• Exclude Completed Courses Without Enrolled Units check box

  Button

• Find Course

Rules/Notes:

A Student Unit Attempt's enrolment rules are only checked if a UNIT-RULES todo exists for that student course attempt. For an explanation of events which generate UNIT-RULES todos, see UNIT-RULES todos.

When this job is run, all related UNIT-RULES todos will be deleted. If the Academic Calendar parameter is not %, then all Unit-Rules todos will be deleted even though the rules for units in other years will consequently not be tested. If the Academic Period parameter is set to % and any of the other parameters are defined then rules are tested and todos deleted as defined by the parameter values.

When a student_todo or student_todo_ref record is locked then a message that the record could not be deleted is generated in the exception report (ENRR08C0) as an entry under the system log type of CRS-RULES.

Unit Quotas are not checked by this job.

Requires the Bulk Unit Rules Check Exception Report (ENRR08C0) to run as a dependent job.

This process produces a log file of exceptions recorded. Where ENRR08C0 is run as a dependent job, it accesses the log file and reports the exceptions.

If checking ENROLLED to INVALID and the invalid cut off date alias (in ENRF01F0) is passed and Status Update Override is null, then an Error message will be generated.

If checking INVALID to ENROLLED and the enrolled cut off date alias (in ENRF01F0) is passed and Status Update Override is null, then an Error message will be generated.

If the Academic Period is not % then a warning appears ‘Warning - only enrolment rule student todo records for the selected Academic Period will be validated. All other todo records will be deleted WITHOUT validation.' See below for more important information about using this parameter.

Only one of Exclude Completed Courses or Exclude Completed Courses without enrolled units can be set.

Note: If the Exclude Completed Courses Without Enrolled Units checkbox is selected, and a student course attempt with a Unit-Rules todo is completed but has unit attempts with a status of Invalid, then Enrolment rules will not be tested for this course.

Warning about using the Academic Period period parameter in this job:

As described above, a warning is generated if % is not used for the Academic Period parameter when running this job.

If, for example, 2007 is specified as the Academic Period in the ENRJ0010 parameter form, then the job will run successfully in this case, but only rules relating to unit attempts in 2007 teaching calendars will be tested. However, the Unit-Rules todo for this student course attempt will be deleted, so if the job is subsequently run for 2008, then rules relating to 2008 unit attempts will not be tested. This is because the Unit-Rules todo that would cause such rule checking for this course has been deleted.

It is therefore recommended that the parameter be set to %.

Example A:
Student A - in course M300 is enrolled in unit x in 2007, unit y in 2008 with todo
                - in course A300 is enrolled in unit z in 2007 with todo
Student B - in course M300 is enrolled in unit x in 2007, unit y in 2007
Student C - in course M300 is enrolled in unit x in 2008, unit y in 2008 with todo
Student D - in course A300 is enrolled in unit x in 2007, unit y in 2008 with todo
- If ENRJ0010 is run for course M300 in academic year 2007, then Enrolment rules will be tested for student A in unit X and student todo’s will be deleted for students A and C in course M300.
- If ENRJ0010 is then run for academic year 2008, then Enrolment rules will be tested for student D in unit y and the student todo will be deleted for student D in course A300.

Example B:
Student E - in course M300 is enrolled in unit x in 2007, unit y in 2008 with todo
                - in course A300 is enrolled in unit z in 2007 with todo
Student F - in course M300 is enrolled in unit x in 2007, unit y in 2007
Student G - in course M300 is enrolled in unit x in 2008, unit y in 2008 with todo
Student H - in course A300 is enrolled in unit x in 2007, unit y in 2008 with todo
- If ENRJ0010 is run for course M300 in academic year %, then Enrolment rules will be tested for student E in unit x and y and student G in units x and y. Student Unit-rules todo’s will be deleted for student E in M300 and student G.
- If ENRJ0010 is then run just for academic period %, then Enrolment rules will be tested for student E in unit z and student H in units x and y. Student todo’s will be deleted for student E in A300 and student H..

Modified numerous sections throughout the document.