Purpose

Pre-enrols students in courses and units, and creates PRE-ENROL Enrolment Process steps for Student Course Attempts for Callista Connect.

SubSystem

Enrolments

Update Process

This job performs pre-enrolments of students. This may involve attaching a Course Attempt and/or Unit Attempts and/or Unit Set Attempts to selected students. In some circumstances, fee contracts for students can also be established through pre-enrolment. See the section Individual sponsorship and contracts in Understanding Student Finance for context information.

The job is run differently for different groups of students. The circumstances are:

• Pre-Enrolment of new students entering through admissions who were not pre-enrolled by the online process.
• Pre-Enrolment of new students entering directly through the Enrolments subsystem.
• Pre-Enrolment of students in the upcoming Academic Period(s) and in the Enrolment steps required to perform Self-Enrolment through Callista Connect.

Follow the above links for descriptions of the update processes.

In addition, where a Pattern of Study is attached to a course after Pre-Enrolment has been performed for its students, rerunning the process attaches the Pattern of Study to the students.

Pre-Enrolment of students Online in the Admissions Subsystem and Pre-Enrolment Online of Student Course Attempts in the Enrolments Subsystem are not performed by this batch process and are described in the Pre-Enrolment section.

For further details on the Pre-Enrolment of Enrolment steps against Student Course Attempts see ENRF5F10 (Maintain Student Course Attempt Enrolment steps).

Run Details

This job can be run in immediate mode or batch mode through the Job Control and Scheduling subsystem.

For each of the circumstances listed under Update Process (above), different parameters are required. The job must be requested separately for each set of parameters.

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. The system log entries have a system log type of 'PRE-ENROL'.

Run Log
A Summary of processing by this job, can be can be viewed in the run log - see JBSF5301. This summary includes the total number of records processed, with sub-totals of the number of records processed successfully and the number of records with errors. It also names the person ID group into which, students for whom errors have occurred, have been placed. Finally the log displays a message referring the user to the system error log which can be viewed in GENF0001, or to the exception report ENRR3100 for details of errors and exceptions.

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.

The Batch Pre-Enrolment Process block contains:

Parameters Tab

• Report Level
  Used to limit the scope (and hence the volume) of the Exceptions Report produced by this job.
• Sort Order
  Used to set the sort order of the Exceptions Report produced by this job.

Select either:

• Log Creation Date
  Permits Exceptions Report produced from previous runs of this job to be reproduced. No further report parameters are required when this parameter is specified.

Or a combination of the following parameters:

• Academic Period
  The period in which the students are being pre-enrolled.
• Student Type
  Allows Pre-Enrolment to be run for either 'new' or 'returning' students. This is a mandatory field. Where 'returning' is specified, the Returning Student parameters must be completed.
• Course Type
  Limits Pre-Enrolment to Admission Course applications or Student Course Attempts of the specified Course Type.
• Responsible Org Unit
  The code of the Organisational Unit responsible for delivery of the course. Limits pre-enrolment to Admission Course applications or Student Course Attempts where the course 'belongs to' the specified responsible Organisational Unit.
• Person ID Group
  Restricts Pre-Enrolment to people who are members of the nominated ID Group.

More Tab

• Course Code
  Can be a single code or multiple with the use of wildcards e.g. ABC%. Limits pre-enrolment to Admission Course applications or Student Course Attempts with this (these) Course Codes(s).
• Location Code
  The Location Code of students to pre-enrol (drawn from Admission application or Student Course Attempt). Limits Pre-Enrolment to Admission Course applications or Student Course Attempts.
• Attendance Mode
  Limits Pre-Enrolment to Admission Course applications or Student Course Attempts that have the attendance mode selected here. e.g. 'Off campus' selected for this parameter would only pre-enrol off-campus students.
• Attendance Type
  Limits Pre-Enrolment to Admission Course applications or Student Course Attempts that have the attendance type selected here. e.g. 'Part time' selected for this parameter would only pre-enrol part-time students.
• Default Enrolment Category
  The Enrolment Category to be used if no other category can be determined by the system when this process runs. Pre-Enrolment documentation describes how the System attempts to determine Enrolment Category.
• Pre-Enrol Pattern of Study Units check box
  Indicates whether or not units from Patterns of Study attached to the Course Offerings should be pre-enrolled by this job. If individual units have been specified against an Admission application, or as parameters of this job, they will always be pre-enrolled.
• Re-Enrol steps for all Students check box
  Used to determine whether Self-Enrolment Steps are pre-enrolled for all Student Course Attempts or only those where no Student Course Attempt Enrolment record exists in ENRF5F00. If set to 'Y' all student Course Attempt Self-Enrolment Steps are refreshed. If set to 'N' steps are refreshed, when they exist, only if a Student Course Attempt Enrolment record does not exist for the Enrolment Period.
• Override Form Due Date
  For the pre-enrolled students, overrides the standard Enrolment form Due Date of the Enrolment Period. The Override Date can be viewed, following Pre-Enrolment, in ENRF5F00. Would usually be applied to a restricted set of students.
• Override Package Production Date
  For the pre-enrolled students, overrides the standard Package Production Date of the Enrolment Period. The Override Date can be viewed, following Pre-Enrolment, in ENRF5F00.

  Buttons

  • Find course
  • Calendar Lookup

Returning StudentsTab

• Enrolment Period
  The target Enrolment Period into which students are being enrolled. This is mandatory for returning students.
• Last Enrolment Category
  Restricts Pre-Enrolment to students with this Enrolment Category when they were last enrolled.

New Students Tab

New Students parameters, Units to be Pre-Enrolled.

• Admission Category
  This defines a group of students being pre-enrolled.
• Admission Period
  Restricts Pre-Enrolment to students from a particular Admission Period - optional.
• Admission Method Type
  Admission Method Type can be entered as a parameter. ADMIN or WEB can be selected. The default is % (ALL).
• Default course confirmed check box
  Selecting 'Y' causes the Pre-Enrolled Student Course Attempts' confirmed check box to be set to 'yes'. Selecting N results in the Pre-Enrolled Student Course Attempts' confirmed check box to be set to 'no'.

1 sub block

• Unit Code
• Calendar Type
• Location Code
• Unit Class

New Students Tab 2

• 2 and 3 sub blocks (same information as in sub block 1)

New Students Tab 3

• 4 and 5 sub block (same information as in sub block 1)

New Students Tab 4

• 6 and 7 sub block (same information as in sub block 1)

New Students Tab 5

• 8 sub block (same information as in sub block 1)

Rule/Notes:

Most of these parameters are used to restrict the activity of this job to a subset of all potential records. Academic Period is specified each time the job is run.

VET courses require Enrolment Start and End Dates or Teaching Period Start and End Dates and not Census Date logic.

Parameters in Returning Students Tab are only used where the report parameter Student Commencement Type has been specified as RETURN. They are mandatory when this job is run for returning students but are ignored where the job is run for new students.

If a SCA has a Fee Category defined and/or a Student Status that exists at the current date, then no change is made to the Fee Category value and/or Student Status when the Pre-enrolment process occurs. In these cases, depending on whether the pre-enrolment process occurs via ADMF3240 or ENRJ3100, a warning message is displayed in ADMF3240 or written to the S-LOG-ENTRY for ENRJ3100.

New Students Tab

New Students parameters, Units to be pre-enrolled.

Students can be pre-enrolled in units by either:

• Pre-enrolling units belonging to a Pattern of Study attached to the student's Admission application.
• Pre-enrolling specific units recorded against the student's Admission application.
• Pre-enrolling units nominated in this parameter form.

Details of specific units to be pre-enrolled for each student selected in this run. Up to eight units can be recorded here and pre-enrolled by a single run of this job. Units specified here override those from the Pattern of Study but not units specified against Admission applications.

• Unit Code - Code of the unit to be pre-enrolled.
• Calendar Type - The Teaching Calendar within the Academic Period in which the units are to be enrolled.
• Location Code - The Location at which the students are to be pre-enrolled in the unit.
• Unit Class - The class in which the students are to be pe-enrolled.

All four parameters must be completed for each unit and an offering of the unit must exist for the Calendar Type, Location and Class within the specified Academic Period.

The parameters for this job are grouped on the parameter form according to the circumstances under which the job can be run and are described in the following tables.

Refer to the Recommended Parameter Usage file for suggested selection of parameters under the various circumstances for which this job can be run.

Rules/Notes:

Batch Pre-Enrolment success/Exception Report.

System (or control) parameters control the output of the report produced by this job and are common to most reports. Refer to About Standard Reports for more information. These parameters are set as required each time the job is requested.

Note: For WEB Enrolment steps where the Mandatory Step and/or Mandatory Confirm checkbox is selected (see ENRF0192, ENRF0193, ENRF5F10) the Pre-enrolment process automatically sets the Completed Date to the current date.
However, for the 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 (i.e. equals Y) and the Mandatory Confirm check box is not selected (i.e. equals N), 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.