Purpose

To enrol a specific group of students into one or more units and/or to discontinue a specific group of students in one or more units.

SubSystem

Enrolments  

Update Process

This job can Enrol or Discontinue a specific group of students, in one or more units (up to eight), within a given Teaching Period. The process:

• For each unit being enrolled:
• Checks that Enrolment is being attempted within the Enrolment Variation Window. For example, before the Enrolment Variation Cut-Off Date for the Teaching Period (this process cannot perform Enrolment after the Cut-Off Date)
• Checks that it is valid to create Student Unit Attempts within that window. For example, the unit is offered in that Teaching Period
• Selects Student Course Attempts based on the 'Student Selection Parameters', and for each selected Student Course Attempt and each unit to be Enrolled:
  • Checks whether the student is already Enrolled in the unit, and if so ignores the unit
  • If a previous attempt exists in an earlier Teaching Period, a new attempt is created
  • Checks the student's eligibility to Enrol in the unit, (including the Student's Course Attempt Status, whether the student is excluded from the unit, whether the student already has Advanced Standing in the unit, whether the student is intermitted during the Teaching Period) reports failure of any of these checks and does not Enrol the unit
  • Checks that the Unit Attempt is in line with the student's Forced Location and/or Attendance Mode (if applicable), reports failure of these checks but continues to Enrol the unit
• For each unit being Discontinued:
  • Checks that the Unit Attempt Status is ENROLLED and if not reports a warning and does not Discontinue the unit
  • Checks whether deletion is allowed for the unit (see Unit Discontinuation Date Criteria) and if allowed deletes the Student Unit Attempt. If not allowed, Discontinues the Unit Attempt. Where a unit is Discontinued after the 'Last Date for Deletion' an Administrative Unit Status Parameter must be entered or selected from the list of values. The selected AUS is then validated against the Discontinuation Date.

If processing occurred for a student, the following further checks are performed and written to the Execution/Exception Report:

• Checks if the student has breached any Encumbrance restrictions (e.g. maximum Credit Points allowed). If this check fails, all changes to the Student Course Attempt resulting from this job are rolled back (the student's record is returned to the state existing prior to running this job).
• Checks that the Student Course Attempt includes a Unit Attempt for the Superior Unit if this is a Subordinate Unit. Enrolment of the unit continues regardless.
• Checks that if this is a Superior Unit, at least one Subordinate also exists in the Student Course Attempt, or that the Subordinate is also included as a parameter in this job. Enrolment of the unit continues regardless but if this check is failed, the changes to the Student Course Attempt resulting from this job are rolled back (the student's record is returned to the state existing prior to running this job). Note: If Enrolling a Subordinate Unit it is not necessary for the student to be Enrolled in a Superior Unit. Subordinate Units can stand alone.
• Checks that the student hasn't breached any Cross Element Restrictions (for example, maximum number of Credit Points at different locations). Enrolment of the unit continues regardless.
• Checks that the student is satisfying their forced Attendance Mode. Enrolment of the unit continues regardless.

Run Details

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

The circumstances under which it is used are dependent on institution policy and procedures.

The Bulk Unit Enrolment/Discontinuation block contains:

Parameters 1 Tab

• Report Level
  Allows the person running this job to determine whether the Execution/Exception Report lists errors only, errors and warnings or errors, warnings and information. Defaults to ERRORS only. This field is mandatory.

Select either ...

• Previous Log
  Allows the Execution/Exception Report from previous runs of this job to be reproduced. If this parameter is used, all other parameters are ignored except Report Level.

Or a combination of the following Parameters ...

• Teaching Period
  Defines the specific Teaching Period in which Unit Attempts are to be created or Discontinued. Units specified as parameters to this job must be offered in the specified Teaching Period. This field is mandatory.
• Course Code
  The process selects students Enrolled in this Course Code, wildcards can be used . For example, Course Code ABC%
• Location Code
  The process selects Student Course Attempts Enrolled at this Location.
• Attendance Mode
  The process selects Student Course Attempts with this Attendance Mode.
• Attendance Type
  The process selects Student Course Attempts with this Attendance Type.
• Unit Code
  The process selects Student Course Attempts with an Enrolled Unit Attempt with this Unit Code.
  

  Button

  • Find Course

Parameters 2 Tab

• Version Number
  The Version Number of a unit specified in the previous parameter. Limits Student Course Attempts selected for processing to those Enrolled in this version of the unit only
• Person ID Group
  Course Attempts of students who are members of the specified ID Group are selected.
• Person ID
  The process can be run for an individual student.

  Button

  • Find Person

Unit Parameters 1, 2 Tab

Unit Parameters

1.

• Action
  Specifies whether the unit is to be added to Student Course Attempts or Discontinued from Course Attempts. Different actions can be mixed within the same job request. This field is mandatory.
• Unit Code
  The Unit Code of the unit to be Enrolled or Discontinued. This field is mandatory.
• Unit Location Code
  The Unit Location of the Unit Offering Option to be Enrolled. Only specified for Discontinuation where it is wished to limit the location of the unit being Discontinued. Mandatory for units with action ENROL specified
• Unit Class
  The Unit Class of the Unit Offering Option to be Enrolled. Only specified for Discontinuation where it is wished to limit the class of the unit being Discontinued. Mandatory for units with action ENROL specified

2.

• Action
• Unit Code
• Unit Location Code
• Unit Class

Unit Parameters 3, 4 Tab (same content as Unit Parameters 1, 2)

Unit Parameters 5, 6 Tab (same content as Unit Parameters 1, 2)

Unit Parameters 7, 8 Tab (same content as Unit Parameters 1, 2)

Enrolment Parameters Tab

Enrolment Parameters

• Default Unit Confirmed
  Selecting Y causes the Unit Attempt to be recorded as ENROLLED. Selecting N causes the Unit Attempt to be recorded as UNCONFIRM. Mandatory where any units with action ENROL are specified
• No Assessment
  Indicates whether the students are to be assessed in this unit and receive a formal grade. This is an attribute of the Student Unit Attempt and is not dependent on whether or not the unit itself is assessable.
• Enrolled Date
  Defaults to the current Date but may be changed. Mandatory where any units with action ENROL are specified.
• Exam Location Code
  The code of the examination centre for the unit. This overrides the Exam Location specified for the student's Course Attempt.
• Alternative Title
  Provides the ability to assign a unit title to Unit Attempts which are created by this job. This will override the standard title of the unit and display against the 'More' T-list item in the Student's Unit Attempt. It is only effective where the Override Title check box is selected for the unit in CRSF2210.
• Override Enrolled Credit Points
  Provides the ability to override the standard Enrolled Credit Points of the unit(s) for those students being Enrolled in units via this process. This displays against the 'Override CP' T-list item in the Student's Unit Attempt. It is only effective where the Override Credit Points check box is selected for the unit in CRSF2210.
• Override Achievable Credit Points
  Provides the ability to override the standard achievable Credit Points of the unit(s) for those students being Enrolled in units via this process. This displays against the 'Override CP' T-list item in the Student's Unit Attempt. It is only effective where the Override Credit Points check box is selected for the unit in CRSF2210.
• Override EFTSL
  Provides the ability to override the standard calculated EFTSL of the unit(s) (see Course Annual Load) for those students being Enrolled in units via this process. This displays against the 'More' T-list item in the Student's Unit Attempt. It is only effective where the Override Credit Points check box is selected for the unit in CRSF2210.
• Override Credit Reason
  Provides the ability to record a reason for specifying override Enrolled and/or achievable Credit Points for students being Enrolled in units via this process. This displays against the 'Override CP' T-list item in the Student's Unit Attempt.
• Administrative Unit Select
  Applies this Administrative Unit Status (AUS) to all units specified for this job as DISCONTINUE. Must be a valid AUS. See Maintain Unit Discontinuation Date Criteria (ENRF0170). Mandatory for units with action DISCONTINUE
• Discontinuation Date
  Entered in the System as the Date the unit was Discontinued. Defaults to current Date. Displays against the Discontinue T-list item in the Student's Unit Attempt. Mandatory for units with action DISCONTINUE

Rules/Notes:

Note: The parameter form for this job includes numerous tabs. It is important to check the parameters behind each tab each time the job is requested.

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

Student Selection Parameters These parameters are used to target specific groups of students for which the specified units are to be added or Discontinued. Combinations of parameters can be used.

Only HE courses can be selected for the Course Code parameter.

Unit Parameters. These parameters are used to identify the units to be Enrolled or Discontinued. Up to eight sets of Unit Parameters can be defined.

Enrolment Parameters. These parameters are applied to all units specified in this job as action Enrol. They are ignored if only units of action Discontinue are specified.

If a student course attempt that has a unit attempt status changed to ENROLLED by this job, has an associated Admission Course Application Instance with an Offer Response Status of PENDING, than it will be changed to ACCEPTED, and the corresponding Admission Offer Response Date will be set to the Student Unit Attempt Enrolled Date.

Discontinuation Parameters. These parameters are applied to all units specified in this job as action DISCONTINUE. They are ignored if only units of action ENROL are specified.

Rules/Notes:

Bulk Unit Enrolment/Discontinuation Exception report

A comprehensive listing of actions taken and errors and warnings produced as a result of running this job. See Report Level (in the parameter list above).