| Top of GSFF | Index | Table of Contents | Feedback | |
Cohort Process Windows Special Topics
Note: This document is best viewed in a full screen window or printed in landscape format.
In this section:
Detailed Summary of Process Types and Related Issues
| Process Type |
Calendar Category |
Available Cohort Rule |
Purpose |
Applications Affected |
Issues |
ACTVTY-TT |
ACTIVITY |
COHORTPRSN |
Personalised Activity Timetable Process |
||
| ADD-UNIT |
TEACHING |
COHORTPRSN |
This Process Type restricts the period of time a student can add a unit to their course. Example: an institutions wishes to prevent the ability to add Off Campus Units at an earlier point than the addition of on Campus Units, due to the lead time required to send out materials. The Process Type is invoked whenever the student attempts to confirm or add a unit, reinstate a discontinued unit or modify a unit (Teaching Period, Location or Class). If the ADD-UNIT window is no longer available, an error message is displayed advising students that they are unable to add units to their Enrolment. |
SUA-UPD |
The ADD-UNIT Process Type is only used in conjunction with the ENROLMENT and VARIATION Process Types. It is an optional Process Type and only used where the adding any/all units is more restrictive than the variation/Enrolment window/s. If no ADD-UNIT Cohort Process Window exists, the adding of units during VARIATION and ENROLMENT Cohort Process Windows is not restricted provided the appropriate Enrolment steps are available. See below for further details on the use of Cohort Rules with the ADD-UNIT process. |
ADM-CR-AP |
ADMISSIONS |
COHORTPRSN |
Admissions Application Creation |
|
|
ADM-UPD-AP |
ADMISSIONS |
COHORT-AA |
Admissions Application Update |
|
|
ADM-TRK-AP |
ADMISSIONS |
COHORTAA |
Admissions Application Tracking |
|
|
| ASS-COVER | ASSESSMENT | COHORTPRSN |
This Process Type provides the ability to restrict the generation of Assignment Cover Sheets by the ASS-RESULT application. | ASS-COVER | The ASS-COVER application may also be restricted by the correspondence_type. |
| ASS-RESULT | ASSESSMENT | COHORTPRSN |
This Process Type provides the ability to restrict the rows of data returned by the ASS-RESULT application. | ASS-RESULT | No issues. |
| DROP-UNIT | TEACHING |
COHORTPRSN |
This Process Type restricts the period of time a student can discontinue a unit to their course. The Process Type is invoked whenever the student attempts to discontinue a unit (Teaching Period, Location or Class). If the DROP-UNIT window is no longer available, an error message is displayed advising students that they are unable to discontinue units to their Enrolment. |
SUA-UPD |
The DROP-UNIT Process Type is only used in conjunction with the ENROLMENT and VARIATION Process Types. It is an optional Process Type and only used where the discontinuing any/all units is more restrictive than the variation/Enrolment window/s. If no DROP-UNIT Cohort Process Window exists, the discontinuing of units during VARIATION and ENROLMENT Cohort Process Windows is not restricted provided the appropriate Enrolment steps are available. |
EMSG-PREFS |
USERDEF |
COHORTPRSN |
Electronic Messaging |
|
|
| ECAN | FEE | COHORTPRSN | The Electronic Commonwealth Assistance Notice (eCAN) is used to enable students to view their Commonwealth Assistance Notice (CAN) details online. | ECAN | The eCAN application will be unavailable if a Cohort Process Window is not specified. |
| ENR-COE | LOAD |
COHORT-SCA | This Process Type, is used to drive access to the Enrolment Confirmation Application. This will drive access to the application based on an Academic Year. | ENR-COE | The creation of the ENR-COE application will require the creation of a new Connect procedure to control the retrieval of the data. This procedure will call the Enrolment Confirmation extract procedure in 'web mode' to retrieve the extract details and retrieve extra fields such as the load summary data. |
| ENROLMENT |
ENROLMENT |
COHORTPRSN |
This Process Type is used to create windows for students to enrol in courses and units. While the use of the ENROLMENT and VARIATION Process Types is similar, using both provides the ability to define different Enrolment Steps for ENROLMENT and VARIATION. For example: the full set of steps would normally be defined for ENROMENT, but only a sub-set of steps may be defined for VARIATION, on the assumption that Enrolment has already occurred. This Process Type is required if using the Self- Enrolment Applications in Callista Connect. |
ENR-SCAE
|
The GOVT-STATS, PE-PERSON, PERSON-INQ and PE-ADDRUPD applications can operate as stand-alone applications accessed directly from a menu in Callista Connect or can be part of the Enrolment Steps for the Self-Enrolment applications. When accessing these applications, the Cohort Process Windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application its related Process Type controls access. For example: any Cohort Process Windows recorded for the GOVT-STATS Process Type would control the GOVT-STATS application. If the application is entered as part of Self-Enrolment, the ENROLMENT (or VARIATION) Cohort Process Windows control access to the application. See Understanding Cohort Process Windows for details on the checking of Cohort Process Windows for applications with multiple Process Types. |
| ESOA-CURR | FEE | COHORT-SCA | This Process Type is used to create windows where students can generate a current Statement of account. | ESOA-CURR | Acces to SCA details is restricted based on
the Cohort Process Window. Access is not allowed if there is no active Cohort Process Window for the student/course combination. Fee calendars should exist within an active Cohort Process Window. |
| ESOA-HIST | FEE | COHORT_SCA | This Process Type is used to create windows where students can view their Historic Statement of account. | ESOA-HIST | Acces
to SCA details is restricted based on the Cohort Process Window. Access is not allowed if there is no active Cohort Process Window for the student/course combination. Fee calendars should exist within an active Cohort Process Window. |
| EXAM-TT |
EXAM |
COHORTPRSN |
This Process Type is used to create windows where students can access their examination details. |
STUD-EXAM |
An EXAM-TT Cohort Process Window MUST exists, for access to the STUD-EXAM application. |
| FIN-INQ |
USERDEF |
COHORTPRSN |
This Process Type is used to create windows where students have access to connect finance applications for courses whose access is not restricted by FIN-RSTRCT (see below). |
FEETYP-DTL |
Used
for Student Connect processes to display financial details for a particular
Fee Type in context of a Fee Period for the user's Student Course Attempts not restricted by FIN-RSTRCT (see below). |
| FIN-RSTRCT | USERDEF | COHORT-SCA | This Process Type is used to create windows where students have access to finance connect applications for particular courses. As for FIN-INQ above except that it operates at the Course level. | FEETYP-DTL OUTSTND-BAL PYMNT-RECV |
Used for Student Connect processes to display financial details for a particular Fee Type in context of a Fee Period and the user's Student Course Attempt. |
| GOVT-STATS |
USERDEF |
COHORTPRSN |
This Process Type is used to create windows where students can update their statistical details.
|
GOVT-STATS |
The GOVT-STATS application can exist as a stand-alone application or as part of the Self-Enrolment applications. When accessing this application, the Cohort Process Windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application the GOVT-STATS Process Type controls access. For example: any Cohort Process Windows recorded for the GOVT-STATS Process Type would control the GOVT-STATS application. If the GOVT-STATS application is entered as part of Self-Enrolment, the ENROLMENT or VARIATION Cohort Process Windows control access to the application. |
GRAD-INQ |
GRADUATION |
COHORT-GRD |
Self Help Graduation Inquiry |
|
|
GRAD-INV |
GRADUATION |
COHORT-GRD |
Self Help Graduation Invitation |
|
|
| INTERMIT | USERDEF | COHORT-SCA | Allows students to apply for intermissions. | Must have a COHORT process window open. | |
| PE-ADDRINQ |
USERDEF |
COHORTPRSN |
This Process Type is used to restrict access to person address inquiry details. |
PE-ADDRINQ |
If no PE-ADDRINQ Cohort Process Window exists, access to the PE-ADDRINQ application is unrestricted. |
| PE-ADDRUPD |
USERDEF |
COHORTPRSN |
This Process Type is used to restrict access to person address update application. Institutions may choose to prevent students from updating address information at certain times. |
PE-ADDRUPD |
The PE-ADDRUPD application can exist as a stand-alone application or as part of the Self-Enrolment applications. When accessing this application, the Cohort Process Windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application the PE-ADDRUPD Process Type controls access. For example: any Cohort Process Windows recorded for the PE-ADDRUPD Process Type would control the PE-ADDRUPD application. If the PE-ADDRUPD application is entered as part of Self-Enrolment, the ENROLMENT or VARIATION Cohort Process Windows control access to the application. |
| PE-PERSON |
USERDEF |
COHORTPRSN |
This Process Type is used to restrict access to person details. |
PE-PERSON |
The PE-PERSON application can exist as a stand-alone application or as part of the Self-Enrolment applications. When accessing this application, the Cohort Process Windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application the PE-PERSON Process Type controls access. For example: any Cohort Process Windows recorded for the PE-PERSON Process Type would control the PE-PERSON application. If the PE-PERSON application is entered as part of Self-Enrolment, the ENROLMENT or VARIATION Cohort Process Windows control access to the application. |
| PE-RESULT |
ASSESSMENT |
COHORTPRSN |
This Process Type provides the ability to stagger the release of results. |
PE-RESULT |
If no PE-RESULT Cohort Process Window exists, access to the PE-RESULT application is unrestricted. The ability to view results can be affected by the SUA Override Outcome Due Date (SOODD). If required, the Set SOODD process (ENRJ0100) sets this date. If SOODD has been set, access to results is only restricted according to the PE-RESULT Cohort Process Windows. The results application checks to see if the person has access to results. It also checks to see if the Current Date is greater than SOODD. If the Current Date is less than the SOODD, the result is displayed as ** even if the PE-RESULT Cohort Process Window allows access. |
| PERSON-INQ |
USERDEF |
COHORTPRSN |
This Process Type is used to restrict access to person details. |
PERSON-INQ |
The PERSON-INQ application can exist as a stand-alone application or as part of the Self-Enrolment applications. When accessing this application, the Cohort Process Windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application the PERSON-INQ Process Type controls access. For example: any Cohort Process Windows recorded for the PERSON-INQ Process Type would control the PERSON-INQ application. If the PERSON-INQ application is entered as part of Self-Enrolment, the ENROLMENT or VARIATION Cohort Process Windows control access to the application. |
| SCA-CENR |
USERDEF |
COHORTPRSN |
This Process Type is used to restrict access to a person's course attempt details. |
ADV-STND |
If no SCA-CENR Cohort Process Window exists, access to the associated applications is unrestricted. |
| SCA-EX-UPD |
EXAM |
COHORTPRSN |
This Process Type restricts the period of time a student can update their nominated exam location. |
SCA-EX-UPD |
If no SCA-EX-UPD Cohort Process Window exists, access to the associated application is unrestricted. |
| SCA-UPD |
USERDEF |
COHORTPRSN |
This Process Type restricts the period of time a student can vary their course Enrolment details. For example: setting the Self Help Group check box, updating their nominated completion year or changing their course exam location. |
SCA-UPD |
The SCA-UPD application can exist as a stand-alone application or as part of the Self-Enrolment applications. When accessing this application, the Cohort Process Windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application the SCA-UPD Process Type controls access. For example: any Cohort Process Windows recorded for the SCA-UPD Process Type would control the SCA-UPD application. If the SCA-UPD application is entered as part of Self-Enrolment, the ENROLMENT or VARIATION Cohort Process Windows control access to the application. |
| SET-OUTCME |
ASSESSMENT |
COHORTPRSN |
This Process Type is used by the job ENRJ0100 to set the SUA Outcome Override Due Date, which controls the display of results. |
PE-RESULT |
When a student accesses their online results, the process checks that they have access defined by a PE-RESULTS Cohort Process Window. The process then checks that the SUA Outcome Override Due Date is less than the Current Date. If it exists and is less than the Current Date, the student sees their result. Otherwise, access to their unit result is prevented. The use of the SET-OUTCOME date and ENRJ0100 is optional. It may be used where the results for a particular unit or units need to be delayed. This process would then be used to set a later outcome date, preventing students viewing the affected unit results at the normal results release time. It may also be used as a protective device to ensure that no results are inadvertently made earlier than scheduled. |
| SSF-FEEASS |
FEE |
COHORTPRSN COHORT-SCA |
This Process Type is used to create windows for the running of a Fee Assessment when a student accesses the OUTSTND-BAL and PYMNT-RECV applications. |
OUTSTND-BAL |
If no SSF-FEEASS Cohort Process Window exists, the Fee Assessment process is run for all eligible fee assessable courses for the user. If a SSF-FEEASS Cohort Process Window exists then the Fee Assessment process is performed when a student, who satisfies the Cohort., accesses the OUTSTND-BAL or PYMNT-RECV applications within the period specified by the Cohort Process Window. A Fee Assessment is not performed if the Prevent Access check box is checked in SSFF1100 for these applications. |
SUA-SLFALP |
TEACHING |
COHORT-SCA |
Self Help Inquiry Application Process |
|
|
SUAAO-INQ |
TEACHING |
COHORT-SUA |
Student Unit Attempt Activity Offering Inquiry Process |
|
|
SUAAO-UPD |
TEACHING |
COHORT-SUA |
Student Unit Attempt Activity Update Process |
|
|
| VARIATION |
ENROLMENT |
COHORTPRSN |
This Process Type is used to create windows for students to vary their Enrolment in courses and units. While the use of the ENROLMENT and VARIATION Process Types is similar, using both provides the ability to set different Enrolment steps for the ENROLMENT and VARIATION. This Process Type is required if using the Self-Enrolment applications in Callista Connect. |
ENR-SCAE
|
The GOVT-STATS, PE-PERSON, PERSON-INQ and PE-ADDRUPD applications can operate as stand-alone applications accessed directly from a menu in Callista Connect or can be part of the Enrolment steps for the Self-Enrolment applications. When accessing these applications, the Cohort Process Windows that control access depend on the context in which the application is accessed. If the application is accessed as a stand-alone application its related Process Type controls access. For example: any Cohort Process Windows recorded for the GOVT-STATS Process Type would control the GOVT-STATS application. If the application is entered via the Self-Enrolment facility, the VARIATION (or ENROLMENT) Cohort Process Windows control access to the application. See Understanding Cohort Process Windows for details on the checking of Cohort Process Windows for applications with multiple Process Types. |
Note: A student in a course with a Correspondence Category Restriction may show a balance. This balance may be a contribution made to a non displayed (restricted) course. This only applies to PYMNT-RECV.
Enrolment Completion and the Enrolment and Variation Process Types
Some institutions may have a requirement that students can only have access to the VARIATION Process Type if they have completed their Enrolment (i.e. Enrolment Completion is satisfied). If the student has not completed Enrolment, then access to the VARIATION process is not allowed. However, access to the ENROLMENT process may still be possible provided a valid Cohort Process Window still exists.
To incorporate this requirement a Cohort Rule Option of ENROLMENT_COMPLETION has been created. When a Cohort Rule includes this rule option the student's record is checked to see whether they have completed Enrolment in the course. If this is satisfied, the student is able to access the VARIATION process.
To students to access both the ENROLMENT and VARIATION processes, two versions of every Enrolment-related Cohort must be created. One version of the Enrolment-related Cohorts includes the ENROLMENT_COMPLETION rule option and the other versions do not contain the option.
An ENROLMENT Cohort Rule with the ENROLMENT_COMPLETION rule option could look like this:
(SURNAME BETWEEN 'A' AND 'ZZ' AND COURSE_ATTEMPT_STATUS IN {ENROLLED,
INACTIVE, INTERMIT} AND ENROLMENT_COMPLETION)
This rule would be used for the VARIATION Process Type. The Cohort Rule for the ENROLMENT Process Type would not include the ENROLMENT_COMPLETION rule option. For example:
(SURNAME BETWEEN 'A' AND 'ZZ' AND COURSE_ATTEMPT_STATUS IN {ENROLLED,
INACTIVE, INTERMIT})
When the student completes each 'Mandatory' or 'Mandatory Confirm' Enrolment Step, a Completion Date is recorded against the step. Enrolment Completion is satisfied when all Mandatory/Mandatory Confirm Steps have been completed or waived. In the form ENRF5F10 (Maintain Student Course Attempt Enrolment Steps) these Completion Dates can be viewed. Optionally, a step can be waived for a student in this form. When the student attempts to access the Enrolment applications they will satisfy the VARIATION Process Type Enrolment Cohort Rule with the ENROLMENT_COMPLETION option.
Note: This method only works if the process order for the process window checking remains in the order listed above in the accessing applications with multiple Process Types section (i.e.VARIATION is first and ENROLENT is second). If a System Administrator changes the process order so that the ENROLMENT Process Type is first, this rule is satisfied and the VARIATION Process Type is never checked.
If further Mandatory Enrolment Steps are added and a student hasn't completed the step, they are returned to the ENROLMENT Process Type even if they had previously accessed the VARIATION Process Type.
For example: In ENRF0192 (Maintain Enrolment Procedure Detail) another Mandatory or Mandatory Confirm step is included for the WEB Enrolment Method Type in the Enrolment Category. The student had completed all their steps on the previous day and therefore accessed the VARIATION process. When they attempt to access the VARIATION process today, they no longer satisfy the VARIATION process Cohort Rule. They are then granted access to the ENROLMENT Process Type.
Use of Cohort Rules with the ADD-UNIT or DROP-UNIT Process Type
The Process Type ADD-UNIT is used to restrict Enrolment in particular types of Unit Offering options, whereas the DROP-UNIT process will allow the definition of a Cohort Process window for further control on unit discontinuations based on a Teaching Period. The most common example is the requirement to close Enrolments in Off Campus Units earlier than on Campus Units. To achieve this requirement, an institution might create a Cohort Rule like:
(COHORT(ALL-STDS) AND UNIT_MODE IN {OFF})
When this Cohort Rule is used to create a Cohort Process Window in association with either the ADD-UNIT or DROP-UNIT Process Type, it has the effect of preventing all students in all courses [COHORT(ALL-STDS)] from enrolling in any Unit Offering of mode OFF after the End Date specified in the Cohort Process Window definition. The Cohort ALL-STDS (all students) might be defined by a rule like:
(COURSE_ATTEMPT_STATUS IN {ENROLLED, INACTIVE, INTERMIT, UNCONFIRM}
Last modified on 8 December, 2010 11:21 AM
History Information
| Release Version | Project | Change to Document |
| 13.0.0.2 | 1478 - calipso 30844 | Modified details for FIN-INQ and FIN-RSTRCT |