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INQF12F0 - Organisational Unit Class List Inquiry

This form's functionality is similar to the Class List Inquiry Form (INQF12E0). The main difference between the two forms is the parameters used to determine the Class List.

For the Organisational Unit Class List, the main parameter is Unit Version Owner Organisational Unit. The information is derived in the same way as INQF12E0 except instead of extracting everyone in the unit, the process extracts everyone in units that belong to the specified Organisational Unit or child Organisational Units.

An additional feature is the automated process to divide this list into individual Class Lists.

This form is accessed from the Main Menu.

This form is divided into the following blocks:

• Class Details
• Student Unit Attempt

Class Details Block

This block is used to specify a set of Class Details for an Organisational Unit or Child Organisation Units. All students in units that belong to the specified Organisational Unit or Child Organisational Units are retrieved.

Student Unit Attempt Block

The Student Unit Attempt block displays the Student Unit Attempts retrieved for the specified set of Class Details.

If only the Organisational Unit, Academic Period and Teaching Period were specified in the Class Details block, records of all students who attempted the unit within the Organisational Unit would be retrieved. If a Unit Location, class or mode were specified, a corresponding subset of student records would be retrieved.

Queries can be performed in this block to refine the set of records displayed by the initial retrieval. For example, having retrieved records for all students who attempted a particular unit within an Organisational Unit in Semester 1 2004, a query can be performed using a Course Code as the query criterion. The effect would be to display a Class List containing only those students in the class who are attempting the unit within an Organisational Unit as part of the specified course. When the Download Records button is clicked, only those records currently displayed are downloaded.

Field Details:

• Person ID - Identification number of a Person recorded in Callista.
• Details icon - Click on this icon accesses the Person Inquiry screen (INQF1A00) where details of the Person from the selected Student Unit Attempt are displayed. This permits navigation to either more Course Attempt details for the student or details about another of the student's Course Attempts. A Student Unit Attempt is selected by clicking on the corresponding Detail button.
• Name - Family name and initials of the student. When entering data as query criteria in this field, it is recommended that part of the surname and the wildcard (%) be used. For example, to find Alex Thompson, enter THOM%.
• Course - Click on this icon in a particular student record to display the Student Course Attempt screen (INQF1200) with Unit Set and Unit details for that Student Course Attempt.
• Drill Down icon - Code of the course in which the student is studying the Unit in this Class.
• Unit Code - Code of the unit within the Organisational Unit for which the Class List is produced. This must be specified when retrieving a new Class List. Refer to 'To Produce a Class List' for more information.
• Unit Location - Code of the location (usually a campus) at which the student is enrolled (or pre-enrolled) for the unit.
• Unit Attempt Status - Indicates the current status of a student's Unit Attempt. Possible values are:
  • UNCONFIRM - The student has been admitted to the Unit (pre-enrolled) but not yet enrolled.
  • ENROLLED - The student is currently enrolled in the Unit.
  • DISCONTIN - The student's Unit Attempt has been discontinued before completion.
  • COMPLETE - The student has completed the unit.
• Unit Class - Code of the Unit Class for which a Class List is being retrieved. Specifying a Unit Class is optional when a new Class List is being produced. Leave this field blank if retrieving a Class List for students studying in a particular mode. Refer to 'To Produce a Class List' for more information.
• Unit Mode - Mode in which students are studying, typically On or Off Campus. Specifying a Unit Mode is optional when a new Class List is being retrieved and will result in only those students in the class studying in that particular mode being retrieved. Leave Unit Class blank when specifying Unit Mode. Refer to 'To Produce a Class List' for more information.
• Achieved CP - Number of Credit Points achieved by the student for passing the unit. Where a student has not passed or is yet to pass the unit, the value will be zero. The value may still be zero if the student has repeated and passed the unit but the unit is not one which is allowed to contribute multiple credit toward course requirements.
• Enrolled CP - Number of Credit Points that the Unit is worth.
• Supervised CH - Number of supervised Contact Hours that the student must complete for the Unit. (This applies to VET courses only.)
• Total CH - Total number of contact hours that the student must complete for the Unit. (This applies to VET courses only.)
• Owning Organisational Unit Code - Organisational Unit Code that applies to the Unit.
• Download Records button - Click on this button to download the retrieved Class List to your personal computer.
  Note: The Internet Explorer web browser for the Mac OS operating system does not allow download to network locations.
  The extract file contains:
  Person ID, Surname, Title, Given Names, Mark, Grade, Teaching Period (alternate name of Teaching Period <space> alternate name of Academic Year e.g. '2 1998'), Unit Code, Unit Location, Unit Mode, Unit Class, Student Unit Attempt Status, Discontinuation Date, Examination Location, Course Code, Course Location, Course Attendance Mode, Course Att Type, Course Status, Correspondence Category, 11 Address fields (some or all of which may contain address details) and email address. The last column contains values returned from the Inquiry Student Indicator View .

The Student Unit Attempt - Summary Overlay

This summary table shows all combinations of Unit Location, Class and Unit Attempt Status for students that would appear in the retrieved Class List.

Note: This refers to the Class List resulting from the original retrieval parameters and not to the list resulting from queries performed in the Student Unit Attempt block. The same information is also summarised according to the Unit Attempt Status of the students.

The Summary overlay screen is accessed by clicking on the Summary List button located in the Class Details block.

To Produce a Class List

The Class Details block is used to retrieve, display and download a Class List. Queries are not performed in the usual manner.

1. Enter values in the Unit Code, Academic Period and Teaching Period fields (these fields are mandatory) plus additional fields, as required.

• Unit Version Owning Organisational Unit - Enter the code of the required Owner Organisational Unit - Mandatory. (An error message is displayed if the code entered is not valid.)
• Unit Location - Entering a Unit Location (usually a campus) results in only records for students undertaking the unit at that location being retrieved. Click on the list of values button to the right of the field to display a list of all the Institution's Locations applicable to the combination of details you have entered. Double click on the required location to insert it.
• Academic Period - The Academic Year for which the Class List is required. This is an optional, but recommended field. Specifying the Academic Period limits the Teaching Period list of values to valid offerings of the context unit. If the Academic Period codes are unfamiliar, click on the list of values button to the right of the field to display a list of all Academic Periods. Double click on the required Academic Period to select it.
• Unit Class - Entering a Unit Class results in only records for students in that Unit Class being retrieved. Click on the list of values button to the right of the field to display a list of all the institution's Unit Classes applicable to the combination of details you have entered. Double click on the required Unit Class to insert it. Leave this field blank when specifying a Unit Mode, as Unit Mode is an attribute of Unit Class.
• Teaching Period - The Teaching Period for which the Class List is required must be entered. If the Teaching Period codes are unfamiliar, click on the list of values button to the right of the field to display a list of all Teaching Periods in which the unit is offered. Double click on the required Teaching Period to insert it.
• Unit Mode - Entering a Unit Mode (typically On or Off Campus) results in only records for students undertaking the unit in that mode being retrieved. Click on the list of values button to the right of the field to display a list of the Attendance Modes applicable to the combination of details you have entered. Double click on the required mode to insert it. If entering a Unit Mode, leave Unit Class blank.

2. Click on the Retrieve List button. All Unit Attempts for the specified parameters are displayed.

The Student Unit Attempt block displays the Student Unit Attempts retrieved for the specified set of Class Details.

If only the Organisational Unit, Academic Period and Teaching Period were specified, records of all students who attempted the unit within the Organisational Unit would be retrieved. If a Unit Location, class or mode were specified, a corresponding subset of student records would be retrieved.

Queries can be performed in this block to refine the set of records displayed by the initial retrieval. For example, having retrieved records for all students who attempted a particular unit within an Organisational Unit in Semester 1 2004, a query can be performed using a Course Code as the query criterion. The effect would be to display a Class List containing only those students in the class who are attempting the unit within an Organisational Unit as part of the specified course. When the Download Records button is clicked, only those records currently displayed are downloaded.

3. Clicking the Download Records button activates a pop-up block prompting you to nominate how the files should be split. For example, choosing Location and Unit Mode, files will be created for each class matching the chosen criteria.

4. At the prompt, nominate a file name and directory to save this list to.

A default naming standard is supplied. The download information is split into multiple files based on the unit and split criteria (this is reflected in the file names) selected in step 4.

Downloaded Class Lists can be used for the recording of results and subsequent electronic uploading back into Callista. Refer to Electronic Upload of Results for information on this process.

5. Click the Summary List button to activate a pop-up block to display counts of Person IDs grouped by Location/Unit Class/Attempt Status and other 'total' values.

Last Modified on 1 June, 2012 12:04 PM

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