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Understanding Self Enrolment
In this section:
The Self-Enrolment Application provides students with the ability to self manage their Course Enrolment, whilst providing institutions with the ability to define what is included and how the Self-Enrolment Application is configured.
As part of Self-Enrolment, applications are provided to allow students to query Unit Offering Options and to select them, along with activities associated with a Unit, such as Tutorials. There is also facility to allow students to record or update their Government statistics, or update their Course Enrolment details such as their nominated Examination Location. Other applications allow students to make inquiries on their current Activity Offering Allocations and to view Activity Timetables for a particular Activity Calendar.
As mentioned above, institutions can define what applications are a part of Self-Enrolment, what steps are included and the order of those steps. Institutions can also define the process involved. For example:
Through the use of the Cohort Process Windows, institutions can also control who has access to the Process Types and when they have access. For example: a Cohort Process Window can be established to allow students in Course ABC to access the ENROLMENT process between 1/11/2004 and 31/1/2005 for re-enrolling in the 2005 Academic Period.
To understand the Self-Enrolment Application, it is necessary to understand certain Callista Connect and Enrolment Key Terms. Explanations of the Callista Connect terms are provided in the Subsystem Glossary. Terms used in the Enrolments Subsystems are explained in the corresponding Subsystem Glossary.
Setting Up Callista and Connect for Self-Enrolment
For Self-Enrolment to function effectively, it is necessary to setup specific data and define certain values in both Callista and Connect. This setup of Callista and Connect is detailed in a checklist. The setup of the Callista data will normally have been carried out as part of the setup of the Enrolment Subsystem. The setup information provided can be used as a reference to ensure all data has been established.
Callista Connect's Self-Enrolment facility is made up of a number of applications and controlled by Enrolment Steps. Provided here is a suggestion on how to put the applications and web pages together to run Self-Enrolment. As familiarity grows with the use of Web Administrator and the applications, other methods can be used.
Using Callista Connect, a student can now check Enrolment details by going to the Confirmation of Enrolment screen (ENR-COE).
Self Serve Applications
As mentioned in the Self-Enrolment Checklist, each application must be defined as a Self Serve Application in SSFF1100. Some of the applications will be one-to-one mappings. For example, ENR-SCAE (Enrolment Course Attempt Selection) only needs to be established once as a Self Serve Application. Other applications such as ENR-STEPS and PERSON-INQ can be used several times provided each Self Serve Application mapped to the System Self Serve Application has a different name. For example, ENR-STEPS could be established as ENR-STEPS and ENR-NXTPREV providing a Self Serve Application that displays all Enrolment Steps and a Self Serve Application that displays the next and previous Self-Enrolment Steps.
For Self-Enrolment the ENR-SCAE, ENR-STEPS, GOVT-STATS, PE-ADDRUPD, PERSON-INQ, SCA-UPD, SUA-UPD, UOO-SELECT, UNIT-SRCH, SUAAO-INQ, SUAAO-UPD and ACTVTY-TT applications are used depending on the Enrolment Steps defined in ENRF0192. The BRTH-CNTRY, HOME-LANG, LOC-CNTRY and PR-UG-INS applications are used as part of GOVT-STATS. The EXAM-LOC application is used as part of SCA-UPD. Optionally, the SCA-CENR and SUA-CENR applications can also be included to provide details on users current course and unit enrolment.
For the applications in Self-Enrolment, the prompts and links to other pages must be defined. This is done in SSFF1300. For data items like FULL NAME, BIRTH DATE, etc, Course Attempt Status in the applications, customise the presentation of these prompts.
Some data items can be used as a link to other web pages containing applications. For example, the SCA-UPD application can display the Student Course Attempt Status. A link Web Element code can be defined that links the status data item to a web page containing the SCA-STATUS application. This application provides a list of Student Course Attempt Statuses and their corresponding descriptions.
Note: the link Web Element Codes must first be defined in the Maintain Anchor form of the Web Administrator to appear in the LOV.
In order to use applications in the web pages, they must also be defined as Web Element Applications. This is done in the Maintain Application form of Web Administrator. To create an application as a Web Element, select the Add button at the bottom of the page, and choose Web Element. This displays the Web Element chooser. Select Application and the OK button.
The Maintain Application page is displayed. An application Web Element Code must be entered. This code must be the same name as that used for the Self Serve Application in SSFF1100. For example, if the ENR-STEPS (Enrolment Course Attempt Steps Application) System Self Serve Application was mapped to the ENR-NXTPREV Self Serve Application, the Web Element application must be called ENR-NXTPREV also. A description of the Web Element application should be recorded.
One option is to edit the application template property. For some applications, this is necessary. For example, if the Enrolment Steps DECLARE (Student Declaration) and DISCLAIMER (Institution Disclaimer) are to be used, the PERSON-INQ application must be defined as both DECLARE and DISCLAIMER Self Serve Applications in SSFF1100. DECLARE and DISCLAIMER must also be created as application Web Elements with the codes DECLARE and DISCLAIMER. These application Web Elements are used as part of Self-Enrolment to provide a disclaimer notice to students and a declaration stating that they have undertaken to provide the correct information and agree to follow the legislation, policies and procedures of the institution. Refer to the sample pages provided with the release of Callista Connect to see the DECLARE and DISCLAIMER Self Serve Applications and Web Elements.
It is recommended that the customisation of any application should be done in the Maintain Application form of the Web Administrator rather than in the System Self Serve Application Template form (SSFF1120). Changes to the template in SSFF1120 alter the System Application. Changes to the template in the Maintain Application form simply override the System Application without altering it.
Page, Head and Body Web Elements
To create the web pages for display to users, page, head and body Web Elements must be created. The head will contain the style information (if required) and the title. The body Web Element contains the fonts, images and applications as well as header and footer information if required. The page has as it's subordinates the head and body.
When the applications, fonts and other Web Elements are inserted as subordinates of the body Web Element in the Web Element Relationship Builder, the elements are placed in order one after the other. They are displayed inline down the web page. If more control is required for placing elements in a page (for example, placing an image on the right side of the page), optionally insert HTML tags to define a table in the body element property block. Within the 'cells' of the table, embed the Web Element to positioned there. If Web Elements are embedded into the body Web Element, they do not need to be inserted as subordinates of the body in the Web Element Relationship Builder also. By embedding the elements in the body, the web page 'inherits' the elements as part of the body.
Anchor Web Elements are essential to provide the links to other web pages. For example, an anchor should be created to the web page containing the SCA-STATUS application. This anchor is selected as the Link Web Element Code for the Course Attempt Status data item in the SCA-UPD System Self Serve Application in SSFF1300. When a user accesses the SCA-UPD application, they are able to select their Course Attempt Status and are taken to the web page containing the SCA-STATUS application. This page provides them with information about their Course Attempt Status.
Anchor Web Elements must also be created for the Enrolment Steps in ENRF0193. This form is used to map a link Web Element Code to an Enrolment Category Procedure Step Element block and its Process Type. It is in ENRF0193 where the steps are defined as simple text links, coloured buttons or images to name a few different types. In order to apply these links to the Enrolment Steps, the anchors must be created in the Maintain Anchors form.
Font Web Elements are used to record the information and instructions to be provided to users. For example, welcoming text or details on the Self-Enrolment facility in the web page containing the ENR-STEPS application or instructions on using the UNIT-SRCH application.
HTML formatting and Style Tags can be included when recording the text in the Font Element Property block.
Bringing the Elements Together to Create the Self-Enrolment Pages
As with all parts of Callista, the above details essentially define the reference data that has been established prior to creating the 'page'. These Web Elements must be inserted into pages in order to be made available to the users. The order suggested here is only one way the Enrolment Steps can be displayed. The order the Enrolment Steps are displayed is defined for the Student Course Attempts in ENRF5F10 via the batch pre-enrolment process from ENRF0192.
The First Page of Self-Enrolment
The first page of Self-Enrolment should contain the ENR-SCAE application and the ENR-STEPS application. The ENR-SCAE application is required to allow users with multiple Student Course Attempts to select the Course Attempt to maintain. Where a user has only one Student Course Attempt, the ENR-SCAE application is not displayed in the page.
The ENR-STEPS application displays all the available/required steps for the user to complete. The appearance of these steps can be customised in several ways. By default, the application displays the elements down the page. The application Web Element template can be customised to display the steps across the page. In the sample provided as part of the release, the steps are displayed as text links. As mentioned above in the Anchor Web Element section, the Enrolment Step links could be buttons or images instead. The links will have been mapped to the Enrolment Steps in ENRF0193.
As both these applications (ENR-STEPS and ENR-SCAE) would normally have secure access (set in SSFF1100), the login application could appear over both applications within the page, possibly confusing the user. Optionally, a user defined application can be created in SSFF1100 with secure access (for example: SELF-ENROL). In SSFF1110, the page containing the ENR-STEPS application and the ENR-SCAE application can be mapped to the SELF-ENROL application and a login page defined. In the Web Administrator, the SELF-ENROL application Web Element is created and inserted into a web page (for example, SELF-ENROL) along with a welcome font (text) for the Self-Enrolment facility. This method displays a single login application to the user when attempting to access Self-Enrolment. Other pages for Self-Enrolment that contain multiple applications should be mapped to the SELF-ENROL user defined application to provide a single login where the user has accessed the page directly via a bookmark rather than through the Self-Enrolment Steps. For example: the web page containing the SCA-UPD application may also contain the ENR-NXTPREV application if a user enters the SCA-UPD application directly they could be confronted with two logins.
Pages should be created to contain the SCA-UPD, SUA-UPD, UNIT-SRCH, UOO-SELECT, GOVT-STATS, DECLARE, DISCLAIMER, SUAAO-INQ, SUAAO-UPD and ACTVTY-TT applications. For each of these pages, the ENR-NXTPREV Self Serve Application can be included providing users with the ability to move back one step or forward one step in the Enrolment Steps. The ENR-NXTPREV Web Element application is customised in the Maintain Application property block to display only the step immediately preceding the current application and step immediately after the current application. The ENR-NXTPREV Self Serve Application is mapped to the ENR-STEPS system Self Serve Application.
The Government Statistics Page
For the GOVT-STATS application, the BRTH-CNTRY, HOME-LANG, LOC-CNTRY and PR-UG-INS applications are displayed as separate windows when the user selects the appropriate search buttons to allow the user to select Country Codes, Language Codes or prior Undergraduate Institution Codes for some of the Government statistics questions.
For these applications to be displayed, they must also be defined as Self Serve Applications in SSFF1100 and as Web Element applications in the Maintain Applications form of the Web Administrator. These Web Element applications must also be inserted into web pages in the Web Administrator. The web pages they are inserted into must have the same codes as those recorded in the GOVT-STATS application template. Either use the same codes as those referenced in the GOVT-STATS application template or update the template to reflect the institution defined web page codes used in the Web Administrator.
This also applies to the SCA-UPD application that accesses the EXAM-LOC application, to allow user's to update their nominated Examination Location. For more details on the EXAM-LOC application refer to The Examination Applications.
Last
Modified on 20 November, 2003