Calendars

Activity

Notes/Issues

CALF0220

Create and maintain:

Academic Periods

Academic Periods provide the context for Enrolment in particular Unit Offering Options, via their relationship with Enrolment Calendars. Multiple Academic Periods may be associated with an Enrolment Period, enabling Enrolment in more than one year. 

Enrolment Periods

Enrolment Periods provide the context for each Course Attempt Enrolment.

Teaching Periods

Teaching Periods provide the context for Enrolment in units, and are determined via their relationship with specific Academic Periods. When the Self Enrolment facility determines valid Unit Offering Options for the context Academic Period, it identifies Units offered in Teaching Periods associated with the Academic Period. In the case of Units offered in straddling Teaching Periods (ie. Teaching Periods that start in one Academic Period and finish in another Academic Period), only the offerings in periods whose first occurring associated Academic Period matches the context Academic Period are selected.

For example,

• ENR(2004) is the Enrolment Period for ACAD-YR(2004).
• SEM-1(2004), SEM-2(2004), YR-LONG(2004), S2-E1(2004-2005) and S2-E1(2003-2004) are all Teaching Periods associated with ACAD-YR(2004).
• However S2-E1(2003-2004) is also associated with ACAD-YR(2003). Because ACAD-YR(2004) is the second occurring associated Academic Period, offerings in this Teaching Period will not be selected as valid offerings for Enrolment in ENR(2004).

CALF0512 / CALF0511

Create and maintain Date Alias Instances:

Census Date effects students with a Course Attempt status of INTERMIT. These students can access the Self Enrolment facility however, if a Census Date falls within the Intermission Period, they cannot add units for the Teaching Period containing that Census Date.

For example, a student's Intermission Period is from 01/01/2004 to 30/6/2004. If they access the Self Enrolment Application during the Enrolment Period for ACAD-YR 2004 they can enrol in units for SEM-2 as the Census Date for SEM-2 is 31/8/2004. They cannot enrol in units for SEM-1 as the Census Date for this Teaching Period is 31/3/2004, which is within the Intermission Period.

Add unit Start and End Dates are used in the ADD-UNIT Cohort Process Windows. These are optional. Their use depends on the need to restrict the Enrolment in certain types of units within the Enrolment or Enrolment Variation Periods. For example, the cut-off date for Enrolment in Off Campus Units may be earlier than On Campus Units.

For further details on the ADD-UNIT Process Type see Cohort Process Windows - Special Topics.

Drop-Unit Dates (in Teaching Periods)

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 ability to define periods to restrict discontinuation of Student Unit Attempts via the Self Enrolment Application within Callista Connect will not require any form changes and can be maintained via the form 'GENF1100 - Maintain Cohort Process Windows'.

The DROP-UNIT Process Type will be associated with a Teaching Calendar and will function in a similar manner as the ADD-UNIT functionality. That is, if no Cohort Process Window is defined, then no restriction applies.

Unit Discontinuation Dates (in Teaching Periods)

These dates are used by the Unit Discontinuation routine to determine:

• Whether or not a Unit Attempt is deleted when discontinued; and
• If not deleted, the appropriate administrative unit status and grade for each discontinued Unit Attempt.

Enrolment Start and End Dates (in Enrolment Periods)

These dates are used as Cohort Process Window (access window) Start and End Dates for the Enrolment and VARIATION processes.

CALF0330

Create and maintain Calendar relationships:

Institution Academic Calendar

The relationship between the Academic Period and the Enrolment Period is important as it provides the context for a student's Enrolment.

Student Enrolment Periods

Having identified the context Enrolment Period during the Enrolment process, these relationships enable determination of the context Academic Period/s for Enrolment.

Student Teaching Periods

Having identified the context Academic Period/s during the Enrolment process, these relationships enable determination of the context Teaching Period/s and valid Unit Offerings.

Course Structure and Planning

CRSF1500

Course Offering Pattern must exist for the context Academic Period. It is assumed that Course Offering Pattern's are rolled over from year to year.

If a Course Offering Pattern does not exist in the context Academic Period, Self Enrolment is not possible.

For Course Offering Patterns that are available for Self Enrolment, the SSF Avail check box MUST be selected.

If the check box is not selected, Course Attempts matching the Course Offering Pattern cannot be enrolled via the Self Enrolment facility.

The maximum cross Credit Point restrictions for each Course Offering Pattern have been specified, if required.

Cross Credit Point restrictions are based on Faculty, Location, Attendance Mode and history Faculty.

If these restrictions exist and the CHKCROSS Enrolment Step exists for the Student Course Attempt, checking will occur.

• If the CHKCROSS step is Mandatory, any infringement is displayed as an error.
• If the CHKCROSS step is optional, any infringement is displayed as a warning.
• If the CHKCROSS step is WAIVED, checking is not performed at all.

CRSF1400

Forced Location, Attendance Type and Attendance Mode should be specified if required.

If these restrictions exist and the CHKFORCED Enrolment Step exists for the Student Course Attempt, checking will occur.

• If the CHKFORCED step is Mandatory, any infringement is displayed as an error. (Exception: if forced Attendance Type is checked and the nominated Course Attempt Attendance Type is full-time, a warning rather than an error is displayed if the derived Attendance Type is part-time).
• If the CHKFORCED step is optional, any infringement is displayed as a warning.
• If the CHKFORCED step is WAIVED, checking is not performed at all.

CRSF2700 / RULF2000

Unit Version Rules are created, if required.

Unit Version Rules (lower block) can be specified as either ERRORS or WARNINGS. By default, Unit Version Rules are errors. The 'Warning' rule option is included in the rule text if a warning is preferred. Note: warnings are not supported in ENRF3000.

Note: rules messaging has been expanded. Messages can now be customised for Unit Version Rules. If Unit Version Rules are used, the corresponding required error messages must also be set up. See Enrolment Message Rules for further details on rules messaging.

CRSF2500

The required Unit Offering Options must exist for the Teaching Periods covered by the Enrolment Period.

For all Unit Offering Options that are to be available through Self Enrolment, the SSF Avail check box must be checked.

If the SSF Avail check box is not selected, students cannot select the Unit Offering Option through Self Enrolment facility.

CRSF1441 / CRSF1442

Create and maintain:

If the SSF Avail check box is not selected, students cannot select the Unit Activity Offering Option through Self Enrolment facility.

Enrolments

ENRF0110

Create and maintain:

Administrative Uni Status

This data, in conjunction with discontinuation dates, is required for the Unit Discontinuation process.

ENRF0170

Create and maintain:

This data is required for the Unit Discontinuation process. Associate discontinuation dates with administrative unit statuses.

If there is more than one Discontinuation Date Alias with the same absolute date, one of the Administrative Unit Statuses mapped to the Date Aliases must be defined as the default status. The default status, and its associated grade, is applied when a student discontinues a unit through the Self Enrolment facility.

ENRF0192

Create and maintain:

Enrolment Category procedure detail for the Enrolment Method Type WEB.

To enable Self Enrolment for each Enrolment Category/Commencement Type, Web Enrolment Steps must be defined. These steps are used to build the Self Enrolment process. The Pre-Enrol Steps check box must be selected when steps are defined for the WEB Enrolment Method Type.

This check box is used by ENRJ3100 to pre-enrol students in the steps for the WEB Enrolment Method Type as well as their Course Attempt details and Pattern of Study Units.

If the check box is not selected, a student entering the Self Enrolment facility will not be able to see the available Enrolment Steps.

The Enrolment Steps pre-enrolled for a Student's Course Attempt can be viewed in ENRF5F10.

Define required steps.

Allocate WEB steps to the WEB Enrolment Method Type.

Special Note: The two Enrolment Step types UNITS and UNT-ATTMPT are both required to be configured for the Shopping Cart applications to function correctly. UNITS is used for data collection and completion checking and UNT-ATTMPT is required for navigation purposes. They should be one after the other in the Step Order (ENRF0192 & ENRF5F10), and the Step Elements should be configured against the UNT-ATTMPT step type (ENRF0193 - Enrolment Category Procedure Step Element).

Define steps as Optional, Mandatory or Mandatory Confirm.

See third block and Step Elements button at bottom right.

Optional steps are those without the Mandatory Step check box or Mandatory Confirm check box selected.

Mandatory steps are those with the Mandatory Step check box and/or Mandatory Confirm check box selected.
Mandatory steps are those requiring the existence of data.

Mandatory Confirm steps are those requiring the student to confirm that the data recorded is accurate.

A step can have the Mandatory Confirm check box selected and not the Mandatory Step check box. This requires students to confirm that the existing details or the data entered during the Enrolment process is correct. For example, the ADDRESS step might be defined as Mandatory Confirm, but not Mandatory Step. Students would therefore be required to confirm that the displayed address is correct or to update and confirm it if not correct.

The addition of the Mandatory Confirm check box determines the appearance of the SUBMIT button in the application.

• If the Mandatory Confirm check box is not selected, the button displays SUBMIT.
• If the Mandatory Confirm check box is selected, the button displays CONFIRM.

Note: If the Mandatory Step and/or Mandatory Confirm checkbox is selected, the Pre-enrolment process (i.e. ENRJ3100 or ADMF3240) automatically sets the Completed Date to the current date for WEB enrolment steps.

However, for 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) but 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.

Optionally restrict the Enrolment Step to a particular Process Type.

There are two Enrolments Process Types (on lower block) - Enrolment and VARIATION.

An Enrolment Step can be restricted to a particular Process Type. For example, it may be decided that students can enter statistical details during Enrolment only. This can be achieved by restricting the STATISTICS Enrolment Step to the Process Type Enrolment. When the student accesses the Enrolment Steps during the VARIATION process, the statistics step is not displayed.

ENRF0193

Define Web Elements for Enrolment Steps.

For each Enrolment Step in the WEB Enrolment Method Type to be displayed, a Web Element should be specified to define how the step is represented in the Self Enrolment application.

The Web Element could be a text link, a button or an image.

For each Enrolment Step, Web Elements can be defined for the different step statuses. At a minimum, Web Elements should be defined for the UNDEFINED status for Process Types Enrolment and VARIATION.

ENRJ3100

Pre-enrol:

Student Course Attempts

Student Course Attempts must be pre-enrolled in order to establish an Enrolment Period context for each Course Attempt Enrolment.

Patterns of Study units

Under the Returning Students tab, Pre-Enrol in Pattern of Study Units check box is optional. Pre-enrolled units are added as UNCONFIRMED Unit Attempts to the student's Course Attempt.

Unconfirmed units can be confirmed (enrolled) by students in the Student Unit Attempt Update Application (SUA-UPD).

Enrolment Steps

If the pre-enrol check box has been selected for the WEB Enrolment Method Type in ENRF0192. The pre-Enrolment job applies the applicable Enrolment Steps against the Student's Course Attempt.

Otherwise, when a student accesses the Self Enrolment application, the Enrolment Steps will not be displayed.

ENRF0150

Maintain Aboriginal and Torres Strait Islander explanations.

The explanations recorded are displayed as optional responses to the Aboriginal/Torres Strait Islander Code in the GOVT-STATS application in Self Enrolment.

Each response is displayed next to a radio button to enable its selection.

The Explanation field should normally be phrased as an answer. For example:

• I am not an Aboriginal or Torres Strait Islander.
• I am an Aboriginal.
• I am a Torres Strait Islander.

If an Explanation field is not recorded, the radio button will appear in the GOVT-STATS application without any corresponding text.

ENRF0140

Maintain Citizenship explanations.

The explanations recorded are displayed as responses to the Citizenship question in the GOVT-STATS application in Self Enrolment.

Each response is displayed next to a radio button to enable its selection.

The Explanation field should normally be phrased as an answer. For example:

• I am an Australian citizen.
• I have permanent residency in Australia.

If an Explanation field is not recorded, the radio button will appear in the GOVT-STATS application without any corresponding text.

ENRF01A0

Maintain Disability explanations.

The explanations recorded are displayed as responses to the Disability question in the GOVT-STATS application in Self Enrolment.

Each response is displayed next to a radio button to enable its selection.

The Explanation field should be normally phrased as an answer. For example:

• I have a vision impairment.
• I have a hearing impairment.

If an Explanation field is not recorded, the radio button will appear in the GOVT-STATS application without any corresponding text.

ENRF01C0

Maintain Permanent Residence Code explanations.

The explanations recorded are displayed as responses to the Permanent Residency question in the GOVT-STATS application in Self Enrolment.

Each response is displayed next to a radio button for selection.

The Explanation field should be normally phrased as an answer. For example:

• You either have not obtained permanent residence though immigration or you were born in Australia.

If an Explanation field is not recorded, the radio button will appear in the GOVT-STATS application without any corresponding text.

Statistics

STAF112I

Maintain Government prior education explanations.

The explanations recorded are displayed as responses to the prior eduction question in the GOVT-STATS application in Self Enrolment.

Each response is displayed next to a radio button for selection.

The Explanation field should be displayed as an answer. For example:

• Never commenced.
• Commenced such a course, but not all requirements completed.
• Completed all the requirements for the award.

If an Explanation field is not recorded, the radio button will appear in the GOVT-STATS application without any corresponding text.

General System Functions and Facilities

GENF0003

Maintain Self Serve user messages.

For each System Message that may be called within Callista Connect applications, record an easily understood Self Serve Message. This is the message seen by users of the applications. If a Self Serve Message button is not recorded, the System Message will be displayed.

If a User Message is recorded, it is displayed rather than the System Message. An extra button, 'Help', is also displayed. Selecting this button displays the original System Message.

Where a User Explanation is also recorded, selecting the 'Help' button displays this extra information rather than the original System Message.

Set messages for display in the Activity Log

Optionally set the Include in Activity Log check box. Selecting this check box enables the called message to be recorded in the Activity Log for the student. This allows administrative users to track access problems and transaction errors and warnings while in Callista Connect. This Activity Log can be viewed in SSFF4000.

GENF1000

Create and maintain:

Cohorts

Create Cohorts to define the groups of Student Course Attempts able to be enrolled via the Self Enrolment facility. For further details on Cohorts see GENF1000 (Maintain Cohorts).

GENF1100

Create and maintain:

Cohort Process Windows

Create Cohort Process Windows to define the period of time during which different groups of Student Course Attempts can access the Enrolment and Enrolment variation processes via the Self Enrolment facility.

Optionally create ADD-UNIT Cohort Process Window (lower block) to specify the period of time during which certain types of units can be added. For example, the final date for enrolling in Off Campus Units may be earlier than the final date for enrolling in On Campus Units.

If a Cohort Process Window exists for the DROP-UNIT Process Type, then student will only be able to discontinue within the period specified by the Cohort Process Window. Within the context of a specific Enrolment Period, this enhancement will enable the blocking of Unit Discontinuation in one Teaching Period (e.g. Semester 1) whilst allowing full Enrolment variation functionality in another Teaching Period (e.g. Semester 2).

For further details on Cohort Process Windows see GENF1100 (Maintain Cohort Process Windows).

Rules

RULF2001 / RULF2000

Create and maintain:

Unit Message Rules

In RULF2001 select the Enrolment Rule Group (top block), and specify the rule options available for the different levels of rules messaging (MSG-GEN and MSG-SPEC rule subgroups). The rules are specified in RULF2000, which is entered in context for the rule level.

Rules messaging is used to provide detailed, customised messages for pre-requisite, co-requisite and incompatible and Unit Translation Set Unit Rules. These customised messages are displayed in ENRF3000 and in the Self Enrolment facility. The messages provide information on the rule encountered and what action needs to be taken.

Note: consideration must also be given to both the Unit Translation Rule Application rule and the SYSTEM/SET-RULES Translation Expansion Level (#SET) rule.

Unit translation application rule

In RULF2001 select the Enrolment Rule Group (top block), and Subgroup SYS-WIDE. This rule is triggered on Enrolment in any unit. It specifies whether or not Unit Translation Set rule checking in enabled. If checking is enabled, the rule also specifies which units should be considered during the checking process. In particular:

• Only Unit Attempts in the context Course Attempt or Unit Attempts in all Course Attempts (institution-wide); and
• Only passed Unit Attempts or both passed and enrolled Unit Attempts.

Translation Expansion Level(#SET) rule

In RULF2001 select the SYSTEM Rule Group and Subgroup SET-RULES. This rule is used to define the level of translation expansion that will occur for all rules that use sets of units. When the translation of units is performed, the original set of units is always included in the expanded set. The rule may specify that translations are not considered at all, or that the set of units is expanded by the first level translation, or that the set of units is expanded recursively using all translation levels.

Self Serve Facility

SSFF1100

Create and maintain:

Self Serve Applications

Ensure all required applications have been specified and such details as access levels recorded.

For details on the applications available see Callista Connect Student Applications.

Optionally set the Maximum Selection Number (using UOO-SELECT as an example)

Recording a maximum selection number determines if a Unit Offering Option query is aborted if the parameters retrieve too many units.

For example, the value has been set to 100. A student enters a Unit Offering Option query. When this query performs it retrieves 100 units and has not yet completed the query. The query is aborted and a message is displayed to the student advising that they should be more specific in their query.

Optionally set the Maximum Display Selection Number (using UOO-SELECT as an example)

Recording a maximum display selection number specifies the number of Unit Offering Options that can be displayed at one time by the UOO-SELECT application when a student uses the UOO-SELECT application to query on Unit Offering Options in the Self Enrolment facility.

For example, setting this value to 10 displays ten units at a time retrieved from the student's unit query if more than ten units were retrieved. If less than ten units were retrieved, all would be displayed.

Note: the number recorded here determines the number of times the student may have to select the 'Next' option to view all of the Unit Offerings retrieved by the unit search.

SSFF1120

Modify application templates if required

Optionally alter HTML tags in the Web Application template to customise it. For example, altering the tags in the ENR-STEPS Application Template can change the display of Enrolment Steps from a vertical list to a horizontal list.

SSFF1200

Set Timeouts.

Record Timeouts, if required.

SSFF1300

Modify System Data Prompts, if required

Insert/modify the Prompts for fields in Enrolment related applications.

For example, in the GOVT-STATS application, customise the Prompts for the Aboriginal and Torres Strait Islander section to display as a question.

Note: In the GOVT-STATS application, the set of responses to each question are maintained in the explanation field of the related forms (eg. the ATSI explanations are recorded in ENRF0150).

Specify Link Web Element Code, if required

Map Link Web Element Code to data items where a link is required. For example, in the SCA-UPD application, a link can be specified from the Course Attempt Status Data item to the web page containing the SCA-STATUS application.

The links must first be defined as ANCHORS in the Maintain Web Anchors form of the Web Administrator.

 Web Administrator

Maintain Applications 

Create application Web Elements

Application Web Elements must have the same name as their corresponding Self Serve Application defined in SSFF1100. 

Modify application Web Element templates

To modify a template, either:

• Create the HTML code in the property block, or
• Copy the System Application Template from SSFF1120 and paste into the Property block and modify as required.

Note: If the Web Element Application Template has not been modified in theProperty block, the System uses the System Application Template when displaying the application in a web page.

Maintain Web Anchors 

Create anchor Web Elements

Anchors must be defined for links within applications for mapping in SSFF1300.

For example, for the SCA-UPD application, anchors should be created for the web pages containing the SCA-STATUS application. This anchor is then mapped to the Course Attempt status data item in the SCA-UPD system self serve application in SSFF1300. 

 Maintain Web Fonts

Create required user help/information font Web Elements

Web fonts are the text blocks to be displayed in the web pages. For example, welcome text for a front page or explanation text providing instructions to the user. 

 Maintain Web Page Body

Create Body Web Elements

Web page body is used to hold the applications, fonts, images, header and footer templates that are to be displayed on the web page.

Optionally use the Body Template Property to customise the layout of web pages. When Web Elements are inserted as subordinates to the body in the Web Element Relation Builder, they are displayed in the page one after the other. If a finer control of positioning is required a table can be defined in the Body Template Property block and the Web Elements placed within a cell of the table.

Maintain Web Page Head

Create Head Web Elements

Web Page Head is used to hold the style, title and possibly javascript Web Elements for a page. Inline styles are used to define aspects of the page appearance. The title is displayed in the title bar of the browser window when the page is open. Javascript can be used to trigger events when the web page is opened. The use of these Web Elements is optional.

Maintain Web Pages

Create Page Web Elements

Page Web Elements are created to hold all the Web Elements of the page.

Note: For some applications, such as BRTH-CNTRY, EXAM-LOC, HOME-LANG, LOC-CNTRY and PR-UP-INS, the web pages in which the applications are placed must have the same codes as those referenced in the GOVT-STATS and SCA-UPD application templates. 

Connect Builder

Apply Web Elements to a web page

Open the page and add the head and body. Insert style information in the page head. Insert applications, font, anchors, images, header and footer templates as desired.