Student Advanced Standing

ADV4200A - Student Advanced Standing
Create Advanced Standing Details - ADVF4200

Purpose	To create and maintain Advanced Standing records for individual students.
Subsystem	Advanced Standing
Normally Run By	Administrator Specialist
Anticipated Frequency	As required
Structure	Blocks	Person
		Student Course Attempt Advanced Standing
	Buttons	Adm Advanced Standing (ADVF2000)
		Unit Details (overlay)
		Unit Level Details (overlay)
		Find Person (ADMF1211)

SPECIAL NOTE:

This file (ADV4200a) is a three part series of files for ADVF4200. This file explains the first screen (ADV4200a) the user sees, without explaining the two buttons (Unit Details and Unit Level Details) at the bottom of the screen.
The two following files (ADV4200b) explain the screens that appear after selecting the Unit Details button, and (ADV4200c) explains the screens that appear after selecting the Unit Level Details button. Both these buttons appear in the bottom block of ADVF4200.

It is here that Advanced Standing records can be created, updated and deleted.

Advanced Standing details transferred from Create ACAI (Admission Course Application Instance) Advanced Standing Details (ADVF2000) as a result of the pre-enrolment process can also be viewed and maintained here. The user can, if data exists, switch between the two forms (ADVF4200 and ADVF2000) via a navigation button. Lamps indicate if data exists in both forms.

In addition, new Advanced Standing Precedent records created in the Precedent pages (PRDW0400) are also are transferred to this form via the Find Precedent (PRDF1100) form (accessed via the Find Precedent icon), or via the 'advStndPrd' Web Service.

Person block

This is the context block and displays details of the student whose Advanced Standing, Course Attempt details are displayed in the block below. When this form is invoked via the button in another form (for example, Record Enrolments form), the information displayed here is for the same student as selected in that form and no other student's record can be queried. When this form is invoked via a different method, queries can be performed in this block.

For example, from the Record Enrolments form (ENRF3000), Advanced Standing details can be recorded or modified for the student selected there by selecting the Adv Standing button and invoking this form. When Advanced Standing is being recorded or checked outside Enrolment processing it is quicker to access this form directly from a menu and query the required students' records here.

Student Course Attempt Advanced Standing block

Advanced Standing is granted for a student's specific Course Attempt, although the basis for granting Advanced Standing in one Course Attempt may also be applicable to other Course Attempts. This block is used to record and display the Course Attempts for which Advanced Standing has been granted. It also displays summary details of the Advanced Standing. Advanced Standing details for a Student's Course Attempt(s) can be recorded for Specific Units (Advanced Standing Unit), or for Unit Levels (Advanced Standing Unit Level).

For example, when Advanced Standing is granted, it is granted for a particular Course Attempt of a student. With the student's details displayed in the Person block, the Course Attempt in which Advanced Standing is granted is displayed or can be recorded in this block.

When defining an Advanced Standing the user can select from Granting Statuses (Granting Status) of: APPROVED ASSESSING, CANCELLED, DECLINED, GRANTED, NOT-APPRVD and REVOKED.

For further insights on the different Granting Status and Dates, see below.

For insights on Advanced Standing see 'Understanding Advanced Standing (ADVINTR3)'. For a glossary of terms, see 'Advanced Standing Glossary (ADVINTR2)'.

This form is accessed from Direct Admissions Course (ADMF3240), Record Enrolments (ENRF3000), Create ACAI Advanced Standing Details (ADVF2000) or the main menu.

The Person block contains:

Person ID
Sex
Date of Birth

Button

Find Person (ADMF1211)

The Student Course Attempt Advanced Standing block contains:

Sector (Pop)
Course (LOV)
Version
Status
Total Approved CP/CH
Advanced Standing Granted CP/CH
Duplicate Units CP/CH
Total Granted CP/CH
Percentage of Course Requirements Granted
Major Exemption Institution (read-only)
Government Credit Basis (LOV)
VET Field of Education (LOV)
VET Level Detail (LOV)
Government VET Provider (LOV)

Buttons

Adm Adv Standing (ADVF2000) - Admission Course Application Instance
Find Precedent - (icon)

Unit Details (overlay)
- SCA Advanced Standing block:
  - Person ID
  - Sex
  - Date of Birth
  - Course Version
- SCA Advanced Standing Unit block:
  - Unit Code (LOV)
  - Version
  - Adv Stnd Type (Pop)
  - Percentage
  - Credit Points
  - Contact Hrs
  - Institution (LOV)
  - Granting Status (Pop)
  - Institution Name
  Tabs
  - Administrative Details Tab
    - Unit Title
    - Created
    - Approved
    - Granted
    - Cancelled
    - Authorised By
    - Crs Grouped check box
    - Not Transferable check box
  - Basic Details Tab
    - Course Type (LOV)
    - Advanced Standing Source (LOV)
    - Last Year Of Enrolment
    - Completed check box
  - Origin Course Tab
    - Origin course Code (LOV)
    - Title
    - Course Type
    - Yr Last Enrolled
    - Completed check box
    - Course Type Description
  - Origin Unit Tab
    - Origin Unit Code (LOV)
    - Title
    - Credit Points
    - Contact Hours
    - Year Completed
  - Alternate Unit Tab
    - Alternate Unit (LOV)
    - Version
    - Achievable Credit Pts
    - Supervised Contact Hrs
    - Optional check box
  - Comments Tab
    - General
    - Not Approved
    - Declined
  - Status Dates Tab
    - Assessing
    - Approved
    - Granted
    - Not Approved
    - Cancelled
    - Declined
    - Revoked
    - Expired (Expiry)
  Buttons
  - Unit Level Details button
  - Back button

Unit Level Details (overlay)
- SCA Advanced Standing block:
  - Person ID
  - Sex
  - Date of Birth
  - Course Version
- SCA Advanced Standing Unit Level block:

Unit Level (LOV)
Credit Pts
Contact Hrs
Discipline (LOV)
Institution (LOV) - (optional)
Granting Status (Pop)
Institution Name

Tabs

Admin Details Tab

Unit Level Description
Discipline Description
Created
Approved
Granted
Cancelled
Authorised By
Crs Grouped check box
Not Transferable check box

Basic Details Tab - same as above
Origin Course Tab - same as above
Origin Unit Tab - same as above
Comments Tab - same as above
Status Dates Tab - same as above

Buttons

Unit Levels button
Back button

Rules/Notes:

Adding a Course Attempt record here will permit Unit and/or Unit Level details of the Advanced Standing to be recorded.

The Find Person button is only enabled on direct entry from the main menu.

The Percentage of Course Requirements Granted is a derived field which cannot be edited. The value in this field is reported as Element 565 in the Higher Ed Student Enrolment file (EN) and the VET Student Enrolment file (VEN).

The Major Exemption Institution is a read-only field, it is derived as follows:
1. a) If Course Type (in Basis Details tab) is populated, then derive the institution from the Advanced Standing Unit and/or Unit Level.
    b) If multiple different institutions are found and a match is found against the Default Major Exemption Institution (defined at ADVF1110), then use the Default Major Exemption Institution
   c) If multiple different institutions are found and NO match is found against the Default Major Exemption Institution (defined in ADVF1110), then use the institution (in Unit/Unit Level) with the highest Credit Point value.
ELSE (if Course Type is empty)
2. a) derive the institution from the Advanced Standing Unit and/or Unit Level where the institution has a 'Valid HEP' indicator equals YES (see ORGF0115).
    b) If multiple different institutions are found and a match is found against the Default Major Exemption Institution (defined at ADVF1110), then use the Default Major Exemption Institution
   c) If multiple different institutions are found and NO match is found against the Default Major Exemption Institution (defined at ADVF1110), then use the institution (in Unit/Unit Level) with the highest Credit Point value.
Only Unit / Unit Level Advanced Standing records with a Granting Status of GRANTED are included in the above rules.

When the Government Credit Basis is 200 or 300, the Major Exemption Institution, VET Field of Education, VET Level Detail and Government VET Provider must be specified.

Closed values for VET Level Detail, VET Field of Education, Government Credit Basis or Government VET Provider Type cannot be selected.

The VET Field of Education cannot be set to a value where the Government Field of Education is NULL.

When a student has multiple Unit or Unit Level records for multiple VET qualifications or periods of study for a course, the Government VET Provider type specified should be the one that contributed the most credit.

The Government Credit Basis Code value should be the Advanced Standing contributing the most towards the Total Credit of the course.

When specifying the VET study and the student has more than one VET qualification (or period of study), the VET Level Details should be recorded for whichever qualification or study contributed the most credit.

The three buttons at the base of the main screen: ADM Advanced Standing, Unit Details and Unit Level Details have a (+) or (-) sign next to them. If a record exists a (+) sign is displayed. If no record exists a (-) is displayed. In the case of the Adm Advanced Standing button, a (+) is displayed if Advanced Standing exists for any of the context Person's Admission Course Application Instance records.

For details of the Unit Details button - Advanced Standing Unit, see ADV4200B.

For details of the Unit Level Details button - Advanced Standing Unit Level, see ADV4200C.

SCA Advanced Standing Unit and SCA Advanced Standing Unit Level Blocks

(Note: These blocks are accessed via the Unit Details button (explained in ADV4200b) and via the Unit Level Details button (explained in ADV4200C).

The Unit Code (LOV) under the SCA Advanced Standing Unit block allows for a unit to be 'ACTIVE', 'EXPIRED' or 'INACTIVE'. If an 'INACTIVE' (end-dated) unit version is selected as Advanced Standing, a warning message asks if you want to proceed. Selecting the ‘Yes’ button, returns the user to data entry mode and enables the addition of another unit or saving of the record. Selecting the ‘No’ button will cause the unit to be cleared.

The 'Crs Grouped' check box has no system functionality. It is used for local development reports, for example, to determine how many units of a course a student has undertaken.

The Find Precedent icon navigates to the Find Precedent (PRDF1100) form where you can:

Find an existing 'Advanced Standing' Precedent with a status of ACTIVE or REVIEW, and by selecting the required Precedent record automatically insert Unit and/or Unit Level Advanced Standing record(s) (into ADVF4200) for the student,
Or
Create a new Advanced Standing Precedent via the New Precedent button which navigates to the Precedent (PRDW0400) page.
Note: Users with the PRD_VIEW Advanced Security Function do not have access to this page (see SECF0062 or SECF0063).

Note: The Find Precedent icon is only displayed if at least one Precedent record exists in the PRECEDENT table in the database. This means that institutions that are not using Precedents will not see this button.

LAMPS

Lamps can appear, depending on the record, to the right of the Student Course Attempt Advanced Standing block title. They are:

Admission Advanced Standing Exists - this displays when Admission Course Application Instance Advanced Standing exists in ADVF2000 for the context Student Course Attempt.

Validations include:

Records can be created with a Granting Status of GRANTED.
Records can be changed from a Granting Status of EXPIRED, CANCELLED or REVOKED to anything other than APPROVED.
When setting the Granting Status to APPROVED or GRANTED the 'Authorised By' field must be populated. Setting it to anything else means this field cannot be populated.
Once the authorising Person ID is populated (by setting the Granting Status to APPROVED or GRANTED) it cannot be deleted.
The Advanced Standing Origin must be from the same institution as the Advanced Standing Exemption institution.
Cannot change the Advanced Standing Unit Exemption institution while the child origin records exist.
Can only record 'Not Approved' comments when status is NOT-APPRVD.
Can only record 'Declined' comments when the status is DECLINED.
Year Completed/Year Last Enrolled cannot be later than the current year.
No Status date can be before the Creation date.
If an End-dated (INACTIVE) Unit Version is recorded as Advanced Standing, a warning message is displayed and a Yes/No pop-up is used to determine further processing.
Only valid combinations of System Advanced Standing Source, Provider Outcome Identifier and Granting Status can be used for a Unit Code.
Only valid combinations of System Advanced Standing Source, Provider Outcome Identifier and Granting Status can be used at Unit Level.

Granting Status

(Note: This section is explained in ADV4200b.)

Depending on what Granting Status is selected, the area after the 'Created' field in the Admin Details Tab dynamically changes. For example, if ASSESSING was selected as a Granting Status, then the area after the 'Created' date field in the Admin Details Tab would have an 'Assessing' date field added. The matrix below shows what field/s are displayed, when different Granting Statuses are selected.

The Granting Status defaults to a value defined in the Maintain System Advanced Standing Granting Status (ADVF1180) upon creation of new Advanced Standing records.

Granting Status	Different Date Fields Displayed in the Admin Details tab
ASSESSING	Created	Assessing	.	.
APPROVED	Created	Approved	Granted	Expiry
GRANTED	Created	Approved	Granted	.
CANCELLED	Created	Approved	Granted	Cancelled
EXPIRED	Created	Approved	Granted	.
REVOKED	Created	Approved	Granted	Revoked
DECLINED	Created	Approved	Granted	Declined
NOT-APPRVD	Created	Not Approved	.	.

The Origin Course and Origin Unit records are not related (even though they are created in one form), therefore, when entering data in one, the other does not need to be populated.

Advanced Standing Origins are maintained in the form, Maintain Advanced Standing Origin (ADVF1190).

Note: Data from the Origin Course Code field in the Origin Course Tab or Origin Unit Code field in the Origin Unit Tab are found in one table, the Advanced Standing Origin Instance Table (ADV_STND_ORIGIN_INSTANCE).

The Status Dates Tab displays dates set in other blocks and tabs of this form. Information displayed cannot be updated in this tab.

The name of the Expired field (located under the 'Status Dates' Tab in the ACAI Advanced Standing Unit block) displays as 'Expired' if current status is expired. Otherwise it displays as 'Expiry'.

The Comments Tab

It is here that an institution can make specific comments on why a student's Advanced Standing is approved or not approved. The comments should be added to the appropriate Unit/Unit Level.

To enquire on the Advanced Standing details of a student other than the one initially displayed:

Enter Query mode.
Enter the ID number of the required student in the Person ID field. (A query can be performed using name details as query criteria, however, this is not recommended as an efficient method to retrieve records in this form.)
Execute the query.

Rules/Notes:

A query cannot be performed in this block if the form was invoked via the button in the Record Enrolments form.

To record Advanced Standing Course Attempt details for a student using the Create Advanced Standing Details form - Student Advanced Standing screen:

Ensure that the correct student record is displayed in the Person block.
Navigate to the Student Course Attempt Advanced Standing block.
Either:
- Select the previously recorded Course Version to which the advance standing applies, or
- Enter Insert mode.
Select the required Course Version from the list of values in the Course field (or key valid values in the Course and Version fields) of a blank record.
Save.
Navigate to the Unit Details or Unit Level Details screens to continue entering details.
The area at the bottom of this form displays derived and defaulted information. This is described in Rules, opposite.

Rules/Notes:

Advanced Standing records can only be added to Student Course Attempts with the Statuses ENROLLED, UNCONFIRM, INACTIVE and INTERMIT. (But not DISCONTIN OR LAPSED.)

'Total Approved CP', 'Advanced Standing Granted CP', 'Duplicate Units CP', 'Total Granted CP' and 'Percentage of Course Requirements Granted' fields contain derived values. (How they are derived is explained in the Subsystem Glossary.) Where no Unit or Unit Level details are recorded for the Advanced Standing record, their values will all be zero.

The Major Exemption Institution fields are also derived (see Subsystem Glossary), but where no Unit or Unit Level details are recorded for the Advanced Standing record, the value in these fields is null.

VET course details can be entered using the following fields, if required:

Percentage of Course Requirements Granted
Major Exemption Institution (read-only)
Government Credit Basis (LOV)
VET Field of Education (LOV)
VET Level Detail (LOV)
Government VET Provider (LOV)

To modify Advanced Standing Course Attempt details for a student using the Create Advanced Standing Details form - Student Advanced Standing screen:

Rules/Notes:

Records cannot be modified here. Allowable actions are:

Adding a Student Course Attempt record, or
Deleting a record where no Unit or Unit Level details exist.

To run a Fee Assessment for this student:

Click on the Fee Assessment icon.
Enter the Effective Date or accept the default date and click the OK button.

Rules/Notes:

A Fee Type of ADVSTND must exist.

A Fee Category must exist for the student.

An Advanced Standing Source must be nominated for the Unit, for example, RPL.

To delete Advanced Standing Course Attempt details for a student using the Create Advanced Standing Details form - Student Advanced Standing screen:

Find the record to be deleted.
Locate the cursor in the record to be deleted.
Delete record.
Save.

Rules/Notes:

Advanced Standing Course Attempt records can only be deleted where no Unit or Unit Level details are associated with them.

Status Dates Conditions

Granting Status	Date field values set (The Status Dates Conditions below: 1 and 2 apply over and above this matrix)
Granting Status	Assessing Date	Approved Date	Granted Date	Cancelled Date	Expiry/Expired Date	Revoked Date	Declined Date	Not Apprvd Date
ASSESSING	If null set to sysdate – else no change	No change	NULL	No change	No change	No change	No change	No change
APPROVED	No change	If null set to sysdate – else no change	NULL	No change	Derive as per current functionality	No change	No change	No change
GRANTED	No change	If null set to sysdate – else no change	Sysdate	No change	No change	No change	No change	No change
CANCELLED	No change	No change	No change	If null set to sysdate – else no change	No change	No change	No change	No change
EXPIRED (set by job ADVJ4412)	No change	No change	No change	No change	Derive as per current functionality	No change	No change	No change
REVOKED	No change	No change	No change	No change	No change	If null set to sysdate – else no change	No change	No change
DECLINED	No change	No change	No change	No change	No change	No change	If null set to sysdate – else no change	No change
NOT-APPRVD	No change	No change	No change	No change	No change	No change	No change	If null set to sysdate – else no change

Status Dates Conditions:

1. When a record is updated and the Status has not been altered, then no dates will be altered.
2. The Creation Date is only set once when the record is first created – it cannot be updated.

Last Modified on 19 February, 2018 11:20 AM

History Information

Release Version	Project	Change to Document
16.0.0.3, 16.1.0.2, 17.0	1991 - Monash Entry Precedents	Updated Find Precedent link to new form PRDF1100.
16	1400 - Calipso 37761	Added new definition for Major Exemption Institution
15.0.0.3	1871 - Precedents Part 2	Added the new Find Precedent button and related information.
13.0.0.2	1323 - VET-HE Merge	Checked re: VET-HE merge.
12.0.0.3	1646 - Skills VIC FEE-HELP Reporting	Added note about VET fields.
12.1.0.2	1400 - Calypso 29233	Added more information re the Percentage of Course Requirements Granted field.
12.0.0.2	1609 - VU - Advanced Standing Options	Added two validations, corrected the name of the 'Admin' tab to 'Admin Details' under Granting Status, and changed the format of the bulleted list of fields, tabs etc.
11.1.0.0.0.0	1505 - Compliance 2008	Added information for the Major Exemption Institution field. Incorporated VET Help file.
11.0.0.0.0.0	1351 - End-dated Courses and Units	Add 'INACTIVE' to SCA Advanced Standing Unit block Unit Code (LOV) and Validation
10.1.0.0.0.0	1344 - Advanced Standing Option 2	Added information on Advanced Standing and changed VTE to VET
10.0.0.0.0.0	1339 - DIISRTE 2007	Added details - the new fields for HE Courses, i.e. Government Credit Basis, VTE Field of Education, VTE Level Detail and Government VTE Provider. Also added details on Find Person button
7.1.0.0.0.0	0954 - Callista 7.1 Verification, Packaging and Release	VET fields added