Purpose

This report is used to identify potential Calendar related problems that cannot be validated through the various forms

This report is constantly being updated.

The Calendar Quality Check Report produces information in the following areas:

• Admission Calendars
• Enrolment Calendars
• Load Calendars
• Progression Calendars
• Research Calendars
• System Control Dates
• Teaching Calendars

Run Details

This job is run:

• After the initial set up of institution calendars.
• After calendar rollover.
• As needed.

It is recommended that this job be run as a batch job overnight.

Refer to the Job Control and Scheduling Subsystem for details on scheduling and running batch jobs.

The Calendar Quality Check Report block contains:

Parameters Tab

• Academic Period
• Calendar Category

Admission Calendar Checks

Report Output Message

Explanation

Action

Admission Calendars should have only one superior calendar of a particular Academic Calendar Type

Admission processes are always in the context of a particular Academic Period.

Delete invalid parent Academic Calendars in CALF0330.

Admission Calendars should have at least one superior Teaching Calendar

Parent Teaching Calendar/s are required if units are to be specified in applications. For example: non-award single unit.

Ensure appropriate parent Teaching Calendar/s exist in CALF0330.

Note: only those teaching periods relevant to the context admission period can be mapped.

Admission Calendars should be defined for at least one Admission category

Admission Calendars cannot be utilised, and therefore admission applications cannot be processed, unless the Admission Calendar is mapped to one or more admission categories.

Ensure that each Admission Calendar is mapped to appropriate admission categories in the Maintain Admission Period Calendars (ADMF2M61).

Admission Calendar does not have an initialisation date

If the admission process definition for the admission category includes the steps RECONSIDER and/or DEFER, then the system Date Alias 'Initialise Adm Period Date Alias' must be defined in associated Admission Calendars. This is the date on which background processing for an admission period is run. For example: Process Admission Application Deferrals (ADMJ3811) and Initialise Course Offering Admission for Students with Approved Deferment (ADMJ3812).

Check for an instance of the 'Initialise Adm Period Date Alias' in CALF0512 and create an instance if none exist.

Note: The Date Alias to use as the 'Initialise Adm Period Date Alias' must first be defined in the Maintain Admission Calendar Configuration form (ADMF02R0).

Admission Calendar does not have an encumbrance checking date

If the admission process definition for the admission category includes the encumbrance checking step, then the system Date Alias 'Encumbrance Check Date Alias' must be defined in associated Admission Calendars.

Check for an instance of the 'Encumbrance Check Date Alias' in CALF0512 and create an instance if none exist.

Note: The Date Alias to use as the 'Encumbrance Check Date Alias' must first be defined in ADMF02R0.

Admission Calendar does not have a course start date

This Date Alias is used to derive the course attempt commencement in the Record Enrolments form (ENRF3000). If the 'Course Start Date Alias' does not exist in the admission period, the system uses the course commencement date recorded for the context admission period, or the system date if the date of enrolment is later than the Academic Period course commencement date.

Check for an instance of the 'Course Start Date Alias' in CALF0512 and create an instance if none exist.

Note: The Date Alias to use as the 'Course Start Date Alias' must first be defined in ADMF02R0.

Admission Calendar has more than one application due date that is not mapped to an override

The application due date is a user defined Date Alias mapped to 'Due Date Alias' in ADMF02R0. There is typically at least one instance of the Date Alias in each Admission Calendar. The first occurring due date is the default application due date for all admission applications associated with the admission period/admission category. The default date may be overridden in the Maintain Admission Period Date Overrides (ADMF2M62). Due date overrides are other instances of the same Date Alias in the same Admission Calendar. This message is displayed where there is at least one instance of the due Date Alias in the admission period (other than the default Date Alias) that is not being used as an override.

Check for application due Date Alias Instances in the Admission Calendar that are not being used as an override.

Check existing Date Aliases against those in use in ADMF2M62. Delete any instances not used as default or override Date Aliases.

Note: some instances may have been created in advance as possible overrides, these may not need to be deleted.

Admission Calendar has more than one application final date that is not mapped to an override

The application final date is a user defined Date Alias mapped to 'Final Date Alias' in ADMF02R0. There is typically at least one instance of the Date Alias in each Admission Calendar. The first occurring final date is the default application final date for all admission applications associated with the admission period/admission category. The default date may be overridden in ADMF2M62. Final date overrides are other instances of the same Date Alias in the same Admission Calendar. This message is displayed where there is at least one instance of the final Date Alias in the admission period (other than the default Date Alias) that is not being used as an override.

Check application final Date Alias Instances in the Admission Calendar that are not being used as an override.

Check existing Date Aliases against those in use in ADMF2M62. Delete any instances not used as default or override Date Aliases.

Note: some instances may have been created in advance as possible overrides, these may not need to be deleted.

Admission Calendar has more than one application offer response date that is not mapped to an override

The application offer response date is a user defined Date Alias mapped to 'Offer Response Date Alias' in ADMF02R0. There is typically at least one instance of the Date Alias in each Admission Calendar. The first occurring offer response date is the default application offer response date for all admission applications associated with the admission period/admission category. The default date may be overridden in ADMF2M62. Offer response date overrides are other instances of the same Date Alias in the same Admission Calendar. This message is displayed where there is at least one instance of the offer response Date Alias in the admission period (other than the default Date Alias) that is not being used as an override.

Check application offer response Date Alias Instances in the Admission Calendar that are not being used as an override.

Check existing Date Aliases against those in use in ADMF2M62. Delete any instances not used as default or override Date Aliases.

Note: some instances may have been created in advance as possible overrides, these may not need to be deleted.

Admission Calendars should have one superior Academic Calendar

See first Admission Calendar check item.

Delete invalid parent Academic Calendars in CALF0330.

Enrolment Calendar Checks

Report Output Message

Explanation

Action

Enrolment Calendars should only have superiors of Academic and Admission Calendars (Superior Cal Category)

Enrolment Calendars may have academic, admission, holiday and user defined calendars as superior calendars.

Delete the invalid superior calendar and any other parent calendars not required in CALF0330

Enrolment Calendars can only have load subordinates (Enrolment Cal Type)

Invalid subordinate calendars, with the exception of user defined calendars, are not allowed.

Delete the invalid subordinate calendar in CALF0330

Subordinate Load Calendar subordinate is not within same Academic Calendar

A Load Calendar can only contribute to Enrolment Calendars that are related to the same academic parent calendar.

Correct the calendar relationships using form CALF0330.

Enrolment Calendars should have at least one load subordinate for enrolment checking / calculations.

Derivation of attendance type and enrolment checking depends on the existence of a subordinate Load Calendar.

Create the required relationship between the enrolment and Load Calendar in CALF0330.

Load is being double counted due to relationships to a Load Calendar and one of its subordinates.

An Enrolment Calendar has been incorrectly linked to both an aggregated Load Calendar and one of the subordinate Load Calendars. This results in load being counted for each calendar.

Delete the relationships between the enrolment and one of the Load Calendars in CALF0330.

Load Calendar Checks

Report Output Message

Explanation

Action

Load Calendars can only have other Load Calendars as subordinates (Sub Cal Type)

Load Calendars should not have child calendar instances of any type other than Load Calendar types.

Delete incorrect child calendar instances in CALF0330.

Load Calendar should only be a subordinate to a single Academic Calendar instance

A Load Calendar may have only one Academic Calendar Type superior. (It may have other superior calendars of other types, e.g. progression type)

Delete invalid superior calendars in CALF0330

Load Calendar instance must have one and only one load effective Date Alias Instance

This Date Alias is used to determine which is the 'current' Load Calendar for purposes of point-in-time load and attendance type calculations. It looks for the most recently occurring instance of this Date Alias and uses the Load Calendar in which it exists. This message is usually displayed where:

• No instance of the Date Alias is found in a Load Calendar; or
• More than one instance of the Date Alias is found in a Load Calendar.

Check for instance/s of the Load Effective Date Alias in the Maintain Date Alias Instances form (CALF0512) and either:

• Create an instance if none exist; or
• Delete any extra instances leaving one remaining.

Note: The Date Alias to use as the Load Effective Date Alias must first be defined in the Enrolment Calendar Configuration form (ENRF01F0).

Linked to a Teaching Calendar type that has no instance associated with the Academic Period (Teach Cal Type)

This message is displayed where the Teaching Calendar is not linked to the same Academic Period as the Load Calendar. Consequently, load calculations will fail because the appropriate Teaching Calendar instance for the Load Calendar cannot be determined.

Check that the correct Teaching Calendar type is mapped to the Load Calendar instance in the Maintain Load Calendar Structure form (ENRF01K0).

If this is correct, check that both the load and Teaching Calendar instances have the correct parent Academic Calendars.

Teaching Calendar type has only one instance associated with the Academic Calendar; second percentage is not required (Teach Cal Type)

A second percentage load apportion is only required if instances of the Teaching Calendar type span two Academic Calendars and therefore another instance of the context Load Calendar. A second percentage is only recorded if it differs from the first percentage.

Delete the second percentage from the Load Calendar instance Teaching Calendar type in ENRF01K0.

Attendance type has no attendance type load detail and therefore cannot be derived within the Load Calendar (Attendance Type)

This message is displayed where at least one course attendance type has not been defined for at least one Load Calendar type. For example: the enrolment load range for attendance type PT is defined for Load Calendars 1 and 2, but not calendar 3.

Check that all attendance type load ranges have been defined in the Maintain Attendance Types form (CRSF1170).

There is no gap in the attendance type load ranges for the Load Calendar

When defining attendance type load ranges for a specified Load Calendar type, some load values may not have had an attendance type defined.

Check all attendance type definitions within the Load Calendar type for gaps in CRSF1170. Modify as appropriate.

Enrolment Calendar parent is within a different Academic Period

A Load Calendar can only contribute to Enrolment Calendars that are related to the same academic parent calendar.

Correct the calendar relationships using form CALF0330.

Warning: Load Calendar parent is within a different Academic Period

An aggregated Load Calendar (the parent calendar) may be related to a different academic year than this subordinate Load Calendar.

The relationships can be checked and modified if required.

Load Calendar cannot have both a default load structure and subordinate Load Calendar(s).

A Load Calendar can be either direct or aggregated, but not both.

Correct the calendar relationships using CALF0330.

Load Calendars can only be aggregated to one level.

There can be only a single layer below an aggregated Load Calendar.

Correct the calendar relationships using CALF0330.

Progression Calendar Checks

Report Output Message

Explanation

Action

Progression Calendars should only have academic superiors

Restrictions on relationships in CALF0330 should prevent this error, but this provides an additional check to identify invalid relationships.

Delete the invalid superior calendar in CALF0330

Progression Calendars should only have teaching or load subordinates

Restrictions on relationships in CALF0330 should prevent this error, but this provides an additional check to identify invalid relationships.

Delete the invalid subordinate calendar in CALF0330

Linked to a Teaching Calendar type that isn't offered within the Academic Period

Only teaching periods that are related to the same parent Academic Calendar should contribute to a Progression Calendar.

Delete the invalid subordinate Teaching Calendar in CALF0330

Linked to a Load Calendar type that isn't offered within the Academic Period

The link used to evaluate attendance type for a progression period must use a Load Calendar that is related to the same parent Academic Calendar.

Delete the invalid subordinate calendar in CALF0330 and where necessary link the Progression Calendar to another Load Calendar (with the same parent Academic Calendar).

Progression Calendars should only have a single subordinate Load Calendar

The progression - Load Calendar link allows the derivation of attendance type for a progression period (may be required for some progression rules and outcomes).

Delete the invalid subordinate Load Calendars in CALF0330, leaving a link to only one Load Calendar.

Research Calendar Checks

Report Output Message

Explanation

Action

Research effective dates should only exist in Teaching Calendars (Date Alias & Cal Type)

Instances of the research effective start and end Date Aliases in calendars other than Teaching Calendars serve no purpose. These Date Aliases identify the calendar as a research teaching period.

Delete instances of the research effective start or end Date Aliases that exist in calendars other than teaching.
The user defined Date Aliases are mapped to each of these in RESF31G0.

There should only be a single start/end effective dates in Teaching Calendar

The research effective start/end Date Aliases are required for research calculations (EFTSL and effective full time days). There can only be 1 instance of each date in a single calendar.

Delete the additional instance of the research effective start/end date for the Teaching Calendar, using CALF0511.

Research effective dates are out of order in Teaching Calendar.

The research effective end Date Alias Instance is an earlier date than the effective start Date Alias Instance for the same Teaching Calendar (or vice versa).

Correct the value of the Date Alias Instances in CALF0511.

Only Teaching periods with single census dates can be used as research Teaching Calendars.

A teaching period that includes more than one census date cannot be a research teaching period, because of the impact on EFTSL calculation.

Remove the research Date Aliases from this calendar in CALF0512.

Multiple research teaching periods are linked to a single Load Calendar (Calendar Type)

A Load Calendar can only be subordinate to one research Teaching Calendar. This error will impact on load and EFTSL calculation for research students.

Correct the research Teaching Calendar/Load Calendar relationships in form CALF0330.

Warning: Research unit offered within normal teaching period. Standard EFTSL calculations will be used.

EFTSL for a research unit can be calculated in the standard way or using a specialised calculation for research, based on the configuration of the teaching period.

This may require no action, where the standard calculation is intended. Where the research EFTSL calculation is required, ensure the teaching period is configured using the research effective start/end dates.

Research percentage does not total 100% for the academic year.

The load research percentage (recorded against Load Calendars) must total 100% for an academic year to ensure research EFTSL calculations function correctly

Check the Load Research % value allocated to the Load Calendars (in the Subordinate Calendars block of CALF0330) and adjust the values to ensure the total is 100%.

System Control Dates

Report Output Message

Explanation

Action

"Commencement Cutoff" Alias Instances should exist only within Teaching Calendar instances

This is the Date Alias within a teaching period on which a student is no longer considered as commencing their course. The system looks for an instance of this Date Alias in the student's first enrolled teaching period to determine if they are a commencer (new) or a non-commencer (returning). The census date is normally used as this Date Alias. Instances of this Date Alias in calendars other than teaching have no effect.

Delete instances of the commencement cutoff Date Alias that do not exist in Teaching Calendars in CALF0512.

Note: the user defined Date Alias mapped to this Date Alias is defined in ENRF01F0.

"Commencement Date" Alias Instances should exist only within Academic Calendar instances

This is the Date Alias representing the commencement date within an Academic Period calendar instance. Only one commencement Date Alias can exist in each Academic Period calendar instance. Instances of this Date Alias in calendars other than academic have no effect.

Delete instances of the commencement Date Alias that do not exist in Academic Calendars in CALF0512.

Note: the user defined Date Alias mapped to this Date Alias is defined in ENRF01F0.

"Enrolment Form Due Date" Alias Instances should exist only within Academic or Enrolment Calendar instances

This Date Alias is used as a default enrolment form due date. The default is only used if an override form due date is not specified when the pre-enrolment routine is run. Instances of this Date Alias in calendars other than academic and enrolment have no effect. (This will be updated in the near future to only apply to Enrolment Calendar instances).

Delete instances of the enrolment form due Date Alias that do not exist in academic or Enrolment Calendars in CALF0512.

Note: the user defined Date Alias mapped to this Date Alias is defined in ENRF01F0.

"Enrolment Package Production Date" Alias Instances should only exist within Academic or Enrolment Calendar instances

This Date Alias is used as a default enrolment package production date. The default is only used if an override package production date is not specified when the pre-enrolment routine is run. Instances of this Date Alias in calendars other than academic and enrolment have no effect. (This will be updated in the near future to only apply to Enrolment Calendar instances).

Delete instances of the enrolment package production Date Alias that do not exist in academic or Enrolment Calendars in CALF0511 or CALF0512.

Note: the user defined Date Alias mapped to this Date Alias is defined in ENRF01F0.

"Load Effective Date" Alias Instances should exist only within Load Calendar instances

This Date Alias is used to determine which is the 'current' Load Calendar for purposes of point-in-time load and attendance type calculations. It looks for the most recently occurring instance of this Date Alias and uses the Load Calendar in which it exists. Instances in calendars other than load have no effect.

Delete instances of the load effective Date Alias that do not exist in Load Calendars in CALF0512.

Note: the user defined Date Alias mapped to this Date Alias is defined in ENRF01F0.

A gap exists between Research effective periods (Date Alias value)

A gap between the end of one research teaching period and the start of the next should not exist.

Check and update the value of the research effective Date Alias Instances in CALF0512 or CALF0511

Effective end date should be after the calendar start date.

A Date Alias Instance (for the effective end date) has been set to a date prior to the start date for the associated calendar instance. (An instance of a Progression Calendar type.)

Correct the value of the Date Alias Instance in CALF0512 or CALF0511

No effective end Date Alias exists.

This Date Alias is used in Progression Calendar types and is used to identify the progression period to which a unit (associated to more than one teaching period) contributes.

Map the user defined Date Alias to this Date Alias in PRGF2100.

Research effective dates overlap (Date Aliases).

A research effective start Date Alias Instance cannot be earlier than the research effective end date of the preceding Teaching Calendar.

Adjust the value of the research Date Alias Instance to remove the overlap using CALF0512 or CALF0511

Teaching Calendar Checks

Report Output Message

Explanation

Action

Teaching Calendars should normally have only superiors of Academic, Progression, Examination, Activity or Assessment calendars (Cal Cat)

Valid superior calendars for Teaching Calendars are academic, assessment, exam, progression, activity, holiday and user defined calendars. Fee calendars are no longer valid superiors.

Delete the invalid superior calendar in CALF0330

Teaching Calendars must have at least one "Census Date" alias instance within the bounds of the Academic Calendar start/end dates

Check for instance/s of Census Date Alias in CALF0512 and create an instance if none exist

Note: The Date Alias to use as the Load Effective Date Alias must first be defined in the Enrolment Calendar Configuration form (ENRF01F0).

Total load apportionment for the Teaching Calendar instance does not total 100%

This message is used to identify cases where a particular Teaching Calendar instance has a total distribution of load (to one or more Load Calendars) that does not equal 100%. For example: load for teaching period S1-E1 (2002-2003) is distributed as follows - 33.33% to Load Calendar 1 (2002), Load Calendar 2 (2002), Load Calendar 1 (2003). Total apportionment is 99.99%.

This message can appear where straddling teaching periods are rolled over and a Load Calendar does not exist for the last apportionment. For example: the academic year 2002 is rolled over to 2003. A new instance of the S1-E1 teaching period is created (2003 - 2004). The calendar quality check would detect that only two thirds of the apportionment is available (Load Calendar 1 (2003) and Load Calendar 2 (2003)). This problem can be resolved by creating an instance of Load Calendar 1 (2004).

Check apportionment details for specified Teaching Calendar instances in ENRF01K0. Correct as necessary.

Note: as load apportionment is defined at the Teaching Calendar type level, rather than the instance level, it is necessary to identify which Teaching Calendar instances relate to which Load Calendar instances.

All administrative unit statuses used within Teaching Calendar instances must be linked to the apportionment Load Calendar instances via the "administrative unit status load" structure (Administrative Unit Status)

This message occurs where an administrative unit status is mapped to a discontinuation Date Alias (in ENRF0170). The discontinuation Date Alias is in turn, mapped to one or more instances within Teaching Calendar instances that are defined in the Load Calendar structure. However, the administrative unit status has not been recorded for the Load Calendar/Teaching Calendar load apportionment.

For example: the administrative unit status WD-LATE is mapped to the discontinuation Date Alias WDN-LATE. This Date Alias has an instance in the Teaching Calendar SEM-1 (2002). Teaching Calendar type SEM-1 is linked to Load Calendar 1 (2002) in ENRF01K0. However, the administrative unit status WD-LATE has not been recorded in the Administrative Unit Status Load block of ENRF01K0 for the Load Calendar/Teaching Calendar load apportionment.

First check that the administrative unit statuses are defined within the discontinuation date criteria in the Maintain Unit Discontinuation Date Criteria form (ENRF0170)

Check in ENRF01K0 that all 'used' administrative unit statuses are defined in the context of each Load Calendar/Teaching Calendar load apportion. If not, create appropriate administrative unit status load records.

Teaching Calendars should only have Admission subordinate calendars (Teach Cal Type)

Delete the invalid subordinate calendar in CALF0330

Teaching Calendars should have at least one Admission subordinate calendar (Teach Cal Type)

Add a valid subordinate calendar in CALF0330

Another Teaching Calendar instance commencing in the Academic Period uses the same alternate code

This duplication may cause unexpected errors in enrolment functionality.

Correct the duplicate code using CALF0220.