Purpose

To allow the recording and maintenance of Enrolment Session parameters.

SubSystem

Enrolments

The Record Enrolments form is dynamically configurable. This means that the Record Enrolments form will change appearance to suit the type of Enrolment being processed. The Session Details screen is displayed on the first occasion on which a user accesses the Record Enrolments function. On subsequent occasions, the Session Details facility is minimised and displayed along the top of the form. If it is necessary to change any of the preset details, selecting the Alter Session button maximises the facility.

The Session Details screen is used to select:

• The Academic Calendar in which Enrolments are to be processed.
• The Enrolment Method for the current session, and
• The Enrolment Category (optional) to which Enrolments in the current session belong. (This is usually left blank, the System deriving it for each student.)

The Academic Calendar parameter ensures that the course and unit offering patterns displayed are for the correct Academic Period.

A combination of Enrolment Method, Enrolment Category and Student Commencement Type (also System derived) determines which buttons, and hence which Record Enrolments data maintenance screens, are displayed to the user. These parameters establish the default Enrolment Session. The system is capable of recognising a student's Enrolment as being outside these parameters (for instance, where a student is enrolling in an Off Campus course and units but the Enrolment Session is for On Campus Enrolments) and will merge the session details to enable the Enrolment to be processed. Similarly, if no Enrolment Category is specified in the Session Details, the System will attempt to derive the Enrolment Category from the students' Course Attempts.

Enrolment procedures and steps are maintained via form ENRF0192.

For example, assume that two Enrolment Categories, one representing Standard Enrolment of students (STANDARD) and the other representing Enrolment of Commercial Client students (COMMERCIAL), have been created and their associated Enrolment procedures and steps have been specified (using the Maintain Enrolment Category Procedure Detail form ENRF0192). For the COMMERCIAL Enrolments, we would not record Statistics, Commonwealth Supported Places or Disabilities. We may also use a different Calendar and a different Enrolment Method.

As a result, in an Enrolment Session where COMMERCIAL was specified or derived as the Enrolment Category, the Record Enrolments screens would not contain buttons to invoke Statistics, Commonwealth Supported Places or Disability forms. Where STANDARD was derived or specified, the buttons would be displayed on the Record Enrolments screens.

Note: VET courses require Enrolment Start and End Dates or Teching Period Start and End Dates and not Census Date logic.

The Session Details block contains:

Button

• Alter Session
  • Academic Calendar
  • Enrolment Method
  • Enrolment Category
  • OK Button

Rules/Notes:

To create and modify Enrolment Session details:

• Select the Academic Calendar, relevant to the Enrolments being processed, from the list of values (or key a valid value) in the Academic Calendar field.
• Select the Enrolment Method for the Enrolments being processed from the list of values (or key a valid value) in the Enrolment Method field.
• Select a default Enrolment Category from the list of values (or key a valid value) in the Enrolment Category field. (optional)
• Select the OK button. The Record Enrolments - Person details screen will return with the session details displayed as the context record.

Rules/Notes:

Enrolment Session Details need only be created for the first Enrolment Session started by a user. For subsequent Enrolment Sessions, the system will recall the previous Session Details which can then be modified if required.

It is preferable not to specify an Enrolment Category in Session Details as the system is generally able to derive this for a student.

Specifying session details does not preclude the processing of Enrolments from other Enrolment categories. The System is able to derive the correct Enrolment Category from a Student's Course Attempt where this was created in the Admissions subsystem, and will merge the Session Details where necessary.