Purpose

To record and maintain Student Course Attempts and to confirm the student's enrolment in those courses.

Subsystem

Enrolments

Person Block

The Person block displays the current Student Record from the Record Enrolments - Person Details screen. The displayed records in the Student Course Attempt block are the student's recorded Course Attempts.

For example, to record or enquire on the enrolment of a student, the student's record must first be located and displayed in the Record Enrolments form - Person Details screen. Highlighting the required Enrolment Attempt and selecting the Course button on the Student Course Attempts Summary block (lower), navigates directly to the Student Course Attempt screen. This means, either the Course Attempts button in the middle block, or the Course button in the lower block navigates to here.

Student Course Attempt Block

This block (accessed via the Course Attempts or Course button) is used to display the Course Attempts of a student. All of a student's Course Attempts can be displayed except those which have been deleted. The status of any Course Attempt is identified by the following system-defined Course Attempt statuses:

• UNCONFIRM
  Course to which the student has been admitted (per-enrolled or offered a place), but has not yet confirmed their intention to accept the place and enrol.
• INACTIVE
  where the student has accepted the offer and confirmed their intention to enrol, but has no enrolled units.
• ENROLLED
  Course in which the student has ENROLLED units.
• INTERMIT
  Course from which the student is currently intermitted (has leave of absence). Once the intermission has expired, the status will revert to INACTIVE or ENROLLED.
• LAPSED
  Continuing (returning) student has failed to confirm their unit enrolment within the designated time frame.
• DISCONTIN
  Course from which the student has been withdrawn.
• COMPLETE
  Course in which the student has satisfied the completion requirements.

The status of a Course Attempt is derived dynamically when any relevant enrolment detail is changed. Critical dates can affect the status of a Course Attempt. The job ENRJ5100 is run to update Course Attempt Statuses when critical dates have been reached. The derivation logic by which Course Attempt Statuses are determined is the subject of a Special Topic.

Having displayed the courses in which a student is eligible to enrol (UNCONFIRM), enrolment in a particular course can be confirmed by selecting the Confirm check box. This enrols the student in that course. If the student's Course Attempt Summary lists multiple unconfirmed courses and the Confirm check box is selected for a course, the Pre-Enrolment process is initiated.

There may be circumstances where an institution needs to add a course to a person using this form (explained below). This can only be done when the selected Enrolment Category/procedure detail has the 'Course Add Allowed' check box selected. However, in most situations, the addition of new courses is handled in the Admissions Subsystem, or by using the transfer process accessed by button from this form.

The form is also used to re-enrol continuing students. Instructions below provide detail of the separate re-enrolment circumstances which may be encountered.

The Session Details, together with Enrolment Procedure Detail Steps, control the content and layout of the Student Course Attempt screen.

A comprehensive list of T-list values and their purpose is provided in T-list Items in the Student Course Attempt Screen.

The actual items displayed in the T-list are controlled by the session details/Enrolment Category and the system Enrolment step access.

Along the bottom of the block are a series of buttons. Each button invokes a screen where further enrolment information may be queried and/or updated. The actual buttons displayed and their order are determined by the session Details/Enrolment Category. Some of the button labels may be in bold text indicating that entry of this data is mandatory. A list of all possible buttons and their use is provided under Forms Accessed by Buttons in The Record Enrolments Form.

Users of this form should be aware of the special graphical and textual features it contains, which are described under Features of the Record Enrolments form.

See Session Details (ENR3000a) for an example of dynamically configured Enrolments screens.

The Person block contains:

• Person ID
• Sex
• Date Of Birth

The Student Course Attempt block contains:

• Course Code
• Version Number
• Course Attempt Status
• Course Title
• Calendar Type
• Location Code
• Attend Mode
• Attend Type
• Confirm check box
• Commencement Date

  T-List:

  • For a complete list of T-List items, see T-List Items in the SCA Screen.

  Buttons

  • Activities
  • Award D'tls
  • Stdnt Status
  • Adv Standing
  • Intermission
  • Chg Option
  • Notes
  • Candidature
  • Spcl Rqrmnts
  • Encumbrances
  • Transfer
  • E-COE
  • Unit Sets
  • Person
  • Progression Rules
  • Unit Attempt
  • Admin Dtl
  • Delivery Grp
  • Training Plan
  • Load Var
  • Joint Degree

Note: For a complete list of buttons and the forms they navigate to, see the Forms Accessed by Navigation Buttons in the Record Enrolments Form Help page.

 

Rules/Notes:

The T-List displayed depends on the selection criteria. A full list of system-defined criteria can be found in ENRF0192.

Buttons:
For a complete list of buttons on this page and the forms they navigate to, see Forms Accessed by Navigation Buttons in the Record Enrolments Form Help page.

A button is 'greyed out' if the administrator does not have the appropriate security access level.

The Advanced Standing button. The display of the + or - is dependent on the context Student Course Attempt. Displaying ‘Adv Standing (+)’ when there is any unit or unit level advanced standing records for the Student Course Attempt in context and Displaying ‘Adv Standing (-)’ when no advanced standing records exist for the Student Course Attempt.

The Joint Degree button navigates to the Maintain Joint Degree form (ENRF4310) in context of the Person and selected course. The button is only displayed for courses in the HE sector. The display of a + or - sign on the button is dependent on whether or not joint degree information has been recorded.

To display a person's current Course Attempts in the Record Enrolments - Student Course Attempts screen:

• Navigating to the Student Course Attempt screen causes any existing Course Attempts to be displayed, including completed and discontinued attempts.

• Ensure that the correct Person record is displayed.
• Click on the Course Attempts button to navigate to the Student Course Attempt form.
• Enter Insert mode.
• Select the Course Offering in which the student is enrolling from the list of values in the Course Code field of a blank record. (Usually, the course code is keyed, with the LOV then being invoked to determine which Course Offering option to record.)
• Select the Confirm check box to indicate that the student's enrolment is confirmed. If multiple Course Attempts are listed for this student, the Pre-Enrolment process will begin. If not, the Commencement Date will default to the commencement date alias instance (CDAI), where enrolment is taking place before this date, or to the current date if after the CDAI. The Course Attempt Status will default to INACTIVE. (This will change to ENROLLED when Unit Attempts are enrolled against the Course Attempt.)
• If the commencement date is incorrect, enter the correct commencement date. Note that a manually entered commencement date becomes the default date for the remainder of the session, or at least until another date is entered manually.
• Select each value in the T-list, check the displayed data and modify if necessary. (see the explanation of T-list items for further details, see also the Enrolments Subsystem Glossary for the definition of each field).
• Save.
• Select appropriate buttons to invoke forms for entry of additional data.

Rules/Notes:

A Course Attempt can only be added using this form if the Enrolment Category Procedure Detail, specified by the Enrolment Method and Enrolment Category in the session details, has its Course Add Allowed check box selected. The system will display a message if this action is attempted when course add is not allowed.

Course Attempts are only added via this screen when the student is enrolling in the course, therefore the Confirmed check box should be selected.

A student is only able to enrol in units offered in Teaching Periods which end after the student's Course Attempt commencement date.

A Govt Cohort cannot be recorded when the Start and End date range of the cohort overlaps with the Start and End date range of an existing Contract Fee Assessment Rate.

Govt Cohort details should only be filled in if the student belongs to a Cohort approved by the relevant Government Authority.

A Course Attempt cannot be confirmed in a Course Version for which the Expiry Date has passed.

Users will also be warned for a student course attempt in a Foundation level course (belonging to a course category which has the Foundation indicator selected in CRSF1130), where the student has a Prior Education Level of Diploma or above. This occurs under the following conditions:

• The Course Version is in a category with the ‘Foundation’ check box selected
• A Funding Source for the Student Course Attempt is Government Funded.
• A Prior Education Achievement record exists for this SCA (in ADMF30A0), which is mapped to a Government Prior Education Type of 420,410 or 008.

• Find the required Person record.
• Find the required Student Course Attempt record and select (locate the cursor in) this record.
• Click on the Course Attempts button to navigate to the Student Course Attempt form.
• Select the Confirmed check box. The Commencement Date will be entered as the current date and the Course Attempt Status will be automatically changed to INACTIVE until the first unit is enrolled (at which time the Course Attempt status will become ENROLLED).
• If the Commencement Date is incorrect, enter the correct date.
• Select each value in the T-list, check the displayed fields and modify if necessary. (see the explanation of T-list items for further details, see also the Enrolments Subsystem Glossary for the definition of each field)
• Save.
• Select appropriate buttons to invoke forms for entry of additional data.

Rules/Notes:

A student is only able to enrol in units offered in Teaching Periods which end after the student's Course Attempt Commencement Date.

A student may have a pre-existing administrative encumbrance which blocks their enrolment. In this case the Encumbrance lamp will display.

If a SCA has a Fee Category defined and/or a Student Status that exists at the current date, then no change is made to the Fee Category value and/or Student Status when the Pre-enrolment process occurs. In these cases, depending on whether the pre-enrolment process occurs via ADMF3240 or ENRJ3100, a warning message is displayed in ADMF3240 or written to the S-LOG-ENTRY for ENRJ3100.

To run the Fee Assessment process for a single SCA, click on the Fee Assessment icon button which is located in the More T-list item block. (For more information about the Fee Assessment process, see FINJ3500 and Understanding Student Finance.)

When the Confirm check box is selected to confirm a SCA, the 'First Skills Reform Course after Fee Maintenance' check box (see ENRF3000) is automatically selected if the SCA meets all of the following conditions:

• The context course is a Skills Reform course.
  (Note: A course is considered a Skills Reform Course when it has a Course Category defined (at the Course Categorisation, or overridden at the Course Offering Instance Category Override) as a Skills Reform Category. The Academic Calendar Instance superior to the Pre-Enrolment Enrolment Period should be used to determine if a Course Offering Instance Category Override is applicable.)
  
• The context course commencement date is on or after 01/07/2009.
• At least one ENROLLED, UNCONFIRMED, or INACTIVE course already exists in the student's SCA which has the 'Fee Maintenance' indicator selected.
• No other course (of any Course Attempt Status) in the student's SCA is marked as the First SR Course.

• Find the required Person record.
• Find the required Student Course Attempt record and select (locate the cursor in) this record.
• Click on the Course button to navigate to the Student Course Attempt form.
• Use the appropriate method below:

Where the student Course Attempt (SCA) status is ENROLLED.

• Navigate to the Student Unit Attempt form and confirm pre-enrolled units, add and delete units as required.

Where the SCA status is INTERMIT

Most intermissions are set to end on the first day of a new Teaching Period. Students may also seek re-enrolment prior to the end date of a period of intermission.

• Navigate to the Maintain Student Course Intermission form (ENRF4160) and adjust the End Date of the period of intermission where required.
• If the student has any enrolled units, the system will change the Course Attempt status to ENROLLED on expiration of the intermission.
• If the student has no enrolled units, the system will change the Course Attempt status to INACTIVE. Use the Student Unit Attempt form to add units (see note). This will change the Course Attempt status to ENROLLED.
• Use the Student Unit Attempt form to add and delete units as required.

Where the SCA status is DISCONTIN

A discontinued course can be reinstated in the system. Use of this process will depend on the institutions rules regarding discontinuation. The re-instatement process is fully described under Course and Unit Discontinuation.

• Reinstate the Course Attempt. The Course Attempt status should return to INACTIVE.
• Reinstate any required Unit Attempts with current Teaching Periods. This causes the Course Attempt status to change to ENROLLED.
• Use the Student Unit Attempt form to add and delete units as required. This also causes the Course Attempt status to change to ENROLLED (when step 2 has not been performed).

Where the SCA status is LAPSED

SCAs lapse where a student does not re-enrol by a specified date. Institution rules apply Time Limits on the period a Course Attempt can be lapsed before it is discontinued. A lapsed course can be re-instated by the following:

• End Date the lapse period. The Course Attempt status is returned to INACTIVE when the End Date is reached.
• Use the Student Unit Attempt form to confirm pre-enrolled units and add and delete units as required. This also causes the Course Attempt status to change to ENROLLED.

Where the student Course Attempt (SCA) status is COMPLETE

Use the Student Unit Attempt screen to record units. Callista allows a student who has already completed course requirements to continue to study further units. The system warns the user that the SCA is already complete, but does not block the enrolment of further units.

Rules/Notes:

If the Census Date for the Teaching Period occurred during the period of intermission, it is not possible to add new units to a student's enrolment in that Teaching Period, even if the intermission's end date has passed.

The student's Course Attempt status will already be either ENROLLED, INTERMIT, DISCONTIN or LAPSED.

In some cases the ability to enrol a student may be affected by an encumbrance. The student's encumbrance may have to be removed before enrolment is permitted.

To modify or delete a student's Course Attempt using the Record Enrolments - Student Course Attempt screen:

• Find the record to be modified.
• Click on the Course button to navigate to the Student Course Attempt form.
• Change the confirmed check box and/or the Commencement Date, as required.
• Save.

Rules/Notes:

Course Attempts cannot be modified or deleted here. They can have their Confirmed check box (and hence the Course Attempt Status) and the Commencement Date changed. A student's Course Offering option can be changed by using the Change Students Course Offering Option form (ENRF4110), accessed via the Chg Option button (when displayed) in this form.

Other processes will affect a student's Course Attempt, including:

• Discontinuation
• Lapsing
• Intermission
• Encumbrances

If the user attempts to edit the student course attempt of an approved graduand (S_PTNL_GRDND_OUTCOME_STS = ‘APPROVED’), then the message below will be displayed:
‘The person has an approved potential graduand record for this course. You are proposing a change to the approved course attempt details.
Do you want to continue?’
The user selects YES if they wish to continue processing the change.