Purpose

To create and maintain Enrolment Category Procedure details and steps.

SubSystem

Enrolments

Enrolment Category

The Enrolment Category block permits the set of existing Enrolment Categories to be queried and the results of a query displayed. Enrolment Categories are used to classify the different methods and procedures involved in enrolling students. The Enrolment Procedures associated with the displayed Enrolment Category will be displayed or may be recorded in the blocks below. Enrolment Categories are recorded and maintained using the Maintain Enrolment Categories form (ENRF0191).

For example, when the Enrolment Category INTERNTL (representing the Enrolment processes for international students) is displayed, the set of procedure details for the Enrolment of international students will be displayed or may be recorded in the Enrolment Category Procedure Detail block.

Enrolment Category Procedure Detail

This block is used to display and record Enrolment Procedure Details for the Enrolment Category displayed in the block above. A procedure detail is the combination of an Enrolment Method Type with a Student Commencement Type. Defining a procedure detail, in turn, permits the steps involved in that procedure to be defined.

Enrolment Method Types are defined and maintained using the Maintain Enrolment Method Types form (ENRF01E0). They contribute to the content and layout of Enrolment screens and the specification of Enrolment packages.

An Enrolment Method Type of WEB is used to define the Enrolment steps for the self-enrolment application in Callista Connect. Only one Enrolment Method Type can have a System Enrolment Method Type of WEB.

Student Commencement Types are system-defined with the values:

• NEW
  Enrolling for the first time in a course.
• RETURN
  Re-enrolling/reconfirming indicating the intention to continue studying a course.
• ALL
  Both new and continuing students.

For example, an Enrolment Method Type FACE2FACE may have more than one Enrolment Procedure associated with it depending on the type of Student Commencement. For instance, the procedure to enrol a new student may be different to that required to re-enrol a returning student. The two combinations FACE2FACE/NEW and FACE2FACE/RETURN constitute procedure details. For each procedure detail the steps involved in the procedure may be specified in the block below.

For further information on Self Enrolment Set-Up information and procedures for ENRF0192, see ENRF0192 in 'Self Enrolment Set-Up Checklist'.

This block is used to record and display the enrolment steps for the Enrolment Category and Enrolment Procedure Detail displayed in the blocks above. An Enrolment Procedure Step is a database task carried out during the process of recording a student's enrolment. The recording of an Enrolment Procedure involves allocating System defined Step Types to a selected procedure detail and placing the steps in order of execution. Steps are grouped, according to the type of enrolment information being dealt with, into Person, Course or Unit Steps for non-WEB Enrolment Method Types and grouped into Web Steps for Enrolment Method Type WEB and are displayed, in this form, in these groupings. These groups also determine which steps appear as buttons or T-list items in which screens. For instance, Step Types belonging to Step Group PERSON appear as buttons on the Person Enrolment screen. A complete list of available Enrolment Procedure Steps is given at the end of this documentation.

Using the above examples for new international students enrolling in person, we have an Enrolment Category INTERNTL, Enrolment Method Type FACE2FACE and Student Commencement Type NEW displayed in the top two blocks. The Enrolment Category Procedure Step block will contain the steps that must be carried out on the System to enrol new international students enrolling in person.

The Course Step Type UNIT-SETS can be used for the Enrolment Method Type WEB. This enables the Unit Set Step to be included in the self enrolment process for specific enrolment category/student commencement type combinations. For example:

This form is accessed from the main menu.

The Enrolment Category block contains:

• Enrolment Category
• Closed check box

The Enrolment Category Procedure Detail block contains:

• Enrolment Method Type
• Student Commnecement Type
• Person Add Allowed check box
• Course Add Allowed check box
• Produce Enrol Package check box
• Pre-enrol Steps check box

The Enrolment Category Procedure Step block contains:

• Step Type
• Description
• Mandatory Step check box
• Mandatory Confirm check box
• Step Order check box
• Process Type Restriction

  Buttons

  • Default Steps
  • Step Elements

Rules/Notes:

The EFTSL (or Override EFTSL) field in the ‘More’ T-List Item will not be accessible to other forms (for example, ENRF3000), if the ‘OVER-EFTSL’ Step Type is not selected for the Unit Steps process in this form (see the Unit Steps column in the table at the bottom of this page).

An Enrolment Method Type cannot have a Student Commencement Type of ALL and a Student Commencement Type of NEW or RETURN.

• Ensure that the correct Enrolment Category is displayed in the Enrolment Category block.
• Navigate to the Enrolment Category Procedure Detail block.
• Enter Insert mode.
• Select the Enrolment method from the list of values (or key a valid value) in the Enrolment Method Type field of a blank record.
• Select the student commencement type from the list of values (or key a valid value) in the Student Commencement Type field.
• If it is permissible to enrol a new person during an Enrolment session defined by this detail, select the Person Add Allowed check box.
• If it is permissible to add a course to a student who has already been offered a course, during an Enrolment session defined by this detail, select the Course Add Allowed check box.
• If it is permissible to produce an Enrolment Package during an Enrolment session defined by this detail, select the Produce Enrolment Package check box.
• For the Enrolment Method Type WEB, the Pre-Enrol check box should be selected. By selecting the check box, it allows the Batch Pre-Enrolment process (ENRJ3100) to apply the Enrolment Steps to each Student Course Attempt. These steps can then be viewed in the Self-Enrolment application in Callista Connect or in ENRF5F10 (Maintain Student Course Attempt Enrolment Steps).
• Save.

Rules/Notes:

For the WEB Enrolment Method Type where 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 System 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 pre-enrolment process does not add a Completion Date (i..e Completion Date is null).
• If the Mandatory Step check box is selected and the Mandatory Confirm check box is deselected, the Completion Date is automatically set as follows:
  • STUDSTATUS: The Completion Date is set to the System Date only if a current STUDENT COURSE HECS OPTION record exists for the context Person ID and Course Code, and the Current date is after the Student Course HECS option Start Date and before the End Date (or the End Date is null).
  • STUDY-RSN: The Completion Date is set to the System Date if there is a STUD-REASON-CD recorded in the SCA record.
  • UNIT-SETS: The Completion Date is set to the System Date if an associated active Student Unit Set Attempt record exists (i.e. End Date is null) for the SCA where the Student Confirmed Indicator = Y.
  • SUAAO-UPD: The Completion Date is not set.

To modify an Enrolment Category Procedure Detail using this form:

• Find the record to be modified.
• Modify the record as required.
• Save.

Rules/Notes:

An Enrolment Category should only be modified where the change is to the Person Add, Course Add, Produce Enrolment Package, and Pre-Enrol Steps check boxes.

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

Rules/Notes:

An Enrolment Category Procedure Detail cannot be deleted if any Enrolment Category Procedure Steps are associated with it.

• Ensure that the correct Enrolment Category is displayed in the Enrolment Category block and the correct Enrolment Method Type and Student Commencement Type are selected in the Enrolment Category Procedure Detail block.
• Navigate to the Enrolment Category Procedure Step block.
• Enter Insert mode.
• Enter the required procedure steps. Either:
  • Select the Default Steps button. The complete set of available Step Types will be assigned to the procedure detail. Any steps not required can then be deleted. Or
  • Select a step group (i.e. either Person, Course or Unit Steps for non-WEB Enrolment Method Types and Web Steps for WEB Enrolment Method Types) from the list of values.
    • Select a Step Type from the list of values (or key a valid value) in the Step Type field of a blank record.
    • Continue selecting required Step Types as in 4.2.1.
    • When all required steps for a step group have been added, repeat from 4.2 for other step groups.
• Select the Mandatory Step check box for any of the procedure steps for which entry of data is mandatory during the Enrolment process.
• The Mandatory Confirm check box is used to force students to confirm the data that has been recorded against an Enrolment Step. This check box is used for the WEB Enrolment Method Type and the Self-Enrolment application in Callista Connect.
• A default step order will have been created during the creation of the procedure steps. The order of a particular step can be changed by selecting the step then selecting the up or down arrow to raise or lower the step in the order.
• The Process Type Restriction is used to restrict Enrolment Steps to a particular process type for the Enrolment Method Type WEB.
• For steps in the Enrolment Method Type WEB, select the Step Elements button to record web elements for the context step in the Maintain Enrolment Category Procedure Step Elements form.
• Save.

Rules/Notes:

The set of available Step Types is System defined. Only steps from this set can be used for a procedure.

Using the Default Steps button causes all of the available set of procedure steps to be assigned to a procedure detail. This set can then be modified to remove any unwanted steps.

For the Enrolment Method Type WEB, the step group is restricted to Web Steps. The web steps group contains only the Step Types required for using the Self-Enrolment application in Callista Connect. When the Default Steps button is selected, the steps are ordered as one group.

For example: the Person Steps are numbered 1 to 11, the Course Steps are numbered 12 to 15, the Unit Steps are numbered 16 to 17. The step order can still be altered by selecting the step and then selecting the up or down arrow to move the step or deleting a step that is not required.

The Process Type Restriction can only be defined for a Step Type for an Enrolment Method Type WEB.

The Process Type Restriction LOV is restricted to Enrolments Process Types - Enrolment and VARIATION.

A warning is displayed where the Mandatory Confirm check box is selected and the Mandatory Step check box has not been set. This is not an error as there are circumstances where a step is not mandatory but confirmation that the student has viewed the information is required.

For example: Address Details are pre-enrolled for the student. If a student has not moved, they do not need to change the data recorded in the ADDRESS step. However, the institution may require confirmation that the student has viewed their Address Details to ensure they are correct. In this case, the Mandatory Step check box is not necessary but the Mandatory Confirm check box is advantageous.

The Step Elements button is only available where Callista Connect has been installed. If Callista Connect has not been installed, the button is disabled (greyed out).

• Ensure that the correct Enrolment Category is displayed in the Enrolment Category block and the correct Enrolment Method Type and Student Commencement Type are selected in the Enrolment Category Procedure Detail block.
• Navigate to the Enrolment Category Procedure Step block.
• Enter Insert mode.
• Select a Step Type from the list of values (or key a valid value) in the Step Type field of a blank record.
• If entry of data during the Enrolment process is mandatory for this Step Type, select the Mandatory Step check box.
• If confirmation of the step is required, select the Mandatory Confirm check box.
• The order of the step can be changed by selecting the step then selecting the up or down arrow to raise or lower the step in the order.
• If the step is restricted to a particular process type for Self-Enrolment, select a process type from the LOV.
• If the step is part of the Enrolment Method Type WEB, select the Step Elements button to navigate to the ENRF5F10 where web elements can be mapped to the context Enrolment step.
• Save.

Rules/Notes:

Step Types MUST be unique for an Enrolment Method Type defined in an Enrolment Category.

• Find the record to be modified.
• Modify the record as required.
• Save.

Rules/Notes:

To delete a Procedure Step using this form:

• Find the record to be deleted.
• Locate the cursor in the record to be deleted.
• Delete record. The step order will be adjusted automatically.
• If the new step order is incorrect, make any necessary adjustments to the order.
• Save.

List of Available Enrolment Procedure Steps

Person Steps

Course Steps

Unit Steps

Web Steps

ADDRESS
ALIASES
ALTERNATE
BASIC-PERS
BANKDETAIL
CHESSN
CHKCENCUMB
CHKCROSS
CHKFORCED
CONCESSION
CRS-ATTMPT
DECLARE
DISABILITY
DISCLAIMER
HEALTHCARE
INTERNATNL
P-ACTI
PERENCUMB
PERNOTES
PE-SERVICE
PRIOR-ED
SCHSHP
STATISTICS
PE-TRPLN
UNT-ATTMPT
USI
VAR-CUTOFF
VETSTAT
VISA

 

PRE-ENROL
ADVSTAND
AUTO-RLCHK
AWARD-DTL
BASIS-ADM
CDISCONTIN
CEXAM-LOCN
CHGOPTION
COMPLETION
CORCATEGRY
CRS-COHORT
CRSENCUMB
CRSNOTES
DELIVERY
E-COE
FEE-ASS
FEECATEGRY
FUNDSOURCE
INTERMIT
JOINT-DEGR
LAPSE-DTL
LOAD-VAR
LOANCAPAMT
OVER-GTO
PRE-ENROL
PRG-RULE
PROGRESS
PUBL-OUTCM
RESEARCH
SA-HELP
SCA-ACTI
SELFHELP
SKILLSRFRM
SPCL-REQ
STUDSTATUS
TRANSFER
TRAINING PLAN
UNIT-SETS
UDG-SCH

ACTVTY-TT
BASIC-UNIT
CHCK-RULES
CHKQUOTAS
CHKVALIDTY
CRS-ATTMPT
GRAD-SCHMA
OVER-ACP
OVER-EA-DT
OVER-ECP
OVER-EFTSL
OVER-FUND
OVER-HAT
OVER-SCH
OVER-TCH
OVER-TITLE
PARTICTN
RESRCH-OU
RULE-CTOFF
SAVE-INVLD
SUA-ACTI
SUAAO-INQ
SUAAO-UPD
SUP-UNIT
UDISCONTIN
UEXAM-LOCN
UNITNOTES
VIEW-GRADE
WAIVE-RULE
WV-CRS-RUL
WV-IND-RLE

ACTVTY-TT
ADDRESS
BANKDETAIL
BASIC-PERS
CEXAM-LOC
CHKCENCUMB
CHKCROSS
CHKFORCED
CHKVALIDTY
COMPLETION
CONCESSION
CRS-ATTMPT
DECLARE
DISABILITY
DISCLAIMER
JOINT-DEGR
PE-SERVICE
SA-HELP
STUDSTATUS
SELFHELP
STATISTICS
SUAAO-INQ
SUAAO-UPD
UDISCONTIN
UNITS
UNT-ATTMPT
UNIT-SETS