Purpose

This form allows the entry and maintenance of coded reasons for Discontinuation. These codes and reasons are determined by the institution, and appear in the Enrolment form ENRF3000 to indicate either:

• why a student has voluntarily discontinued a particular Course Attempt, or
• why a Student Course Attempt has been discontinued as part of a System process.

The reasons associated with these two methods of Discontinuation must be handled differently in this form. For voluntary Discontinuation, it is only necessary to specify the required reasons and select one reason to be used as the default.

For System initiated Discontinuation, the reasons must be assigned a System Discontinuation Reason Type. Three types are provided:

• TRANSFER
  signals that the reasons assigned to the type relate to the Course Transfer Process. At least one institution defined transfer reason must be recorded in this form, and more can be specified. One, and only one, reason must be indicated as the System Default. This default will be inserted automatically whenever a course is discontinued as part of the transfer process, but can be amended in ENRF3000 if another transfer reason would be more appropriate.
• PROGRESS
  indicates that the Discontinuation resulted from an applied Progression Outcome. At least one institution defined progression reason must be recorded in this form. One must be indicated as the System Default and this will be inserted automatically whenever a course is discontinued as part of the application of a Progression Outcome.
• TERMINATED
  currently has no System functionality

The following table gives an example of Discontinuation Reason Codes

Configuration for Online Discontinuation

Selections in this form can determine how Discontinuation applications which use these reason will be processed for Student Online Discontinuation applications.

Select the SSF Available check box to display this Discontinuation Reason Code for student online discontinuation applications. If this is not selected the reason code will not display for online applications but will still be available in ENRF3000.

Select the SSF Receive Application check box to allow online applications that list this discontinuation reason to be accepted by the automated system (not approved, only accepted for review). If the checkbox is not selected, any applications made using this reason code will be rejected and the student will see an appropriate message (configurable for institution).

Select the Auto Approve checkbox to make the system automatically approve any Discontinuation application that has been submitted with this Discontinuation Reason. If the check box is not selected the application will need to go through a manual approval process whereby staff will determine if the student can discontinue their course.

Explanation – This field is used to display the discontinuation reason in the Online Discontinuation and Intermission application form (DISINTAPPL). Institutions can modify this field to make the description appropriate for their students.

For further details regarding the configuration of Online Discontinuation applications - see ENRW0210.

This form can be accessed via the Callista menu.

The General Calendar Configuration block contains:

• Discontinuation Reason Code
• Description
• Default check box
• Closed check box
• System Discontinuation Reason Type
• System Default check box
• SSF Available check box
• SSF Receive Application check box
• Auto Approve check box
• Auto End Date Unit Sets check box
• Auto Apply Voluntary Ending check box
• Govt Program Status identifier
• Comments
• Explanation

Rules/Notes:

Government Program Status Identifiers can optionally be mapped to Discontinuation Reason Codes. When a Discontinuation Reason Code which has a Government Program Status identifier is defined to a Student Course Attempt, the Government Program Status Identifier will be included within the Snapshot for the Program Completions (NAT00130) file for the student. Note this mapping is used for the reporting of VET records to Higher Education and Skills Group (HESG), so is only relevant for students at Victorian Institutions.

To create a new Discontinuation Reason record using the Maintain Discontinuation Reason Codes form:

• Enter Insert mode
• Enter the new code in the Discontinuation Reason Code field of a blank record
• Enter the meaning of the code in the Description field
• If this is to be the default for a Voluntary Discontinuation reason select the Default check box, or for a reason related to a System Initiated Discontinuation
  • select the required System Discontinuation Reason Type
  • if required, choose this record as the default by selecting the System Default check box
• Select SSF Available, SSF Receive Application and Auto Approve check boxes, if required, to configure discontinuation via student connect as required
• For Victorian institutions, select a Govt Program Status Identifier that this Discontinuation Reason Code will map to.
• Optionally, add additional information in the Comments field
• Add information for display via student connect in the Explanation field
• Save

Rules/Notes:

One record must be selected as the default for each of

• The user-defined 'set' of Voluntary Discontinuation reasons
• The user-defined 'set' of Discontinuation reasons for each defined System Discontinuation Reason Type (PROGRESS, TRANSFER or TERMINATED).

The SSF Recieve Application check box cannot be selected if the SSFAvailable check box is not selected.

Select the Auto End Date Unit Sets check box if Unit Sets are end dated in ENRF3252 when a Student Course Attempt is discontinued using this reason code.

Select Auto Apply Voluntary Ending check box if the Voluntary Ending check box is to be automatically selected in ENRF3252 when a Unit Set Attempt is ended using this reason code.

A Govt Program Status Identifier cannot be assigned to more than one open Discontination Reason Code.

To modify a Discontinuation Reason record using the Maintain Discontinuation Reason Codes form:

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

Rules/Notes:

Once a Discontinuation reason has been used in Enrolment records, the description should only be modified in ways that do not alter its meaning.

To delete a Discontinuation Reason record using the Maintain Discontinuation Reason Codes form:

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

Rules/Notes:

If a particular Discontinuation Reason has been used in a Student Enrolment, it cannot be deleted. It can be closed, preventing any further use, by selecting the Closed check box.