Purpose

To record the Teaching Calendars which link to particular Load Calendars and the proportion of their load which they contribute and:

To record the Administrative Unit Statuses applicable to the Teaching Calendars, and their relevance to Load Calculations and:

To record individual Unit Versions which link to particular Load Calendars and the proportion of their load which they contribute

Subsystem

Enrolments

Calendar Instance block

This block is used to query and display Load Calendar Instances which have been created in the Calendar Subsystem.

For each standard (not aggregate) Load Calendar Instance selected in this block:

• the links to Teaching Calendars can be recorded and displayed in the Default Load Apportion block below, together with the Default Percentage of load they contribute to the Load Calendar.
• individual Unit Versions corresponding to the Teaching Calendars can be recorded and displayed in the Unit Load Apportion block, together with the Percentage of load they contribute to the Load Calendar.

For each Load Calendar Instance/Teaching Calendar combination, a set of Administrative Unit Statuses can be recorded and displayed in the Administrative Unit Status Load block.

Further explanation of setting up and using the Load Calendar structure is given in the Student Load Structure and Management section of Understanding Enrolments.

A worked example is given in the Student Load Structure and Management section of Understanding Enrolments.

Default Load Apportion block

For the Load Calendar Instance selected in the block above, the links to Teaching Calendars can be recorded and maintained in this block, together with the default proportion of load they contribute to this Load Calendar. Study units corresponding to the Teaching Calendars have their load apportioned according to these defaults unless their load ratios have been specified individually in the Unit Load Apportion block.

In Apportioning load, the following points apply:

• Where the Teaching Calendar load is split across two or more Load Calendar Instances, the Percentages recorded against the Load Calendars should total 100% for a single cycle of the Teaching Period.
• Load may be spread evenly or unevenly across Load Calendars. When the split is uneven, different Percentages can be added for Load Calendars falling within either one or two Academic Calendar Periods, but not more.
• Where the Teaching Period spans two Academic Calendars (which in practice means 'straddle' Teaching Periods starting in one year and ending in the next), the Second Percentage field is used for the distribution of Teaching Period load across the Second Academic Calendar Period.
• For 'straddle' Teaching Periods, a value of zero should be entered against the Load Calendars corresponding to the segments outside the Teaching Period span. (YR-LONG-2 below is an example of this).

For an explanation of Load Apportionment as a part of setting up and using the Load Calendar structure, see the Student Load Structure and Management section of Understanding Enrolments. See also the extensive table of sample data at the end of the present section.

For example, each Load Calendar selected in the Calendar Instance block has one or more Teaching Calendar records associated with it in the Default Load Apportion block. SEM-1 is a one Semester Teaching Period. YR-LONG is a Teaching Period of a year's duration, within one year. S1-E1 is a Teaching Period spanning three Semesters, starting in Semester One of one year, and ending at the end of Semester One in the next year. YR-LONG-2 is of a year's duration, starting in Semester Two of one year, and ending at the end of Semester One of the next year.

For the Teaching Calendar S1-E1, load is represented here as being unevenly split across three Load Calendars Instances in the proportion 30% - 45% - 25%. The Second Percentage field holds the Percentage for the third portion of the Teaching Period (which will be calculated against the Load Calendar Instance LD-CAL1 in the next Academic Period).

A graphical representation of similar data is given in the introductory material to the enrolment Subsystem. See also the more extensive table of sample data at the end of the present section.

Administrative Unit Status Load block

Discontinued Student Unit Attempts have an Administrative Unit Status recorded at the time of discontinuation. These statuses indicate how far the student progressed in the Unit Attempt before discontinuing.

In order to calculate load correctly for these students, a check box in this block is associated with each of the statuses to show whether the Unit Attempt does or does not incur load. For maximum flexibility, these are set for each Load Calendar Instance/Teaching Calendar combination. This allows for different sets of Administrative Unit Statuses and/or check box settings to be used in different types of Teaching Calendar, as well as in different cycles of the same Teaching Calendar type, if required.

For a discussion of this functionality in its wider context, see the Student Load Structure and Management section of Understanding Enrolments.

Worked examples of the role of Administrative Unit Statuses in discontinuation and in load management are given in the Managing Unit Discontinuation and Student Load Structure and Management sections of Understanding Enrolments.

Button

Unit Load Apportion button

If required, individual Unit Versions may have their load apportioned differently from the default set up for their corresponding Teaching Calendars.

For a selected Load Calendar Instance/Teaching Calendar combination, the load an individual unit contributes to the Load Calendar can be recorded and displayed in this block. The block is accessed as an overlay using the Unit Load Apportion button.

In Apportioning Load, the following points apply:

• Where the Teaching Calendar load is split across two or more Load Calendar Instances, the Percentages recorded against the Load Calendars should total 100% for a single cycle of the Unit Version.
• Load may be spread evenly or unevenly across Load Calendars. When the split is uneven, different Percentages can be added for Load Calendars falling within either one or two Academic Calendar Periods, but not more.
• Where the Unit Version spans two Academic Calendars (which in practice means 'straddle' units starting in one year and ending in the next), the Second Percentage field is used for the distribution of Unit Version load across the second Academic Calendar Period.
• For 'straddle' units, a value of zero should be entered against the Load Calendars corresponding to the segments outside the Teaching Period span.

For an explanation of Load Apportionment as a part of setting up and using the Load Calendar structure, see the Student Load Structure and Management section of Understanding Enrolments. See also the extensive table of sample data at the end of the present section.

This example follows from the example for the Teaching Calendar S1-E1 given above. Although the load apportionment default for that Teaching Calendar was 30% - 45% - 25%, the Unit Version EMR904 in the S1-E1 Teaching Period has its load split 40% - 40% - 20%.

The load for EMR666 is very nearly evenly divided at 33.33% - 33.34% - 33.33%. Note that such a 3-way even split must still be slightly adjusted in order to total 100%.

The Calendar Instance block contains:

• Calendar Type
• Description
• Start Date
• End Date
• Calendar Status

The Default Load Apportion block contains:

• Calendar Type
• Description
• Percentage
• Second Percentage

  Button

  • Unit Load Apportion

The Administrative Unit Status Load block contains:

• Administrative Unit Status
• Description
• Unit Attempt Status
• Load Incurred check box

Rules/Notes:

Changes in this form have the potential to affect load and derived Fee Calculations (and also potentially the derived Course Attendance Type) for all students enrolled in the Teaching Periods or units linking to the Load Calendar Instances concerned.

Examples of Subsystems in which repercussions will be felt are the Enrolments and Statistics Subsystems.

To inquire on Load Calendar Instances using the Maintain Load Calendar Structure form:

• Navigate to the Calendar Instance block
• Enter Query mode
• Enter query details in the appropriate fields
• Execute the query
• If more than one record is retrieved, scroll to select the one required

Rules/Notes:

This block is used only for the display and selection of Load Calendar Instances. Records cannot be added, amended or deleted.

Aggregate Load Calendars must not have load structure recorded against them. Aggregate Load Calendars are those which have other Load Calendars as their subordinates (in CALF0330).

To create a link between a Teaching Calendar and the selected Load Calendar Instance, and to record a default load Percentage, using the Maintain Load Calendar Structure form:

• Ensure that the required Load Calendar Instance has been selected in the Calendar Instance block
• Enter Insert mode
• Select the required calendar type from the list of values (or key a valid value) in the Calendar Type field
• Enter the required Percentages in the Percentage and Second Percentage fields. (defaults to 100%)
• Save

Rules/Notes:

Teaching Calendars must not be linked to aggregate Load Calendars. Aggregate Load Calendars are those which have other Load Calendars as their subordinates (in CALF0330).

The list of values displays calendars of calendar category TEACHING.

Only Open Calendars are shown in the LOV, except when a Calendar Type has just been keyed in. In this circumstance, the Calendar details are displayed in the LOV for information.

Load Apportionment can only be recorded against ACTIVE Calendars.

The Second Percentage field is used when a distribution of Teaching Period load spans two Academic Calendar Periods.

The link can be saved within this block, or after the set of associated Administrative Unit Statuses have been recorded. Alternatively, all the relevant Teaching Calendars for a Load Calendar Instance can be recorded before saving.

Note: For each Teaching Calendar cycle recorded here, the sum of the Percentages attributed to Load Calendars should equal 100%. It is the user's responsibility to ensure this.

To modify the default load Percentage recorded against a Load Calendar, using the Maintain Load Calendar Structure form:

• Find the record to be modified
• Modify the record as required
• The System issues a warning. Select OK (or Cancel to avoid modifying)
• Save

Rules/Notes:

WARNING. Changing a default Load Apportionment can have far-reaching consequences. It will affect load and derived Fee Calculations (and potentially the derived Course Attendance Type) for all students enrolled in the Teaching Period which links to the Load Calendar Instance concerned. For this reason a warning is given whenever a modification is attempted.

To remove the link between a Teaching Calendar and the selected Load Calendar Instance, using the Maintain Load Calendar Structure form:

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

• Ensure that the required Load Calendar Instance/ Teaching Calendar combination has been selected in the previous blocks
• Enter Insert mode
• In a blank Administrative Unit Status field, select the required status from the list of values (or key a valid value)
• If load is not incurred with this status, select the Load Incurred check box to de-select it
• Repeat from step 3 the number of times required to add a complete set of statuses for the Load Calendar Instance/Teaching Calendar combination
• Save

Rules/Notes:

By default, the Load Incurred check box is selected. This indicates that load is associated with the corresponding Administrative Unit Status.

No data should be recorded in this block for aggregate Load Calendars. Aggregate Load Calendars are those which have other Load Calendars as their subordinates (in CALF0330).

To change the Load Incurred check box of an Administrative Unit Status using the Maintain Load Calendar Structure form:

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

Rules/Notes:

Changing the check box can affect load and derived Fee Calculations (and potentially the derived Course Attendance Type) for some discontinued Student Unit Attempts in the Teaching Period which links to the Load Calendar Instance concerned.

To remove the link between an Administrative Unit Status and a Load Calendar Instance/Teaching Calendar combination, using the Maintain Load Calendar Structure form:

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

Rules/Notes:

The deletion of a record will normally only occur while setting up the structure initially, to correct a mistake made. Subsequent alterations to the structure have the potential to affect Load Calculations for discontinued students elsewhere in the System.

• Ensure that the required Load Calendar Instance /Teaching Calendar combination has been selected
• Select the Unit Load Apportion button
• Enter Insert mode
• Select the required Unit Version from the list of values for the Unit Code field. Alternatively, key values in the Unit Code and Version Number fields
• Enter the required Percentages in the Percentage and Second Percentage fields. (defaults to 100%)
• Save
• To return to previous screen configuration, select the Back button

Rules/Notes:

The list of values displays PLANNED or ACTIVE Unit Versions within the Teaching Calendar selected.

One or more units can be entered before saving.

Note: For each Unit Version cycle recorded here, the sum of the Percentages attributed to Load Calendars should equal 100%. It is the user's responsibility to ensure this.

No data should be recorded here for aggregate Load Calendars. Aggregate Load Calendars are those which have other Load Calendars as their subordinates (in CALF0330).

To modify the Unit Version Percentage recorded against a Load Calendar, using the Maintain Calendar Structure form:

• Find the record to be modified
• Modify the record as required
• The System issues a warning. Select OK (or Cancel to avoid modifying)
• Save

Rules/Notes:

WARNING. Changing a Load Apportionment can have far-reaching consequences. It will affect load and derived Fee Calculations (and potentially the derived Course Attendance Type) for all students enrolled in the Unit Version linking to the Load Calendar Instance/Teaching Calendar concerned. For this reason a warning is given whenever a modification is attempted.

To delete a Unit Version load apportionment record, using the Maintain Calendar Structure form:

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

Rules/Notes:

The deletion of a record will normally only occur while setting up the structure, to correct a mistake made. Subsequent alterations to the Unit Version load apportionment have the potential for repercussions elsewhere in the System.