Purpose

To create and maintain encumbrances against a student record.

SubSystem

Enrolments

This form is used to create and maintain Administrative and Academic Encumbrance Types in context of a student. For example, a user can:

• Create a new Encumbrance Type.
• Add an Expiry Date to an Administrative Encumbrance Type (or add an Expiry Date to an Academic encumbrance via the Progression Rule button (PRGF6610)).
• View the Person ID and name of the person who authorised that an Expiry Date be added to an encumbrance.
• Record comments for applying or lifting (i.e. adding an Expiry Date to) an Encumbrance Type.
• View comments and authorisation information that was recorded when an encumbrance was applied (i.e. when the System Status of a Fee Encumbrance was set to APPLIED via FINJ6230 or in FINF6311).
• View information about Correspondence items generated as a result of the encumbrances relating to the student.

Person block

This is a context block and displays details of the student for whom Encumbrance Details are being viewed or recorded. When this form is invoked via the Encumbrances button (Course Attempts) in ENRF3000, the student record appearing there will be the context record here. Where this form is entered directly, queries can be performed in this block to locate a Student's Encumbrance Records; however, names are case sensitive and are best avoided as query criteria. Where the form is entered via ENRF3000, it is necessary to exit this form and return to ENRF3000 to query another student. See ' To Inquire on the Encumbrances of a Student …' below for specific detail regarding data retrieved in this form.

Person Encumbrance block

An overview of Encumbrance functionality is provided under Management of Existing Enrolments.

An Academic Encumbrance is placed on a student through Progression functionality (through the association of the encumbrance and a Progression Outcome).

An Administrative Encumbrance is placed on a student by specifying the appropriate Encumbrance Type and recording the ID of the person who authorised its application. Callista defaults the Start Date of the Encumbrance Type to the current Date. This can be altered to a future Date if required.

Note: Some Academic encumbrances are only applied in Teaching Calendars whose Census Date falls between the Start and End Dates of the encumbrance.

The effect of an encumbrance on a student is determined by the set of default effects attached to the Encumbrance Type. These are viewed by selecting the View Encumbrance Effects button.

Attaching an encumbrance to a student applies the effects attached to the Encumbrance Type to the student. When the encumbrance is saved, a message is displayed advising of those effects which have been successfully applied to the student, those (if any) which have failed and specifying any extra detail required to complete the creation of the encumbrance. Unsuccessfully applied effects must be manually added by selecting the Encumbrance Details button and adding the effects in ENRF6320. Further, subject to certain system rules, the set of default effects can be modified if required. Details of this process are available under ENRF6320.

Academic Encumbrances (applied as part of a progression outcome) can only be maintained through the form PRGF6610, accessed by selecting the Progression Rule button in this form. This button is inactive where the context person encumbrance is Administrative.

Note: Conditions can be set up for an encumbrance in FINF2890 to define how the encumbrance should be applied due to unpaid and due fees, and/or when it can be lifted (expiry-dated).

This form is accessed from the main menu, or via the Encumbrance button in Record Enrolments (ENRF3000), The Person Inquiry Screen (INQF1A00), Student Course Attempt (INQF1200), or via the Person Encumbrance button in Authorise Fee Encumbrances (FINF6311).

Person block:

• Person ID
• Sex
• Date Of Birth

Person Encumbrance block:

• Include Expired Encumbrances check box
• Include Academic check box
• Include Administrative check box
• Encumbrance Type
• Start Date
• Expiry Date
• Crs Version
• Progression Status
• Acad/Prog Period
• Crs Status
• Failure/Failure Type
• Outcome Type
• Rule/Ref Code
• Authorised By
• Rule Category
• Expiry Authorised
• Duration

  Buttons

  • Find Person (in block)
  • Progression Rule (PRGF6610)
  • View Encumbrance Effects (ENRF6320)
  • Encumbrance Details (ENRF6320)
  • Student Appeal (ENRF3210)
  • Encumbrance Comments - (Overlay block)
  • Expiry Date Comments - (Overlay block)
  • Correspondence - (Overlay block)

Rules/Notes:

Applying an Encumbrance to a student applies the associated effects. These effects are described in the Encumbrance Effects list and may restrict a student's subsequent enrolment or access to services.

When this form is accessed from the main menu, records can be updated. However, when accessed from the Person Inquiry Screen (INQF1A00) or Student Course Attempt (INQF1200), the form only allows queries to be performed and only for the context values.

If navigating from INQF1A00 Person Inquiry screen, this block has the Include Administrative check box selected and displays only Encumbrances of category ADMINISTRATIVE.

If navigating from INQF1200 Student Course Attempt screen, this block has the Include Academic check box selected and displays only Encumbrances of category ACADEMIC.

The Person ID details provided in the Authorised By field when adding or updating an encumbrance, must be those of a staff member.

Security restrictions apply regarding viewing, applying, lifting encumbrances or recording comments for encumbrances, as defined in SECF0093. For example, only users belonging to a Security Role that allows recording comments for an Encumbrance Type can do so on this form.

Appeal details can be recorded on the Maintain Student Appeal form (ENRF3210) - accessed via the Student Appeal button.

Comments can be added via the Encumbrance Comments button or Expiry Date Comments button, as appropriate.

Note: Conditions are defined in FINF2890 for when an encumbrance can be applied or expiry-dated.

The Correspondence button accesses the Communication Item Overlay block where details for Pending, Applied and Expired Communication items are displayed for an Administrative Encumbrance.

The Correspondence button is only available when the encumbrance is an Administrative encumbrance and correspondence has been generated for the person/encumbrance.

Validations:

• If person does not have access to apply an encumbrance they will not be allowed to apply the encumbrance.
• If the person (via a Security Role - see SECF0093) does not have access to set an Expiry Date for an encumbrance, they will not be allowed to expire the encumbrance.
• If the person (via a Security Role - see SECF0093) does not have access to record comments for an encumbrance, they will not be allowed to record comments.

• Ensure that the record for the correct student is displayed in the Person block.
• Navigate to this block. The data appearing in this block depends on the way this form was opened. See 'Rules' opposite for details.
• Enter Query mode.
• Select or deselect the check boxes to determine which data will be displayed.
• Execute the query. The Encumbrances displayed will depend on the check boxes selected. Selecting all check boxes displays all the Encumbrances ever placed on the student.
• Select an Encumbrance to view its authoriser and comment details.

Rules/Notes:

If this form was invoked from ENRF3000, then:

• If navigating from ENRF3000 Person Details screen, this block has the Include Administrative check box selected and displays only Encumbrances of Category ADMINISTRATIVE.
• If navigating from ENRF3000 Student Course Attempt screen, this block has the Include Academic check box selected and displays only Encumbrances of Category ACADEMIC.

If the form was accessed directly (for example, from a menu), both the Include Academic and Include Administrative check boxes are selected and Encumbrances of both Categories are displayed.

• Ensure that the record for the correct student is displayed in the Person block.
• In Insert mode, select the Encumbrance Type to be applied to the student from the list of values (or key a valid value) in the Encumbrance Type field of a blank record.
• Enter the date from which the Encumbrance applies in the Start Date field.
• Enter the Expiry Date of the Encumbrance, where appropriate, in the Expiry Date field. (Optional.)
• Enter the ID number of the person responsible for the Encumbrance in the Encumbrance Authoriser field (or use the Find Person function to locate the Person's ID).
• Enter any notes regarding this Encumbrance in the Encumbrance Comments and/or Expiry Date fields. (Optional.)
• Save. A message is displayed confirming which default effects have been created, which (if any) default effects have failed and specifying any extra detail required to complete the creation of the Encumbrance.
• Select the Maintain Encumbrance Effects button to invoke ENRF6320 where effects that were not applied in step 7 can be added, together with any detail required to complete the Encumbrance.

Rules/Notes:

Only Administrative Encumbrances can be added in this form.

The Start Date of a person Encumbrance must be greater than or equal to the current Date.

The system is unable to apply Encumbrance Effects where the student has multiple current Course Attempts. A warning message advises this. Effects must be added manually.

To modify a Student Encumbrance using the Maintain Basic Person Encumbrance Detail form:

• Ensure that the record for the correct student is displayed in the Person block.
• Ensure that the record to be modified is displayed in the Person Encumbrance block. If not, perform a query with the appropriate check boxes set, to locate the required record.
• Modify, as required.
• Save.
• Select the Maintain Encumbrance Effects button to invoke ENRF6320 and modify effects, as required.

Rules/Notes:

Academic Encumbrances (Progression Outcomes) can only be modified through the appropriate Progression forms.

Encumbrance Effects are modified in ENRF6320.

To delete a Student Encumbrance using the Maintain Basic Person Encumbrance Detail form:

• Ensure that the record for the correct student is displayed in the Person block.
• Ensure that the record to be modified is displayed in the Person Encumbrance block. If not, perform a query with the appropriate check boxes set, to locate the required record.
• Delete record.
• Save.

Rules/Notes:

Encumbrances that have been applied to a student are not normally deleted. Instead the Encumbrance is expired by entering an End Date.

Academic Encumbrances (Progression Outcomes) can only be expired through the appropriate Progression forms. To expire an Academic Encumbrance, use the Progression Rule button to access PRGF6610 where the Progression Outcome can be expired and then applied. This automatically expires the Encumbrance.

• If required, an Expiry Date can be manually back-dated (in PRFG6610) to a date that is greater than or equal to the Encumbrance Start Date and less than or equal to the current date.
• Note: An Expiry Date that was manually applied to an Outcome (in PRGF6610) can subsequently be deleted (ie. set to NULL), for example, if you want to make the Encumbrance ACTIVE.

Where institution policy permits the deletion of expired Encumbrances, it is first necessary to expire and delete associated detail and effects records.

To enquire on the Encumbrance Effects applied to a student using the Maintain Basic Person Encumbrance Detail form:

• 'To inquire on the Encumbrances of a student …' (above) details the process of displaying a student's Encumbrances.
• With the correct Encumbrance displayed and selected in the Person Encumbrance block, select the View Encumbrance Effects button. The Person Encumbrance Effect block containing the effects for the selected Encumbrance is displayed.

Rules/Notes:

Data can only be viewed in this block. To update a student's Encumbrance Effects use ENRF6320 or the appropriate Progression forms.

This block does not display Course and Unit data for those Encumbrance Effects involving Courses and Units. This data can be viewed in ENRF6320 and modified in PRGF6610.