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Enrolments

Introduction

The Enrolments subsystem is used to maintain both Enrolment Reference Data and Student Enrolment Data. A limited number of functional specialists have the necessary security access to maintain the reference data. Student Enrolment Data may be maintained by specialist Enrolment staff, faculty users and casual staff, with security access being tailored to the operational requirements of the institution. The database Administrator can create security roles which allow staff access to the complete Enrolment process or to a sub-set of the available processes. Hence, some Enrolment functions, such as Course Discontinuation, may only be available to users with selected roles. Security can be configured to restrict the set of data which a user can create, retrieve or modify.

Enrolment details are used in other subsystems and may be accessed via special inquiry or reporting interfaces.

Most users of this subsystem need a broad understanding of system-wide functionality. This manual provides the necessary information in the System Overview chapter.
Help for a specific topic can be found using the Index.
The terminology used within the Enrolments subsystem is explained in the Subsystem Glossary section. Explanation of Enrolments concepts and the relationships between data are provided in the Understanding Enrolments section.

The Enrolments subsystem is a flexible facility for managing Student Enrolment details. Use it to record and maintain:

• Enrolment Reference Data
• Basic Student Enrolment details, including:
  • Course Attempts and
  • Associated Unit Attempts
• Additional Student Course and Unit Attempt information
• Enrolment variations
• Student Encumbrance details

Multi-Byte Characters:
For institutions that have installed a multi-byte character set, please note that the use of multi-byte characters is designed for and partially supported in specific areas of Callista only (i.e. in Proposals (user-defined fields), Communication Templates and Items, and Thesis). Therefore, it is advisable that you use single-byte characters only in the Enrolments subsystem, as some multi-byte characters are equal to more than one byte at the storage level and therefore could be interpreted incorrectly by processes. For more information, see the 'Character Sets' section in System Wide Features.

Main Functions

The main functions of this subsystem are:

• Creation and maintenance of reference data used to specify student, course and unit data within the subsystem.
• Creation and maintenance of Government Reference Data which is used for Government Statistical Reporting.
• Identification of a Student's Enrolment eligibility.
• Generation of Enrolment and re-Enrolment forms and other related documents.
• Confirmation of Course Attempts.
• Confirmation of, and variation to, Pre-enrolled Unit Attempts.
• Recording and variation of Course and Unit Attempt details.
• Discontinuation of Course and/or Unit Attempts.
• Recording, confirmation and maintenance of Enrolment related details, including:
  • Student personal details.
  • Student statistics.
  • Student Status.
  • Student Fee and Correspondence Categories.
• Checking of a student's program of study against Course and Unit Rules.
• Production of reports.
• Production of specialised items of Correspondence.

Related Subsystems

The Enrolments subsystem is closely integrated with other subsystems, including:

Last Modified on 7 May, 2015 9:27 AM

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