Enrolments Glossary

The terms used in the Enrolment subsystem are described below. The relationships between data, and concepts used in this subsystem are explained in detail in the Understanding Enrolments Help page.

Field Name	Description
% Of Course Requirements Granted	The percentage of course requirements granted as Advanced Standing. This maps onto elements 367 (prior exemption) and 385 (total exemption).
Aborig/Torres Code	See Aboriginal/Torres Strait Islander Code.
Aboriginal/Torres Strait Islander Code	Institution defined code describing whether the student identifies herself or himself as being of Australian Aboriginal or Torres Strait Islander descent. Must be mapped to a Government Aboriginal/Torres Strait Islander code.
Academic Calendar	A calendar which at most institutions is a twelve month period representing a cycle of academic activities. In Australian institutions this generally coincides with the traditional calendar year.
Address	See Person Address.
A ddress Type	Is an institution defined classification of addresses. A person or physical entity (such as a location or organisational unit) may have a number of addresses, each of which is assigned an address type. Examples of address types are POSTAL address, HOME address and INSTITUTE address.
Administrative Unit Status	Describes the institution-defined administrative statuses applicable to a discontinued Student Unit Attempt. Examples: Withdrawn Early, Withdrawn Late - Fail. Used in determining load, progression and grades.
Admission Category	Describes the user-defined categorisation of applicants to the institution. Examples: Undergraduate - HECS, Postgraduate Research - HECS. Institutions may use post 2005 terms for HECS such as HECS-HELP or Student Status.
Alias	See Person Alias.
Alternate ID	See Alternate Person Identifier.
Alternate Person ID	See Alternate Person Identifier.
Alternate Person Identifier	Code by which a person is recognised by other Systems and/or organisations.
Apply to Course indicator	Determines whether the application of certain Encumbrance Effects is restricted to existing Student Course Attempts or may be applied more broadly.
Aust Aboriginal or Torres Strait Is	See Aboriginal/Torres Strait Islander Code.
Bachelor's Degree Course	Element 360. The valid data values for this field are described in the Enrolments Codes table.
Citizenship Code	Institution defined code describing a student's citizenship and residency status. Must be mapped to a Government citizenship code.
Citizenship/Residence Status	See Citizenship Code.
Commencement Date - Student Course Attempt	This field describes the date on which the student commenced the current Course Attempt for the first time. Element reference 328.
Commencing Location	A field in ENRF3060. For international students, this field should not be left blank but have '00001' entered.
Commencing Student	See New Student.
Completion Period	The student nominated year and time (i.e. end of year, mid year or summer) when the student considers they will have completed all course requirements.
Confirm - Student Course Attempt	The act of confirming a student's Enrolment in a course by selecting the Confirmed indicator of a Course Attempt in which a student is eligible to enrol.
Contact indicator	Shows whether the student wishes to be contacted by the university's disabilities resources office.
Continuing Student	See Returning Student.
Country Code	Institution defined code describing a country. Must be mapped to a Government country code.
Course Attempt	See Student Course Attempt.
Course Attempt HECS Option	The option chosen by a student for the payment of their Contribution Amount for a particular Course Attempt.
Course Attempt Status	Describes the statuses assigned to Student Course Attempts. These statuses are not user-defined, as they are derived by the System based on a student's Enrolment. Examples: Enrolled, Lapsed, Inactive, Discontinued.
Current ID	The person ID of the record chosen to be the current record in the Merge Person ID process.
Default Type	This field indicates whether the procedure type default for the nominated Admission Category. Only relevant where there is more than one procedure type linked to a single Admission Category.
Differential HECS	The calculation of a Student's Contribution Amount can vary according to the discipline of each unit the student enrols in. This was known as differential HECS pre-2005 and applies to students commencing from 1997 onwards. An indicator in Callista is used to identify students liable for differential HECS.
Diploma/Assoc Dip (Not TAFE)	Element 361 The valid data values for this field are described in the Enrolments Codes table.
Diploma/Assoc Dip (TAFE)	Element 362 The valid data values for this field are described in the Enrolments Codes table.
Disability	See Person Disability.
Disability Type	Institution-defined code describing a student's disability. Must be mapped to a Government Disability Type.
Discontinuation	Discontinuation from a Student Course Attempt is the process where a student is removed from the course they are studying. The process starts when the student notifies an institution that they are not continuing with a particular Course Attempt, or the institution removes the student. Discontinuation follows an official notification process, where specific information is required in order to discontinue. Students can discontinue at any time. Institutions have their own methods to process a Discontinuation application and the policies surrounding Fee refunds, Course Status on discontinue, etc. Once a Student has discontinued from a course they cannot continue unless they apply to re-enrol in the course. Discontinuation is also called 'resignation', 'cancel', or 'withdrawal' by institutions.
Discontinuation Reason Code	Identifies the primary reason behind the discontinuation of the student's Course Attempt as given by the student.
Discontinued Date	The date of discontinuation of a Student's Course/Unit Attempt.
Effect Type	See System Encumbrance Effect Type.
Effective Time Elapsed for Progression	An indicator which specifies whether or not Unit Attempts with a particular Administrative Unit Status are considered to be effectively enrolled for progression time elapsed calculations.
Effectively Enrolled for Progression - indicator	An indicator which specifies whether or not Unit Attempts with a particular Administrative Unit Status are considered to be effectively enrolled for progression rule checks.
Encumbrance Category	System defined, an Encumbrance is categorised according to whether it relates to an Administrative matter (ADMINISTRATIVE) or an Academic matter (ACADEMIC).
Encumbrance Effect Type	See System Encumbrance Effect Type.
Encumbrance Type	Institution defined, describes the reason for, or the desired result of, an Encumbrance.
Encumbrance Type Effect	The effect(s) of applying an Encumbrance to a student or their Course Attempt.
Enrolled Date	The date the Unit was enrolled.
Enrolment Activity Start and End Dates	Data elements collected as part of the AVETMISS national data collection in the NAT00120 Enrolment file. (Applies to the VET sector only.) The 'Enrolment Start Date' is the date that training activity starts for a unit or module. The 'Enrolment End Date' is the date that training activity ends for a unit or module. These dates are sourced from the SUA Activity Dates. For more information, see STAJ8000.
Enrolment Category	Institution-defined code used to group students who, for the purposes of Enrolment, share common characteristics.
Enrolment Category Procedure Detail	A grouping of Enrolment procedure steps created by assigning an Enrolment method type (a physical method by which a student may enrol) and a student commencement type (new or continuing student or all students) to an Enrolment category.
Enrolment Category Procedure Step	An Enrolment procedure step recorded for a particular Enrolment Category Procedure detail.
Enrolment Method	See Enrolment Method Type.
Enrolment Method Type	A physical method by which a student may enrol. For example, 'face to face', by phone.
Enrolment Step Type	A System defined Enrolment step available to be included in an Enrolment Category procedure.
Fee Category	This field describes the Fee Categories applicable to enrolled students. The purpose of the Fee Category is to identify the distinct Fee Assessment Groups assigned Fee Type liabilities.
Fee Exempt	Not in use.
Funding Source	Describes the funding sources applicable to Student Course Attempts.
Government Student Status (HECS Payment Option)	Describes the possible types of Student Statuses. Examples: Deferred, Upfront, Exempt. Element 380.
Govt Aborig/Torres Code	Describes whether the student identifies herself or himself as being of Australian Aboriginal or Torres Strait Islander descent. Element 316.
Govt Citizenship Code	Indicates a student's Citizenship and Residency Status. element 358.
Govt Country Cd	A code defined in the set of Government Country Codes.
Govt Disability Type	Describes a disability of a student. Element 386.
Govt HECS Payment Option	See Government HECS Payment Option Changed from 2005 onwards to Government Student Status.
Govt Language Code	Describes the use of a language other than English at the students Permanent Home Residence. Element 348.
Govt Permanent Resident Code	Indicates a student's Permanent Residency Status. Element 390.
Grade	The code representing a grade.
Grading Schema Code	Describes a set of available marks, grades and results which can be used in the assessment of Student Unit Attempts. There may be multiple Grading Schemas for any one institution.
HECS	Higher Education Contribution Scheme. From 2005, known as Commonwealth Supported Places.
HECS Payment Option	Describes the possible HECS Payment Options. Examples: Deferred, Upfront, Exempt. From 2005 known as Student Status.
Hours Attended	The number of hours a student attended class or an activity for a VET unit that is withdrawn after the SUA Activity Start Date but prior to the SUA Activity End Date. This value is recorded in the 'Hours Attended' field for the 'Override Hours' T-List item in ENRF3000. Note: The HOURS_ATTENDED value used for reporting purposes for Skills Victoria is explained in STAJ8000.
Intermission	Intermission is the process where a student is granted a period of time during which their SCA studies are suspended without penalty. Generally, intermission involves suspension of students for a block of time, such as a semester or a year. Intermission can be initiated by a Student Application, but sometimes the institution will also place the student in intermission. Students who apply for intermission are usually required to have completed at least some part of the course first, and usually cannot intermit for more than 12 months for a course. Students who are granted intermission from a course are guaranteed a place in the course, provided they resume studies at the end of the intermission period. Intermission is also called 'Leave of Absence' or 'Suspension', by institutions.
International	See Person International Detail.
International Agent Details	Details of the international agent or agency through which a student was recruited.
Lamps	For descriptions, details and further information, see at the bottom of the page of ENRF3000.
Language Code	Institution defined code describing the use of a language other than English at the students Permanent Home Residence. Must be mapped to a Government Language Code.
Last Attended Date	The date a student last attended an activity or class for a discontinued VET Student Unit Attempt. This date is recorded in the 'Last Attended Date' field for the 'Discontinue' T-List item in ENRF3000. The Last Attended Date is also used in the 'Hours Attended' calculation to obtain the HOURS ATTENDED value for reporting to Skills Victoria in the NAT00120 VET Enrolment file (see STAJ8000).
Level (Encumbrance)	A level within the hierarchy of Effect Types.
Load Incurred indicator	Indicates that load is incurred for a student attempt with the related Administrative Unit Status.
Major Exemption Institution	The institution where the majority of the Advanced Standing Exemption was obtained. This maps onto Element 368.
Mandatory	This indicator specifies whether it is mandatory to record a particular item of data as part of the Enrolment process.
Merge Table Name	The name of a database table involved in the Person ID Merge process.
New Student	A student is considered 'new' if they have enrolled in a course for the first time and the Commence Cutoff Date Alias has not yet been reached. This date Alias is usually set to the Census Date.
No Assessment	Describes whether or not the student is seeking a formal grade for the Student Attempt.
Obsolete Person ID	The Person ID of the obsolete record(s) in the Merge Person ID process.
Other Qualification	Element 366 The valid data values for this field are described in the Enrolments Codes table.
Other TAFE Award	Element 363 The valid data values for this field are described in the Enrolments Codes table.
Percentage	Describes the percentage of load which should be attributed to the related Calendar Type.
Perform Enrolment Step	Describes whether or not a role has access to perform an Enrolment Step Type on the Record Enrolments form.
Permanent Resident Code	Institution defined code indicating a student's Permanent Residency Status. Must be mapped to a Government Permanent Resident Code.
Permanent Resident Status	In Callista, codes indicating whether or not a student has Permanent Resident Status. Element 390.
Person	Any person recorded in Callista. This may be a student, staff member or other person with a relationship to the institution.
Person Address	The address or addresses of a person recorded in the System.
Person Alias	Alternative names by which a person is known, includes Maiden Names.
Person Disability	A Disability or impairment recorded for a person.
Person ID	Is the ID that uniquely identifies the person.
Person ID Type	Identifies the System or organisation to which the Alternate Person ID belongs.
Person International Detail	Details recorded for overseas students in particular, including Passport and Visa details.
Person Note Type	An institution defined Note Type pertaining to a person. For example, ACADEMIC, ADMIN, DISCIPLINE.
Person Statistical Detail	Statistical details recorded for a student in accordance with Government requirements.
Postgraduate Course	Element 359 The valid data values for this field are described in the Enrolments Codes Table.
Prior Education	Statistical details especially related to the prior educational experience of a student recorded in accordance with Government requirements.
Provisional	Specifies whether the student's Admission and Enrolment in the course is provisional. Selecting the check box indicates that the Course Candidature is provisional. The check box is maintained manually.
Publish Outcomes	This describes whether the student should have their results published. This will default to Y, and will be flagged to N only if the student nominates.
Result	Describes a result applied to a Student Unit Attempt. For example, Pass, Fail.
Returning Student	A returning or 'continuing' student is one who has passed the Commence Cutoff Date Alias of their first Enrolment in a course. See also New Student.
Rule Check	Describes whether the system is responsible for the rules relating to this Student Course Attempt. If a user knows that the student is no longer going to be checked successfully by the System, they can switch this indicator to N and the student will come out on a report of manually checked students. Will default to Y.
Safety Net for Upfront Payment	Describes whether or not a student who has selected the upfront payment option has opted for the 'safety net'. This will permit the institution to change the upfront option to the deferred option if, for some reason, the student cannot make the upfront payment by the due date.
Second Percentage	Used in situations where a Teaching Calendar can be related more than once to a Load Calendar Instance. The first occurrence by date of the link uses the 'Percentage', the second uses the 'Second Percentage' value.
Secondary Education (Other)	Element 364 The valid data values for this field are described in the Enrolments Codes table.
Secondary Education (School)	Element 365 The valid data values for this field are described in the Enrolments Codes table.
Self Help Group	Specifies whether a student wishes to participate in a self-help group for their Enrolled Course Attempt.
Session	Each use of Callista commencing with logging on and ending with logging off.
Show on Official Notification	A check box which specifies whether or not Unit Attempts with a particular Administrative Unit Status should be shown on official notifications, such as Academic Transcripts. Setting the check box (ticked) enables Unit Attempts with the specified AUS to be included on official notifications.
SSF	Self-Serve Facility. For more information, see the Callista Connect Overview Help page.
Start Date - Person Statistics	The date from which the statistical information collected about a student is effective.
Statistics	See Person Statistical Detail.
Step Group Type	A System defined classification of Enrolment Steps. Steps are grouped according to whether they relate to students (PERSON), Courses or Units.
Step Order	Describes the sequence in which Enrolment procedure steps are performed.
Step Type	A System defined step in the Enrolment process.
Student Commencement Type	Describes the relationships between groups of students and the institution at Enrolment. Students are either NEW - commencing a course, RETURN - continuing in an Enrolled Course Attempt and ALL - both continuing and commencing students. Used in defining Enrolment procedure details and steps for various groups of students.
Student Course Attempt	The Enrolment of a student in a particular Course Offering Option.
Student Status	Describes whether the student is required to make a student contribution, pay tuition fees or is exempt from payment or contribution. From 2005 onwards, Student Status supercedes the HECS Payment Option.
Student Unit Attempt	The Enrolment of a student in a particular Unit Offering Pattern.
SUA	Student Unit Attempt.
System Encumbrance Effect Type	Describes the effect of placing an Encumbrance on a student or a Student's Course Attempt.
System HECS Payment Type	A System defined HECS Payment Type to which a Government HECS Payment Option maps. Allows the System to determine how a student will discharge their HECS liability. From 2005 onwards, known as COMSUPPORT.
System Person ID Type	Each System defined Person ID Type has specific System functionality associated with it. User defined Person ID Types are mapped to System Person ID Types and inherit the associated functionality.
Tax File Certificate Number	The certificate number sighted during the student's Enrolment.
Tax File Number Invalid Date	Date the institution was notified that the student supplied an invalid Tax File Number.
Tax File Number Recorded Date	Date on which the student's Tax File Number was recorded on the System.
Total CP Approved	The total credit points approved as Advanced Standing.
Total CP Granted	Total credit points granted as Advanced Standing.
Undergraduate Institution	Element 356 The valid data values for this field are described in the Enrolments Codes table.
Unit Attempt Status	Describes the System-defined Unit Attempt Statuses.
Unit Attempts	See Student Unit Attempt.
Variation Cut-off Date	The date after which variations to Enrolments cannot be processed. The exception is that limited users with a security role which permits access to the VAR-CUTOFF (override) Enrolment Step are able to perform variations where this Enrolment Step is included in the Enrolment Category procedure detail.
Visa Type	Describes the types of Visa associated with international applicants/students.
Voluntary indicator (intermission)	Indicates whether the intermission of the Student Course Attempt was initiated at the student's request.
Waive Option Check	Describes whether to waive any checks applied due to Forced Elements of the Course Offering Option (ie. Location, Attendance Mode and Attendance Type.) Selecting the check box waives the warnings.
Waive Rules	The act of turning off the on-line Unit Rule Checking function allowing a student to enrol in a unit which breaches those rules.
Waive Rules Date	The date on which a failed rule applying to the Unit Attempt was waived.
Waive Rules Person ID	Describes the person who waived the Unit Rule applicable to the Unit Attempt.

Last modified on 20 February, 2018 5:16 PM

History Information

Release Version	Project	Change to Document
15.1.0.3, 16.0.0.2, 16.1	1989 - PC266 & PC283	Provided additional info & links to STAJ8000 for ' Last Attended Date' & 'Hours Attended'. Added a definition for 'Enrolment Activity Start and End Dates'.
15.0	1783 - PC205	Added 'Hours Attended' and 'Last Attended Date'.
15.0	1722 - 11g upgrade	Added Intermission definition & added full stops to end of sentences.