Purpose

To extract data containing relevant information for inclusion on a Confirmation of Enrolment Notice.

SubSystem

Enrolments

Extract Process

This job uses the generic 'Extract table' structure to store Extracted Data which can be used for the production of Confirmation of Enrolment (CoE) notices. CoE Notices are also viewed by students in Student Connect.

A program that uses the Extracted Data (and data from other Callista tables, if required) to produce Confirmation Notices can be custom built by the institution, if required. (Alternatively, the institution can use the CoE notice provided by Callista.) The program accesses the Extracted Data via views specifically created for the Confirmation of Enrolment Extract process. Extract Creation Processes describes this methodology.

Technical details regarding Confirmation of Enrolment Extracts is provided in the Callista Product Centre (wiki.callista.com.au/display/CPC).

Details of the data extracted by this job are available in Confirmation of Enrolment views - see Confirmation of Enrolment Extract - View Details. Institutions can write programs that access views of the Extract Tables to produce CoE notices, and in addition customise the content and appearance of the notices produced from the extracted data.

Record Selection:

Records can be selected for batches of students or for a single student . Primary record selection is dependent on which of certain parameters are used. Records are Extracted only for Student Course Attempts with units that incur load in the target Load Calendar. The process:

• Finds the parent Academic Calendar Instance of the Load Calendar specified as a job run parameter,
• Finds all Teaching Calendar Instances related to the Academic Calendar which contribute load to the Load Calendar, and
• Selects Student Course Attempts with a load incurring unit in one of the Teaching Calendar Instances, where the status of the unit is ENROLLED, DISCONTIN or INVALID.

Where a Person ID is specified as a job run parameter, only records for that student are selected. Similarly, other parameters can be used to refine the set of Student Course Attempts for which Confirmation of Enrolment Extract records are created.

Record Extraction:

The Extract process creates a record in the S_EXTRACT table which identifies the particular Extract job run. It creates corresponding records of Student Course Attempts for which Confirmation of Enrolment Extract records have been created, in the S_EXTRACT_RECORD table.

Records are not normally created where a Confirmation of Enrolment record has been Extracted in a previous run, however, parameters allow this job to be run to produce a replacement notice or to reissue a notice if Enrolment circumstances change.

Run Details

Method:

ENRJ8500 runs only in batch mode, through the Job Control & Scheduling subsystem.

Place in cycle:

This job would typically be run during and immediately after the Enrolment period for the target students.

Viewing the Extracted Data:

Data is usually processed by the institution's custom-built Confirmation of Enrolment creation and printing job. Data can be viewed in the S_Extract and S_Extract_RECORD tables, or in a more useable form in the views ENR_CNFRMTN_EXTRACT_V and ENR_CNFRMTN_RECORD_V, using an ad-hoc query tool.

For each Student Course Attempt for which Confirmation of Enrolment records are Extracted, the process can register an outgoing Correspondence Item, with a specific Confirmation of Enrolment Correspondence Type (CORF2320). If required, a parameter allows Confirmation of Enrolment Extract records to be produced without the recording of Correspondence Items.

The Confirmation of Enrolment Extract block contains:

Parameters Tab

• Load Calendar Instance
  Mandatory - Student Course Attempts are selected for inclusion in the Extract on the basis of having a Unit Attempt which incurs load in the specified Load Calendar.
  Note that selection of an Aggregate Load Calendar is equivalent to selecting all of its Subordinate Load Calendars.
• Enrolment Category
  Optional - Restricts record selection to Student Course Attempts with the specified Enrolment Category. Default is all Enrolment Categories.
• Student Type
  Mandatory - Restricts record selection to specific Commencement Types of students. One of:
  • ALL - both new and returning students
  • NEW - students commencing a Course Attempt
  • RETURNING - students continuing in an Enrolled Course Attempt must be selected. Default is ALL
• Responsible Org Unit
  Optional - The code of a single Organisational Unit (OU) can be selected or entered. Limits record selection to those for Student Course Attempts in a Course Version with the specified responsible OU or one of its subordinate OUs. The default is all Organisational Units.
• Location
  Optional - The code of a single open Location can be selected. Limits record selection to those for Student Course Attempts with the specified Course Location. The default is all Locations.
• Attendance Mode
  Optional - The code of a single Attendance Mode can be selected. Limits the selection of records to those for Student Course Attempts with the specified (nominated) Attendance Mode. The default is all Attendance Modes.
• Attendance Type
  Optional - The code of a single Attendance Type can be selected. Limits the selection of records to those for Student Course Attempts with the specified (nominated) Attendance Type. The default is all Attendance Types.

More Tab

• Course Type
  Optional - The code of a single Course Type can be selected or entered. Limits the selection of records to those for Student Course Attempts in Course Versions of the specified Course Type. The default is all Course Types.
• Course
  Optional - The code of a single Course can be entered. Limits the selection of records to those for Student Course Attempts in that Course. The default is all Courses.
• Person ID
  Optional - Permits a Confirmation of Enrolment notice to be produced for a single student. This might be the case where it is required to reissue a Confirmation of Enrolment Notice. Other optional parameters are not normally used where Person ID is specified although Course may be specified for a student with more than one current Course Attempt.
• Person ID Group
  Optional - Permits an ID Group to be specified. Extract records are produced only for students whose ID number is a member of the ID Group. This parameter would typically be used where it is required to produce Confirmation of Enrolment notices for a disparate group of students or for a group of student ID numbers produced by a query tool. The default is no ID Groups, meaning that only other specified parameters are considered.
• Override Sent check box
  Mandatory - Must be set to either YES or NO. The default is NO.
  A Correspondence Item can be created for each Student Course Attempt Extracted by this job. Setting this parameter to NO causes Correspondence Items to be checked. If a Confirmation of Enrolment notice has already been sent for a Course Attempt, that Course Attempt is not included in the Extract. If this parameter is set to YES, the Correspondence check is not performed and all selected Course Attempts are included in the Extract.
• Register Correspondence check box
  Mandatory - One of:
  • YES - record a Correspondence item for each Extract record, or
  • NO - don't record any Correspondence for the Extract records
  must be selected. The default is YES.
  To use this feature, a suitable Correspondence Type (for example, ENROL-CONF) should exist (see CORF2110) and be linked to the output from this job.
• Consider Re-Issues check box
  Mandatory - This parameter is only considered where Override Sent Check is set to NO (for example, no record is created if Confirmation of Enrolment has already been sent). Setting this parameter to YES allows for reissuing a Confirmation Notice to those students whose Course Attempt details have changed since the original notice was issued. For example, where a student has added an additional unit or unit set to their Course Attempt after the first notice was issued. Setting this parameter to NO means that Student Course Attempts which already have a Confirmation of Enrolment Correspondence Item are not reconsidered for reissue of a Confirmation Notice even if their Course Attempt Enrolment has changed.

Rule/Notes:

Selection of parameters for this job depends on the particular circumstances in which it is being run.

• If being run routinely during an Enrolment Period, it may be sufficient to specify a Load Calendar and leave the Override Sent Check and Register Correspondence parameters set to their default values. Extract records will be produced for all qualifying Student Course Attempts which have not already had a Confirmation Notice sent.
• If being run for a particular group of students, parameters can be used selectively to restrict Extract records to that group.
• If being run to reproduce notices for reissue (for example, students who have lost or never received the original), the Person ID parameter (for a single student) or Person ID Group parameter (multiple students) can be used to precisely target those students.

  Note: The percentage (%) symbol indicates that the parameter is not considered for processing.