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Note: From Release 15.0, the SAC Discontinuation and Intermissions (ENRW3450) page was incorporated into this page (ENRW3400). Consequently, there is no longer a separate Help page for ENRW3450.
This page is used by authorised staff to create a Discontinuation or Intermission application on behalf of a student, and/or assess an existing application.
A student can provide an application to staff to submit on their behalf, (for example, in-person, by e-mail or phone). Authorised staff enter the details directly into the ENRW3400 (Create) page where they can run a system check and approve the application, if possible.
Alternatively, students can submit an application themselves via Student Connect. Applications that are not automatically approved (i.e. if the Allow Auto Approval checkbox is deselected in ENRW0210 and, for the course, in CRSF1210) are automatically transferred from Student Connect to this page (ENR3400) with a status of PENDING, where they will be assessed by authorised staff.
An application can have a status of PENDING, ACCEPTED, REJECTED or CANCELLED.
System-wide auto approval of applications can be set separately for Discontinuation and Intermission applications in ENRW0210, and can be further regulated for each course in CRSF1210.
Institutions can configure how Discontinuation and Intermission applications are created and processed. For more information, see the Discontinuation/Intermission Application Configuration Help page.
Only current Student Course Attempts (SCAs) with a status of ENROLLED, INACTIVE, INTERMIT or LAPSED can be discontinued.
The ENRW3400 page is accessed directly from the main menu.
Page navigation from the Applications (List) page to the 'New Discontinuation or Intermission Application' (Create) page and 'Intermit/Discontinue Application' (Edit) page is shown below:
The Discontinuation and Intermission (List) page lists all Discontinuation and Intermission applications, including applications created by students in Student Connect that were not automatically approved by the system.
From this page you can:
Field Descriptions are provided below in the Field Descriptions section, below.
The following tables describes each field on the ENRW3400 pages, including applicable Table values.
The Create and Edit pages are divided into the following sections:
* Indicates the field is mandatory.
| Field: | Description: | |
| *Person ID | Person ID of the student who wants to intermit or discontinue their course. If the record has already been created, this field is a display-only field. If applicable, a DECEASED or ENCUMBERED lamp may be displayed on the Edit page for the Person. Table Value: SCA_DISCONT_INTRMSN_APPL.PERSON_ID |
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| Person Name | Name of the student who has submitted a Discontinue or Intermit application. This field is only displayed on the Edit and List pages. Table Value: PERSON_DISPLAY_V.CONTEXT_BLOCK_NAME |
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| Date of Birth | The student's date of birth. Read-Only field. Automatically populated when you enter a valid ID number in the Person ID field (above). Table Value: PERSON_DISPLAY_V.BIRTH_DT |
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| Gender | The student's gender. Read-Only field. Automatically populated when you enter a valid ID number in the Person ID field (above). Table Value: PERSON_DISPLAY_V.SEX |
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| Application ID | Unique ID number for this application.
An Application ID number is automatically entered in this field when a valid ID is entered in the Person ID field (above). Read-Only field. Table Value: SCA_DISCONT_INTRMSN_APPL. SCA_DISCONT_INTRMSN_APPL_ID |
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| *Application Type | Indicates whether the application is for a Discontinuation or Intermission. This field cannot be updated once the application is created. Table Value: SCA_DISCONT_INTRMSN_APPL.APPL_TYPE |
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| *Application Status | Status of the application. Local values are defined in ENRW0200 and mapped to a System Application Status of PENDING, APPROVED, REJECTED or CANCELLED. Table Value: SCA_DISCONT_INTRMSN_APPL.SCA_DISCONT_INTRMSN_APPL_STS |
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| *Course Code | Course Version Details of the course from which the student wants to discontinue or intermit. A display-only field once the application has been created. If a new application is being created, this field contains a drop-down list of values of all courses that the student has enrolled in, from which they can discontinue or intermit. Only Student Course Attempts (SCAs) with a status of ENROLLED, INACTIVE, INTERMIT or LAPSED can be discontinued. SCAs with a status of DISCONTINUED, LAPSED, DELETED, UNCONFIRMED or COMPLETED cannot be intermitted. (For intermissions) If intermission is not permitted for the course in CRSF1210, then an error message displays. (For intermissions) If the number of units completed by the student, is less than the number of units required before intermission is allowed for this course as defined in CRSF1210, then a warning message displays. Table Values: SCA_DISCONT_INTRMSN_APPL.COURSE_CD or: STUDENT_COURSE_ATTEMPT.COURSE_CD ||'.'|| STUDENT_COURSE_ATTEMPT.VERSION_NUMBER ||' - '|| STUDENT_COURSE_ATTEMPT.TITLE |
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| Field: | Description: |
| *Received On | Date on which the application was created. If the application has been initiated via another document, record the date that that application was received. Once saved, this field cannot be updated. Table Value: SCA_DISCONT_INTRMSN_APPL.RECEIVED_ON |
| Disclaimer | Check box to indicate if a Disclaimer was included in the hard-copy document. Table Value: SCA_DISCONT_INTRMSN_APPL.DISCLAIMER_CONFIRM_IND |
| *Signatures | Select a value from the drop-down list of values to indicate if a signature was required on the document. Values are: NOT REQUIRED, NOT PROVIDED and PROVIDED. The default value is NOT REQUIRED. Table Value: SCA_DISCONT_INTRMSN_APPL.SIGNATURES_RECEIVED |
| External Reference | If applicable, record an identifier for the application that is used in another system.
For example, external reference details for the document, such as, a Document Record ID or filename. Table Value: SCA_DISCONT_INTRMSN_APPL.EXTERNAL_REF |
| Effective Date | Only displayed for Discontinuation applications.
The date on which the course is to be discontinued. This date cannot be earlier than the Commencement Date for the SCA and cannot be before the finalised Outcome Date of completed Unit Attempts. Table Value: SCA_DISCONT_INTRMSN_APPL.DISCONT_EFFECTIVE_DT |
| Reason Code | Only displayed for Discontinuation applications.
This is the Discontinuation Reason Code recorded for the Discontinuation application (see ENRF01G0). The Course Transfer Discontinuation Reason Code can only be set if the Course Attempt has been transferred. Table Value: SCA_DISCONT_INTRMSN_APPL.DISCONTINUTION_REASON_CD together with the description of the Reason Code - recorded with it in ENRF01G0. DISCONTINUATION_REASON_CD.DESCRIPTION |
| *Start Teach Period | Only displayed for Intermission applications. Used to define the period of intermission (must not overlap with an existing intermission period). Both a Start Period and an End Period (below) must be recorded. The 'alternate code', defined for teaching period in CALF0220, is displayed for the first Teaching Period in the Intermission period. A warning will display if the End Date for this calendar has passed. For Intermission applications, an error will display if the student has COMPLETED units in any Teaching Period in the Intermission period. Table value: SCA_DISCONT_INTRMSN_APPL.TEACH_START_CAL_TYPE or: CALENDAR_INSTANCE.ALTERNATE_CODE together with the Date range for this Teaching period. CALENDAR_INSTANCE.START_DT ||' – ' || CALENDAR_INSTANCE.END_DT |
| *End Teach Period | Only displayed for Intermission applications. Both a Start Period (above) and an End Period must be recorded. The 'alternate code', defined for Teaching Period in CALF0220, is displayed for the last Teaching Period in the Intermission period. If the duration of the Intermission thus defined exceeds the Maximum Intermission duration defined in for this course in CRSF1210, then a warning message displays. If the duration of the Intermission thus defined is less than the Minimum Intermission duration defined in for this course in CRSF1210, then a warning message displays. A warning message displays if the End Date for this calendar has passed, or if it is earlier than the Start Date of the Intermission. Table value: SCA_DISCONT_INTRMSN_APPL.TEACH_END_CAL_TYPE or: CALENDAR_INSTANCE.ALTERNATE_CODE together with the Date range for this Teaching period. CALENDAR_INSTANCE.START_DT ||' – ' || CALENDAR_INSTANCE.END_DT |
| Comments | Input field for comments relevant to this application. Holds up to 4000 characters. Table Value: SCA_DISCONT_INTRMSN_APPL.COMMENTS |
When an Application Type (Discontinue or Intermit) is specified for the application, a number of 'service' questions (of Service Type DISCONTINUE or INTERMIT specified in ENRF01Y0) are displayed.
Questions Response Types can be YES-NO, MULTCHOICE or OPEN, as defined in ENRF01Y0 for each .
| Field: | Description: | |
| Question Text | Read-Only. Service Question text defined for this Application Type in ENRF01Y0. The student's response to each question is recorded below the Question (as supplied by the student in-person, via e-mail etc, or as recorded in their online application in Student Connect). NVL(SERVICE.QUESTION_TEXT, SERVICE.DESCRIPTION) |
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| Response | The answer to the question (above) as recorded by the student when submitting their application in Student Connect, or as provided by the student (in-person or via e-mail etc.) to authorised staff submitting an application on behalf of the student in this page.
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Assessor details and the status of the application are recorded on the Add Assessor pop-up page when the application is assessed. The Add Assessor pop-up page displays the following fields:
| Field: | Description: | |
| *Person ID | The Person ID code of the staff member ('Assessor') assessing the application. |
|
| Primary Assessor | Select this check box if the Assessor (i.e. Person, above) is the 'Primary Assessor'. The 'Primary Assessor' is the person who takes final responsibility for the assessment of the application. |
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| *Assessor Status | Assessment outcome or status of the application, as determined by the corresponding Assessor. The system status starts as PENDING, then is changed to APPROVED or REJECTED. Table Value: SCA_DISCONT_INTRMSN_APPL_ASSR.SCA_DISCONT_INTRMSN_ASSR_STS |
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| Decision Date | Date on which the Assessor Status (above) is updated. Table Value: SCA_DISCONT_INTRMSN_APPL_ASSR.DECISION_DT |
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| Comments | Text in which comments from Assessor can be added. Holds up to 4000 characters and is an optional field. Table Value: SCA_DISCONT_INTRMSN_APPL_ASSR.COMMENTS |
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| Field: | Description: | |
| System Check | Invokes a number of system checks. A Pass or Fail result is listed for each check. The date and time of the last System Check is displayed above the results.
Table Value: |
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New Discontinuation and Intermission applications are created by authorised staff on the New Discontinuation or Intermission Application page. This page is accessed via the New icon located on the Applications (List) page.
These are applications submitted by staff on behalf of students, that may have been received from students via e-mail, phone or in-person.
If you were nominated as the e-mail recipient for applications (set up in ENRW0210) you would have received notification that an application has been submitted.
The main steps are:
1. Click the New icon located above the list of records on the Applications (List) page. The New Discontinuation or Intermission Application page is displayed.
2. Enter the Person ID of the student who wants to discontinue or intermit from their course.
To Find the Required Person ID, click the Quick Search icon located next to the Person ID field. The Search and Select Person pop-up window is displayed. For more information on how to use Search, see the Working with Callista Lists Help page.
3. The Date of Birth, Gender and Application ID fields are automatically populated once an ID is entered in the Person ID field.
4. Complete all remaining required fields in this section, as required. For instructions and more information, see the Field Descriptions section, above.
1. If the application has been initiated via another document, complete the following fields in the Application section of the page:
2. For an Intermission application: In the Start and End Teach Period fields, define the period of the intermission.
For more information, see the Field Descriptions section, above.
For a Discontinuation application: In the Effective Date field, record the date on which the course will be discontinued.
For more information, see the Field Descriptions section, above.
1. In the Questions section, record the student's answers (as provided to you by the student) to each displayed question. These questions were defined in ENRF01Y0 and they will vary according to the type of application (Intermission or Discontinuation).
Processing of the application may depend on the answers that you record here (determined in ENRF01Y5).
1. In the Assessors section, select the required Assessors (yourself or another staff member(s)) who can reject or approve the application.
2. (If Required) Nominate one of the Assessors as a Primary Assessor. The 'Primary Assessor' is the person who takes final responsibility for the assessment of the application.
Note: If you have authority to assess and approve the application, firstly ensure you have run the System Check (see below).
3. Update the Assessor Status to PENDING, if the application has not yet been assessed (or a System Check has not yet been run).
1. Click the Run System Check icon to perform a system check of the application details.
Note: When the System Check is initiated, the action first saves the record (i.e. creates the application).
2. The system checks and verifies application details against configuration settings that determine whether the application can be approved or not. These are the same checks that are run by the system if an application is Auto-Approved (for example, applications created in Student Connect with the 'Allow Auto Approve' option (set in ENRW0210) enabled).
If one or more of the checks failed, resolve the errors and re-run the system checks on the application, if required.
Note: System-wide auto approval of applications can be set separately for Discontinuation and Intermission applications in ENRW0210, and can be further regulated for each Course in CRSF1210.
The status of the application may change to APPROVE if Auto Approve was made available for this application (in ENRW0210 and ENRF01G0).
(After a System Check has been run) If all the System Check results have a result of 'Pass', and the application has been assessed and ACCEPTED by all required Assessors (listed in the Assessor section), the application can be APPROVED by an Assessor.
Note: All System Check results must have a result of 'Pass'. If one or more results equal 'Fail', you must resolve the errors and re-run the System Check before you can accept and apply the application.
1. Select the required Assessor (listed in the Assessor section of the page) then click on the Edit Records icon.
2. Change the Assessor (Outcome) Status to a status of ACCEPTED (or REJECTED, if you are rejecting the application), and record a Decision Date. Click the Save & Close icon to save your changes.
3. Update the Application Status field (located at the top of the page) to APPROVED (or REJECTED).
4. Click theSave & Close button (located at the bottom of the page) to save and close the application.
5. On saving the application, one of the following lamps is displayed on the application to indicate the outcome of the assessment:
If the 'Auto Student Course Detail Update' value in ENRW0210 allows auto-update of this type of application, then this will effectively intermit or discontinue the Student Course Attempt in Callista SMS, i.e. a Discontinuation record will be visible in ENRF3000 or an Intermission record will be visible in ENRF4160. If the 'Auto Student Course Detail Update' value in ENRW0210 is disabled, then the Callista enrolment records will need to be updated manually. For more information, see Course Discontinuation and Discontinuation/Intermission Application Configuration. |
The Intermit Application (Edit) or Discontinue Application (Edit) page is accessed via a specific Application ID on the Applications (List) page.
Existing applications may have been created by an authorised staff member in ENRW3400, or by the student in the Student Connect 'Discontinuation or Intermission Application' (DISINTAPPL).
You can perform the following actions on the Edit page for a specific application:
For instructions, see To Create a New Application, above.
Institutions can restrict applications at an institution-wide level or at the course level. If institutions restrict applications at institution level, then this restriction overrides the course-level configuration. For example, if an institution restricts Intermission applications via SSF (i.e. DISINTAPPL in Student Connect) for the entire institution, this applies even if it is recorded that an Intermission application for a specific course can be completed via SSF (Student Connect).
Conversely, even if institutions have not placed restrictions at the institution-wide level; if a restriction is placed at course level it will apply. For example, if an institution allows Discontinuation applications to be available via SSF (Student Connect), students will not be able to apply if the course restricts Discontinuation applications.
For information regarding the setting up of Callista for Discontinuation and Intermission applications see Discontinuation/Intermission Application Configuration Help page.
Related pages include:
Page last modified: 28 June, 2013 2:18 PM
History Information:
| Release Version | Project | Change to Document |
| 15.0 | 1722 - 11g Upgrade | Updated Help page for 11g. |
| 11.1.0.0.0.0 | 1354 - Withdrawal and Intermission | New page. |