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INQF1A00 - Person Inquiry

This form displays information about a Person.

It is accessed from the main menu.

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Image added: 02-Sept-2014

The screen is divided into two blocks:

• Person
• Student Course Attempt

Person Block

Queries are performed here to retrieve the record of a particular Person. The block displays information about the Person selected by the query. If more than one Person was selected by the query, the Person Query Summary screen is displayed, where one of the records can be selected. Alternatively, click on the Find Person icon to display the Find Person screen where more complex queries can be used to locate a Person.

Any field in this block can be used as query criteria (except the Encumbered, Applicant and Inquirer check boxs), with Person ID being the most efficient and reliable.

Callista can contain records of past and present students and non-students, such as staff, exam supervisors etc.

Lamps:

• A lamp (ADMIN ENCUMBERED) at the top of the Person block displays if the encumbrance is an Administrative encumbrance with the level three effect of revoking services.
• A lamp displays underneath the Email Address field to indicate if a student has an active or provisional CHESSN.
• A lamp displays above the Person ID displaying values derived from the Inquiry Student Indicator View. The lamp displays up to 22 characters. Data values over 22 characters is truncated. To view truncated data, select the lamp using the cursor.
• A lamp immediately to the right of the Oracle Username field indicates whether the person is currently an ACTIVE user or is currently INACTIVE.

Field Details:

• Person ID - The identification number of a Person recorded in Callista. A person may or may not be a student. If the Person ID is known, this is the quickest and most reliable search criterion. Once the Person's ID has been entered, other information such as the Person's gender and date of birth are also displayed.

A query can also be performed where the Person ID is not known by entering known information about the student in any of the other fields in the Person block. Use the wildcard (%) to improve the chances of finding a particular Person, especially when correct spelling of names is not known.

For example, To find Jack Thompson, when you are not sure whether Jack 's real name is John or whether Thompson contains a 'p', it is preferable to enter THOM% in the surname field and J% in the Given Names field, as query criteria. If more than one Person meeting these criteria is found, the option is presented to use the Refine Student Query screen to determine which is the correct Person.

• Find Person icon - Displays the Find Person screen which is used to specify detailed query criteria to assist in locating the record of a Person.
• Note Icon - Located alongside the Surname field of the context student indicates that they have a Person Note that can be accessed by the current user. (If the current user has Note Type restrictions that do not allow them to view a particular Note Type then the Note Icon will not display.)
• Preferred Name - The name preferred by the Person. This may or may not be the same as a Given name.
• Email Address - The 'internal to the institution' email address of the Person. Note when using this field for query criteria, it is case sensitive.
• Oracle Username - The username of the Person, if they are a registered user of Callista.
• The Person Image icon - Displays a picture of the Person. Where no picture is available, the button is 'greyed' indicating that it is inactive.
• Staff Member check box - Indicates whether or not the Person is recorded as being a staff member.
• Encumbered check box - Indicates that the Person currently has an encumbrance applying to them.
• Deceased check box - Indicates that the Person is recorded as deceased.
• Applicant check box - Indicates that the Person has a currently active Admission application. A zoom can be configured to the Direct Admissions form to allow (subject to security permissions) viewing of the application.
• Enquirer check box - Indicates that the Person has a currently incomplete Admission inquiry record. A zoom can be configured to the Record Admission Enquiry form to allow (subject to security permissions) viewing of the enquiry details.

Buttons:

• Addresses button - Navigates to the Person Address screen where all addresses recorded for the Person are displayed.
• Academic History button - Navigates to the Student Course Attempt screen (INQF1200) where further details of all the student's course attempts are displayed.
• Enrolled Courses button - Navigates to the Student Course Attempt screen (INQF1200) where further details of the student's ENROLLED courses only are displayed.
• Student Course Fees button - Navigates to the Student Course Fee Inquiry (FINF9100) screen where details of the student's fee assessments for each of their course attempts is displayed.
• Student Fee Calendars button - Navigates to the Student Fee Calendar Inquiry (FINF9200) screen where details of the student's fee assessments for each fee period are displayed.
• Academic Report button - Produces an Academic History report (ENRR08M0) for the student.
• Exam Timetable button - Navigates to the Student Exam Inquiry screen (INQF1300) where details of exam timetables for the student are displayed.
• Message Prefs button - Navigates to the Person Messaging Preferences Inquiry screen (INQF1400), which displays details of the student's electronic messaging preferences.
• Alternate ID button - Navigates to Person Alternative ID (ENRF3010). This button is only enabled when Alternative ID records exist for the Person.
• Admin Encumbrances button - Navigates to Person Encumbrances (ENRF6310). This button is only enabled when Encumbrance records exist for the Student Course Attempt. (It will display only Encumbrances of Category ADMINISTRATIVE.)
• Correspondence button - Navigates to Outgoing Correspondence (CORF2320). This button is only enabled when Outgoing Correspondence records exist for the Person.
• Activity Timetable button - Navigates to Student Activity Timetable (INQF1500). This button is only enabled when the client has the Callista Attend product installed and Activity records exist for the student.
• Train Plan button - Navigates to the Find Training Plan Details Page (ENRW6450). This button is only enabled when a Training Plan exists for this Person.

Student Course Attempt Block

Displays a list of the student's courses. More information can be viewed for any one of these courses by clicking on the relevant navigation button.

• Course - The course code and version of a course attempt recorded for a student, for example, the course 'M300.2' is version 2 of course M300.
• Course Details button - Displays further details of the selected course attempt in the Student Course Attempt screen (INQF1200). A course attempt is selected by clicking on its detail button.
• Calendar Type - Displays the calendar type of the academic period in which the course attempt was applicable. This is relevant to institutions which operate more than one academic calendar. e.g. Institutions with a campus in another country may have an academic calendar specifically for that campus.
• Location Code - The location (usually a campus) of the course offer made to the student. Units may have been undertaken at locations other than the course's location.
• Attendance Mode - The attendance mode of the course offer made to the student. Typical modes are on-campus, off-campus and multi-modal (a combination of on and off-campus). (Note: the student's derived attendance mode, based on their current enrolment, may differ from the value reported here. To see the student's derived attendance mode, click on the Course Details button for the selected course.)
• AttendanceType - The attendance type of the course offer made to the student. Typical attendance types are full-time and part-time. (Note: the student's derived attendance type, based on their current enrolment, may differ from the value reported here. To see the student's derived attendance type, click on the Course Details button for the selected course.)
• Course Attempt Status - Indicates the current status of a student's Course Attempt. Possible values are:
  • UNCONFIRM - Course to which the student has been admitted (pre-enrolled or offered a place), but has not yet confirmed their intention to accept the place and enrol.
  • INACTIVE - Where the student has accepted the offer and confirmed their intention to enrol, but has no enrolled units.
  • ENROLLED - Course in which the student has ENROLLED units.
  • INTERMIT - Course from which the student is currently intermitted (has leave of absence). Once the intermission has expired, the status reverts to INACTIVE or ENROLLED.
  • LAPSED - Continuing (returning) student has failed to confirm their unit enrolment within the designated time frame.
  • DISCONTIN - Course from which the student has been withdrawn.
  • COMPLETE - Course in which the student has satisfied the completion requirements.
• Note icon - Located alongside the Student Course Attempt record indicates that an Enrolment note that can be accessed by the user, exists for that Student Course attempt. This may be a Student Course Attempt Note, a Student Unit Set Attempt note or a Student Unit Attempt Note. If the current user has Note Type restrictions that do not allow them to view a particular Note Type then the Note Icon will not display.
• Alternate Exit icon - Indicates the student has taken an Alternate Exit from the course.
• Graduated icon - Indicates the student has Graduated from the course.
• Alternate Exit / Graduated icon - Indicates the student has taken an Alternate Exit and Graduated from the course.
• Student Course Fees button - Navigates to the Student Course Fee Inquiry screen (FINF9100) where details of the student's fee assessments for the selected course attempt are displayed.
• Award Details button - Navigates to the Student Course Attempt Graduation and Completion Details form (INQF1220) where graduation and alternate exit details can be viewed.

To View a Picture of the Person (if available)

Click on the Person Image button to access the Person Image form (ENRF3510).

To View Addresses Recorded for the Person

Click on the Addresses button to access the Person Address Inquiry form (INQF1110).

To View Details of the Student's Courses

Perform one of the following steps, as required:

• Select one of the courses displayed in the Person Inquiry screen, then click on the Detail button to access the Student Course Attempt form (INQF1200) where details of the 'selected' course are displayed.
• Click on the Enrolled Course button to access the Student Course Attempt form (INQF1200) where details of ENROLLED courses only are displayed.
• Click on the Academic History button to access the Student Course Attempt form (INQF1200) where details of all course attempts (in status order) are displayed.
• Click on the Academic Report button to generate an Academic Report (ENRR08M0) for the selected Course Attempt.
• Click on the Exam Timetable button to access the Student Exam Inquiry form (INQF1300) where details of the student's exam timetable are displayed for the selected Course Attempt.
• Click on the Award Details button to access the SCA Graduation and Completion Details form (INQF1220) where the student's award details are displayed for the selected Course Attempt.

To View Details of the Student's Fee Assessments

Perform one of the following steps:

• Click on the Student Course Fees button to access the Student Course Fee Inquiry screen (FINF9100) where details of the student's fee assessments are displayed for each course attempt, or the selected Course Attempt.
• Click on the Student Fee Calendars button to access the Student Fee Calendar Inquiry screen (FINF9200) where details of the student's fee assessments are displayed for each fee period.

To Return to the Callista Menu

Click on the Exit button on the toolbar. Several screens may need to be closed to return to the menu.

To End your Inquiry Session

Select 'Exit Forms' from the 'Action' menu.

Links to Other Forms

The following forms can be accessed from the Person Inquiry form:

• Find Person (ADMF1211) - via the Person icon
• Person Image (ENRF3510) - via the Person Image icon
• Person Address Inquiry (INQF1110) - via the Addresses button
• Student Course Attempt Inquiry (INQF1200) - via the Academic History or Enrolled Courses button, or Details icon (for a selected SCA)
• Student Course Fee Inquiry (FINF9100) - via the Student Course Fees buttons
• Fee Calendar Inquiry (FINF9200) - via the Student Fee Calendars button
• Academic Report (ENRR08M0) - via the Academic Report button
• Student Exam Timetable Inquiry (INQF1300) - via the Exam Timetable button
• Message Preferences Inquiry (INQF1400) - via the Message Prefs button
• Alternate Person ID Inquiry (ENRF3010) - via the Alternate ID button
• Person Encumbrance Details (ENRF6310) - via the Admin Encumbrances button
• Outgoing Correspondence Details (CORF2320) - via the Correspondence button
• Student Activity Timetable (INQF1500) - via the Activity Timetable button
• Person Training Plan (ENRW6450) - via the Train Plan button
• Graduation and Completion Details (INQF1220) - via the Award Details button

Last Modified on 19-Jan-2015 12:29 PM

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