Purpose

To apply all Progression Outcomes that have been approved but not yet applied to the student's enrolment.
To lift any associated Encumbrances or Discontinuations where the Decision Status of an applied Progression Outcome has been changed to CANCELLED or REMOVED.

SubSystem

Progression

Run Details

The job can be run in immediate or batch mode, through the Job Control and Scheduling subsystem.

The process can be executed for a single Student Progression Outcome using the Apply command button on the form PRGF6610.

PRGJ6100 - Apply Progression Rules would be run in a cycle with this job. It applies Progression Rules to student course attempts and as a consequence, may create new student Progression Outcomes or change the decision status of existing outcomes. It is those outcomes that may be processed by this job.

PRGF6700 - Maintain Progression Outcome Decision is used to update the Decision Status (for example, from pending to approved) of student Progression Outcomes for large groups of students. Those updated to APPROVED or CANCELLED in that form, are processed by this job. The decision status of individual student Progression Outcomes can be updated in the form PRGF6610.

PRGJ6450 - Progression Maintenance Process is run to derive those student Progression Outcome Expiry Dates that cannot be derived at the time this job applies the outcomes.

Apply Progression Outcomes block

Parameters tab

• Include Errors Only check box

  Select Either:

  • Previous Log Creation Date

  Or a combination of the following parameters:

  • Progression Calendar
  • Course Type
  • Owning Organisation Unit
  • Responsible Org Unit
  • Course Code
  • Location

More tab

• Attendance Mode
• Progression Status
• Enrolment Category
• Person ID Group

Rules

• You can only specify one of the Owning Org Unit or Responsible Org Unit parameters.
  (Unless you specify % for both Org Unit parameters to not limit by any Org Unit values).
• The Owning Org Unit parameter refers the Org Unit Code(s) recorded in CRSF1220 for the Course Version (COURSE_OWNERSHIP.ORG_UNIT_CD).
• The Responsibe Org Unit parameter refers to the Responsible OU value recorded in CRSF1210 for the Course Version (COURSE_VERSION.RESPONSIBLE_ORG_UNIT_CD).

Update Process

This section gives a brief outline, in sequence, of the main processing involved in the application of Progression Outcomes. It assumes a good understanding of the configuration of Show Cause and Appeal periods, as this applies to an individual student and the definition of Progression Outcomes. (Refer to Understanding Progression, Specialist Functions and Progression Rules Overview.)

The Apply Progression Outcomes process:

The following assumes default parameters that do not limit processing to a specified Progression Period or selected group of student Progression Outcomes.

Selection of the Student Progression Outcome records to be processed:

These groups of student Progression Outcomes are processed by this job. Those which:

• Have an outcome to be applied. This is one with no Applied Date recorded, a Decision Status of APPROVED. Where a Show Cause or Appeal Period is available to the student, the applicable configuration must allow the application of an outcome before the period ends.
• Have an outcome to be removed. This is one with an existing Applied Date and a Decision Status of REMOVED or CANCELLED.
• Have an outcome that has been altered (for example, a change in duration or restriction values).

Application of the outcome:

For each student Progression Outcome selected in the first group, the process:

• Calculates and records the Expiry Date (if required) of show cause and Appeal Periods, if the required dates do not already exist. (This derivation is described in a Special Topic. Note that where an Expiry Date is calculated as part of this process of applying an outcome, the job run date is used instead of the Approval date, in the derivation formula).
• Checks for the existence of a Progression Outcome Expiry Date. If none exists, an attempt is made to derive the Expiry Date. It may not be possible for a date to be derived and this Expiry Date may remain empty.
• Inserts the current System Date as the Applied Date.
• Subsequent actions are determined by the type of Progression Outcome being applied:
• For a Progression Outcome that suspends, excludes or expels the student from a Course or Course Group, the Student Course Attempt is discontinued (with a PROGRESS default reason code). All enrolled units are discontinued.
• For a Progression Outcome that excludes the student from a Unit Set, an End Date is inserted for that Student Unit Set Attempt, as an involuntary ending.
• For a Progression Outcome that excludes the student from one or more units, discontinues enrolment in those units.
• For a Progression Outcome with an associated Encumbrance, a Person Encumbrance record is created. The Person Encumbrance Expiry Date is set to the same date as that calculated for the Student Progression Outcome Expiry Date. The date may remain empty.
• For a Progression Outcome that requires the creation of one or more Student Progression Rule applications, these rule application/s linked to this Student Course Attempt, are created.

Removal of the outcome and associated encumbrances:

For each Student Progression Outcome selected in the second group, the process:

• Inserts an Expiry Date against all person Encumbrances and person Encumbrance effects associated with this student Progression Outcome. The current System Date is entered as the Expiry Date.
• For any course discontinuation originally applied as part of this outcome:
• Checks that no other existing student Progression Outcome requires the discontinuation to remain in force.
• If not the Discontinuation Date and reason are deleted.
  Note this lifting of a course discontinuation does not reinstate any Unit Set or Unit Attempts that may have also been discontinued but it does allow Re-enrolment in those Units/Unit Sets.
• Logically deletes all Student Course Attempt Rule applications created by the original application of this Student Progression Outcome.

The effects of running this job can be viewed for a single Student Course Attempt through forms PRGF6600 and PRGF6610.

Notes:

Where a Unit Set Exclusion outcome is applied for a student in this job, the job checks if the exclusion should also apply to other courses (where the 'Apply to All Courses for student' check box is selected in PRGF5214).
Note that for this job, all currently defined versions of the Unit Set are excluded irrespective of whether the 'Include all versions of the Unit Set when assigning to SCA' check box is set in PRGF5214).

Where a course is discontinued as a result of the application of a progression outcome, then if in ENRF01G0, the System Default Discontinuation Reason Code for Reason Type PROGRESS has the Auto End Date Unit Sets check box selected, then a student's Unit Set Attempts for a course will be end dated.
Likewise if this Discontinuation Reason Code has the Auto Apply Voluntary Ending check box selected, then a student's unit sets will have the Voluntary Ending indicator selected.

Note: An applied outcome that has subsequently been REMOVED or CANCELLED will continue to be reported by this job, whether that change of decision status occurred since the last time the job was run, or not. So bear in mind that the message 'Academic encumbrance lifted' for a Student Progression Outcome, might not necessarily indicate a recent event.

Job Parameters:

Job parameters may be used to:

Select the Student Progression Outcome records that are to be processed.

• This is done through setting one or a combination of the parameters for Course Type, Organisational Unit, Course Code, Location, Attendance Mode, Progression Status, Enrolment Category and/or Person ID Group.

Restrict processing to a nominated Progression Period.

• Set a Progression Calendar parameter to do this. Only those Student Progression Outcomes approved in the nominated Progression Period will then be processed.

Restrict the exception report to only report on errors.

• The Include Errors Only parameter is set to Y by default. Where a full report on all student Progression Outcomes processed is required, reset this parameter.

Reproduce an existing report:

• Select a Previous Log Creation Date. An existing report can be re-run with a different 'Include Errors Only' parameter setting than was used when the original report was run. Any further parameter settings are ignored and no changes are made to student Progression Outcomes.

Notes:

The Course Code parameter is case-sensitive.

Progression Rule Outcome Application — Exception Report

This reports those Student Progression Outcomes where an error was encountered as the job attempted to apply/remove the outcome and any associated Encumbrances (when produced using the default parameter setting).

The report groups Student Course Attempts by Progression Periods and Course. For each Student Course Attempt the Person ID, Name, the Course and Progression Statuses and each student Progression Outcome processed are listed. The result of the process is described as an APPLIED or ERROR Action. Where an error was encountered an explanatory message is reported to allow manual correction. (The most common source of errors is encumbrance clashes.)

Summary statistics given at the end of the report include the number of students processed for each progression status, the number of outcomes applied, the number of errors encountered and the total number of students processed.