Notify Students of Exam Timetable

Notify Students of Exam Timetable - ASSR4622

Subsystem	Assessments
Purpose	This report is to notify students of their examination details. The notification will be of a personal nature, identifying only the details specific to each student.
Normally Run By	Assessments specialist
Anticipated Frequency	Prior to the start of each examination period.
Update Process(es)	Automatically creates a correspondence item record for each letter produced.
Parameter Sample
Report Sample
Related/Dependent Jobs	N/A

Update Process

This process automatically creates a correspondence item for those exam notification letters produced from this process.

Run Details

This job is run:

Once before the start of each major examination period.
As required to meet specific examination schedules for commercial clients needs.
For individual students.
At any time deemed necessary for whatever reason.

This report can be run:

To notify all students of their examination requirements during an institutions major examination period.
To notify students of changes to their examination requirements after the initial notification.
Individually for students whose enrolment information has varied prior to the commencement of the examination period.

This report can be run in batch or online modes. Refer to the Job Control and Scheduling subsystem for details on scheduling and running batch and online jobs.

Job Parameters

Most parameters for this job are used to refine the set of student exam instances produced in the report.

The report can be run for all or specific commercial course owning organisational units and academic course responsible organisational units.

The report may be run for a specific person ID. Recording a person ID overrides the correspondence checking, producing a new letter for the student regardless of whether a previous letter has been printed.

There are four text parameters that allow the user to enter data. They are:

Introductory Free Text.

Closing Free Text.

Instructions for Variation Free Text; and

Signatory.

By default, the text fields will insert the most recently used text. Text messages can recorded in the Maintain Job Text form (JBSF4170).

The Return Organisational Unit and Return Address Type parameters insert address information for where students may inquire about any problems with the timetable. These two fields are mandatory. Note: a valid return address type must be listed for the organisational unit. For commercial exams, optionally record a commercial client return address type. Note: a valid commercial client return address type must be listed for the Commercial Course Owning Organisational Unit parameter selected on the first page of the parameter form.

When selected, the Venue Address Type parameter displays details of the venue address where the exam is being held. If the parameter is not selected, no address details are displayed.

Select the correspondence type.

Correspondence types are created in the Maintain Correspondence Type form (CORF2110) and linked to the job output.

Note: the creation of correspondence types must be carefully considered. Where the report is run for a particular correspondence type, letters are created and correspondence entries are registered. If the report is run for a different correspondence type but all other parameters are the same, then ALL student exam instances are again selected, rather than only those that may not have been selected in the previous run. This occurs because the correspondence type has differed.

For example: our student has three assessment items. We run this report with correspondence type EXAM-NOTFN. Due to the parameters selected, it picks up assessment items 2 and 3. We then run the report at a later date with different parameters set and the correspondence type CH-NOTE. These parameters select all three assessment items. Also, since we have changed the correspondence type, the notification is printed for all three assessment items. If we had run the report for the changed parameters but correspondence type EXAM-NOTFN, only assessment item 1 would have been reported as the correspondence record shows that 2 and 3 where already reported for the assessment type.

Note: when running this report to notify students of changes, it always informs the student about all examinations, even if only one has changed.

For example: the report was run to notify a student about their three examinations. The time of one of these examinations is then altered. When the report is run to notify the student of the change, all examinations that fit the parameters are reported even though only one examination has changed.

The Register Correspondence parameter:

When set to 'Y' records a correspondence entry for the student.

When set to 'N' an entry is not recorded though it still checks the previous correspondence registered and determines whether the item is eligible to be included. It examines the latest record for the person with the chosen correspondence type.

Correspondence records can be viewed in the Outgoing Correspondence Inquiry form (CORF9010). For these correspondence items, the assessment ID, date, time (start time or timeslot) and venue of the student exam instance is recorded. If any of these details are altered, a new correspondence item can be created. If items are added or removed, new correspondence items can be created. The creation of new exam notification letters is based on a comparison of the assessment ID.

The Include Header parameter displays the report header details when set to 'Y'. Set the parameter to 'N' when printing letters on special stationary, or letterhead paper.

Selecting the Reprint Correspondence parameter ignores the correspondence checking allowing the letters to be reprinted for student exam instances.

The report can be run for students with special exams only by setting the Only Include Student With Special Sessions parameter to 'Y'. This allows alternate text to be displayed for these students.

The report is sorted by:

Australian post code then person ID; then
Overseas postcode and person ID.

The report is sorted this way to allow for prepaid sorted postage.

Report(s)	Student Examination Notification Letter
	The report is presented in portrait mode. The student address is aligned so that it appears, when folded, in a window faced envelope.