Purpose

To allow the recording and viewing of correspondence items sent to students

Subsystem

Correspondence

Structure

Single Block

Correspondence Item

Navigation Buttons invoke:

Correspondence Detail form

Outgoing Correspondence Detail form

Image

Correspondence Item

Explanation

This form is used to record and view details of individual correspondence items. Details include:

• who created the correspondence item and when it was created
• where applicable
• information about the System job which produced the correspondence item
• details of the calendar instance to which the item is relevant (e.g. enrolment form for 1998 academic year calendar)
• details of the course version to which the correspondence is related
• details of the unit version to which the correspondence is related

System jobs which generate correspondence, automatically create a correspondence item and record the above data. For manually issued correspondence, this data must be recorded manually.

Further details of manually issued correspondence items may be recorded or viewed in the Correspondence Detail form (CORF2330) accessed via the Detail navigation button in this form.

The Sent To navigation button invokes the Outgoing Correspondence Detail form (CORF2311) which displays and records students who have been sent the correspondence item.

Example

To inquire on one or more correspondence items using the Register Correspondence Item form:

1. Enter Query mode.
2. Enter relevant query criteria. (For instance, you may wish to find a correspondence item originated by a particular person, of a particular correspondence type or for a specific course version.)
3. Execute query.
4. Scroll through the records returned to locate a specific record or refine your query criteria and re-query.
5. To view further details of the correspondence item, select the Detail navigation button to invoke CORF2330.

• System generated correspondence records display information in the Request Job Run Output Reference area of this form. Job Control and Scheduling contains explanations of this data.

To record details of a manually issued correspondence item using the Register Correspondence Item form:

1. Enter Insert mode.
2. Select the correspondence type appropriate to the item from the list of values (or key a valid value) in the Correspondence Type field. The creation date defaults to the current date.
3. Enter the ID number of the person responsible for the issuing (or generation) of the item in the Originator Person ID field. Use the Find Person icon to locate the person's ID if this is not known.
4. Being a manually generated item, no data is entered in the Request Job Run Output Reference area.
5. Where relevant, record by selecting from the appropriate list of values (or keying valid values):

• a calendar instance related to this item. (optional)
• the course version to which the correspondence item is related. (optional)
• the unit version to which the correspondence item is related. (optional)

1. Enter any notes about this record in the Comments field. (optional)
2. Save.
3. Select the Detail navigation button if a copy of the item is to be recorded. (optional)

• Correspondence generated by System jobs is automatically recorded. Data is entered in this form only for manually issued correspondence.
• This form is used to inquire on all recorded correspondence, both manual and System generated.

To modify details of a manually issued correspondence item using the Register Correspondence Item form:

1. Find the record to be modified.
2. Modify the record as required.
3. Save.

• Once recorded, it is unusual to modify a correspondence item unless some of its detail is incorrect.

To delete details of a manually issued correspondence item using the Register Correspondence Item form:

1. Find the record to be deleted.
2. Locate the cursor in the record to be deleted.
3. Delete record.
4. Save.

• Correspondence items, once created, are not usually deleted, unless they have been created in error.

Changes within this form will have the following notable effects: