Purpose

To allow the recording and maintenance of students' unit attempts and to confirm enrolment in those units

Subsystem

Enrolments

Structure

Part of Record Enrolments form

Two Blocks

Student Course Attempt

Student Unit Attempt

Image

Student Course Attempt

Explanation

The Student Course Attempt block displays student and course attempt details carried forward from the Record Enrolments - Person Details and/or Record Enrolments - Student Course Attempt screens. (If a student has only one enrolled course attempt, it is possible to navigate to this form directly from the Person Details screen. If a student has more than one enrolled course attempt, navigation must be via the Student Course Attempt Summary block where one of the course attempts must be selected as the context record.) Unit attempts related to the context record are displayed in the Student Unit Attempt screen.

Example

To record or enquire on a student's enrolment in units, the student's record is located (or created) and displayed in the Record Enrolments form - Person Details screen.

If the Unit Attempts navigation button is selected and the student has only one enrolled course attempt, the Student Unit Attempt screen will be displayed with the student and course details as the context record and any existing unit attempts as the detail.

If the student has more than one enrolled course attempt, the Student Course Attempt screen will be displayed. One of the courses must be selected, then that screen's Unit Attempt button selected. The Student Unit Attempt screen will be displayed with the student and the selected course details as the context record and any existing unit attempts as the detail.

Student Unit Attempt

Explanation

This block displays unconfirmed pre-enrolled units, currently enrolled units and discontinued /completed units for the academic period specified by the session details. Units to which the student has been admitted (pre-enrolled) but not yet enrolled are displayed with the status UNCONFIRM. Units in which the student is already enrolled are displayed with the status ENROLLED, while discontinued and completed units have the status DISCONTIN and COMPLETE respectively.

The ability to vary a student's enrolment is subject to a cut-off date (specified in enrolment calendar). Most users will lose the ability to vary data after this date, the exception is specific users who have a security role with variation cutoff override as an enrolment step.

Having displayed the units in which a student is pre-enrolled, enrolment in a particular unit can be confirmed by selecting the Confirm checkbox. This changes the status from UNCONFIRM to ENROLLED and sets the Enrolled Date to the current date. This enrols the student in that unit.

Units can be added to a student's enrolment here (explained below), however, the pre-enrolled units will have originated from another source, such as the Admissions process.

Checks can be performed, by the System, on the validity of enrolling particular student unit attempts. Certain actions can invoke unit rule validations under the following circumstances:

• when 'unit rule checking' is defined as an enrolment step and
• the waive rules date for the unit attempt is not set.

This is described fully in Unit Rule Validation.

The session details, together with enrolment procedure detail steps, control the content and layout of the Student Unit Attempt screen.

A T-list is used to display fields where additional attributes of each unit attempt can be displayed and maintained. A comprehensive list of T-list values and their purpose is provided in T-list items in the Student Unit Attempt Screen.

The actual items displayed in the T-list are controlled by the session details/enrolment category and the system enrolment step access.

Along the bottom of the block are a series of navigation buttons. Each button invokes a screen where further enrolment information may be queried and/or updated. The actual buttons displayed and their order are determined by the session details/enrolment category. Some of the button labels may be in bold text indicating that entry of this data is mandatory. A list of all possible navigation buttons and their use is provided in Forms Accessed by Navigation Buttons in the Record Enrolments Form.

Users of this form should be aware of the special graphical and textual features it contains, which are described under Features of the Record Enrolments form.

Higher Eeducation Note: The EFTSU value displayed for each unit attempt is the calculated load for the academic period. Load apportionment is used for its calculation.

Example

See Session Details (ENR3000a) for an example of dynamically configured enrolments screens.

To display a student's current unit attempts in the Record Enrolments - Student Unit Attempt screen:

1. Navigating to the Student Unit Attempt screen causes any existing unit attempts to be displayed.

To add a unit attempt to a student using the Record Enrolments - Student Unit Attempt screen:

1. Ensure that the correct Student Course Attempt record is displayed.
2. Enter Insert mode.
3. The Academic Period will default to that specified by the Session Details. If this is incorrect, select the correct academic period from the LOV (or key a valid value) in the Academic Period field.
4. Enter the unit code, teaching period, location and class of the unit offering in which the student is enrolling. To assist with this data entry a list of values (LOV) button can display available unit offerings. It is strongly advised to enter any known unit offering information prior to invoking the LOV to reduce the number of records retrieved and the time taken to retrieve them. The Confirm checkbox will default to yes (selected), the Unit Attempt Status will default to ENROLLED and the Enrolled CP value and Enrolled Date will be entered by the System. The Confirm checkbox can be deselected which will reset the Unit Attempt Status to UNCONFIRM. The Enrolled Date can be altered if required.
5. Save. The student is enrolled in the unit.
6. Where appropriate, select T-list items to display fields for entry of additional data. The use of T-list items is explained in T-list items in the Student Unit Attempt Screen.
7. Where appropriate, select navigation buttons to invoke forms for entry of additional data. A list of all possible navigation buttons and their use is provided in Forms Accessed by Navigation Buttons in the Record Enrolments Form.

Notes/Rules:

• Validation, rule and encumbrance checks are performed (only if the enrolment category/procedure detail includes the relevant checking step, otherwise batch checking is required), and warning messages displayed, when saving.
• Validations check the following data against data specified in the Maintain Course Offering Pattern form (CRSF1500):
• students who are enrolled in too many cross-faculty units.
• students who are enrolled in too many cross-location units.
• students who are enrolled in too many cross-mode units.
• Rule checking is performed on pre-requisites, co-requisites and incompatibles.
• Encumbrance checking happens on line only.
• Superior/subordinate unit relationships (a possible T-list item) have specific rules associated with them. These are detailed in T-list items in the Student Unit Attempt Screen.
• The unit attempt enrolled date cannot be less than the student commencement date (for this course attempt) or greater than the end date of the teaching period for this unit attempt.
• If specified, the Administrative Unit Status should satisfy the following condition:The Sector Code of the Administrative Unit Status should match the sector of the Student Course Attempt.

To enrol a student in a pre-enrolled unit using the Record Enrolments - Student Unit Attempt screen:

1. Find the required Student Course Attempt record. The student unit attempts for this course attempt will be displayed.
2. Select the unit to be enrolled. (Its unit attempt status should be UNCONFIRM)
3. Select the Confirmed indicator for this unit. The Unit Attempt Status will be changed to ENROLLED and the Enrolled CP value and Enrolled Date will be entered by the System. The Enrolled Date can be altered if required.
4. Save.
5. Where appropriate, select T-list items to display fields for entry of additional data. The use of T-list items is explained in T-list items in the Student Unit Attempt Screen.
6. Where appropriate, select navigation buttons to invoke forms for entry of additional data. A list of all possible navigation buttons and their use is provided in Forms Accessed by Navigation Buttons in the Record Enrolments Form.

Rules:

• The unit attempt enrolled date cannot be less than the student commencement date (for this course attempt) or greater than the end date of the teaching period for this unit attempt.

To modify a student's unit attempt using the Record Enrolments - Student Unit Attempt screen:

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

Note:

• Changing the confirmed indicator is described in 'To enrol a student…' (above).
• Only the location and class are able to be modified, effectively changing the student to a different offering of the same unit version.
• Other processes alter a student's course attempt, including:
• discontinuation
• intermission and
• encumbrances

To delete a student's unit attempt using the Record Enrolments - Student Unit Attempt screen:

1. Select the record to be deleted.
2. Delete Record.
3. Save.

Note:

• It would be unusual to delete a student attempt unless it was entered in error. Discontinuation is the usual method for cancelling a student unit attempt.

Changes within this form will have the following notable effects:

Changes within this form can have numerous significant impacts for the student and the institution. Users should familiarise themselves with the form's processes in order to understand the consequences of any actions.