Purpose

To inquire on and display person details as part of the enrolments process

Subsystem

Enrolments

Structure

Two Blocks

Session Details

Person

Navigation Buttons:

1. invoke Session Details screen
2. remaining buttons are dynamically configured according to session details

Image

Session Details

Explanation

The Session Details block displays the session parameters applicable to the current enrolment session. The parameters will either be those set by the current user in the previous enrolments session or parameters selected via the Session Details screen (ENR3000a) in the current enrolments session. Enrolment category and enrolment method are used in determining the set of enrolment steps which are displayed as buttons and T-list items in the Person Details, Course Attempt and Unit Attempt screens of the Record Enrolments form. It is usually unnecessary to specify an enrolment category in the session details as the System will derive an enrolment category for each student. If the System is unable to determine an enrolment category, a message will be displayed requesting that the user nominate the category to be used.

Example

See Session Details (ENR3000a)

Person

Explanation

The Person block is used to display details of a student for whom enrolment details are being enquired upon, added, modified or deleted. Simple queries can be performed to retrieve person records where precise query criteria can be entered. Simple queries could include:

• those where the student's exact identification number is known or
• those where sufficient query criteria can be entered to enable only a small set of records to be returned and scrolled through.

Further information regarding query methods can be found under Query Process in the System Overview. A Find Person facility can be invoked from the form to perform more complex queries. If an image for the student is available through Callista, use the Person Image icon to access this.

The System will attempt to derive an enrolment category from the student's course attempts. If this differs from the enrolment category (where specified) in the session details, the System will combine the features of both categories. The enrolment category being used for this student is displayed in red text in the top right hand corner of the block. This enrolment category will be used in determining the configuration of the Person block.

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. This block can display a Deceased lamp, and Status lamps which identify whether the person is a staff member, has had their System records archived and/or is administratively or academically encumbered (i.e. has an obligation to the institution which has not been met resulting in an encumbrance such as 'Release of Results Blocked' - Administrative or 'Enrolment Suspended' - Academic).

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 under Forms Accessed by Navigation Buttons in the Record Enrolments form.

Highlighting the required enrolment attempt and selecting the Units button on the Student Course Attempts Summary block navigates directly to the Student Unit Attempt screen.

Example

See Session Details (ENR3000a) for an example of dynamically configured enrolments screens. The two images above (1. and 2.)are examples of how the Person Details screen changes configuration with a change in enrolment category.

To display person details, for a person recorded in the System, using the Record Enrolments form:

With the Person Details screen displayed, either:

1. Enter Query mode.
2. Enter the person's ID number or surname and at least part of a given name together with a wild card (e.g. Smith J%) in the appropriate fields.
3. Execute query.

or if the person's ID number is not known it is preferable to:

1. Select the Find Person icon. The Find Person form will be displayed.
2. Follow the instructions for the Find Person form (ADMF1211).

To add a person to the System using the Record Enrolments form:

With the Person Details screen displayed:

1. Enter Insert mode.
2. Enter the person's title, surname, given names, sex, date of birth. Email address can be added here or downloaded electronically by the institution.
3. Save

Rules:

• A person can only be added using this form if the Enrolment Category Procedure Detail, determined by the System, has its Person Add checkbox selected.
• The minimum information required to add a person to the System is surname, title and sex, however, the inclusion of birth date is recommended.