Maintain Unit Discontinuation Date Criteria - ENRF0170

Purpose To link critical dates (date aliases) to administrative unit statuses in order to facilitate unit discontinuation management
Subsystem Enrolments
Structure Single Block Unit Discontinuation Date Criteria
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Unit Discontinuation Date Criteria

Explanation
In the Calendar subsystem, a set of date aliases relating to discontinuation of a student unit attempt are established within each teaching period.

In this form, these date aliases are linked either to a 'delete' indicator or to an administrative unit status, with the linkage normally indicated as the default. When a student's unit attempt is discontinued, the following actions are based on this association:

  • Within the relevant teaching period, the system finds the most recent instance of a 'discontinuation' date alias prior to the effective date of discontinuation.
    • If the delete indicator is set for this date alias, the student's unit attempt is deleted from the database.
    • Otherwise, the administrative unit status linked with this date alias is automatically recorded against the unit attempt, and triggers particular processing - for example, whether load is incurred, or whether the attempt appears on official notifications. This processing is specified in the Maintain Load Calendar Structure form (ENRF01K0) and the Maintain Administrative Unit Statuses form (ENRF0110) respectively.
    • There is one exception. The automatic recording of administrative unit statuses depends on linkages being marked as defaults. But different date aliases can be assigned instances with the same date. It is therefore possible that more than one administrative unit status is linked to a particular date. In this situation, and if no default is set, the user must choose between possible statuses when discontinuing the unit attempt in the Record Enrolments form (ENRF3000). If one of the linkages is specified as the default, it will still be applied automatically, but can be overridden.

Determining Participation and Administrative Unit Status

Determining participation is important for VET institutions. If it can be determined that a student participated in a unit, for example: attended a class, provided work for assessment or contacted the institution, then the unit must be reported. If a VET institution chooses to use the participation rule when units are discontinued then a non-participation Administrative Unit Status is needed. Use the Maintain Adminstrative Unit Status form to create a non-participation Administrative Unit Status.
Example
Date aliases early in the teaching period are those likely to have the delete indicator selected. Later date aliases might be linked to an administrative unit status such as WD-LATE or WD-FAIL.

The first table below gives an example of some possible linkages using this form. The second table demonstrates potential effects of these linkages when a student's unit attempt is discontinued in a particular teaching period.

 
Date Alias Description Administrative Unit Status Delete
UNIT-DELET Withdrawn unit deleted   Yes
WDN-EARLY Early unit withdrawal WD-EARLY  
WDN-LATE Late unit withdrawal without fail grade WD-LATE  
WDN-FAIL Late unit withdrawal - fail WD-FAIL  
 
Discontinuation date of unit attempt - some examples Instance of date alias in 'Semester 1, 1998' Effect Explanation
28/2/98
UNIT-DELET
1/1/98 		Unit attempt deleted 1/1/98 is the most recent instance of a date alias before 28/2/98. The delete indicator has been set for UNIT-DELET, so any unit attempts which are discontinued between 1/1/98 and 1/3/98 inclusive are deleted from the database.
6/3/98

16/3/98

30/3/98

WDN-EARLY
2/3/98 		WD-EARLY recorded against these three unit attempts The administrative unit status WD-EARLY is in effect for all dates from the date alias instance of WDN-EARLY until WDN-LATE becomes effective on 31/3/98. Actions associated with WD-EARLY therefore apply to unit attempts discontinued in this period.
31/3/98 WDN-LATE
31/3/98 		WD-LATE recorded against unit attempt The unit has been discontinued on the day that WDN-LATE falls, and so receives the administrative unit status WD-LATE.
9/6/98 WDN-FAIL
8/6/98 		WD-FAIL status recorded against the unit attempt, with associated fail grade Grades must be associated with all discontinuation administrative unit statuses.
To create a new unit discontinuation date criteria record using the Maintain Unit Discontinuation Date Criteria form:
  1. Enter Insert mode.
  2. Select the required date alias from the list of values (or key a valid value) in the Date Alias field of a blank record.
  3. Select the appropriate sector from the list of values (or key a valid value).
  4. Either
    select the Delete check box
    or
    select the required administrative unit status from the list of values (or key a valid value) in the Administrative Unit Status field.
  5. If the linkage between this date alias and administrative unit status is not to be applied automatically, remove the checkmark from the Default checkbox.
  6. Optionally, select the Non-participation Administrative Unit Status for this record.
  7. Save.
Rules:
  • Processes linked to a particular date alias apply from the day that the date alias occurs in the teaching period, up to and including the day before the next instance becomes effective.
  • If the Delete check box is selected, student unit attempts which are discontinued during the effective period of the associated date alias will be deleted from the database.
  • With the Default indicator set, a link between a date alias and an administrative unit status causes the appropriate status to be recorded automatically when a unit attempt is discontinued.
  • The Administrative Unit Status and Non-Participation Administrative Unit Status cannot be the same.
To modify a unit discontinuation date criteria record using the Maintain Unit Discontinuation Date Criteria form:
  1. Find the record to be modified.
  2. Modify the record as required.
  3. Save.
Rules:
  • Modification is normally undertaken only to change incorrectly entered data. Once in use, changes to these records will alter the interpretation of information already existing in students' records on the database.
To delete a unit discontinuation date criteria record using the Maintain Unit Discontinuation Date Criteria form:
  1. Find the record to be deleted.
  2. Locate the cursor in the record to be deleted.
  3. Delete record.
  4. Save.
Rules:
  • Deletion is normally undertaken only at time of entry, to correct incorrectly entered data. Once in use, deletion of these records will change the interpretation of existing information held in students' records.
Changes within this form will have the following notable effects:
  • Changes in this form can seriously alter the interpretation and reporting of information held in existing student records on the database.

Last Updated 31 January, 2003.