Purpose

To record the teaching calendars which link to particular load calendars and the proportion of their load which they contribute and:

To record individual unit versions which link to particular load calendars and the proportion of their load which they contribute

Subsystem

Enrolments

Structure

Three Blocks + overlay

Calendar Instance

Default Load Apportion

Administrative Unit Status Load

(Unit Load Apportion - overlay block)

Navigation Button invokes:

Unit Load Apportion block (overlay)

Image

Calendar Instance

Explanation

This block is used to query and display load calendar instances which have been created in the Calendar subsystem.

For each standard (not aggregate) load calendar instance selected in this block:

• the links to teaching calendars can be recorded and displayed in the Default Load Apportion block below, together with the default percentage of load they contribute to the load calendar.
• individual unit versions corresponding to the teaching calendars can be recorded and displayed in the Unit Load Apportion block, together with the percentage of load they contribute to the load calendar.

For each load calendar instance/teaching calendar combination, a set of administrative unit statuses can be recorded and displayed in the Administrative Unit Status Load block.

Further explanation of setting up and using the load calendar structure is given in the Student Load Structure and Management section of Understanding Enrolments.

Example

A worked example is given in the Student Load Structure and Management section of Understanding Enrolments.

To inquire on load calendar instances using the Maintain Load Calendar Structure form:

1. Navigate to the Calendar Instance block.
2. Enter Query mode.
3. Enter query details in the appropriate fields.
4. Execute the query.
5. If more than one record is retrieved, scroll to select the one required.

• This block is used only for the display and selection of load calendar instances. Records cannot be added, amended or deleted.
• Aggregate load calendars must not have load structure recorded against them. Aggregate load calendars are those which have other load calendars as their subordinates (in CALF0330).

Default Load Apportion

Explanation

• Where the teaching calendar load is split across two or more load calendar instances, the percentages recorded against the load calendars should total 100% for a single cycle of the teaching period.
• Load may be spread evenly or unevenly across load calendars. When the split is uneven, different percentages can be added for load calendars falling within either one or two academic calendar periods, but not more.
• Where the teaching period spans two academic calendars (which in practice means 'straddle' teaching periods starting in one year and ending in the next), the Second Percentage field is used for the distribution of teaching period load across the second academic calendar period.
• For 'straddle' teaching periods, a value of zero should be entered against the load calendars corresponding to the segments outside the teaching period span. (YR-LONG-2 below is an example of this).

For an explanation of load apportionment as a part of setting up and using the load calendar structure, see the Student Load Structure and Management section of Understanding Enrolments. See also the extensive table of sample data at the end of the present section.

Example

A graphical representation of similar data is given in the introductory material to the enrolment subsystem. See also the more extensive table of sample data at the end of the present section.

CALENDAR INSTANCE block

DEFAULT LOAD APPORTION block

Load Calendar Instance

Teaching Calendar

Percentage

Second Percentage

LD-CAL1
1/1/98 - 30/6/98

SEM-1

YR-LONG

S1-E1

YR-LONG-2

00.00

50.00

LD-CAL2
1/7/98 - 31/12/98

YR-LONG

S1-E1

YR-LONG-2

50.00

00.00

To create a link between a teaching calendar and the selected load calendar instance, and to record a default load percentage, using the Maintain Load Calendar Structure form:

1. Ensure that the required load calendar instance has been selected in the Calendar Instance block.
2. Enter Insert mode.
3. Select the required calendar type from the list of values (or key a valid value) in the Calendar Type field.
4. Enter the required percentages in the Percentage and Second Percentage fields. (defaults to 100%)
5. Save.

• Teaching calendars must not be linked to aggregate load calendars. Aggregate load calendars are those which have other load calendars as their subordinates (in CALF0330).
• The list of values displays calendars of calendar category TEACHING.
• Only open calendars are shown in the LOV, except when a calendar type has just been keyed in. In this circumstance, the calendar details are displayed in the LOV for information.
• Load apportionment can only be recorded against ACTIVE calendars.
• The Second Percentage field is used when a distribution of teaching period load spans two academic calendar periods.
• The link can be saved within this block, or after the set of associated administrative unit statuses have been recorded. Alternatively, all the relevant teaching calendars for a load calendar instance can be recorded before saving.
• NOTE: For each teaching calendar cycle recorded here, the sum of the percentages attributed to load calendars should equal 100%. It is the user's responsibility to ensure this.

To modify the default load percentage recorded against a load calendar, using the Maintain Load Calendar Structure form:

1. Find the record to be modified.
2. Modify the record as required.
3. The System issues a warning. Select OK (or Cancel to avoid modifying).
4. Save.

• WARNING. Changing a default load apportionment can have far-reaching consequences. It will affect load and derived fee calculations (and potentially the derived course attendance type) for all students enrolled in the teaching period which links to the load calendar instance concerned. For this reason a warning is given whenever a modification is attempted.

To remove the link between a teaching calendar and the selected load calendar instance, using the Maintain Load Calendar Structure form:

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

Administrative Unit Status Load

Explanation

Discontinued student unit attempts have an administrative unit status recorded at the time of discontinuation. These statuses indicate how far the student progressed in the unit attempt before discontinuing.

For a discussion of this functionality in its wider context, see the Student Load Structure and Management section of Understanding Enrolments.

Example

Worked examples of the role of administrative unit statuses in discontinuation and in load management are given in the Managing Unit Discontinuation and Student Load Structure and Management sections of Understanding Enrolments.

To associate a set of administrative unit statuses with a load calendar instance/teaching calendar combination, using the Maintain Load Calendar Structure form:

1. Ensure that the required load calendar instance/ teaching calendar combination has been selected in the previous blocks.
2. Enter Insert mode.
3. In a blank Administrative Unit Status field, select the required status from the list of values (or key a valid value).
4. If load is not incurred with this status, select the Load Incurred checkbox to remove the checkmark.
5. Repeat from step 3 the number of times required to add a complete set of statuses for the load calendar instance/teaching calendar combination.
6. Save.

• By default, the Load Incurred indicator contains a checkmark. This indicates that load is associated with the corresponding administrative unit status.
• No data should be recorded in this block for aggregate load calendars. Aggregate load calendars are those which have other load calendars as their subordinates (in CALF0330).

To change the Load Incurred indicator of an administrative unit status using the Maintain Load Calendar Structure form:

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

• Changing the indicator can affect load and derived fee calculations (and potentially the derived course attendance type) for some discontinued student unit attempts in the teaching period which links to the load calendar instance concerned.

To remove the link between an administrative unit status and a load calendar instance/teaching calendar combination, using the Maintain Load Calendar Structure form:

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

• The deletion of a record will normally only occur while setting up the structure initially, to correct a mistake made. Subsequent alterations to the structure have the potential to affect load calculations for discontinued students elsewhere in the System.

Unit Load Apportion

Explanation

For a selected load calendar instance/teaching calendar combination, the load an individual unit contributes to the load calendar can be recorded and displayed in this block. The block is accessed as an overlay using the Unit Load Apportion navigation button.

• Where the teaching calendar load is split across two or more load calendar instances, the percentages recorded against the load calendars should total 100% for a single cycle of the unit version.
• Load may be spread evenly or unevenly across load calendars. When the split is uneven, different percentages can be added for load calendars falling within either one or two academic calendar periods, but not more.
• Where the unit version spans two academic calendars (which in practice means 'straddle' units starting in one year and ending in the next), the Second Percentage field is used for the distribution of unit version load across the second academic calendar period.
• For 'straddle' units, a value of zero should be entered against the load calendars corresponding to the segments outside the teaching period span.

For an explanation of load apportionment as a part of setting up and using the load calendar structure, see the Student Load Structure and Management section of Understanding Enrolments. See also the extensive table of sample data at the end of the present section.

Example

This example follows from the example for the teaching calendar S1-E1 given above. Although the load apportionment default for that teaching calendar was 30% - 45% - 25%, the unit version EMR904 in the S1-E1 teaching period has its load split 40% - 40% - 20%.

The load for EMR666 is very nearly evenly divided at 33.33% - 33.34% - 33.33%. Note that such a 3-way even split must still be slightly adjusted in order to total 100%.

CALENDAR INSTANCE block
DEFAULT LOAD APPORTION block

UNIT LOAD APPORTION block

Load calendar instance/teaching calendar combination

Unit

Version

Percentage

Second Percentage

LD-CAL1
1/1/98 - 30/6/98 / S1-E1

EMR666

2

33.33

-

LD-CAL2
1/7/98 - 31/12/98 / S1-E1

EMR666

2

33.34

00.00

To apportion the load an individual unit version contributes to a selected load calendar instance/teaching calendar combination, using the Maintain Calendar Structure form:

1. Ensure that the required load calendar instance /teaching calendar combination has been selected.
2. Select the Unit Load Apportion navigation button.
3. Enter Insert mode.
4. Select the required unit version from the list of values for the Unit Code field. Alternatively, key values in the Unit Code and Version Number fields.
5. Enter the required percentages in the Percentage and Second Percentage fields. (defaults to 100%)
6. Save.
7. To return to previous screen configuration, select the Back navigation button.

• The list of values displays PLANNED or ACTIVE unit versions within the teaching calendar selected.
• One or more units can be entered before saving.
• NOTE: For each unit version cycle recorded here, the sum of the percentages attributed to load calendars should equal 100%. It is the user's responsibility to ensure this.
• No data should be recorded here for aggregate load calendars. Aggregate load calendars are those which have other load calendars as their subordinates (in CALF0330).

To modify the unit version percentage recorded against a load calendar, using the Maintain Calendar Structure form:

1. Find the record to be modified.
2. Modify the record as required.
3. The System issues a warning. Select OK (or Cancel to avoid modifying).
4. Save.

• WARNING. Changing a load apportionment can have far-reaching consequences. It will affect load and derived fee calculations (and potentially the derived course attendance type) for all students enrolled in the unit version linking to the load calendar instance/teaching calendar concerned. For this reason a warning is given whenever a modification is attempted.

To delete a unit version load apportionment record, using the Maintain Calendar Structure form:

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

Example Table for Default Load Apportionment

CALENDAR INSTANCE block

DEFAULT LOAD APPORTION block

Load Calendar Instance

Teaching Calendar

Percentage

Second Percentage

LD-CAL1
1/1/98 - 30/6/98

S1-E1
S1-E2
S2-E1
S2-E2
SEM-1
SS-E1
SS-E2
YR-LONG
TRI-1
TRI-2

33.33
25.00
0.00
0.00
100.00
50.00
33.34
50.00
100.00
50.00

-
-
50.00
33.34
-
-
-
-
-
-

LD-CAL2
1/7/98 - 31/12/98

S1-E1
S1-E2
S2-E1
S2-E2
SEM-2
SS-E2
YR-LONG
TRI-2
TRI-3

33.34
25.00
50.00
33.33
100.00
33.33
50.00
50.00
100.00

0.00
-
0.00
-
-
-
-
-
-

LD-CAL3

SS-E1
SS-E2
SUM

50.00
33.33
100.00

-
-
-

KEY to Teaching Calendars

S1-E1
S1-E2
S2-E1
S2-E2
SEM-1
SEM-2
SS-E1
SS-E2
SUM
TRI-1
TRI-2
TRI-3
YR-LONG

Start of semester 1 - End of semester 1 in following year
Start of semester 1 - End of semester 2 in following year
Start of semester 2 - End of semester 1 in following year
Start of semester 2 - End of semester 2 in following year
Semester 1
Semester 2
Start of summer semester - End of semester 1
Start of summer semester - End of semester 2
Summer
Trimester 1
Trimester 2
Trimester 3
Year long

Changes within this form will have the following notable effects:

• Changes in this form have the potential to affect load and derived fee calculations (and also potentially the derived course attendance type) for all students enrolled in the teaching periods or units linking to the load calendar instances concerned. Examples of subsystems in which repercussions will be felt are the Enrolments and Statistics subsystems.