Maintain Person Statistical Details - ENRF3060

Purpose

To allow the creation and maintenance of person statistical details

Subsystem

Enrolments

Structure

Two Blocks

Person

Person Statistics

Image

 

Person
Explanation

This form can be accessed in two ways - either directly or, as part of the enrolment process, from the Record Enrolments form (ENRF3000).

Accessing the Maintain Person Statistical Details form directly from the menu allows the user to query details in the Person Detail block and retrieve a number of records one after the other.

If the form is accessed from ENRF3000 as a step in the enrolment process, it opens with a student ID carried forward as the context record. In these circumstances it is not possible to query any other person details.

Note that the person query function in this form is not as powerful as that in the Find Person form (ADMF1211). Names are case sensitive and are best avoided as query criteria. To avoid delays in retrieving records it is preferable to use Person ID numbers as query criteria.

The Person block displays details of the person for whom statistical information may be displayed and/or recorded.

Example

During the enrolment process, the statistical details of the enrolling student can be checked or recorded by selecting the navigation button in the Record Enrolments form.

At other times, this form may be accessed directly. Students can be found (queried) in the Person block and statistical details recorded or checked.

Person Statistics
Explanation

This block is used to record statistical information relating to the person whose record is displayed. The primary purpose of the statistical collection is government reporting. Most of the fields in this block relate directly to government data elements. This relationship is shown in the table below. Statistical data is supplied by students who complete a statistics form, usually at time of enrolment. Information regarding government statistics and the statistics form is available in the DEST Main Documentation manual and the DEST Technical Documentation manual respectively. Entries in the Enrolments Codes section for each Prior Education field name (except Undergraduate Institution) contain the valid data values for those fields. (use the hyperlinks in the table below)

Example

Common practice is to require students to complete a statistics form at time of enrolment. Students may be required to select checkboxes, enter codes or enter text on the form. Depending on the statistics form design and the institution defined codes used in the System, it may be possible to enter data directly from the form or it may be necessary to convert the raw information to the institution defined codes as part of data entry.

 

Field Name

DEST Element

Aust Aboriginal or Torres Strait Is

316

Citizenship/Residence Status

358

Permanent Residence Status

390

Home Residence - Postcode

320

Home Residence - Country

320

Semester Residence - Postcode

319

Semester Residence - Country

319

Country of Birth

346

Language Other Than English

348

Disability Details 386

Commencing Location

476

Postgraduate Course

359

Bachelor's Degree Course

360

Diploma/Assoc Dip (Not TAFE)

361

Diploma/Assoc Dip (TAFE)

362

Other TAFE Award

363

Secondary Education (School)

365

Secondary Education (Other)

364

Other Qualification

366

Undergraduate Institution

356

To create a new person statistics record (their first statistics record) for a person using the Maintain Person Statistical Details form:
  1. Ensure that the correct person record is displayed.
  2. Navigate to the Person Statistics block.
  3. Enter Insert Mode.
  4. Check the Display Warnings indicator to display warning messages relating to the entered data.
  5. Enter the effective date of this record in the Start Date field.
  6. Enter the student's statistical data (from their statistics form) in the corresponding fields.
  7. Save.

Rules:

  • A person can have more than one statistics record but only one can exist with no end date set.
  • The start and end dates of different statistics records must not overlap.
  • If a valid postcode is entered in this form for either Home Residence or Semester Residence, no data can be entered in the Country field. (Country is assumed to be Australia)
  • If country details are entered against either Home or Semester Residence, no data can be entered in the Postcode field. (Country cannot be Australia and only Australian postcodes can be entered)
  • Warning messages (for example warnings about inconsistent data) appear only when the record is saved. It is not necessary to rectify any data inconsistencies to save the record. Acknowledging each warning message slows the data entry process, therefore uncheck the Display Warnings indicator if quick data entry is required.
  • The Display Warnings indicator must be selected before commencing data entry to enable the display of warning messages.
To create a second or subsequent person statistics record for a person using the Maintain Person Statistical Details form:
  1. Ensure that the correct person record is displayed.
  2. Navigate to the Person Statistics block.
  3. Enter Insert Mode.
  4. Create a new record. A new statistics record will be created with data copied from the most recent existing statistics record. The start date will default to the current date and the previous active statistics record will have its end date set to the new start date -1.
  5. Check the Display Warnings indicator to display warning messages relating to the entered data.
  6. Check and change data where necessary. If the start date is changed, the previous active statistics record will have its end date changed to the new start date - 1 day.
  7. Save.

Rules:

  • A person can have more than one statistics record but only one can exist with no end date set.
  • The start and end dates of different statistics records must not overlap.
  • Warning messages (for example warnings about inconsistent data) appear only when the record is saved. It is not necessary to rectify any data inconsistencies to save the record. Acknowledging each warning message slows the data entry process, therefore uncheck the Display Warnings indicator if quick data entry is required.
  • The Display Warnings indicator must be selected before commencing data entry to enable the display of warning messages.
    •
To modify a person statistics record for a person using the Maintain Person Statistical Details form:
  1. Find the record to be modified.
  2. Check the Display Warnings indicator to display warning messages relating to the entered data.
  3. Change the record as required.
  4. Save.
    5.

Rules:

  • Person statistics cannot be modified when the start date of the record is less than the current date. In this case a new record must be created.
  • Warning messages (for example warnings about inconsistent data) appear only when the record is saved. It is not necessary to rectify any data inconsistencies to save the record. Acknowledging each warning message slows the data entry process, therefore uncheck the Display Warnings indicator if quick data entry is required.
  • The Display Warnings indicator must be selected before commencing data entry to enable the display of warning messages
To delete a person statistics record from a person using the Maintain Person Statistical Details form:
  1. Find the record to be deleted.
    2.
  2. Locate the cursor in the record to be deleted.
  3. Delete record.
    4.
  4. Save.

Rules:

  • A person statistics record cannot be deleted when a student has confirmed a course attempt.
Updated 30 January 2002