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Recording, Maintaining and Using Enrolment Reference Data

This section describes how data is related within the Enrolments subsystem. It is intended to:

provide guidance as to the reference data which must be established in order to record and maintain students' enrolment information

show the relationships between reference data and other data

show what information is recorded against some of the major items within the subsystem

This information is provided for:

enrolment calendars
enrolment calendar configuration
reference data used to define person details
reference data used in person statistics
reference data used in student course attempts
reference data used in student unit attempts

Detail dealing with some of the more complex processes represented by these data relationships is accessed from the Understanding Enrolments table of contents.

Enrolment Calendars

Enrolment calendars primarily provide a framework for the pre-enrolment process. When a student course attempt is pre-enrolled, a student course attempt enrolment record is created (viewed in ENRF5F00).

Enrolment calendars represent the institution's enrolment periods.

Each enrolment period must be related to a superior academic period, as pre-enrolment is always in the context of an academic year.

Each admission period must have a subordinate enrolment period, as admission applications are pre-enrolled into particular enrolment periods.

Each enrolment period should be related to its subordinate load calendar(s). These are the load calendars receiving load from teaching calendars which the enrolment period targets. An enrolment period may be linked to an aggregate load calendar instead of linking to each of the aggregate calendar's subordinate standard load calendars. The relationship between an enrolment period and its load calendar(s) is used for enrolment checking of, for example, forced attendance types and modes, attendance type and credit point encumbrances and cross-element restrictions such as cross location credit point restrictions, and for the derivation and display of current attendance type. The enrolment period/load calendar relationship is discussed further as a special topic.

It is recommended that each admission period be related to a corresponding enrolment period. For example, admission period 1 (beginning of year intake) and admission period 2 (mid-year intake) would have their own corresponding enrolment periods.

Various dates must be defined for enrolment (and other) processes to function. Some of these must be attached to enrolment calendars (see Enrolment Calendar Configuration, below)

Enrolment calendars are set up initially using Calendar subsystem functionality as follows:

Record enrolment periods using the Maintain Calendar Types form (CALF0220). Enrolment periods should represent the institution's enrolment periods, although the start and end dates of enrolment calendars are not critical to enrolment functionality.
Relate each enrolment calendar to its superior academic calendar using the Maintain Calendar Instance Relationships form (CALF0330, entered in context from CALF0220)

Relate each enrolment calendar to its superior admission period using CALF0330. This may be done as part of Admission calendar setup.

Relate each calendar to its subordinate load calendar(s) using CALF0330.

Use ENRF01F0 to define the date aliases to be used for critical enrolment dates. (see Enrolment Calendar Configuration, directly below)
Use the Maintain Date Alias Instances form (CALF0512, entered in context from CALF0220) to record instances of the enrolment date aliases applicable to the context calendar instance, or, use the Maintain Date Alias Instances form (CALF0511, entered in context from the Maintain Date Aliases form CALF0420) to record a number of instances of the context date alias against the relevant calendars.

Enrolment Calendar Configuration

A number of predefined dates are used within the Enrolments subsystem. They are used either:

as default dates in certain data records or

to control the operation of some processes.

Because Callista allows institutions the flexibility to choose the names of date aliases, it is necessary to tell the System the names of those date aliases so that it can recognise them and is then able to use their date values (instances).

The Maintain Enrolment Calendar Configuration form (ENRF01F0) is used to record the institution defined date aliases which the Enrolments subsystem needs to be able to recognise. The date aliases to be recorded are:

Date Alias	Use Calendar Category	Function in System
Census Date Alias	Teaching	the date alias representing the teaching period census.
Crs Completion Cutoff Date Alias	Academic	the date alias representing the end of the 12 month period for which course completions are to be reported in the government statistics Past Course Completions file. This date alias should be attached to the academic year prior to the submission year. For example, if an instance of 31 May 1999 is recorded for this date alias in an academic calendar representing 1998, when the 1999 submission of the Past Course Completions file (STAJ0070) is run, all student course attempts with a completion date between 1 June 1998 and 31 May 1999 will be included in the file.
Commencement Date Alias	Academic	the date alias representing the default commencement date within an academic period calendar instance. Only one commencement date alias can exist in each academic period calendar instance. If a student confirms their intention to commence a course before the commencement date alias instance, the course commencement is defaulted to the date alias instance. If the student confirms after the commencement date alias, the course commencement defaults to the current date. In either case the default date can be overridden. Note that where the commencement date is overridden, the manually entered date becomes the new default.
Commence Cutoff Date Alias	Teaching	describes the date alias within a teaching period on which a student would no longer be considered commencing within their course. This alias is looked for in the student's first enrolled teaching period. It is anticipated that the census date will be used as this date alias.
Record Open Date Alias	Teaching	describes the date on which recording of unit enrolments opens within a teaching period calendar instance. Combined with the Record Cutoff Date Alias, logical enrolment windows can be constructed.
Record Cutoff Date Alias	Teaching	describes the date on which recording of unit enrolments closes within a teaching period calendar instance. Combined with the Record Open Date Alias, logical enrolment windows can be constructed.
Variation Cutoff Date Alias	Teaching	describes the date alias used to prevent further enrolment variations in a teaching period. For the variation Cutoff to be effective, date alias instances have to be specified for each teaching period. If an instance is not specified for a particular teaching period, no restriction applies. The Variation Cutoff can be circumvented via ENRF01H0 Maintain System Enrolment Step Access by applying a variation cutoff override to a particular security role.
Sub-unit Date Alias	Teaching	the sub-unit date alias is required to establish relationships between teaching calendar instances in which sub-units are enrolled and the teaching calendar instance which enrols the superior unit. To be linked, all sub-units must be enrolled in teaching periods which contain the nominated date alias and which fall within the start and end dates of the teaching period which enrols the superior unit. If a sub-unit date alias is not specified, the superior unit and its sub-unit must be enrolled in the same teaching period.
Effect Enr Start Date Alias	none	1. In an academic calendar. The enrolment effective start date for an academic period. This date represents the time at which processes should be considering the related academic period as the 'current' period. For example, for enrolment purposes, a date alias instance sometime in October/November 2001 (attached to the 2002 academic calendar) would be the beginning of the 2002 cycle, making the 2002 instance the effective 'current' instance. Enrolment processes run on a date after the date alias instance would consider 2002 to be the effective academic period. An instance of this date alias should be created in each academic calendar. 2. In a teaching calendar. This date is used by the Enrolment Form Extract process (ENRJ3161). Callista compares this date with the current date (System date). Where the current date is less than the effective enrolment start date, unit attempts in the teaching period are included in the extract as pre-enrolled units. Where the current date is greater than the effective enrolment start date, unit attempts are included in the extract as academic history. An instance of this date alias should be created in each teaching calendar. The objective in determining the date of an instance is to ensure that units in which studies have been undertaken are included in the academic history area of enrolment forms. The date alias instance should be set to a date when it is anticipated that 'normal' production of enrolment forms will be completed. Consideration should be given to making this date alias instance coincide with the teaching calendar's census date alias instance.
Load Effective Date Alias	Load	the date alias that is used to determine which is the 'current' load calendar for purposes of point-in-time load and attendance type calculations. These processes look for the most recently occurred instance of this date alias and use the load calendar in which it exists as the basis for the derivation of attendance type and load. Instances in calendars other than load have no effect. Only load calendars subordinate to enrolment periods linked to the academic period in which a course attempt is enrolled are considered by these processes. In particular, if an aggregate load calendar is linked to an enrolment period, it will be used by these processes rather than its subordinate load calendars (which in any case should not have been linked to the enrolment period).
Package Prod Date Alias	Enrolment	the date alias that describes a default enrolment package production date.
Form Due Date Alias	Enrolment	describes a default enrolment form due date. The default is only used by a job which produces enrolment forms if a specific due date is not specified at run time.
Enrolled Rule Cutoff Date Alias	Teaching	represents the last date on which unit attempts can be switched from INVALID to ENROLLED as a result of passing a previously failed rule.
Invalid Rule Cutoff Date Alias	Teaching	represents the last date on which unit attempts can be switched from ENROLLED to INVALID as a result of failing a unit rule check.
Enrolment Cleanup Date Alias	Enrolment	The date alias on which unconfirmed student course attempts will be cleaned up (purged) within an enrolment period. The Clean-up Unconfirmed Student Course Attempt process (ADMJ3850) deletes unconfirmed student course attempts that were created through pre-enrolment of an admission application in admission periods that are superiors of the specified enrolment period.
Lapse Date Alias	Academic	The date alias representing the last date in an academic period that an INACTIVE student course attempt will be automatically set to LAPSED. The Student Course Attempt Lapse process (ENRJ05E0) lapses INACTIVE student course attempts.

Person Details

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The Person Details diagram above shows the main data relationships relating to a person record. The Enrolments subsystem is concerned with a particular group of person records-those of students. Each student is identified by a standard set of data including an identification number, surname and given names and birth date. The System also allows you to record additional personal data for a student such as alternative names, disability details and visa details for international students. In order to record some of this personal data, reference data must first exist. The reference data is then used in the definition of the personal information.

Example

To record the identification codes by which a student is known in other systems or by other organisations , i.e. alternate person IDs, it is necessary to have already recorded on the System the set of person ID types (reference data).

As well as personal data, information recorded for a student includes:

statistical data
the student's course attempts
the student's unit attempts

Person Statistics

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The Person Statistics diagram shows that the majority of statistical data recorded against a student is in the form of predefined codes. Most of these codes, in turn, map to government specified codes which are used to report student statistical information to government. These codes are reference data and must be set up prior to the recording of student statistics.

Example

Statistical details are recorded for students reported to government. One of these details is their citizenship status, using institution defined codes for the various statuses. These codes (reference data) must already be recorded in the System in order to be allocated to a student's statistical record. However, it is government defined citizenship codes which are used for statistical reporting to government, hence each institution defined citizenship code must be mapped to a government code. This means that the government codes must be recorded in the System first, the institution codes must be recorded and mapped to the government codes and then the institution codes become available for recording student statistical records.

Student Course Attempts

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The Student Course Attempt diagram illustrates that a student course attempt is simply the recording of a course offering option against a student (person). The recording of both person records and course offering option records is described separately. Student course attempts will generally be created through the admissions process.

A student course attempt can have additional information about the course attempt stored against it. This additional information is recorded either in fields within the Record Enrolments - Student Course Attempt form or in other forms accessed via navigation buttons in this form. To record some information, predefined values (reference data) are used. A typical example is the recording of a HECS payment option for a student's course attempt, where institution defined HECS payment options must be recorded and mapped to government defined HECS payment options (both of which are reference data) prior to recording the course attempt HECS payment option.

Student Unit Attempts

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The Student Unit Attempt diagram shows that a student's unit attempt belongs to a particular course attempt and is defined by a combination of the course attempt, the unit offering option which is the subject of the unit attempt and the academic period of the student's enrolment. The recording of student course attempts and unit offering options are described separately. Academic periods are maintained in the Calendar subsystem.

Additional information is recorded against a student's unit attempt, including details of a related superior unit, exam location, rule waiver and discontinuation. These are described in detail in the section on student unit attempt T-list items.

Last Modified on 12 November 1999