Enrolment Sessions, and Controlling Access to Enrolment Functions

Callista is a flexible system that can be configured to suit the requirements of different institutions and groups of students within a single institution. A number of enrolment processes operate concurrently. Enrolment processes can be created by selecting and sequencing a set of steps related to the person, their course attempt and the units they wish to study.

This section describes:

• enrolment steps and their effect on the Record Enrolments form
• how enrolment procedures and steps are set up
• the relationship between session details and enrolment procedures and steps
• dynamic configuration of the Record Enrolments form
• the granting of enrolment step access to security roles, and its effects.

Enrolment Steps and their Effect on the Record Enrolments Form

The process of recording a student's enrolment on the system has been broken down into a number of steps, each of which has been recorded in the system. This set of system defined steps represents all the possible steps identified for any type of enrolment. Most enrolments do not require the use of all steps, therefore a method of grouping subsets of these steps into enrolment 'category procedure details' has been created. The institution can configure any number of procedure details to suit their requirements.

The Record Enrolments form (ENRF3000) is the primary means of recording a student's enrolment information. It consists of a number of screens which are able to change in appearance according to the enrolment category procedure detail being used. Specifying a particular procedure detail (via session details) defines the enrolment steps available to the user of ENRF3000. The availability of an enrolment step means that either a navigation button or a T-list item (2) will be displayed, or a process invoked. The selection of a navigation button or T-list item invokes the appropriate screen or fields to carry out that step. If a particular step is not included in the procedure detail, its navigation or T-list item will not be displayed and the function will not be available for use.

The inclusion of a step in a procedure detail does not automatically mean that a user will have access to that step. This is discussed below.

How Enrolment Procedure Details and Steps are Set Up

1. Institution defined enrolment categories are recorded in the Maintain Enrolment categories form (ENRF0191). They are used to define groups of students who pass through the same enrolment process.
2. Enrolment category procedure details and steps are maintained using the Maintain Enrolment Category Procedure Detail form (ENRF0192).
3. An enrolment category procedure detail (grouping of procedure steps) is created by assigning an enrolment method type (a physical method by which a student can enrol) and a student commencement type (new or continuing student or all students) to an enrolment category.
4. The required procedure steps for the procedure detail are then selected from the set of all System defined enrolment steps. The steps are assigned an order which determines the order in which their corresponding navigation buttons and T-list items appear in ENRF3000 screens. Mandatory steps are flagged, causing applicable steps to be identified in ENRF3000 by bolded text labels.

The Relationship between Session Details and Enrolment Procedures and Steps

Session Details are parameters specified by a user, in the Record Enrolments form (ENRF3000), for particular enrolment processing sessions. They influence the way enrolment data is entered on the system. Session Details default from the user's previous enrolment session and can be changed during an enrolment session. The Session Details parameters are:

• Academic Calendar - the year in which the enrolments are applicable. This is used to present only course and units being offered in this period for selection in the enrolment process. It can be overridden in the Student Unit Attempt screen.
• Enrolment Method - describes a method by which students can be enrolled. This is used in determining the appropriate enrolment procedure detail to be used for an enrolment.
• Enrolment Category - used to define a group of students passing through the same enrolment process. Note that enrolment category must be specified where commencing students have not passed through the admissions process, otherwise an enrolment category is not specified in the session details. Students passing through admissions have an enrolment category assigned to them at that time. This is used by the system instead to determine the correct enrolment procedure detail to be used.

Enrolment category, enrolment method and student commencement type define enrolment category procedure details. Default session details can provide part of this information to the system. It can also recognise whether a student is new (commencing) or continuing, and thereby complete the determination of the correct procedure detail.

Having determined which procedure detail to use, the system applies the steps associated with it to configure the Record Enrolments form.

Dynamic Configuration of the Record Enrolments Form

The configuration (appearance and content) of parts of the Record Enrolments form (ENRF3000) can change for students with different enrolment characteristics. Earlier paragraphs describe how a combination of session details and student commencement type determine the enrolment steps for particular students' enrolments. Dynamic configuration of ENRF3000 takes place when the system makes these steps available by displaying corresponding navigation buttons or T-list items on the form.

For example, the institution may have an enrolment procedure detail for new overseas students enrolling in person which includes the step INTERNATNL (the recording of visa and other details). If an enrolling student's characteristics are such that the system uses a procedure detail containing the step INTERNATNL, a navigation button labelled 'International' will be displayed on the Person Details screen of ENRF3000, enabling navigation to the Maintain Person International Details form (ENRF3050).

In the particular case of a student having a new course attempt but also continuing in an existing course attempt, if the enrolment category/procedure detail associated with the two courses differs, the characteristics are combined until a specific course is selected in the Student Course Attempt screen.

The System also recognises when certain steps are not relevant. For example, it is not logical to discontinue an unconfirmed unit attempt. In this case the System will not display the Discontinue item in the T-list or the Discontinuation icon. If the unit attempt status changes to ENROLLED the Discontinue item and icon are displayed.

The Granting of Enrolment Step Access to Security Roles and Its Effects

Described in earlier paragraphs is the mechanism by which navigation buttons and T-list items are displayed on Record Enrolments form screens.

Navigation buttons invoke forms and screens. Inquiry and update access by individual users to these forms and screens is controlled via role and person grants.

When a T-list item is specified as a procedure detail step, all users with access to the screen on which the T-list appears can view the data for a student, contained in that T-list item. The ability of individual users to update this data is controlled by the security roles assigned to them. Each security role can have update access to T-list items granted or denied using the Maintain System Enrolment Step Access form (ENRF01H0).

The effect of granting security role access to a particular enrolment step is:

• that users who have been assigned that security role will be able to access the enrolment step's T-list item where:
  • the user's security grants also include access to the form in which the T-list item is displayed
  • the procedure detail determined for an individual student's enrolment contains the step