Record and/or Confirm Enrolments - the Enrolment Process

This section describes the following processes:

• enrolling a student and
• changing the enrolment of a student, including:
• adding a course attempt to a student
• adding a unit attempt to a student
• adding a unit set
• changing enrolment details for a student
• enrolment rule checking

Enrolling Students

Enrolling New Students

New, or commencing, students fall into two categories:

• those whose applications are processed in the Admissions subsystem (including direct applicants and tertiary admission centre applicants)
• those whose applications are processed directly via the Enrolments subsystem

Admission sub-system processing is a more rigorous process and gives access to name and date of birth data matching, course and unit pre-enrolment, and automatic assignment of fee category and correspondence category detail.

Recording new students directly in the Enrolment sub-system imposes fewer checks and does not assign an enrolment category to the student. Institutions which do not wish to record new students in this way can block the process by leaving out the 'Add Person' step when configuring Enrolment Procedure Detail (ENRF0192).

The Enrolments subsystem is highly flexible and is capable of handling most enrolment practices.

The diagram below details the typical steps involved in enrolling a student, either introduced via admissions (red) or directly in enrolments (blue), and illustrates some of the more common practices. The main steps are represented by orange boxes, the additional steps (blue boxes) can be performed in any sequence. Most enrolment steps use the Record Enrolments form (ENRF3000). The ability to perform any step is dependent on the user's security profile and the procedure steps specified for the current enrolment category. Note that the System usually determines the enrolment category for a student course attempt (i.e. it is not necessary to specify enrolment category in session details). Where an enrolment category has been specified in the session details it is supplemented by the derived enrolment category.

Each student enrolment is checked for compliance with pre-defined enrolment rules. This is explained in Enrolment Rule Checking.

enr01

Notable effects:

• Setting the SCA Confirmed indicator changes the course attempt status to INACTIVE.
• Adding a SUA to an INACTIVE SCA sets the SUA status to ENROLLED and changes the SCA status to ENROLLED.
• Setting the SUA Confirmed indicator, for pre-enrolled units, changes the unit attempt status from UNCONFIRM to ENROLLED and changes an INACTIVE course attempt status to ENROLLED.

Detailed instructions for each step are given in the user manual sections devoted to each form and screen, accessed from the subsystem table of contents.

Adding a course attempt to a student

Adding a course attempt is a subset of the enrolments process described above. Refer to the Student Course Attempt section of the manual for detailed instructions regarding adding course attempts. Refer to Enrolment Rule Checking for information about the checks applied on addition of a unit attempt.

Adding a unit attempt to a student

Units are added in the Student Unit Attempt screen of the Record Enrolments form (ENRF3000). Units added to an ENROLLED course are automatically assigned the status ENROLLED. Refer to the Student Unit Attempt section of the manual for detailed instructions regarding adding unit attempts. Refer to Enrolment Rule Checking for information about the checks applied on addition of a unit attempt.

Adding a unit set to a student

Unit sets are added in the Maintain Student Unit Set Attempts form (ENRF3252) accessed via navigation button from the Student Course Attempt screen of the Record Enrolments form (ENRF3000). Unit sets can be added to a student course attempt where the status is ENROLLED, INACTIVE or COMPLETED. Refer to the Unit Sets section of the Understanding Course Structure and Planning overview for further details on attaching unit sets to a student course attempt.

Changing a student's enrolment

A student's enrolment may be changed when:

• the student requests a change (student initiated) such as:
• intermission
• withdrawal from a unit
• change of HECS option
• change of course offering option
• the System initiates a change for a reason such as:
• the student has failed a progression check
• the student's request for advanced standing is approved
• the student has overdue fees

The ability of individual users to change data will depend on their security access and the procedure detail/steps available to the current enrolment category.

Many enrolment changes have specific forms for the purpose. For example, the form ENRF4160, invoked from ENRF3000, is used when a student applies for intermission from a course. Withdrawal from a course or unit is managed by the Discontinuation process invoked by a T-list item.

System initiated changes occur when a System process detects a condition which requires a student's enrolment to be changed. For example, a student's request for advanced standing could result in the deletion of a student unit attempt where the advanced standing is granted prior to a specified cut-off date.

Changes to a student's enrolment are checked to endure that they comply with enrolment rules. This is explained in Enrolment Rule Checking.

Detailed instructions for changing data are included in the user manual section for the form concerned (e.g. to change course related data refer to the manual section for Student Course Attempt). System initiated processes are described in this manual and may be located via the Table of Contents, Index or hyperlinks within related pages of the manual.

Enrolment Rule Checking

Callista is capable of applying institution defined rules to check the validity of a student's enrolment. There are three main types of rule check:

• course rule checking checks a student's enrolment against rules specified for each course offering pattern in form CRSF1500. These rules are:
• cross faculty - the maximum number of credit points for which a student can enrol, in units of a faculty other than their course faculty, in an academic calendar.
• cross location - the maximum number of credit points for which a student can enrol, in units at a location other than their course location, in an academic calendar.
• cross mode - the maximum number of credit points for which a student can enrol, in units with a mode other than their course mode, in an academic calendar.
• cross historical faculty - the maximum number of credit points for which a student can enrol, in units of a faculty other than their course faculty, over the duration of the course.
• course/unit rule checking checks that students enrolling in units adhere to the following 'forced' attributes of their course offering option (as specified in CRSF1400):
• forced location - units should be taken at the location of the student's course offering option.
• forced attendance mode - units should be taken in the mode specified by the student's course offering option.
• forced attendance type - the derived attendance type for a student's course attempt should be the same as the attendance type of the student's course offering option.
• unit rule validation - firstly checks for an Enrolment Access Rule that, if defined, determines whether or not other unit rule checks should be performed. Depending on the Access Rule, Unit Rule Validation then checks a student's enrolment against pre-defined co-requisite, pre-requisite, incompatible  and quota rules. This rule checking is fully discussed in the section Unit Rule Validation.

Course, course/unit and unit on-line rule checking can be 'turned off' by not including their rule checking steps (CHKFORCED, CHKCROSS and CHKVALIDITY respectively) in the enrolment category procedure detail being used to enrol a student.

Last Modified on 11 March 2002