This process updates the database

Subsystem

Enrolments

Purpose

To pre-enrol students in courses and units and pre-enrol enrolment steps for student course attempts for Callista Connect

Normally Run By

An enrolments specialist via Job Scheduler

Anticipated Frequency

Nightly during admission and enrolment periods

Update Process(es)

Can create student course attempts, student unit attempts and student unit attempt enrolment records and establish fee contracts

Can create enrolment steps for student course attempts for use in the self-enrolment application of Callista Connect

Parameter Sample

Report

Batch pre-enrolment success/exception report

Report Sample

Update Process

This job performs pre-enrolment of students. This may involve attaching a course attempt and/or unit attempts and/or unit set attempts to selected students. In some circumstances, fee contracts for students can also be established through pre-enrolment. See the section Individual sponsorship and contracts in Understanding Student Finance for context information.

The job is run differently for different groups of students. The circumstances are:

• pre-enrolment of new students entering through admissions who were not pre-enrolled by the on-line process
• pre-enrolment of new students entering directly through the enrolments subsystem
• pre-enrolment of students in the upcoming academic period(s) and in the enrolment steps required to perform self-enrolment through Callista Connect

Follow the above links for descriptions of the update processes.

In addition, where a pattern of study is attached to a course after pre-enrolment has been performed for its students, re-running the process attaches the pattern of study to the students.

Pre-enrolment of students on-line in the Admissions subsystem and pre-enrolment on-line of student course attempts in the Enrolments subsystem are not performed by this batch process and are described in the Pre-enrolment section.

For further details on the pre-enrolment of enrolment steps against student course attempts see ENRF5F10 (Maintain Student Course Attempt Enrolment Steps).

Run Details

This job can be run in immediate mode or batch mode through the Job Control & Scheduling subsystem.

For each of the circumstances listed under Update Process (above), different parameters are required. The job must be requested separately for each set of parameters.

Parameters

The parameters for this job are grouped on the parameter form according to the circumstances under which the job can be run and are described in the following tables.

Refer to the Recommended Parameter Usage file for suggested selection of parameters under the various circumstances for which this job can be run.

NOTE: If a parameter label is in blue typeface, the parameter can either be typed in or selected from the list of values.

Job Parameters - System Parameters

System Parameters

System (or control) parameters control the output of the report produced by this job and are common to most reports. Refer to All About Standard Reports for more information. These parameters are set as required each time the job is requested.

Job Parameters - Report Parameters

Report (or General) Parameters

Most of these parameters are used to restrict the activity of this job to a subset of all potential records. Academic period is specified each time the job is run.

Report Level

Used to limit the scope (and hence the volume) of the exceptions report produced by this job.

Sort Order

Used to set the sort order of the exceptions report produced by this job.

Log Creation Date

Permits exception reports produced from previous runs of this job to be reproduced. No further report parameters are required when this parameter is specified.

Academic Period

The academic period in which the students are being pre-enrolled.

Student Type

Allows pre-enrolment to be run for either 'new' or 'returning' students. This is a mandatory field. Where 'returning' is specified, the Returning Student parameters must be completed.

Course Type

Limits pre-enrolment to admission course applications or student course attempts of the specified course type.

Responsible Org Unit

The code of the organisational unit responsible for delivery of the course. Limits pre-enrolment to admission course applications or student course attempts where the course 'belongs to' the specified responsible organisational unit.

Person ID Group

Restricts pre-enrolment to people who are members of the nominated ID group.

Course code

Can be a single code or multiple with the use of wildcards e.g. ABC%. Limits pre-enrolment to admission course applications or student course attempts with this (these) course codes(s).

Location Code

The location code of students to pre-enrol (drawn from admission application or student course attempt). Limits pre-enrolment to admission course applications or student course attempts with this location code.

Attendance Mode

Limits pre-enrolment to admission course applications or student course attempts with this attendance type.

Attendance Type

Limits pre-enrolment to admission course applications or student course attempts with this attendance type.

Default Enrolment Category

The enrolment category to be used if no other category can be determined by the System when this process runs. Pre-enrolment documentation describes how the System attempts to determine enrolment category.

Pre-enrol Pattern of Study Units

Indicates whether or not units from patterns of study attached to the course offerings should be pre-enrolled by this job. If individual units have been specified against an admission application, or as parameters of this job, they will always be pre-enrolled.

Re-Enrol Steps for all Students

Used to determine whether self-enrolment steps are pre-enrolled for all student course attempts or only those where no student course attempt enrolment record exists in ENRF5F00. If set to 'Y' all student course attempt self-enrolment steps are refreshed. If set to 'N' steps are refreshed, when the exist, only if a student course attempt enrolment record does not exist for the enrolment period.

Override Form Due Date

For the pre-enrolled students, overrides the standard enrolment form due date of the enrolment period. The override date can be viewed, following pre-enrolment, in ENRF5F00. Would usually be applied to a restricted set of students.

Override Package Production Date

For the pre-enrolled students, overrides the standard package production date of the enrolment period. The override date can be viewed, following pre-enrolment, in ENRF5F00.

Job Parameters - Returning Students Parameters

Returning Students Parameters

These parameter are only used where the report parameter Student Commencement Type has been specified as RETURN. They are mandatory when this job is run for returning students but are ignored where the job is run for new students.

Enrolment Period

The target enrolment period into which students are being enrolled. This is mandatory for returning students.

Last Enrolment Category

Restricts pre-enrolment to students with this enrolment category when they were last enrolled.

Job Parameters - New Students parameters, Units to be Pre-enrolled

Units to be Pre-enrolled

Students can be pre-enrolled in units by either:

• pre-enrolling units belonging to a pattern of study attached to the student's admission application
• pre-enrolling specific units recorded against the student's admission application
• pre-enrolling units nominated in this parameter form

Up to eight units may be specified as parameters for pre-enrolment.

Admission category

The admission category of students being pre-enrolled. i.e. defines a group of students being pre-enrolled

Admission Period

Restricts pre-enrolment to students from a particular admission period - optional.

Default Course Confirmed

Selecting 'Y' causes the pre-enrolled student course attempts' confirmed indicators to be set to 'yes'. Selecting N results in the pre-enrolled student course attempts' confirmed indicators to be set to 'no'.

Unit Code

Details of specific units to be pre-enrolled for each student selected in this run. Up to eight units can be recorded here and pre-enrolled by a single run of this job. Units specified here override those from the pattern of study but not units specified against admission applications.

• Unit Code - code of the unit to be pre-enrolled
• Calendar Type - the teaching calendar within the academic period in which the units are to be enrolled
• Location Code - the location at which the students are to be pre-enrolled in the unit
• Unit Class - the class in which the students are to be pre-enrolled

All four parameters must be completed for each unit and an offering of the unit must exist for the calendar type, location and class within the specified academic period.

Calendar Type

Location Code

Unit Class