Enrolment Form Extract Creation

Enrolment Form Extract - ENRJ3161

This process extracts information from the database, and updates the database.
Subsystem	Enrolments
Purpose	To extract data containing relevant information for inclusion in an enrolment or re-enrolment form.
Normally Run By	An enrolments specialist via Job Scheduler
Anticipated Frequency	Nightly during admission and enrolment periods
Parameter Sample
View Details & Data Source
Related/Dependent Jobs	This job refers to the Effect Enr Start Date Alias to determine whether a unit is pre-enrolled or has already been studied. This date alias must be established for each target teaching period. Refer to Enrolment Calendar Configuration. This job is usually run in the same request as the program custom built by the institution to produce enrolment forms or extract files from the extracted data. The batch pre-enrolment job (ENRJ3100) should be run prior to this job to ensure that relevant student course attempts exist.

Extract Process

This job uses the generic 'extract table' structure to store extracted data which can be used for the production of enrolment/re-enrolment forms. A program which uses the extracted data (and data from other Callista tables if required) to produce enrolment forms can be custom built by the institution. The program accesses the extracted data via views specifically created for the enrolment form extract process. Extract Creation Processes describes this methodology.

Technical detail regarding enrolment form extracts is provided in release Technical Documentation.

Details of the data available in Enrolment Form Extract views is available in Enrolment Form Extract - View Details

The enrolment period for which this job is being run must already exist in Callista. (CALF0220).

Record Selection

Records are extracted if they relate to a student course attempt which is pre-enrolled in the target enrolment period specified as a job run parameter. Other parameters can be used to limit the set of records extracted.

Eligibility checks are performed to ensure that the student is eligible for an enrolment form. Student course attempts failing a check are not extracted. A record is not extracted if:

the student is deceased
the student has an exclusion/encumbrance preventing enrolment
the student does not have either a valid offer of admission or an ongoing course attempt (status ENROLLED, COMPLETED, INACTIVE)
the course is a research course and the student does not have research candidature details
the course attempt is intermitted and the intermission end date is not within the academic period to which the enrolment period is related
the student's correpondence category does not permit correpondence of this type

Record Extraction

The extract process creates a record in the S_EXTRACT table which identifies the particular extract job run. It creates corresponding records of students due to receive an enrolment form or re-enrolment form in the S_EXTRACT_RECORD table. For each student selected, the records contain personal details, addresses, course and pre-enrolment details, statistical, prior education and disability details as well as unit set, research and thesis data (where applicable). In addition academic history records listing all courses, units and associated advanced standing are created.

Records are not normally created where the student has already been sent an enrolment form in the target enrolment period. New extract records, leading to the production of replacement enrolment\re-enrolment forms can be created by setting the override sent check parameter to 'Y'.

As an example of use of this job, institutions may create a program to merge data presented in the enrolment form record view (ENROL_FORM_RECORD_V) into Microsoft Word documents to produce enrolment forms.

Update Process

For each student course attempt for which records are extracted, the process registers an outgoing correspondence item, with a correspondence type of ENROL-FORM in CORF2320.

Run Details

Method

ENRJ3161 runs only in batch mode, through the Job Control & Scheduling subsystem.

Place in cycle

This job should be run after a successful pre-enrolment process has been conducted. Pre-enrolment processes are either the Batch Pre-Enrolment Process (ENRJ3100), or the on-line process for commencing students, in Direct Admissions (ADMF3240).

It may be run initially with the Test Extraction parameter set to Y, to allow for testing of the extraction process. This causes data to be extracted to the extract tables but does not create outgoing correspondence item records.

Viewing the extracted data

Data is usually processed by the institution's custom built enrolment form creation job. Data can be viewed in the S_EXTRACT and S_EXTRACT_RECORD tables, or in a more useable form in the views ENROL_FORM_EXTRACT_V and ENROL_FORM_RECORD_V, using an ad-hoc query tool.

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 below. Most parameters are used to restrict the activity of this job to a subset of all potential records.
General Parameters	Extract Comment	Text entered into this field will appear in the extract in Record Type 1.
	Enrolment Period	Limits the extraction to the enrolment period specified. This parameter defaults to the current enrolment period and is a required parameter.
	Course Type (x2)	Limits the extraction to the course type specified. There are two fields for course types.
	Responsible Organisational Unit	Limits the extraction to the responsible organisational unit specified.
	Person ID Group	Limits the extraction to the person ID group specified.
	Specific Person ID	When used, must be used in combination with Specific Course Code to limit extraction to a single student course attempt.
	Specific Course Code	When used, must be used in combination with Specific Person ID to limit extraction to a single student course attempt.
	Course Code (x2)	Limits the extraction to the course/s specified.
	Location (x2)	Limits the extraction to the location/s specified.
	Attendance Mode	Limits the extraction to the attendance mode specified.
	Attendance Type	Limits the extraction to the attendance type specified
	Enrolment Category (x2)	Limits the extraction to the enrolment category/s specified.
	Correspondence Category (x2)	Limits the extraction to the correspondence category/s specified.
	Fee Category (x2)	Limits the extraction to the fee category/s specified.
	Override Sent Check	Allows for the reproduction of the extract for students who have previously been recorded as having an enrolment form produced, for the nominated enrolment period.
	Test Extraction	Creates a test extract file without registering an enrolment form as a correspondence item against the student.
	Student Type	Limits the extraction to new or returning students, allowing institutions to produce enrolment or re-enrolment forms.
Parameters relating to NEW students only.	Admission Period	For new students, limits the extraction to the admission period specified.
	Admission Category	For new students, limits the extraction to the admission category specified.
	Accepted Offers Only	For new students, setting the Accepted Offers Only parameter to Y limits the extraction to only those students who have accepted offers. Otherwise selects all students irrespective of the offer response status.

Last Modified on 11 March 2002