This process can update the database

Subsystem

Enrolments

Purpose

To produce academic histories of students

Normally Run By

An enrolments or system administrator

Anticipated Frequency

As required

Parameter Samples

Report Sample

Introduction

The Academic History report produces a record of most aspects of a student's academic history at the institution. Its in-built flexibility enables output which can be used for numerous administrative purposes. In particular, prepared text can be selected for inclusion in the report to create sign-off/authorisation sections for each student's record. This feature could be used to authorise a course transfer or to recommend alternative exits or for any other purpose where decisions are based on a student's academic history.

Update Process

The Academic History report can create a correspondence record for each student for whom records are produced. This facility can be used when deemed appropriate, either to record that an academic history has been sent to a student, or to record that an academic history has been produced for a particular administrative purpose. Correspondence records are only created where the Register as Correspondence parameter is set to Y. Appropriate correspondence types must be established for use by this report (in CORF2110) and must be attached to the correspondence categories which use them (in CORF2200). The correspondence types must also be associated with this report (in CORF2110). Only student course attempts with a correspondence category linked to the appropriate correspondence type will have a correspondence record created for them.

Run Details

Method

There are a number of ways this report can be run:

Through Job Scheduler

The report can be scheduled to run as required. Parameters must be specified as part of the run request. This method suits large volume processing which can be scheduled for after hours.

In Immediate mode (from a menu)

More suitable for processing smaller volumes of students, parameters must be specified.

From the Student Course Attempt Inquiry screen (INQF1200) (Client Server)

Clicking on the Acad Report button in INQF1200 initiates this report in the context of the selected student course attempt. No parameters can be entered and the report is produced for the Person ID and student course attempt course code of the context record only.

From the Student Course Attempt Inquiry screen (INQF1200) (NCA/web)

Clicking on the Acad Report button in INQF1200 initiates this report in the context of the selected student course attempt. No parameters can be entered and the report is produced for the Person ID and student course attempt course code of the context record only. The report is displayed in a new web browser window in Adobe public document format (pdf).

Job Parameters

Initial Course Attempt Selection - used to limit the student course attempts included in the report. Person ID/Group and Graduand Selection parameters may also be used in conjunction with Initial Course Attempt Selection parameters.

Parameter

Description

Location

optional - narrows the selection to student course attempts with the specified location. Default is % (All locations)

Responsible Org Unit

optional - narrows the selection to student course attempts in course versions with the specified responsible organisational unit. Default is % (All responsible org units)

Course Type

optional - narrows the selection to student course attempts in course versions of the specified course type. Default is % (All course types)

Course Code

optional - narrows the selection to student course attempts in a particular course. Default is % (All courses)

Progression Status

optional - narrows the selection to student course attempts of the selected status. Default is % (All progression statuses)

Attendance Mode

optional - narrows the selection to student course attempts with the specified attendance mode. Default is % (All attendance modes)

Attendance Type

optional - narrows the selection to student course attempts with the specified attendance type. Default is % (All attendance types)

Course Attempt Status

mandatory - narrows the selection to student course attempts with the specified statuses. Up to three statuses can be specified. Defaults to ENROLLED, ACTIVE and NULL. Where the wildcard (%) is used as the first parameter, the other two status parameters are ignored.

Enrolment Category

optional - narrows the selection to student course attempts with the specified enrolment category. Default is % (All enrolment categories)

Fee Category

optional - narrows the selection to student course attempts with the specified fee category. Default is % (All fee categories)

Include All Unit Sets Rule Checking

Person ID/Group Selection - may be used in conjunction with, or instead of, Initial Course Attempt Selection parameters. Should not be used in conjunction with Graduand Selection parameters.

Person ID/s

use only one

OR

the other

optional - the ID number(s) of one or more individual students can be listed (separated by commas) to produce academic histories for those students only. Typically, where this parameter is used, most of the Initial Course Attempt Selection parameters might be left as their default values, with the first course attempt status parameter set to %. Up to 600 characters an be entered (approx. 54 ID numbers).

Person ID Group

 optional - the code of a single ID group containing the student IDs for which academic histories are to be produced. Typically, where this parameter is used, most of the Initial Course Attempt Selection parameters might be left as their default values, with the first course attempt status parameter set to %. Note that access to a person ID group is controlled by its creator.

Graduand Selection - may be used in conjunction with, or instead of, Initial Course Attempt Selection parameters. Should not be used in conjunction with Person ID/Group Selection parameters.

Graduand Ceremony Round

where one of these is used BOTH must be used

 optional - narrows the selection to student course attempts of students with graduand records for the specified ceremony round. This parameter could be used where academic histories are produced to assess eligibility to graduate. The first course attempt status parameter would normally be set to %. Where this parameter is used, one or two Graduand Status parameters must be entered.

Graduand Status

 optional - narrows the selection to student course attempts of students with a graduand record with the specified graduand status. One or two graduand status parameters can be specified. The first course attempt status parameter would normally be set to %. This parameter must be used in conjunction with a Graduand Ceremony Round parameter.

Production Details

Reprint Report

applies only when Graduand Selection parameters are used. Must then be either Y (yes) or N (no). If set to N, stops the selection of student course attempts which already have an academic history correspondence item of the specified correspondence type, for the selected graduand ceremony round, graduand status and course attempt, registered for the student. This check is performed against correspondence items registered for the specified ceremony round only. If set to Y, student course attempts will be selected regardless of whether an academic history has been produced previously. Default is N.

Register as Correspondence

 must be either Y (yes) or N (no). If set to Y, a correspondence item will be registered against each student selected by the report. For this to occur the necessary setup must be in place in the Correspondence subsystem. (Refer to Update Process, above) Default is N.

Correspondence Type

 must be specified where Register as Correspondence is set to Y. Nominates the correspondence type against which correspondence items will be recorded for students selected by the report. For this to occur, the nominated correspondence type must be in the correspondence category of the student course attempts selected by the report. The LOV shows only correspondence types which have been linked to the output from this report. Default is NULL.

Sort Order

 defaults to PERSON ID-COURSE. This is the 'safest' sort order. The first two options in the Sort Order LOV (LOCATION-ORG UNIT-COURSE-SURNAME and LOCATION-SURNAME-COURSE) can result in the course attempts for individual students being scattered throughout the report. If either of these sort orders is used, a warning displays when the Run Report button is selected. Acknowledging the warning runs the report. Selecting these two parameters may be appropriate in a minority of cases, however, the default sort order will normally be used.

Authorisation Text

 optional - permits the recording of passages of text which print after each student course attempt record in the report. The text prints on its own page with the context student course attempt details forming a header. Institutions may find many uses for this feature. For example, it could be used for approval of course completion and eligibility to graduate. In that situation, multiple options could be listed for various conditions of eligibility, with a checkbox against each and provision for signing and dating by authorised persons.

The text is recorded as job text against the job details for the report, in Job Scheduler (JBSF4110 > JBSF4170). Multiple text records can be created and it is the descriptions of these which are displayed in the Authorisation Text LOV. One of these text records can be selected as a parameter. The default is NULL.

The Report

Academic History

The report is produced in landscape mode. Each primary sort key record starts on a new page. The data presented in the report is divided into subject blocks. Those subjects for which no data is recorded are either displayed with a header indicating this or excluded from the report. An image of this report shows all blocks and typical data they can contain. The subject blocks are:

• Student Course Attempt - appears at the top of each page and identifies the context student who is the subject of the academic history and the course attempt. The rest of the information on the page refers to the context student course attempt. In the top right hand corner of this block, information lamps are displayed if the student has an encumbrance or is deceased.
• Course Details - shows summary information about the context student course attempt. Callista derives descriptive sentences regarding the course attempt, which are displayed in the bottom left hand corner of the block. The sentences and the circumstances under which they appear are:
• COURSE REQUIREMENTS NOT YET COMPLETE - the student is enrolled and course requirements are not yet complete.
• COURSE ENROLMENT INTERMITTED FROM DD/MM/YYYY TO DD/MM/YYYY. - the student has discontinued enrolment.
• ENROLMENT LAPSED DD/MM/YYY. - the student's enrolment in the course has lapsed.
• COURSE ENROLMENT DISCONTINUED ON DD/MM/YYYY. - the student course attempt is discontinued.
• COURSE REQUIREMENTS COMPLETED ON DD/MM/YYYY - the student course attempt status is COMPLETED.
• AWARD CONFERRED ON DD/MM/YYYY - the student's course allows students to graduate and the student's course attempt is completed and the student has graduated.
• AWARD TO BE CONFERRED AT A FORTHCOMING GRADUATION CEREMONY - the student's course allows students to graduate and the student's course attempt is completed and the student has not yet graduated.
• TRANSFERRED TO <course code> ON <date>.
• TRANSFERRED FROM <course code> ON <date>.
• Certificate of Completion Correspondence.
• Conferred Awards - shows details of any awards which have been conferred. Awards are only displayed if the student has graduated the course attempt.
• Credit Points (CP) - shows details of course attempt CPs including minimum CP required, CPs granted as advanced standing, passed CPs, total achieved CPs, minimum CPs required for completion, currently enrolled CPs and CPs achieved at each level.
• Contact Hours (CH) - shows details of course attempt CHs including minimum CH required, minimum CHs required for completion, currently enrolled CHs and CHs achieved at each level.
• Advanced Standing - shows advanced standing which has been granted in the student course attempt. The order of display is unit level details followed by unit details. If no information exists for either, that detail is not displayed. Information displayed also includes the advanced standing source type and supervised contact hours. If no advanced standing exists, the block is not displayed.
• Candidature - shows research candidature details including submission dates (and the difference in days between a calculated and overridden submission date), attendance details, supervision, milestones, thesis and thesis examination and thesis result details in that order. If the student is not a research candidate, the block is not displayed.
• Unit Sets - shows unit sets that have been allocated to the course attempt, including administrative unit sets. If no unit sets are recorded for the course attempt, the block is not displayed.
• Units - shows details of unit attempts for the student course attempt, including SUB and Sup indicators. Units that have a grade from a grading schema with the 'include grade on internal documents' indicator set to 'no' are not shown.
• Special Requirements - shows any special requirements of the course. For example, the holding of a current first aid certificate. If no special requirements are recorded for the unit, the block is not displayed.
• Course Progression - shows progression and academic encumbrance details for the student course attempt, in that order. All current, pending and approved progression records are displayed along with the progression rule which was tested against, and outcome and appeal details. Show cause and appeal details are displayed but N/A will be displayed for them if it is inappropriate for these details to apply at the course version level. For example, if, in the Progression subsystem, show cause and appeal are enabled at the system level, disabled at the organisational unit level and not defined at the course version level, N/A will be displayed. I.e. course version settings override org unit settings which in turn override system settings.