Cohort Process Windows Special Topics

NOTE: this document is best viewed in a full screen window or printed in landscape format.

In this section:

Detailed Summary of Process Types and Related Issues
Enrolment Completion and the Enrolment and Variation Process Types
Use of Cohort Rules with ADD-UNIT or DROP-UNIT process type

Detailed Summary of Process Types and Related Issues

Process Type	Calendar Category	Available Cohort Rule	Purpose	Applications Affected	Issues
ADD-UNIT	TEACHING	COHORTPRSN COHORT-SCA COHORT-SUA	This process type restricts the period of time a student can add a unit to their course. Example: an institutions wishes to prevent the ability to add off campus units at an earlier point than the addition of on campus units, due to the lead time required to send out materials. The process type is invoked whenever the student attempts to confirm or add a unit, reinstate a discontinued unit or modify a unit (teaching period, location or class). If the ADD-UNIT window is no longer available, an error message is displayed advising students that they are unable to add units to their enrolment.	SUA-UPD UOO-SELECT	The ADD-UNIT process type is only used in conjunction with the ENROLMENT and VARIATION process types. It is an optional process type and only used where the adding any/all units is more restrictive than the variation/enrolment window/s. If no ADD-UNIT cohort process window exists, the adding of units during VARIATION and ENROLMENT cohort process windows is not restricted provided the appropriate enrolment steps are available. See below for further details on the use of cohort rules with the ADD-UNIT process.
DROP-UNIT	TEACHING	COHORTPRSN COHORT-SCA COHORT-SUA	This process type restricts the period of time a student can discontinue a unit to their course. The process type is invoked whenever the student attempts to discontinue a unit (teaching period, location or class). If the DROP-UNIT window is no longer available, an error message is displayed advising students that they are unable to discontinue units to their enrolment.	SUA-UPD UOO-SELECT	The DROP-UNIT process type is only used in conjunction with the ENROLMENT and VARIATION process types. It is an optional process type and only used where the discontinuing any/all units is more restrictive than the variation/enrolment window/s. If no DROP-UNIT cohort process window exists, the discontinuing of units during VARIATION and ENROLMENT cohort process windows is not restricted provided the appropriate enrolment steps are available.
ENR-COE	LOAD	COHORT-SCA	This process type, is used to drive access to the Enrolment Confirmation application. This will drive access to the application based on an academic year.	ENR-COE	The creation of the ENR-COE application will require the creation of a new Connect procedure to control the retrieval of the data. This procedure will call the Enrolment Confirmation extract procedure in 'web mode' to retrieve the extract details and retrieve extra fields such as the load summary data.
ENROLMENT	ENROLMENT	COHORTPRSN COHORT-SCA	This process type is used to create windows for students to enrol in courses and units. While the use of the ENROLMENT and VARIATION process types is similar, using both provides the ability to define different enrolment steps for ENROLMENT and VARIATION. For example: the full set of steps would normally be defined for ENROMENT, but only a sub-set of steps may be defined for VARIATION, on the assumption that enrolment has already occurred. This process type is required if using the self- enrolment applications in Callista Connect.	ENR-SCAE ENR-STEPS SCA-UPD SUA-UPD UOO-SELECT GOVT-STATS PE-PERSON PERSON-INQ PE-ADDRUPD	The GOVT-STATS, PE-PERSON, PERSON-INQ and PE-ADDRUPD applications can operate as stand-alone applications accessed directly from a menu in Callista Connect or can be part of the enrolment steps for the self-enrolment applications. When accessing these applications, the cohort process windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application its related process type controls access. For example: any cohort process windows recorded for the GOVT-STATS process type would control the GOVT-STATS application. If the application is entered as part of self-enrolment, the ENROLMENT (or VARIATION) cohort process windows control access to the application. See Understanding Cohort Process Windows for details on the checking of cohort process windows for applications with multiple process types.
EXAM-TT	EXAM	COHORTPRSN	This process type is used to create windows where students can access their examination details.	STUD-EXAM	An EXAM-TT cohort process window MUST exists, for access to the STUD-EXAM application.
FIN-INQ	USERDEF	COHORTPRSN	This process type is used to create windows where students can access their financial details	FEETYP-DTL OUTSTND-BAL PYMNT-RECV	If no FIN-INQ cohort process window exists, access to the FEETYP-DTL, OUTSTND-BAL and PYMNT-RECV applications is unrestricted.
GOVT-STATS	USERDEF	COHORTPRSN	This process type is used to create windows where students can update their statistical details.	GOVT-STATS	The GOVT-STATS application can exist as a stand-alone application or as part of the self-enrolment applications. When accessing this application, the cohort process windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application the GOVT-STATS process type controls access. For example: any cohort process windows recorded for the GOVT-STATS process type would control the GOVT-STATS application. If the GOVT-STATS application is entered as part of self-enrolment, the ENROLMENT or VARIATION cohort process windows control access to the application.
INTERMIT	USERDEF	COHORT-SCA	Allows students to apply for intermissions.		Must have a COHORT process window open.
PE-ADDRINQ	USERDEF	COHORTPRSN	This process type is used to restrict access to person address inquiry details.	PE-ADDRINQ	If no PE-ADDRINQ cohort process window exists, access to the PE-ADDRINQ application is unrestricted.
PE-ADDRUPD	USERDEF	COHORTPRSN	This process type is used to restrict access to person address update application. Institutions may choose to prevent students from updating address information at certain times.	PE-ADDRUPD	The PE-ADDRUPD application can exist as a stand-alone application or as part of the self-enrolment applications. When accessing this application, the cohort process windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application the PE-ADDRUPD process type controls access. For example: any cohort process windows recorded for the PE-ADDRUPD process type would control the PE-ADDRUPD application. If the PE-ADDRUPD application is entered as part of self-enrolment, the ENROLMENT or VARIATION cohort process windows control access to the application.
PE-PERSON	USERDEF	COHORTPRSN	This process type is used to restrict access to person details.	PE-PERSON	The PE-PERSON application can exist as a stand-alone application or as part of the self-enrolment applications. When accessing this application, the cohort process windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application the PE-PERSON process type controls access. For example: any cohort process windows recorded for the PE-PERSON process type would control the PE-PERSON application. If the PE-PERSON application is entered as part of self-enrolment, the ENROLMENT or VARIATION cohort process windows control access to the application.
PE-RESULT	ASSESSMENT	COHORTPRSN COHORT-SCA	This process type provides the ability to stagger the release of results.	PE-RESULT	If no PE-RESULT cohort process window exists, access to the PE-RESULT application is unrestricted. The ability to view results can be affected by the SUA Override Outcome Due Date (SOODD). If required, the Set SOODD process (ENRJ0100) sets this date. If SOODD has been set, access to results is only restricted according to the PE-RESULT cohort process windows. The results application checks to see if the person has access to results. It also checks to see if the current date is greater than SOODD. If the current date is less than the SOODD, the result is displayed as ** even if the PE-RESULT cohort process window allows access.
PERSON-INQ	USERDEF	COHORTPRSN	This process type is used to restrict access to person details.	PERSON-INQ	The PERSON-INQ application can exist as a stand-alone application or as part of the self-enrolment applications. When accessing this application, the cohort process windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application the PERSON-INQ process type controls access. For example: any cohort process windows recorded for the PERSON-INQ process type would control the PERSON-INQ application. If the PERSON-INQ application is entered as part of self-enrolment, the ENROLMENT or VARIATION cohort process windows control access to the application.
SCA-CENR	USERDEF	COHORTPRSN COHORT-SCA	This process type is used to restrict access to a person's course attempt details.	ADV-STND CMPREQ-CRS CCMPREQ-CST CCMPREQ-CUS CRSCMP-DTL SUA-CENR SCA-CENR	If no SCA-CENR cohort process window exists, access to the associated applications is unrestricted.
SCA-EX-UPD	EXAM	COHORTPRSN COHORT-SCA	This process type restricts the period of time a student can update their nominated exam location.	SCA-EX-UPD	If no SCA-EX-UPD cohort process window exists, access to the associated application is unrestricted.
SCA-UPD	USERDEF	COHORTPRSN COHORT-SCA	This process type restricts the period of time a student can vary their course enrolment details. For example: setting the Self Help Group indicator, updating their nominated completion year or changing their course exam location.	SCA-UPD	The SCA-UPD application can exist as a stand-alone application or as part of the self-enrolment applications. When accessing this application, the cohort process windows that control access depend on which context the application is accessed. If the application is accessed as a stand-alone application the SCA-UPD process type controls access. For example: any cohort process windows recorded for the SCA-UPD process type would control the SCA-UPD application. If the SCA-UPD application is entered as part of self-enrolment, the ENROLMENT or VARIATION cohort process windows control access to the application.
SET-OUTCME	ASSESSMENT	COHORTPRSN COHORT-SCA COHORT-SUA	This process type is used by the job ENRJ0100 to set the SUA Outcome Override Due Date, which controls the display of results.	PE-RESULT	When a student accesses their online results, the process checks that they have access defined by a PE-RESULTS cohort process window. The process then checks that the SUA outcome override due date is less than the current date. If it exists and is less than the current date, the student sees their result. Otherwise, access to their unit result is prevented. The use of the SET-OUTCOME date and ENRJ0100 is optional. It may be used where the results for a particular unit or units need to be delayed. This process would then be used to set a later outcome date, preventing students viewing the affected unit results at the normal results release time. It may also be used as a protective device to ensure that no results are inadvertently made earlier than scheduled.
SSF-FEEASS	FEE	COHORTPRSN COHORT-SCA	This process type is used to create windows for the running of a fee assessment when a student accesses the OUTSTND-BAL and PYMNT-RECV applications.	OUTSTND-BAL PYMNT-RECV	If no SSF-FEEASS cohort process window exists, the fee assessment process is run for all eligible fee assessable courses for the user. If a SSF-FEEASS cohort process window exists then the fee assessment process is performed when a student, who satisfies the cohort., accesses the OUTSTND-BAL or PYMNT-RECV applications within the period specified by the cohort process window. A fee assessment is not performed if the Prevent Access Indicator is checked in SSFF1100 for these applications.
VARIATION	ENROLMENT	COHORTPRSN COHORT-SCA	This process type is used to create windows for students to vary their enrolment in courses and units. While the use of the ENROLMENT and VARIATION process types is similar, using both provides the ability to set different enrolment steps for the ENROLMENT and VARIATION. This process type is required if using the self- enrolment applications in Callista Connect.	ENR-SCAE ENR-STEPS SCA-UPD SUA-UPD UOO-SELECT GOVT-STATS PE-ADDRUPD PE-PERSON PERSON-INQ	The GOVT-STATS, PE-PERSON, PERSON-INQ and PE-ADDRUPD applications can operate as stand-alone applications accessed directly from a menu in Callista Connect or can be part of the enrolment steps for the self-enrolment applications. When accessing these applications, the cohort process windows that control access depend on the context in which the application is accessed. If the application is accessed as a stand-alone application its related process type controls access. For example: any cohort process windows recorded for the GOVT-STATS process type would control the GOVT-STATS application. If the application is entered via the Self-Enrolment facility, the VARIATION (or ENROLMENT) cohort process windows control access to the application. See Understanding Cohort Process Windows for details on the checking of cohort process windows for applications with multiple process types.

Enrolment completion and the enrolment and variation process types

Some institutions may have a requirement that students can only have access to the VARIATION process type if they have completed their enrolment (ie. enrolment completion is satisfied). If the student has not completed enrolment, then access to the VARIATION process is not allowed. However, access to the ENROLMENT process may still be possible provided a valid cohort process window still exists.

To incorporate this requirement a cohort rule option of ENROLMENT_COMPLETION has been created. When a cohort rule includes this rule option the student's record is checked to see whether they have completed enrolment in the course. If this is satisfied, the student is able to access the VARIATION process.

To students to access both the ENROLMENT and VARIATION processes, two versions of every enrolment-related cohort must be created. One version of the enrolment-related cohorts includes the ENROLMENT_COMPLETION rule option and the other versions do not contain the option.

An ENROLMENT cohort rule with the ENROLMENT_COMPLETION rule option could look like this:

(SURNAME BETWEEN 'A' AND 'ZZ' AND COURSE_ATTEMPT_STATUS IN {ENROLLED,

INACTIVE, INTERMIT} AND ENROLMENT_COMPLETION)

This rule would be used for the VARIATION process type. The cohort rule for the ENROLMENT process type would not include the ENROLMENT_COMPLETION rule option. For example:

(SURNAME BETWEEN 'A' AND 'ZZ' AND COURSE_ATTEMPT_STATUS IN {ENROLLED,

INACTIVE, INTERMIT})

When the student completes each 'mandatory' or 'mandatory confirm' enrolment step, a completion date is recorded against the step. Enrolment completion is satisfied when all mandatory/mandatory confirm steps have been completed or waived. In the form ENRF5F10 (Maintain Student Course Attempt Enrolment Steps) these completion dates can be viewed. Optionally, a step can be waived for a student in this form. When the student attempts to access the enrolment applications they will satisfy the VARIATION process type enrolment cohort rule with the ENROLMENT_COMPLETION option.

Note: this method only works if the process order for the process window checking remains in the order listed above in the accessing applications with multiple process types section (ie. VARIATION is first and ENROLENT is second). If a system administrator changes the process order so that the ENROLMENT process type is first, this rule is satisfied and the VARIATION process type is never checked.

If further mandatory enrolment steps are added and a student hasn't completed the step, they are returned to the ENROLMENT process type even if they had previously accessed the VARIATION process type. For example: in ENRF0192 (Maintain Enrolment Procedure Detail) another mandatory or mandatory confirm step is included for the WEB enrolment method type in the enrolment category. The student had completed all their steps on the previous day and therefor accessed the VARIATION process. When they attempt to access the VARIATION process today, they no longer satisfy the VARIATION process cohort rule. They are then granted access to the ENROLMENT process type.

Use of Cohort Rules with the ADD-UNIT or DROP-UNIT Process Type

The process type ADD-UNIT is used to restrict enrolment in particular types of unit offering options, whereas the DROP-UNIT process will allow the definition of a Cohort Process window for further control on unit discontinuations based on a teaching period. The most common example is the requirement to close enrolments in off campus units earlier than on campus units. To achieve this requirement, an institution might create a cohort rule like:

(COHORT(ALL-STDS) AND UNIT_MODE IN {OFF})

When this cohort rule is used to create a cohort process window in association with either the ADD-UNIT or DROP-UNIT process type, it has the effect of preventing all students in all courses [COHORT(ALL-STDS)] from enrolling in any unit offering of mode OFF after the end date specified in the cohort process window definition. The cohort ALL-STDS (all students) might be defined by a rule like:

(COURSE_ATTEMPT_STATUS IN {ENROLLED, INACTIVE, INTERMIT, UNCONFIRM}

Updated 2 August 2002