Maintain Student Progression Outcome - PRGF6610

Purpose

To allow the manual creation of a student progression outcome for the context Student Course Attempt.

To allow the maintenance of both manual and system-added student progression outcomes.

Subsystem

Progression

Structure

Two Blocks

Student Progression Rule Check

Student Progression Outcome

 

Navigation Buttons invoke:

Progression Rule Application form (with Student Progression Outcome as context)

Maintain Person Encumbrance Effects form

Progression Rule Application form (with Student Course Attempt as context)

 

Overlays:

Excluded/Suspended Courses

Excluded Unit Sets

Excluded/Required Units

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Student Progression Outcomes are added to a student course attempt in one of two ways.

When a progression rule check is run (either through the scheduling of job PRGJ6100 or as a manual rule check from PRGF6600) and one or more rules are failed, progression outcomes are added automatically, to the course attempt. These outcomes are those that the institution has linked (through PRGF5214) to the progression rule application. The settings inherited from that link determine whether the outcome is added with a decision status of PENDING or APPROVED and whether the outcome is automatically applied.

Secondly, there may be circumstances where a progression committee decides a progression outcome should be applied to this Student Course Attempt, even though the student has not failed a progression rule check. A non-rule related progression outcome may be added to a student course attempt using this form, accessed from PRGF6600 using the Manual Outcome navigation button.

This form is used to maintain both types of progression outcomes for a single Student Course Attempt. This maintenance can include:

  • Adding an alternative outcome for this student's failing of the progression rule.
  • Updating the Decision Status of the outcome.
  • Applying the outcome to the Student Course Attempt, once it has been approved.
  • Varying details of the outcome for this student, for example extending the duration of the outcome.
  • Maintaining information relating to any Show Cause or Appeal available to and/or submitted by the student.

Two of these maintenance tasks can be done as bulk processes. Changing the Decision Status for a group of students can be done using the form PRGF6700 (Maintain Progression Outcome Decision). The job PRGJ6800 (Apply Progression Outcomes) can be run to apply all approved progression outcomes to Student Course Attempts.

 
Student Progression Rule Check block:

Information which identifies the context person & course, the status of the course attempt, the student's progression status and the academic / progression period is displayed in this block. The remainder of the context information is dynamic and determined by the method used to access this form.

When the form is entered in the context of a failed progression rule (using the Student Outcome button on PRGF6600), the rule details and date of the rule check are displayed.

When the form is accessed using the Manual Outcome button on PRGF6600 there is no information identifying rules and check dates.

Notes/Rules:

  • Queries cannot be performed in this block. Return to PRGF6600 to retrieve a different context record.

 
Student Progression Outcome block:

Progression outcomes (resulting from rule checking in the context period) display in this block. When entered in context of a failed rule (from PRGF6600) only those outcomes added because of that rule failure display.

When accessed using the Manual Outcome button, all outcomes added in the context period are displayed. These may be related to various rules or not rule-related (i.e. manually added).

 

  • The method of accessing this form determines which student progression outcomes are displayed.
  • An outcome that is part of a rule application displays both Failure/Failure Type values.
  • An outcome added manually will not display any Failure/Failure Type or Rank values.
To manually add a Student Progression Outcome:

There are two different purposes in manually adding a student progression outcome.

One may be as an alternative to the system-added outcomes resulting from a rule check. Entering this form via the Student Outcome button allows the insertion of a new alternative outcome in addition to those the system added as the result of failing a progression rule check.

Secondly a progression outcome may be added that is unrelated to failing a progression rule. Accessing this form via the Manual Outcome button allows the addition of a non-rule related outcome.

To add a Student Progression Outcome, enter/select a Progression Outcome Type. The Decision Status defaults to PENDING.

The Progression Outcome Type selected determines whether any duration details can be entered.
  • Failure/Failure Type and Rank cannot be entered for a manually added outcome.
  • A System Progression Rule Outcome Type of EXCLUSION, EXPULSION or NOPENALTY cannot have any duration values.
  • A System Progression Rule Outcome Type of SUSPENSION must have both duration values.
  • An EFFECTIVE duration type can only be used for a System Progression Rule Outcome Type of PROBATION.
  • Where duration values are entered, both must exist.
To maintain an existing Student Progression Outcome:

For all student progression outcomes, possible maintenance tasks are:

  • Updating the decision status.
  • Modifying any of the student progression outcome settings e.g. duration values.
  • Recording / modifying any restrictions (on student enrolment to be applied through discontinuation or encumbrances).
  • Applying an approved outcome (so it takes effect).
  • Updating show cause and/or appeal details.
  • Creating an outcome-related progression rule to apply to this student.

To maintain progression outcomes use the appropriate access method to ensure display of the outcome/s required.

 

  • The T-List in this block is dynamic. Where configuration settings applicable to this Student Course Attempt do not provide a Show Cause or an Appeal period, those items are not available in this list.
  • Bulk processes can update the Decision Status (PRGF6700) and apply approved outcomes (PRGJ6800). Using this form, these tasks can be done for a single Student Course Attempt only.

Updating the Decision Status:

Decisions taken about this student progression outcome by a progression review panel (or an authorised individual) are recorded by updating the Decision Status and recording the required details against the Decision T-List item.

When changing the decision status to any status other than PENDING, the organisational unit responsible for this decision and the date of the change must be recorded. The Org Unit code entered (or selected from the List of Values) can be either that which owns the course or a parent organisational unit. The decision date is automatically inserted but can be backdated.

The changing of the decision status may trigger a change in the progression status. A Student Course Attempt may have multiple outcomes. Where a decision is taken to approve only one, the remaining outcomes should be waived to ensure that the student's progression status correctly reflects this decision. Any remaining PENDING outcomes result in a progression status of UNDCONSID.

Varied Indicator:

This indicator is set by the system. This occurs when any of the values, inserted into this student progression outcome from an existing progression rule outcome (defined in PRGF5214), are modified. These changes may be made to
Duration/Duration Type.
Encumbrance Course Group.
Restricted Attendance Type.
Restricted Enrolment Credit Points.
Where course, unit set or unit codes have been added or deleted to the outcome.
An outcome rule is modified.

Modifying the Duration Values:

The Progression Outcome may have default duration values (entered when defining this outcome in PRGF5214). These defaults can be modified, for this specific student progression outcome.

Where duration values are required, but none exist an error is triggered and the values must be recorded before the outcome can be committed.

Decision Status changes allowed:

  • PENDING à APPROVED (where this outcome resulted from the most recent check of this rule in this progression period. Outcomes pending as a result of an earlier rule check in the same progression period must be waived).
  • PENDING à WAIVED.
  • APPROVED à WAIVED (when the outcome has not yet been applied).
  • APPROVED à PENDING (when the outcome has not yet been applied. Existing decision details are deleted).
  • APPROVED à CANCELLED (after an outcome has been applied and before the outcome's Expiry Date).
  • WAIVED à PENDING or APPROVED (the outcome must be one added as the consequence of the most recent rule check in this progression period. Waived outcomes from earlier checks of this rule in this period cannot be reset. Decision details must be deleted when updating status to PENDING; inserted when updating status to APPROVED.)
  • CANCELLED à APPROVED

Recording/Amending Restrictions associated with the outcome:

Some outcomes are linked to encumbrance effects that require recording of restriction values.

The Restrictions T-List item is used to display these fields. The required restriction may be an Encumbrance Course Group code, Restricted Attendance Type or Restricted Enrolment Credit Point value.

The value may have been defined as part of the Progression Outcome Type and this default value can be modified for this student progression outcome.

Where the Progression Outcome Type definition did not include this required value, the required value must be entered before the outcome can be committed.

  • Restrictions T-List fields are disabled where the Progression Outcome Type does not require entry of a restriction.

A Progression Outcome Type with one of the following encumbrance type effects requires a restriction entry.

  • RSTR_LE_CP or RSTR_GE_CP requires a Restricted Enrolment Credit Point value
  • RSTR_AT_TY requires a Restricted Attendance Type value
  • EXC_CRS_GP requires an Encumbrance Course Group code value.

Applying the Progression Outcome to the Student Course Attempt:

The Application T-List item allows this student progression outcome to be applied. The Apply command button executes the same process for one student course attempt as that executed by the job PRGJ6800 for a group of students. (The process is fully explained in the job documentation.)

An outcome must have a Decision Status of APPROVED before it can be applied. An outcome can be approved then immediately applied.

The application of the outcome triggers application of any associated encumbrance effect to the Student Course Attempt. This may be course, unit set and/or unit discontinuation or an enrolment restriction.

The student's Progression Status may be updated, where this applied outcome requires a change to the existing status value. For example a student with a progression status of GOODSTAND who has a suspension applied has his status automatically updated to SUSPENSION. A second student, currently on probation with a restriction on her enrolment to a maximum of 2 credit points (and with a status of PROBATION) may have a second outcome applied. This outcome requires this student to enrol in a specified unit. Because this is an outcome with a System Progression Rule Outcome Type of PROBATION, it does not trigger any change to this student's progression status.

 

  • An outcome cannot be applied where the applicable configuration allows a Show Cause / Appeal period but does not allow the application of an outcome before the period is complete.
  • An OUTCOME APPLIED Lamp indicates the context outcome has already been applied.
  • Multiple outcomes may be approved and applied to a Student Course Attempt.
  • Attempting to apply an outcome where the effects conflict with an existing outcome triggers 1 of 3 possible actions: the existing outcome may be automatically expired, a warning may display or the current application may be blocked until the conflicting outcome is manually expired.

 

 

Recording Show Cause details:

An expiry date for the show cause period is entered automatically if it can be derived by the system. It can be entered manually (or modified) up until a decision has been made on any submission from the student.

Set the Show Cause indicator when a student makes his/her submission. The current date is automatically entered as the Show Cause Date, but can be backdated.

When the student's show cause submission has been reviewed and a decision on it made, the decision is entered against the (show cause) Outcome Type. There are two system-defined options - UPHELD or DISMISSED. The Outcome Date defaults to the current date. Notes about the decision and the submission can be recorded in the Comments text box.

Where a Show Cause submission is upheld, the decision status for this progression outcome should be updated to WAIVED. Progression Status (for this Student Course Attempt) reverts to the status that existed prior to this progression outcome's approval. (That may have been GOODSTAND or another status resulting from a different progression outcome.)

If the submission is dismissed, the progression outcome can now be applied and the decision status remains APPROVED. The Progression Status (for this Student Course Attempt) may update to reflect this approved progression outcome. (Note: it may not change as the existing status may reflect another 'more severe' progression outcome also in force.)
  • This T-List item is available only where the configuration applicable to this Student Course Attempt and rule application allows a show cause period. A SHOW CAUSE AVAILABLE lamp signifies this.
  • Where a Show Cause period is allowed, the progression status (for this approved student progression outcome) is SHOWCAUSE until the period expires or a decision on a submission is recorded.
  • A warning is displayed if an entered expiry date is later than the applicable cut-off date (see configuration).
  • The Show Cause indicator can only be set where the Decision Status is APPROVED.
  • A SHOW CAUSE SUBMITTED lamp illuminates when the Show Cause indicator is set.
  • Where an appeal has been lodged and recorded (in relation to this outcome), a show cause submission cannot be accepted and recorded.

 

 

 

Recording Appeal Details:

An expiry date for the appeal period is entered automatically if it can be derived by the system. It can be entered manually (or modified) up until a decision has been recorded about any appeal lodged by the student.

Set the Appeal indicator when the student lodges his/her appeal. The current date is automatically entered as the Appeal Date. This date can be backdated.

When the student's appeal has been heard and a decision on it made, the decision is entered against the (appeal) Outcome Type. As for Show Cause, there are two system-defined outcome types available. The Outcome Date defaults to the current date. Notes about the decision and the submission can be recorded in the Comments text box.

If the appeal is upheld, the decision status for this progression outcome should be updated to CANCELLED. This change in decision status may be applied immediately in this form or through the subsequent running of PRGJ6800. When the change is applied, the process automatically deletes any associated encumbrances or lifts any discontinuations that had been applied to the Student Course Attempt. It may also alter the Progression Status for this Student Course Attempt.

If the appeal is dismissed, the decision status of APPROVED remains, with any associated encumbrances or discontinuations in effect. The existing Progression Status remains.
  • This T-List item is available only where the configuration applicable to this Student Course Attempt and rule application allows an appeal period. An APPEAL AVAILABLE lamp signifies this.
  • A warning is displayed if an entered expiry date is later than the applicable cut-off date (see configuration).
  • The Appeal indicator can only be set where the Decision Status is APPROVED.
  • An APPEAL SUBMITTED lamp illuminates when the Appeal indicator is set.
  • The Appeal date cannot be earlier than an existing show cause date.

 

 

Recording notes relating to this Student Progression Outcome:

Notes can be recorded about both the Show Cause and Appeal in the Comments text boxes available against each of those T-List items. An additional Comments T-List item provides another means for recording notes.

 

Using the Overlay Screens:

Certain Progression Outcome Types may require a student be excluded or suspended from one or more courses or units sets. Other Progression Outcome Types may require a student be either excluded from or required to enrol in one or more units.

The overlays available allow the recording of the required course codes (Excluded/Suspended Courses overlay), unit set codes (Excluded Unit Sets overlay) or unit codes (Excluded/Required Units overlay).

Where an outcome (resulting in a course exclusion or suspension) has been added automatically after rule failure, because the outcome was defined as part of the rule application (in PRGF5214), course codes may have been defined. Those codes default to this student progression outcome. Where no codes were recorded as part of the rule application outcome, the current course is the one to which the encumbrance is applied for this student progression outcome.

Additional course codes may be recorded or existing default codes deleted from those automatically recorded for this student progression outcome.

A manually added outcome requires the entry of all required course codes, including the current course when the exclusion/suspension is to apply to that course.

 

  • If no codes are entered where an APPROVED progression outcome requires entry of course, unit set or unit codes, an error message is displayed and the outcome cannot be committed.
  • The navigation buttons are disabled where no course, unit set or unit codes need to be entered for the context student progression outcome, in these overlay screens.

 

 

Creating a Student Outcome Rule:

A progression rule application for this student can be created as an outcome of an existing rule failure. This rule can only be applied for this student, when the outcome is approved and applied.

Use the Student Outcome Rule button to navigate to PRGF5200 to create this progression rule application with the Student Course Attempt and Progression Outcome as the context.

 

Creating a Student Rule:

Use the Student Rule button to navigate to PRGF5200 to create a specific rule application for this Student Course Attempt, unrelated to a student progression outcome.

A rule application created in this way is applied to the context Student Course Attempt in the applicable progression period (determined by associated calendars). Its application is not reliant on the approval of any existing outcomes.

 

Last modified on 10 September, 1999