Maintain Progression Outcome Decision - PRGF6700

Purpose

To allow the updating (for a group of students) of the decision status of pending student progression outcomes.

Subsystem

Progression

Structure

Two Blocks:

Progression Outcome Selection

Student Progression Outcome

 

Navigation Buttons invoke:

Retrieve Records process

Maintain Student Progression Outcome form

Progression Rule Summary pop-up

Update Decision Status process

Error Message display

Image

A Student Progression Outcome record exists because either a student has failed a progression rule check or a manual outcome has been created for that student. Outcomes may be added to a Student Course Attempt as either APPROVED or PENDING outcomes. This is determined by the setting of the Apply Automatically indicator for this Progression Rule Outcome (set when the Progression Rule Outcome is defined using PRGF5214). Where student progression outcomes are created with a Decision Status of PENDING, each must be reviewed and a decision must be made to approve or waive the outcome. These decisions are recorded, for groups of students, using this form.

To retrieve the relevant group of students for each review panel, selection fields are specified in the first block on the form. Student Progression Outcome records are retrieved based on these criteria.

For each record retrieved, information relating to the student (Person ID, Name and the student's current Progression Status), the failed rule (Rule or Reference Code and Rule Category) and the pending outcome (Outcome Type, system recommended decision and duration if applicable) is displayed in the second block.

A single student may have multiple progression outcomes requiring a decision. This can occur when the progression rule failed has multiple outcomes defined or when the student has failed multiple progression rules. More than one may be approved; however it is possible that these may conflict. Any conflict is not notified for resolution at this point; instead it is notified when approved outcomes are applied to the Student Course Attempt (through running the job PRGJ6800 or through the form PRGF6610).

A student's progression status may be updated after the Decision Status is updated. However where a student has multiple progression outcomes and at least one continues to have a PENDING decision status, her/his progression status remains UNDCONSID.

 

Selecting & retrieving student records:

A combination of the fields available in this block can be used to determine which Student Progression Outcome records are retrieved for review.

Multiple specified criteria should be compatible. Using incompatible criteria may result in the retrieval of no records.

Use the Retrieve Records button to display (in the next block) all Student Progression Outcome records matching the selection criteria and with a decision status of PENDING. (The F7/F8 query keystrokes can also be used.)

Notes/Rules:

  • Both Org Unit and Period must be specified and are the minimum required selection criteria.
  • Only open or active codes can be entered. The List of Values only display active codes for all fields.

 

 
Recording the decision to approve or waive an outcome:

In the Student Progression Outcome block, each record is displayed with a decision recommendation (either the Approve or Waive indicator is pre-set). These recommendations are based on the Rank recorded for the outcome (in defining the progression rule outcome using PRGF5214). The highest ranked outcome (assigned to the progression rule application) has the Approve indicator selected. All other outcomes (for the same progression rule application) have Waive recommended.

Where the highest ranked outcome has already been approved for this student, any other pending outcomes are retrieved and displayed with a Waive recommendation. This can occur when the highest ranked outcome was set to apply automatically, so was added as an APPROVED outcome.

When the decision of the review panel differs from the system recommendation, change the indicator to reflect this.

  • Deselecting the Approve indicator automatically sets the Waive indicator.
  • Deselecting the Waive indicator leaves neither indicator set. Either set the Approve indicator or leave both deselected (which leaves the decision status as PENDING after processing).

 

  • Reset the Approve/Waive indicators only when a review panel requires a different decision from that recommended by the system.
  • Encumbrance conflicts (resulting from approving two or more outcomes with associated incompatible encumbrances) are not notified as part of this process to update decision statuses. They are trapped and notified during the process of applying approved outcomes (through job PRGJ6800 or using form PRGF6610).
Updating the records:

Use the Process command button to update the Decision Status of all records retrieved from PENDING to the final indicated status, after this review of records.

To cancel processing:

After initiating the updating process, a user is prompted to either confirm or cancel the execution of processing. Choosing to cancel at this point means no change is made to any displayed record.

 

 
Unprocessed records:

There may be Student Progression Outcomes that cannot be updated from a PENDING status. When errors are encountered during processing a VALIDATION ERROR lamp displays in the Student Progression Outcome block.

This occurs in the following circumstances:

  • The student progression outcome is incomplete; some required details are missing.
  • The Decision Status has been updated by another process; e.g. another Callista user has updated this student progression outcome using PRGF6610.
To view error messages:

To review the error behind each unprocessed Student Progression Outcome use the Error Message button, with the context student outcome selected. This re-displays the error message for that student progression outcome indicating the validation error that prevented the updating of the decision status.

Unprocessed records remain displayed for correction and reprocessing
  • Any student progression outcome that cannot be updated has an associated explanatory error message. This can be viewed using the Error Message button.

Incomplete outcomes that cannot be processed may be those that:

  • require the entry of a course group, course, unit set or unit code.
  • require the entry of a restriction value for attendance type or credit points.
  • require duration values and these are missing (this applies to a suspension outcome).

 

 
Using the Student Outcome button:

This provides access to PRGF6610 - Maintain Student Progression Outcome. This form may be accessed for these purposes.

  • To review and modify details of an outcome for a particular student, prior to updating the decision statuses. For example a decision may be made to approve an outcome that requires enrolment in a specified unit. The default Unit Code (entered when the progression rule outcome was defined in PRGF5214) is to be replaced with a different unit code, for a single student. This can be done in PRGF6610, accessed in context from this form.
  • To correct errors resulting from incomplete encumbrance details, after the initial group of records has been processed. Those that were not complete remain displayed. PRGF6610 can be accessed to record the required details. The updating of the decision status for that student progression outcome can then be done in PRGF6610 or on returning to this form, by rerunning the updating process.

 
Using the Progression Rule Summary pop-up:

This pop-up screen displays a summary of information relating to the context progression rule application.

The Progression Rule Summary block displays the rule category and code and their descriptions. The Rule Text displays the actual rule constructed in RULF2000. The user-defined message displayed is inherited from one stored against either the rule application, rule or rule category (inherited in that order, where different messages have been stored at more than one level).

A Lamp displays in the top right corner of this block indicating to which system element this rule has been linked, in creating this rule application. The four options are CRS TYPE, COURSE, ORG UNIT or STUDENT.

The lower blocks display summary information for all calendar types and outcomes currently assigned to this rule application.

A lamp displays in each of these blocks to indicate from where the calendars and outcomes have been inherited. This will be one of six options — RULE, CATEGORY or one of the four rule application system elements (as in the first block).

 

 

  • Rule, calendar and outcome details displayed in this overlay cannot be edited here.
  • Calendars displayed here are assigned using one of PRGF1600, PRGF5100 or PRGF5200.
  • Outcomes displayed here are defined using PRGF5214, accessed from the appropriate application level form (PRGF1600, PRGF5100 or PRGF5200).

 

Last modified on 13 September, 1999