Apply Progression Outcomes

Apply Progression Outcomes - PRGJ6800

This process updates the database
Subsystem	Progression
Purpose	To apply all progression outcomes that have been approved but not yet applied to the student's enrolment. To lift any associated encumbrances or discontinuations where the Decision Status of an applied progression outcome has been changed to CANCELLED or REMOVED.
Normally Run By	Progression staff
Anticipated Frequency	Nightly
Update Process(es)	When applying an outcome - inserts the Applied Date; where applicable creates a Person Encumbrance record and discontinues the student's course, unit set or unit attempts. When lifting restrictions - records an expiry date against applicable person encumbrances and their effects; removes associated discontinuations.
Report	Progression Rule Outcome Application - Exception Report
Parameter Sample
Report Sample
Related Jobs	PRGJ6100 - Apply Progression Rules PRGJ6450 - Progression Maintenance Process

Update Process

This section gives a brief outline, in sequence, of the main processing involved in the application of progression outcomes. It assumes a good understanding of the configuration of Show Cause and Appeal periods, as this applies to an individual student and the definition of progression outcomes. (Refer to Understanding Progression, Specialist Functions and Progression Rules Overview.)

The Apply Progression Outcomes process:

The following assumes default parameters that do not limit processing to a specified progression period or selected group of student progression outcomes.

Selection of the Student Progression Outcome records to be processed:

These groups of student progression outcomes are processed by this job. Those which

Have an outcome to be applied. This is one with no Applied Date recorded, a Decision Status of APPROVED. Where a Show Cause or Appeal period is available to the student, the applicable configuration must allow the application of an outcome before the period ends.

Have an outcome to be removed This is one with an existing Applied Date and a Decision Status of REMOVED or CANCELLED.

Have an outcome that has been altered (e.g. a change in duration or restriction values).

Application of the outcome:

For each student progression outcome selected in the first group, the process:

Calculates and records the expiry date (if required) of show cause and appeal periods, if the required dates do not already exist. (This derivation is described in a Special Topic. Note that where an Expiry Date is calculated as part of this process of applying an outcome, the job run date is used instead of the Approval date, in the derivation formula).
Checks for the existence of a progression outcome Expiry Date. If none exists, an attempt is made to derive the expiry date. It may not be possible for a date to be derived and this expiry date may remain empty.

Inserts the current system date as the Applied Date.

Subsequent actions are determined by the type of progression outcome being applied:

For a progression outcome that suspends, excludes or expels the student from a course or course group, the Student Course Attempt is discontinued (with a PROGRESS default reason code). All enrolled units are discontinued.
For a progression outcome that excludes the student from a unit set, an end-date is inserted for that student unit set attempt, as an involuntary ending.
For a progression outcome that excludes the student from one or more units, discontinues enrolment in those units.
For a progression outcome with an associated encumbrance, a Person Encumbrance record is created. The Person Encumbrance Expiry Date is set to the same date as that calculated for the Student Progression Outcome expiry date. The date may remain empty.
For a progression outcome that requires the creation of one or more student progression rule applications, these rule application/s linked to this Student Course Attempt, are created.

Removal of the outcome & associated encumbrances:

For each student progression outcome selected in the second group, the process:

Inserts an Expiry Date against all person encumbrances and person encumbrance effects associated with this student progression outcome. The current system date is entered as the expiry date.
For any course discontinuation originally applied as part of this outcome:

Checks that no other existing student progression outcome requires the discontinuation to remain in force.
If not the discontinuation date and reason are deleted.
Note this lifting of a course discontinuation does not reinstate any unit set or unit attempts that may have also been discontinued but it does allow re-enrolment in those units/unit sets.

Logically deletes all Student Course Attempt rule applications created by the original application of this student progression outcome.

The effects of running this job can be viewed for a single Student Course Attempt through forms PRGF6600 and PRGF6610.

Run Details

Method

The job can be run in immediate or batch mode, through the Job Control & Scheduling subsystem.

The process can be executed for a single Student Progression Outcome using the Apply command button on the form PRGF6610.

Related jobs & forms

PRGJ6100 - Apply Progression Rules would be run in a cycle with this job. It applies progression rules to student course attempts and as a consequence, may create new student progression outcomes or change the decision status of existing outcomes. It is those outcomes that may be processed by this job.

PRGF6700 - Maintain Progression Outcome Decision is used to update the Decision Status (e.g. from pending to approved) of student progression outcomes for large groups of students. Those updated to APPROVED or CANCELLED in that form, are processed by this job. The decision status of individual student progression outcomes can be updated in the form PRGF6610.

PRGJ6450 - Progression Maintenance Process is run to derive those student progression outcome expiry dates that cannot be derived at the time this job applies the outcomes.

Timing

It is recommended that this job be scheduled as a regular overnight job.

Job Parameters

Note: The Course Code parameter is case-sensitive.

Job parameters may be used to:

Select the Student Progression Outcome records that are to be processed.

This is done through setting one or a combination of the parameters for Course Type, Organisational Unit, Course Code, Location, Attendance Mode, Progression Status, Enrolment Category and/or Person ID Group.

Restrict processing to a nominated progression period.

Set a Progression Calendar parameter to do this. Only those student progression outcomes approved in the nominated progression period will then be processed.

Restrict the exception report to only report on errors.

The Include Errors Only parameter is set to Y by default. Where a full report on all student progression outcomes processed is required, reset this parameter.

Reproduce an existing report:

Select a Previous Log Creation Date. An existing report can be re-run with a different 'Include Errors Only' parameter setting than was used when the original report was run. Any further parameter settings are ignored and no changes are made to student progression outcomes.

Report

Progression Rule Outcome Application — Exception Report

This reports those student progression outcomes where an error was encountered as the job attempted to apply/remove the outcome and any associated encumbrances (when produced using the default parameter setting).

The report groups Student Course Attempts by progression periods and course. For each Student Course Attempt the Person ID, Name, the course and progression statuses and each student progression outcome processed are listed. The result of the process is described as an APPLIED or ERROR Action. Where an error was encountered an explanatory message is reported to allow manual correction. (The most common source of errors is encumbrance clashes.)

Summary statistics given at the end of the report include the number of students processed for each progression status, the number of outcomes applied, the number of errors encountered and the total number of students processed.

Last modified on 26 September 2001