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ENR3000g - Course/Unit Discontinuation

Purpose

To allow the Discontinuation of individual student's Course and Unit Attempts.

Subsystem

Enrolments

Normally Run By

Enrolments Specialist

Anticipated Frequency

As required

Structure

Button

Discontinuation button

  

Discontinuation Process

The process of discontinuing a student's Course and/or Unit Offerings may be carried out in the Student Course Attempt and Student Unit Attempt screens for the Student Enrolments form (ENRF3000b) or via Student Connect. A Course Attempt may also be Discontinued via a Discontinuation Application.

Discontinuation is the ending of a student's enrolment in a course or unit other than by completion. The discontinuation of a student's Course Attempt will automatically discontinue any associated Unit Attempts. Where required, individual Unit Attempts may be discontinued.

Discontinuation is usually initiated by a student indicating that they wish to exit the course or unit but may be initiated by the institution by way of an encumbrance for, for example, failing to pay fees or failing to progress academically. The Discontinuation process is activated for the Unit or Course Attempt being discontinued and the system changes the Unit or Course Attempt Status from its current status to DISCONTIN. An Administrative Unit Status is applied to a discontinued unit, or the Unit Attempt is deleted, based on the date of discontinuation. Managing Unit Discontinuation and Maintain Administrative Unit Statuses (ENRF0110) contain further information on this aspect.

For example, on the 20th April, a student advises that he wishes to withdraw from his course. His student Course Attempt record is located, and the Discontinuation process invoked. This process:

  • records the processing date as the date of discontinuation.
  • sets the Course Attempt and related Unit Attempt statuses to DISCONTIN.

(Had it been required, the Discontinuation Date could have been forward or back-dated.)

Based on the Discontinuation Date, the system:

  • assigns an Administrative Unit Status of WD-LATE to the units in which he is enrolled for first semester, because he is discontinuing after the government census date
  • deletes his Enrolled Units for second Semester.

Note: Discontinuing Courses and Units may affect:

    • government statistical reporting through changed load calculations.
    • a student's Attendance Type where unit load is altered.
    • a student's Unit Grade associated with an Administrative Unit Status.

Discontinuation Applications

The system may also discontinue a course via ENRW3400 - once the application to discontinue the course has been approved and applied. This application may have been initiated by the student as an online application (DISINTAPPL) in Student Connect or created by staff on behalf of the student in ENRW3400. When such a discontinuation is approved and applied, the outcomes are the same as those described on this page.

 

To discontinue a student's Course Attempt using the Record Enrolments - Student Course Attempt screen:

  • Ensure that the correct student is displayed and the Course Attempt to be discontinued is selected in the Student Course Attempt screen.
  • Select the Discontinuation icon or the Discontinue T-list tem.
  • If the selected SCA has Student Unit Attempts with unfinalised Outcomes assigned, a warning message is displayed that lists the unfinalised SUAs. Select 'Yes' to continue with the discontinuation of the SCA and the SUAs or 'No' to cancel the discontinuation of both the SCA and SUAs.
  • A message advising that the Discontinuation Date is set to the current date and that related units will also be discontinued is displayed.
    • Select the message's Yes button if this is OK.
    • Select No to abort the process or to 'future date' the discontinuation. If the discontinuation is future dated, a message advises that discontinuation will not take place until the Discontinuation Date is reached.
  • If Yes was selected, a message advising successful discontinuation is displayed. Click OK and check units where required.
  • (Optional) In the Last Attended Date field, enter the date the student last attended an activity or class for the discontinued Student Unit Attempt. (See ENR3000h.) This field applies to VET units only. The value must be less than or equal to the Discontinued Date and greater than the Enrolment Activity Start Date.
  • In the Course Attempt screen, a message saying that the SUA has been successfully deleted/discontinued is displayed. - 'Warning: The Discontinuation reason code has been set for successfully discontinued/deleted SUA(s) . Please check units and save or reverse changes by clearing the SCA Discontinuation Date.'
  • Save.

Depending on the relationship between the Course Attempt Discontinuation Date and the various Discontinuation Trigger Dates, either:

  • the Course Attempt and associated Unit Attempts are deleted, or
  • the status of the Course Attempt is changed from its current status to DISCONTIN and related Unit Attempts are either:
    • deleted, or
    • are changed to status DISCONTIN. An Administrative Unit Status is assigned to DISCONTIN Unit Attempts. This can be overridden in the Student Unit Attempt screen. The current date will have been entered as the Discontinuation Date. This can be overridden.

The effects of trigger dates (Unit Discontinuation Date Criteria) are fully explained in that section.

Rules/Notes:

The Administrative Unit Status applied to discontinued student Unit Attempts is dependent on the relationship between the Discontinuation Date and critical Discontinuation Trigger Dates. Unit Discontinuation Date Criteria provides further information regarding these triggers.

If required, the Discontinuation Date can be back-dated for student Course Attempts, but not beyond the finalised outcome date of any completed Unit Attempts. Follow the procedure below.

Discontinuation Dates can be forward dated. When a discontinuation is future dated and this date is reached, a system batch process runs to action the discontinuation. The action taken by the system will be the same as if the manual process described here were used. A report is generated advising of the action taken.

The Last Attended Date is optional and applies to VET units only. It is used in the Hours Attended calculation (see ENR3000h and STAJ8000) to obtain the HOURS_ATTENDED value for units reported to Skills Victoria in the NAT00120 VET Enrolment file (for VET students who have a Skills Victoria funded place). If the Last Attended Date is changed or removed, the HOURS_ATTENDED value is re-derived.

Where a Discontinuation Trigger Date has more than one associated Administrative Unit Status (AUS) either:

  • the correct AUS must be selected from the list of values for each Unit Attempt, or
  • one of the AUS may be flagged as a default value in which case it will default on tabbing to this field.

Where there is more than one AUS, the default Administrative Unit Status applied to a discontinued Unit Attempt can be overridden by selecting from its list of values.

If a Student Course Attempt is discontinued with a discontinuation reason code for which, in ENRF01G0 the Auto End Date Unit Sets indicator is selected, then all associated Student Unit Set Attempts will be end-dated with the SCA Discontinuation Date.

If a Student Course Attempt is discontinued with a discontinuation reason code for which, in ENRF01G0 the Auto Apply Voluntary Ending indicator is selected, then all Student Unit Set Attempts that are end-dated will have their Voluntary Ending indicators set.

If, as part of a student's course discontinuation,a Unit Set that was part of student's offer of admission or which requires Authorisation, is ended, then an error is generated and the processing of the course discontinuation for that student will not proceed.

Note: If a unit attempt is being discontinued or deleted and this action affects the student's eligibility to receive SA-HELP, then the Notification Date will be removed from the student's relevant fee assessment record.
e.g. If the discontinued unit unit was the only one incurring load in a course for which an active SA-HELP loan application record exists in ENRF3240.

The removal of the Notification Date has the effect of causing the student's SA Fee to be reprocessed in order to determine if there is a loan attached to the course attempt. This avoids a situation where a student has withdrawn early from all units in a course of study but this withdrawal does not initiate a new assessment via FINJ3500, due to the student having load in another course incurring the same fee.
The Notification Date will only be updated for the fee period(s) for which the updated (enrolled/discontinued/ deleted) unit attempt will cause a fee assessment transaction.

To back-date the Discontinuation Date of a Student Course Attempt using the Record Enrolments - Student Course Attempt screen:

  • Remove the discontinuation from the Course Attempt following the reinstatement instructions below.
  • Navigate to the related Unit Attempts.
  • Back-date the Discontinuation Date of each Unit Attempt.
  • Save the Unit Attempt changes.
  • Navigate back to the Course Attempt.
  • Repeat the Course Attempt Discontinuation process.
  • Back-date the Course Attempt Discontinuation Date as required.
  • Save.

 

Rules/Notes:

To back-date a Student Course Attempt Discontinuation Date:

  • the Course Attempt discontinuation should be reversed,
  • the related Unit Attempts should have their Discontinuation Dates back-dated,
  • the Discontinuation process should be reapplied to the Course Attempt, and
  • the Course Attempt Discontinuation Date should be back-dated

If the Course Discontinuation Date entered is prior to the student's Course Commencement Date, then a warning is displayed.

A unit Discontinuation Date cannot be back-dated prior to the start of its Teaching Period.

To reinstate a student's discontinued Course Attempt using the Record Enrolments - Student Course Attempt screen:

  • Ensure that the correct student is displayed and the Course Attempt to be reinstated is selected in the Student Course Attempt screen.
  • Highlight the date in the Discontinued Date field and delete this text.
  • Save. The Course Attempt is reinstated.
  • Follow the steps below to reinstate related Unit Attempts.

Rules/Notes:

To discontinue an individual Student Unit Attempt using the Record Enrolments - Student Unit Attempt screen:

  • Ensure that the correct student is displayed and the Unit Attempt to be discontinued is selected in the Student Unit Attempt screen.
  • Select the Discontinuation icon . The Discontinuation Reason Code is set to the default value defined in CRSF2960. This field will be editable until the user hits save. If the user doesn't change the default value and hits save, no warning message is displayed. If the user deletes the default value and hits save, a warning message is displayed.
  • Save. The Unit Attempt is either:
    • deleted (with appropriate warning), or
    • changed from its current status to DISCONTIN, an Administrative Unit Status (AUS) will have been assigned to it or a warning message will prompt you to select an AUS from the list of values. The current date will have been entered as the Discontinuation Date.
  • If required, the Discontinuation Date can be back-dated (only) and the Administrative Unit Status changed to another from its list of values.
  • Save again.

Rules/Notes:

The Administrative Unit Status applied to discontinued Student Unit Attempts (or their deletion) is dependent on the relationship between the Discontinuation Date and critical Discontinuation Trigger Dates. Unit Discontinuation Date Criteria provides further information regarding these triggers.

Where a Discontinuation Trigger Date has more than one associated Administrative Unit Status (AUS), the correct AUS must be selected from the list of values for each Unit Attempt.

If a Student Unit Attempt being discontinued has an unfinalised Outcome assigned, a warning message is displayed providing the user with the options of continuing with the discontinuation process or cancelling it.

Unit Attempt Discontinuations cannot be future dated.

The Discontinuation Reason may be used to determine the Unit of Study Status code (E355), reported to TCSI in the Student Enrolments data group.
If a Discontinuation Reason is not recorded, this may cause an issue in Edge reporting to TCSI, so a message displays to advise the user that it is missing.

To reinstate a student's discontinued Unit Attempt using the Record Enrolments - Student Unit Attempt screen:

  • In the Student Course Attempt screen.
    • Ensure that the correct student is displayed.
    • Select the Course Attempt for which Unit Attempts are to be reinstated.
    • Select the Unit Attempt button to display related Unit Attempts.
  • Select the Unit Attempt to be reinstated.
  • Highlight the date in the Discontinued Date field and delete this text.
  • Save. The Unit Attempt is reinstated.
  • Repeat from step 3 for other Unit Attempts being reinstated.

Rules/Notes:

Deleted units cannot be restored they must be re-entered from scratch.

 

Last Modified on 13 June, 2023 1:05 PM

History Information

Release Version

Project

Change to Document

25.0, 25.1 & 26.0

2620 - TCSI Enhancements 2023

Added info about Default Discontinuation reason code

24.1, 25.0 and 25.1

2582 - TCSI Enhancements 2022

Added note about notice for missing Discontinuation reason

13.0.0.3, 14.0.0.2, 15.0

1834 - SA-HELP Fees

Added note relating to SA-HELP loans

13.0.0.2, 14.0.0.2, 15.0

1783/1400 - PC 205

Added a new field for 'Last Attended Date' to steps, & related notes.

12.1.0.3 - 13.1

1408 - PC96 (Calipso 22808)

Added new step and note about new warning message when attempting to discontinue a SUA with an unfinalised grade.

13.1

1323 - Online Help Consolidation

Removed VET link.

12.0

1454 - Unit Set Enhancements

Added notes about Unit Set End Dating and Voluntary Ending indicator for SCA discontinuation

12.0

1459 - Updates Prior to Course Commencement

Changed Note about discontinuation prior to Course Commencement date

11.1

1354 - Withdrawal and Intermission

Added Discontinuation Application information.